Vendor Bill Mapping Group
Use the Vendor Bill mapping group to map expense report header information on the OpenAir expense report record with vendor bill header information on the NetSuite vendor bill transaction record. The mapping group supports filters.
For reference information and best practice guidelines, review the following topics:
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References — Overview of record types in OpenAir and NetSuite with links to the relevant reference material for information about fields available for mapping.
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Default and Custom Filters — Overview of default filters and how to modify the default behavior, and custom filters. Custom filters are supported for this mapping group.
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Default Field Mappings — Overview of default field mapping definitions including notes and best practice guidelines where relevant. Information exported by default includes NetSuite employee ID for the user who created the expense report, NetSuite vendor ID or [parent vendor ID, expense report date, expense report number, notes, NetSuite user IDs of accounting and supervisor approvers, and vendor currency. Filters and pullbacks are supported.
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Additional Field Mappings — There are no specific best practice guidelines for custom field mapping definitions. The mapping group does not support custom pullback field mappings, retrieving information from the record created in NetSuite back into OpenAir.
References
The following table gives reference information about the records and fields available for custom field mapping definition with links to the relevant reference material. See also Schema Reference Documentation.
NetSuite Record type [ |
OpenAir Record Type [ |
Mapping Group [ |
---|---|---|
Vendor Bill [ Schema: VendorBill (2020.1)|VendorBill (2023.1) XSD: tranPurch (2020.1)|tranPurch (2023.1) XSD (pullback): |
Expense Report [ Data Dictionary: envelope |
Vendor Bill
|
Default and Custom Filters
By default, expense report records are exported from OpenAir to NetSuite if the following conditions are met:
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The expense report is approved in OpenAir.
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The expense report was not already exported —
Envelope.exported
is empty. -
The NetSuite ID [
netsuite_envelope_id
] custom field is empty OR the Allow objects with a NetSuite ID to be exported during integration run box is checked on the OpenAir NetSuite Connector administration form. See Allow objects with a NetSuite ID to be exported during integration run. -
The expense report must contain at least one receipt.
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The Enable OpenAir expense reports to NetSuite vendor bill integration box is checked on the OpenAir NetSuite Connector administration form and the Export folders from this employee as NetSuite vendor bills [
User.netsuite_export_envelope_to_vendorbill__c
] box is checked on the employee record associated with the expense report in OpenAir. Otherwise, the Expense Report mapping group is used instead. See Expense Report Mapping Group.
Custom filters are supported for this mapping group. For more information about adding filter conditions, see Using Filters and Filter Definition.
Custom filters for the Expense Report and Vendor bill mapping group are the same. Use the Expense Report mapping group tab to set custom filters for both mapping groups.
Default Field Mappings
The following table describes the default field mapping definitions for the Vendor Bill mapping group tab.
NetSuite Field |
D |
OpenAir Field |
Notes |
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Visible and always active if the Verify expense report export box is checked on the OpenAir NetSuite Connector administration form. See Verify expense report export. |
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Looked up OpenAir field value
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The internal ID for the NetSuite vendor record corresponding to the employee who submitted the expense report in OpenAir, or the parent vendor record (if the Export folders from this employee to the NetSuite parent vendor [ |
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— |
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Not visible on mapping definition table The Tracking # of the OpenAir expense report is stored in both the Exp. Rept. # [ |
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Looked up OpenAir field values — List of |
Information about expense report approvers (except for project approvals) is stored in the OpenAir Expense Report Approver — Supervisor [ |
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Looked up OpenAir field values — List of |
Information about expense report approvers for project approvals is stored in the OpenAir Expense Report Approver — Project [ |
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The internal ID for the NetSuite vendor record corresponding to the employee who submitted the expense report in OpenAir. |
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— |
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Envelope.Currency |
Visible only if the Multicurrency feature is enabled for your OpenAir account. Multiple currency — By default, the currency of the expense report is set automatically to the currency on the employee or vendor record. |
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Calculated sum of GST or HST amounts across all receipts in the expense report |
Not visible on mapping definition table When the Allow manual override of Canadian taxes on expense report export box is checked on the Expense Reports (Expense Reports) export workflow settings form, calculated sum of Goods and Services Tax (GST) or Harmonized Sales Tax (HST) across all expense lines is stored in the OpenAir: GST/HST Amount [ |
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Calculated sum of PST amounts across all receipts in the expense report |
Not visible on mapping definition table When the Allow manual override of Canadian taxes on expense report export box is checked on the Expense Reports (Expense Reports) export workflow settings form, calculated sum of Provincial Sales Tax (PST) across all expense lines is stored in the OpenAir: PST Amount [ |
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Not visible on mapping definition table [Pullback] When you export a new expense report record from OpenAir to NetSuite, OpenAir stores the internal ID of the NetSuite expense report or vendor bill in the NetSuite ID [ |
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Not visible on mapping definition table OpenAir adds a timestamp for the date and time the record was exported. |
Additional Field Mappings
Review the following guidelines
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You should contact your OpenAir Professional Services representative if you need to make changes to your integration configuration and field mapping definitions.
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For advanced mapping usage and best practice guidelines, see Advanced Field Mapping Definition.
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Familiarize yourself with the NetSuite and OpenAir technical documentation before attempting to set field mapping definitions using the advanced notation — See Schema Reference Documentation.
No specific guidelines