Invoice Mapping Group

Use the Invoice mapping group to map invoice header information on the OpenAir invoice record with invoice header information on the NetSuite invoice transaction record. The mapping group supports filters.

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 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.

• Default Field Mappings — Overview of default field mapping definitions including notes and best practice guidelines where relevant. Information exported by default includes customer and project ID, invoice date, invoice number, service, rate, and amount information. Filters and pullbacks are supported.

• Additional Field Mappings — Best practice guidelines for custom field mapping definitions. The workflow supports 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 [SOAP object]	OpenAir Record Type [table]	Mapping Group [Integration point]
Invoice [Invoice, TransactionSearch (pullback)] Schema: Invoice (2020.1)|Invoice (2023.1) XSD: tranSales (2020.1)|tranSales (2023.1) XSD (pullback): TransactionSearchRowBasic — platformCommon (2020.1)|platformCommon (2023.1)	Invoice [invoice] Data Dictionary: invoice	Invoice [INVOICE_TO_INVOICE] Pullback row [NS_INVOICE_TO_OA_INVOICE]

Default and Custom Filters

By default, invoice records are exported from OpenAir to NetSuite if the following conditions are met:

• The invoice is approved in OpenAir. Invoice approvals must be enabled for your OpenAir account.

• The invoice was not already exported — Invoice.exported is empty.

• The NetSuite Invoice ID [netsuite_invoice_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.

Custom filters are supported for this mapping group. For more information about adding filter conditions, see Using Filters and Filter Definition.

Default Field Mappings

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

NetSuite Field	Direction	OpenAir Field	Notes
Invoice.entity		Looked up OpenAir field value — Customer.netsuite_customer_id__c for the customer with Customer.id equal to Invoice.customer_id Project.netsuite_project_id__c for the project with Project.id equal to Invoice.project_id	Not active if the Customer POs (Sales Orders) import workflow is enabled, the invoice is associated with a NetSuite sales order, and 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 information is copied from the sales order instead). See Always respect the NetSuite sales order customer and project when exporting invoices. The internal ID for: The NetSuite project record corresponding to the project associated with the charges in the invoice in OpenAir, if the Project Management feature is not enabled for your NetSuite account and the Consolidate Projects on Sales Transactions box is not checked on the Accounting Preferences Items/Transactions subtab in NetSuite (Setup > Accounting > Preferences > Accounting Preferences). Note: If there are multiple projects associated with charges in the invoice, the NetSuite Project ID for the first project is used. The NetSuite customer record corresponding to the customer associated with the invoice in OpenAir, otherwise.
Invoice.custbody_oa_invoice_internal_id		Invoice.id	Visible and always active if the Verify invoice export box is checked on the OpenAir NetSuite Connector administration form. See Verify invoice export.
Invoice.tranDate		Invoice.date	—
Invoice.tranId		Invoice.number	—
Invoice.job		Looked up OpenAir field value — Project.netsuite_project_id__c for the project with Project.id equal to Invoice.project_id	Active only if Project Management feature is enabled for your NetSuite account and the Consolidate Projects on Sales Transactions box is not checked on the Accounting Preferences Items/Transactions subtab in NetSuite (Setup > Accounting > Preferences > Accounting Preferences). Not active if the Customer POs (Sales Orders) import workflow is enabled, the invoice is associated with a NetSuite sales order, and 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 information is copied from the sales order instead). See Always respect the NetSuite sales order customer and project when exporting invoices. The internal ID of the NetSuite project record corresponding to the project associated with the invoice in OpenAir.
Invoice.custbody_oa_invoice_number		Invoice.number	The Number of the OpenAir invoice is stored in both the Invoice # [Invoice.tranId] standard field and the OpenAir: Invoice Number [Invoice.custbody_oa_invoice_number] custom field on the invoice in NetSuite. Note: If there are multiple projects associated with charges in the invoice, the NetSuite Project ID for the first project is used.
Invoice.custbody_oa_ donotcreaterevenueelements		="true"	Visible and active 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.
Invoice.currency		Invoice.currency	Not visible on mapping definition table Active only if the Multiple Currency feature (or the Multi-Currency Customer feature, if available separately) is enabled for your NetSuite account.
Invoice.exchangeRate		Invoice.netsuite_exchange_rate__c	Not visible on mapping definition table Active only if the Multiple Currency feature is enabled for your NetSuite account, the Recognition transactions (Revenue Recognition Transactions) export workflow is enabled, and the Do not use OpenAir project exchange rate on invoice and recognition transaction export is not checked on the OpenAir NetSuite Connector administration form. OpenAir NetSuite Connector lets you set the NetSuite Project Exchange Rate [Invoice.netsuite_exchange_rate] — the exchange rate to use when exporting invoices and revenue recognition translations from OpenAir to NetSuite.
Invoice.custbody_oa_invoice_link		Invoice short URL	Not visible on mapping definition table If the Enable the OpenAir invoice link mapping to NetSuite box is checked on the workflow settings form, the short URL hyperlink to the OpenAir Online invoice imports to a custom field on the NetSuite invoice record. See Enable the OpenAir invoice link mapping to NetSuite.
Invoice.createdFrom		Looked up OpenAir field value — Customerpo.netsuite_sales_order_id__c for the customer po associated with Customerpo.id equal to Slip.customerpo_id for charges of type T, O, and F in the invoice (and 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.	Not visible on mapping definition table Active only if the Customer POs (Sales Orders) import workflow is enabled and charges on the invoice reference a customer PO record. Important: The NetSuite Sales Order ID [Customerpo.netsuite_sales_order_id__c] must be the same for all charges in the invoice referencing a Customer PO, if any. The invoice is not be exported if multiple sales orders are referenced and an integration error is logged.
Invoice.discountItem		InvoiceItem.item for a discount item applied to the invoice header	Not visible on mapping definition table Active only if the Customer POs (Sales Orders) import workflow is enabled, the charge reference a customer PO record and the NetSuite Sales Order Header Discount Customer PO [Customerpo.netsuite_sales_order_header_discount_po] box is checked on the customer PO record.
Invoice.discountRate		Slip.total for a discount item applied to the invoice header	Not visible on mapping definition table Active only if the Customer POs (Sales Orders) import workflow is enabled, the charge reference a customer PO record and the NetSuite Sales Order Header Discount Customer PO [Customerpo.netsuite_sales_order_header_discount_po] box is checked on the customer PO record.
Transaction.internalId		Invoice.netsuite_invoice_id__c	Not visible on mapping definition table [Pullback] When you export a new invoice record from OpenAir to NetSuite, OpenAir stores the internal ID of the NetSuite invoice in the NetSuite Invoice ID [netsuite_invoice_id] custom field. This custom field is used to link the OpenAir and NetSuite records for future updates and matching record associations.
—		Invoice.exported	Not visible on mapping definition table OpenAir adds a timestamp for the date and time the record was exported.
Transaction.taxTotal if the SuiteTax feature is enabled for your NetSuite account Transaction.custbody_oa_invoice_tax_amt, otherwise		Invoice.tax	Not visible on mapping definition table Active only if the Import taxes applied to exported invoices box is checked on the Invoicxes (Invoices) export workflow settings form. [Pullback] The tax amount calculated in NetSuite is imported back into OpenAir. See Import taxes applied to exported invoices.
—		Invoice.total	Not visible on mapping definition table Active only if the Import taxes applied to exported invoices box is checked on the Invoicxes (Invoices) export workflow settings form. [Pullback] The tax amount calculated in NetSuite is added to the total amount for the invoice in OpenAir. See Import taxes applied to exported invoices.
—		Invoice.balance	Not visible on mapping definition table Active only if the Import taxes applied to exported invoices box is checked on the Invoicxes (Invoices) export workflow settings form. [Pullback] The tax amount calculated in NetSuite is added to the total amount for the credit invoice in OpenAir. See Import taxes applied to exported invoices.

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.

The following table describes additional field mapping definitions for the Invoice mapping group tab that may be required or useful in some cases.

NetSuite Field	Direction	OpenAir Field	Notes
Transaction.tranId		Invoice.netsuite_transaction_id__c	You can import transactional information –for example, the NetSuite transaction number– back into OpenAir. To do so, add a pullback row to the field mapping definition table for the Invoice mapping group, mapping the NetSuite transaction field to a custom field associated with the invoice record type in OpenAir.