Colombia Localization Field Mapping

The DIAN requires fields with specific values to be included in the Magnetic Media Information Files and in the Electronic Invoices for Colombia.

The Colombia Localization Field Mapping feature enables you to map standard NetSuite fields to categories required by the DIAN. The mapped values are included in the Magnetic Media Information files after they are saved in the system.

Mapping Standard NetSuite Fields to Categories Required by the DIAN

The following table lists the NetSuite standard records that can be mapped to categories required by the DIAN. On the Colombia Field Mapping page, the categories defined by the DIAN are the values in the column located at the right.

NetSuite standard records	DIAN-defined values	Description	Required for
Payment method	DIAN Payment Method	You can map payment methods to DIAN-defined categories.	Electronic invoicing
Unit of Measurement	DIAN Unit Code	You map unit types (measurement units) to DIAN-defined unit codes.	Electronic invoicing
Discount codes	Discount codes mapped by the DIAN	For every discount concept, you must map a DIAN-defined code.	Electronic invoicing
Tax code	DIAN Tax Factor Type Note: This category is available only if SuiteTax is enabled.	You can map tax codes to DIAN-tax type attributes.	Electronic invoicing
Account	Class, Group, Account, Subaccount, Auxiliary account and the Magnetic Media information concept	Each one of the account levels and the concept corresponding to the Magnetic Media information are assigned per account type.	Magnetic Media information Trial balance Third-party balance

To map standard NetSuite fields to categories required by the DIAN:

1. Go to Setup > Colombia Localization > Colombia Field Mapping.

2. Map the fields by specifying a value in the column at the right.

3. Click Save.

Setting up the CO Account Mapping Custom Record

To set up the CO Account Mapping Custom Record:

1. Go to Customization > Lists, Records, & Fields > Lists

2. Check that the CO Account Class, CO Account Group, CO Account List, CO Subaccount and CO Auxiliary Account lists are created and filled with the custom values according to the account classification required for the account.

3. Make sure that your NetSuite role has the corresponding permissions to set up the specific customized registers for Colombia.

To do the account mapping:

1. On NetSuite, go to Customization > Lists, Records, & Fields > Record types.

2. Locate the CO Account Mapping customized record and click it.

3. Click More > View Records.

4. Click New Account Mapping.

   • From the Account (Record) field, select the account where the mapping will be applied.

   • From the Class field, select the corresponding digit.

   • From the Group list, select the account by pairs of digits, accordingly.

   • On the Account list, assign the account to the corresponding four digits.

   • On the Subaccount list, assign the account to the corresponding six digits.

   • On the Auxiliary field, assign the account to the corresponding eight digits.

To set up the CO Account Mapping Custom Record through CSV Imports

1. Create a saved search of the subsidiary accounts. You can export the results in a CSV file and add the required fields.

2. Go to Lists > Search > Saved searches > New.

3. Click Account.

4. On the Criteria subtab, set the subsidiary filter and select your subsidiary in Colombia.

5. On the Results subtab, set the results to only include the columns Internal ID, Number, and Name.

6. Click Preview.

7. On the results page, click the icon Export – CSV.

8. Save the CSV file with the search results in the account.

9. Add the following required fields on the CO Account Mapping record:

   • Class

   • Group

   • Account

   • Subaccount

   • Auxiliary

   • Magnetic Media DIAN Code (DIAN’s concept which the Magnetic Media information account belongs to)

10. Save the CSV file with the account levels information and the concept it belongs to.

11. Import the CSV file saved in NetSuite. Go to Setup > Import/Export > Import CSV Records. Select the following options for the CSV file import:

    • Import type = Custom Records

    • Record type = Account Mapping

    • Character Encoding = Western (Windows 1252)

      For more information about the CSV import files, see Importing CSV Files with the Import Assistant

12. Confirm that the record sent through the CSV import has been assigned correctly.

13. Go to Customization > Lists, Records, & Fields > Record Types > CO Account Mapping > More > See records to set up the view with the required fields.

Manage DIAN Measurement Units

The DIAN Measurement Units catalog is a list of units of measure defined by DIAN. DIAN requires measurement unit codes from this catalog to be included in the electronic invoicing files for Colombia.

Adding DIAN Measurement Units Using the Colombia Field Mapping Page

Note:

Only the Administrator, Accountant and CFO roles have access to Colombia DIAN Measurement Unit custom record. If you want to grant other roles access to the Colombia DIAN Measurement Unit custom record, you can create or customize a role and add custom record permissions to it. For instructions on customizing roles, see Customizing or Creating NetSuite Roles For more information about setting permissions for custom records, see Setting Permissions for Custom Records

The Manage DIAN Measurement Units page enables you to enter in NetSuite the DIAN unit codes that are most relevant to your business.

To enter a new DIAN Measurement Unit:

1. Go to Setup > Colombia Localization > Colombia Field Mapping

2. Select the Measurement Unit category.

3. In the field Unit Type, select each measurement unit used in your business and assign the DIAN Measurement Unit values.

4. Click Save.

Field TIN (Taxpayer Identification Number)

See the following chart to understand how the TIN field should be filled:

Entity/Register	SuiteTax is not enabled/Field name	Description	SuiteTax is not enabled/Field name	Description
Employee Contact	TIN	Enter the entity’s tax ID number registered in Colombia.	TIN	Enter the entity’s tax ID number registered in Colombia.
Vendor Customer Potential customer Interested customer Partner	TIN	Enter the entity’s tax ID number registered in Colombia.	TIN	Enter the entity’s tax ID number registered in Colombia in the field Tax register number on the tab Financial > Tax register The tax register number entered for Colombia will appear in the field TIN. If more than one tax identification number for Colombia is added to the sublist, then the field TIN should be filled in with the tax identification number on the first row in the sublist. We you to select the same value used as the TIN from the Predetermined tax register list.
Company Subsidiary	VAT register number	Enter your company or subsidiary’s tax ID number for Colombia.	VAT register number	Enter your company or subsidiary’s tax ID number for Colombia in the field Tax register number on the tab Tax register. If more than one tax identification number for Colombia is added to the sublist, only the first one will be considered the TIN. We you to select the same value used as the TIN from the Predetermined tax register list.

General Notices