Uploading Received XML Files as Inbound E-Documents

Apart from email capture, you can receive invoice, credit memo, or purchase order in XML format through other means like storage media. You can manually upload these XML file references to NetSuite as inbound e-document records, which are subsequently converted into vendor bills, vendor credits or sales order records.

To upload an XML file reference as an inbound e-document record:

1. 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 indicates the transaction (bill, bill credit, or sales order) that will be created consequently of the conversion.

   • Vendor or customer field depending on Transaction Type selection.

   • Source indicates Manual Upload by default.

   • Reference Number and PO Number receive values from the XML file reference that you will upload. These fields will have values after conversion to a transaction record.

   • E-Document Status indicates the status of the newly created inbound e-document.

2. In the Vendor or Customer dropdown list, select the vendor or customer respectively who sent the XML file.

3. In the XML File Reference field, click + and select the XML file that you will convert into a transaction record.

   The XML File Reference dropdown list displays 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 an error will be generated.

4. In the E-Document Template field, select an inbound e-document template.

   Note:

   If an XSD file was selected in a template record that is appropriate for this inbound e-document record, that template is automatically selected in the E-Document Template field.

5. If you want to attach the PDF version of the XML document, click + on the PDF File Reference field, then select the PDF file you want to associate with this record.

6. Click Save.

A new inbound e-document record is created and displayed with its E-Document Status set to For Conversion. The E-Document Audit Trail subtab displays information about the inbound e-document record including the date created, entity, event type, owner, and details. If the uploaded XML file has an attached PDF file reference, the attachment can be viewed and downloaded in PDF File Reference field on the created inbound e-document record.

Related Topics

• Electronic Invoicing User Guide
• Displaying the E-Documents Portlet on the Home Page
• Overview of Outbound E-Document Process
• Outbound E-Document Statuses
• Assigning E-Document Packages to Customer or Vendor Records
• Defining E-Document Email Recipients
• Selecting E-Document Packages, Templates and Sending Methods on Transactions
• Enabling PDF File Reference Generation
• Generating and Regenerating E-Documents
• Sending and Resending E-Documents
• E-Document Network Status
• Overview of Inbound E-Document Processing
• Inbound E-Document Statuses
• Receiving Inbound E-Documents by Email Capture
• Receiving E-Document XML Files from Web Service
• Converting Inbound E-Documents into Transaction Records
• Common Scenarios in Vendor Bill Conversion
• Converting Individual Inbound E-Documents into Vendor Bills
• Converting Failed Inbound E-Documents
• Compatibility of Approval Workflows with Vendor Bill Conversion
• Canceling Inbound E-Documents

General Notices