Inbound E-Documents
Inbound e-documents are electronic transactions received by an organization from external sources such as suppliers, partners, or customers.
You can manually upload these XML file references into NetSuite as inbound e-document records, which then get converted into vendor bills. SuiteTax accounts don't support Inbound E-Documents.
Prerequisites for Inbound E-Documents Processing
You must make sure you’ve met the following prerequisites before processing inbound e-documents:
-
Configure Displaying the E-Documents Portlet on the Home Page.
-
Before you import the inbound e-documents, you must make sure:
-
For a single vendor, the item description in the inbound e-document must match the Vendor Code/Name field on the item record.
-
For a multiple vendors the item description must match the Vendor column on the Vendors subtab.
-
Creating vendor bill from inbound XML file reference:
A vendor bill transaction is created from the uploaded XML file. You can view the status or error messages by going to Setup > E-Document and selecting E-Document Audit Trail subtab on inbound e-document record.
-
On the E-Documents Portlet on the Home page, click the Upload Inbound E-Document link.
The Inbound E-Documents page displays the following fields:
-
Transaction Type – shows the transaction (bill, bill credit, or sales order) that will be created from the conversion.
-
Vendor or Customer – This field appears depending on Transaction Type selection.
-
Source – Shows Manual Upload by default.
-
Reference Number and PO Number – These fields get values from the XML file you upload and will be filled in after conversion in a transaction record.
-
E-Document Status – Shows the status of the new inbound e-document.
-
-
From the Transaction list, select Bill as the transaction type.
-
From the Vendor list, select the vendor who sent the XML file.
-
In the XML File Reference field, click + and select the XML file you want to convert into a transaction record.
The XML File Reference dropdown list shows files stored in the File Cabinet. Ensure that you select an XML document that is well-formed and valid, with the .xml file extension, otherwise you'll get an error.
-
In the E-Document Template list, select the Malaysia Inbound Transaction Template.
-
If you want to attach the PDF version of the XML document, click + on the PDF File Reference field and select the PDF file you want attach.
-
Click Save.
Inbound E-Document Template
You can add the inbound Malaysia Inbound Transaction Template by going to Setup -> E-Documents -> E-Documents Templates.
The following is the inbound template mapping for your reference.
<#ftl ns_prefixes={"D":"urn:oasis:names:specification:ubl:schema:xsd:Invoice-2", "cac":"urn:oasis:names:specification:ubl:schema:xsd:CommonAggregateComponents-2", "cbc":"urn:oasis:names:specification:ubl:schema:xsd:CommonBasicComponents-2"}>
{
"tranid": "${XML["D:Invoice"]["cbc:ID"]}",
"trandate": "${CUSTOM["trandate"]}",
"duedate": "${CUSTOM["duedate"]}",
"memo": "${XML["D:Invoice"]["cbc:Note"]}",
<#if CUSTOM["currency"]?has_content>
"currency": "${CUSTOM["currency"]}",
</#if>
"item": [
<#assign index=0>
<#assign taxcodeString="taxcode_">
<#list XML["D:Invoice"]["cac:InvoiceLine"] as item>
{
"vendorcode": "${item["cac:Item"]["cbc:Description"]}",
"vendorname": "${item["cac:Item"]["cbc:Description"]}",
"quantity": "${item["cbc:InvoicedQuantity"]}",
"rate": "${item["cac:Price"]["cbc:PriceAmount"]}",
"amount":"${item["cbc:LineExtensionAmount"]}",
"taxcode": "${CUSTOM[taxcodeString+index]}",
"custcol_myei_item_exemption_reason" : "${item["cac:TaxTotal"]["cac:TaxSubtotal"]["cac:TaxCategory"]["cbc:TaxExemptionReason"]}",
"description": "${item["cac:Item"]["cbc:Description"]}",
"inventorydetailreq":false
<#assign index++>
}<#if item_has_next>,</#if>
</#list>
]
}
You can customize the inbound template as needed. For more information, see Understanding Inbound E-Document Templates in JSON Format.
Currently, Malaysia Electronic Invoicing SuiteApp supports creation of only vendor bills by manually uploading the XML file references. For more information about inbound e-documents, see Overview of Inbound E-Document Processing.