Invoice Line Mapping Group

Use the Invoice Line mapping group to export information from charges on the OpenAir invoice other than expense charges or product charges associated with a billable purchase item to the corresponding NetSuite invoice line items listed on the Items subtab.

The Invoice Line mapping group is NOT used in the following cases:

• The charge is an expense charge (type E) that was created automatically from a receipt in OpenAir unless he Disable expense report references on invoices in NetSuite integration box is checked on the Invoices (Invoices) export workflow settings form. See Disable expense report references on invoices in NetSuite integration. The Expense Line mapping group is used in that case — see Expense Line Mapping Group.

• The charge is an expense charge (type E) that was created manually in OpenAir and does not reference a Service.

  Important:

  Expense charges created manually in OpenAir also export as line items listed on the Items subtab using the Invoice Line mapping group if a Service is selected for those expense charges. Expense charges created manually are not exported otherwise.

• The charge is a product charge (type P) that was created from a purchase item imported from a NetSuite vendor bill into OpenAir using the POs (Vendor Bills) import workflow and all the following conditions are met:

  • The Use Service item instead of Product item during invoices export for purchase charges box is NOT checked on the Invoices (Invoices) import workflow settings form. See Use Service item instead of Product item during invoices export for purchase charges

  • The Billable box is checked on the vendor bill line item in NetSuite and the NetSuite vendor bill line billable [netsuite_vb_billable] box is checked on the corresponding purchase item in OpenAir.

  • The Disable vendor bill linkage on invoices in NetSuite integration box is NOT checked on the Invoices (Invoices) import workflow settings form. See Disable vendor bill linkage on invoices in NetSuite integration.

  The Bill Line mapping group is used in that case — see Bill Line Mapping Group.

Tip:

You can use the Purchase Line mapping group to include information from the original purchase order line item or vendor bill line item in NetSuite that was imported into OpenAir as purchase item on the invoice line item in NetSuite. See Purchase Line Mapping Group

For reference information and best practice guidelines, review the following topics:

• References — Overview of record types in OpenAir and NetSuite with links to the relevant reference material for information about fields available for mapping.

• Default Field Mappings — Overview of default field mapping definitions including notes and best practice guidelines where relevant. Information exported by default includes the internal ID of the NetSuite item associated with the service or product associated with the charge, quantity, rate, total amount, and internal ID of the NetSuite project associated with the charge.

• Additional Field Mappings — There are no specific guidelines for custom field mapping definitions in this mapping group.

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 [SOAP object]	OpenAir Record Type [table]	Mapping Group [Integration point]
Line Item [InvoiceItem] Schema: InvoiceItem (2020.1)|InvoiceItem (2023.1) XSD: tranSales (2020.1)|tranSales (2023.1)	Charge [slip] Data Dictionary: slip	Not visible on mapping definition table Invoice Line [INVOICE_LINE]

Default Field Mappings

The following table describes the default field mapping definitions for the Invoice Line mapping group tab.

Note:

Workflow settings and other integration workflows impact the way OpenAir charges export to line items on the invoice Items subtab in NetSuite. See Additional Guidelines About Settings Impacting Field Mapping.

NetSuite Field	Direction	OpenAir Field	Notes
InvoiceItem.item		Looked up OpenAir field value — Product.netsuite_product_id__c for the product with Product.id equal to Slip.product_id Category.netsuite_category_id__c for the service with Category.id equal to Slip.category_id	The internal ID of: The NetSuite purchase item record corresponding to the product associated with the charge in OpenAir, if the POs (Purchase Orders) import workflow or POs (Vendor Bills) import workflow is enabled, and the Use Service item instead of Product item during invoices export for purchase charges box is not checked on the Invoices (Invoices) import workflow settings form. See Use Service item instead of Product item during invoices export for purchase charges. The NetSuite service item record corresponding to the service associated with the charge in OpenAir, otherwise.
InvoiceItem.quantity		Calculated quantity based on the number of hours Slip.hour and minutes Slip.minute, if the Charge type is T Slip.quantity, if more than 0 and the Charge type is other than T ="1", otherwise
InvoiceItem.rate		Slip.rate, if the Charge type is T Slip.cost, otherwise
InvoiceItem.amount		Slip.total	—
InvoiceItem.price		="–1" if the Multiple Prices feature is enabled for your NetSuite account	If the Multiple Prices feature is enabled in NetSuite, the NetSuite price level is set to custom. The NetSuite price level is not set otherwise.
InvoiceItem.job		Looked up OpenAir field value — Project.netsuite_project_id__c for the project with Project.id equal to Slip.project_id	Active only if the Consolidate Projects on Sales Transactions box is checked on the Accounting Preferences Items/Transactions subtab in NetSuite (Setup > Accounting > Preferences > Accounting Preferences).
InvoiceItem.custcol_oa_credit_charge_type		Slip.type	If the Map the charge type from the NetSuite credit memo box is checked on the Credits (Applied Credit Memos) import workflow settings form, the charge type is stored in the OpenAir: Charge Type [InvoiceItem.custcol_oa_credit_charge_type] custom field.
InvoiceItem.deferRevRec		="true"	Active and visible only if the Recognition transactions (Revenue Recognition Transactions) export workflow is enabled. The InvoiceItem.deferRevRec box is checked by default unless the Direct Revenue Posting box is checked on the item record Revenue Recognition / Amortization subtab.
InvoiceItem.custcol_oa_slip_id		Slip.id	Active and visible only if the Recognition Transactions (Custom Record: OpenAir: Revenue Transactions for ARM) and Recognition Rules (Custom Record: OpenAir: Revenue Rules for ARM) export workflows are enabled. See Recognition Rules (Custom Record: OpenAir: Revenue Rules for ARM) Export Workflow and Recognition Transactions (Custom Record: OpenAir: Revenue Transactions for ARM) Export Workflow.
InvoiceItem.custcol_oa_pbr_id		Looked up OpenAir field value — Project_billing_rule.id for the project billing rule associated with the project billing transaction that created the charge (with Project_billing_transaction.slip_id equal to Slip.id)	Active and visible only if the Recognition Transactions (Custom Record: OpenAir: Revenue Transactions for ARM) and Recognition Rules (Custom Record: OpenAir: Revenue Rules for ARM) export workflows are enabled. See Recognition Rules (Custom Record: OpenAir: Revenue Rules for ARM) Export Workflow and Recognition Transactions (Custom Record: OpenAir: Revenue Transactions for ARM) Export Workflow.

Additional Guidelines About Settings Impacting Field Mapping

Review the following guidelines:

• If the Combine charges by services on invoices box is checked on the Invoices (Invoices) export workflow settings form, charges are combined by Invoice line items listed on the Items subtab are rolled up by project [ InvoiceItem.job], if there are line items associated with more than one project in the invoice, and by service item [InvoiceItem.item] under each project. Each line item on the NetSuite invoice Items sublist combine multiple charges on the OpenAir invoice with the following summary information:

  • InvoiceItem.quantity — Total quantity across all charges for the same service item in the same project.

  • InvoiceItem.amount — Total amount across all charges for the same service item in the same project.

  • InvoiceItem.rate — Combined rate calculated based on the total amount and total quantity across all charges for the same service item in the same project.

  • InvoiceItem.description — Descriptions from all charges for the same service item in the same project, separated by a line break.

• If the Customer POs (Sales Orders) import workflow is enabled:

  • Charges referencing a customer PO are combined by sales order line item and not by services. This includes charges of type T, F, O. I also includes charges of type E if the Enable expense charge linkage with sales order lines box is checked on the Invoices (Invoices) export workflow settings form.

  • If the Create billing rules for NetSuite discount and markup lines on sales orders box is checked on the Invoices (Invoices) export workflow settings form:

    • If the charge is a header discount (the NetSuite Sales Order Header Discount Customer PO [Customerpo.netsuite_sales_order_header_discount_po] box is checked on the customer PO record), the charge information is used to set the Discount Item [Invoice.discountItem] and Discount Rate [Invoice.discountRate] on the invoice header.

    • If the charge is a line discount (the NetSuite Sales Order Line Discount Customer PO [Customerpo.netsuite_sales_order_line_discount_po] box is checked on the customer PO record), the Quantity InvoiceItem.quantity is removed.

  • If the Create billing rules for NetSuite discount and markup lines on sales orders box is checked on the Invoices (Invoices) export workflow settings form, additional discount or markup lines are created then rolled up together with charges referencing a customer PO by sales order line item.

  • The Quantity and Rate on the invoice line item are adjusted to ensure that the referenced sales order line can be closed. This takes into account any charges associated with the customer PO that were already exported.

  • If the Adjust quantity based on % invoiced for time charges related to NetSuite sales order lines with quantities that do not reflect hours box is checked on the Invoices (Invoices) export workflow settings form and the Calculate Quantity From % Invoiced [Customerpo.netsuite_sales_order_quantity_is_not_hours] box is checked on the Customer PO record, the Quantity and Rate on the invoice line item are calculated as a percentage of the amount on the sales order line. See Adjust quantity based on % invoiced for time charges related to NetSuite sales order lines with quantities that do not reflect hours.

  • If the Always respect the NetSuite sales order customer and project when exporting invoices box is checked on the Invoices (Invoices) export workflow settings form, the InvoiceItem.job mapping is not active (the information is copied from the sales order instead). See Always respect the NetSuite sales order customer and project when exporting invoices.

  • Invoice line items in NetSuite reference the sales order line item

    NetSuite Field	Direction	OpenAir Field	Notes
    InvoiceItem.orderLine		Looked up OpenAir field value — Customerpo.netsuite_sales_order_line_id__c for the customer PO with Customerpo.id equal to Slip.customerpo_id	Not visible on mapping definition table Active only if the Customer POs (Sales Orders) import workflow is enabled. The internal ID of the internal ID of the sales order line in NetSuite

  • If the Initialize invoices from corresponding sales orders when exporting invoices to NetSuite box is checked on the Invoices (Invoices) export workflow settings form, OpenAir NetSuite Connector retrieves invoice information sourced from the sales orders in NetSuite and include this information when exporting invoices from OpenAir to NetSuite. This is similar to the information sourced from the sales order when you click Next Bill to create an invoice from a sales order in the NetSuite UI. See Initialize invoices from corresponding sales orders when exporting invoices to NetSuite.

  • If the sales order line item references an item group instead of an item, the invoice item line also references this item group in InvoiceItem.item.

Additional Field Mappings

Important:

Review the following guidelines

• You should contact your OpenAir Professional Services representative if you need to make changes to your integration configuration and field mapping definitions.

• For advanced mapping usage and best practice guidelines, see Advanced Field Mapping Definition.

• 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