Mexico Localization Features

The Mexico Localization SuiteApp provides custom fields, validations, and other customizations for Mexican businesses to comply with tax and other government requirements in Mexico.

The Mexico Localization SuiteApp includes the following:

• Mexico Localization Custom Fields

• Mexico Localization Custom Forms

• Mexico Journal Entries Print Layout

• Mexico Journal Entry Basic Approval Workflow

• Mexico Localization Validations

• Mexico Localization Vendor Payment Method

Mexico Localization Custom Fields

The Mexico Localization custom fields are available when Mexico context is met.

To see the custom fields that are provided by the Mexico Localization SuiteApp, go to Compliance with Mexico SAT Requirements.

For information about Mexico context, see Mexico Context.

Mexico Localization Custom Forms

The Mexico Localization SuiteApp provides the following custom forms:

• Mexico Standard Invoice

• Mexico Standard Sales Order

• Mexico Standard Cash Sale

• Mexico Standard Credit Memo

• Mexico Standard Item Fulfillment

• Mexico Standard Customer Payment

• Mexico Standard Journal Entry

• Mexico Standard Contact Form

• Mexico Standard Customer Form

• Mexico Standard Employee Form

• Mexico Standard Partner Form

• Mexico Standard Vendor Form

• Mexico Standard Group Item Form

• Mexico Standard Inventory Part Form

• Mexico Standard Non-Inventory Part Form

You can set these custom forms as the default forms for specific user roles. For more information, see Defining Preferred Forms.

For detailed information about how to customize a transaction form, see Creating Custom Entry and Transaction Forms.

Mexico Journal Entries Print Layout

In addition to the standard cash and bank-related financial information, printed Mexico Journal Entries include:

• Document Number/Journal ID

• Date

• Memo

• Created by

• Authorized by

• Location

• Department

To print these fields, you must use the Mexico Journal Entry PDF Template.

Mexico Journal Entry Basic Approval Workflow

The Mexico Localization SuiteApp provides the Mexico Journal Entry Basic Approval workflow for approval of Journal Entry records. This workflow is based on the standard Journal Entry Basic Approval. For more information, see Journal Entry Basic Approval Template.

Prerequisites

Before using the Mexico Journal Entry Basic Approval workflow, as an Administrator, be sure to enable the following preferences:

• Go to Setup > Accounting > Preferences > Accounting Preferences.

  On the General subtab in the General Ledger section, check the Require Approvals on Journal Entries box.

Setting up the Mexico Journal Entry Basic Approval Workflow

The Mexico Localization SuiteApp provides the Mexico Journal Entry Basic Approval workflow that an administrator can copy to add customizations, and set the Release Status field to Released.

Note:

If you want to make changes to the Mexico Journal Entry Basic Approval workflow, you should create a copy and make changes to it, so that future bundle updates do not overwrite the changes.

To set up the Mexico Journal Entry Basic Approval Workflow

1. Go to Customization > Workflow > Workflows (Administrator).

2. Click the Mexico Journal Entry Basic Approval workflow.

3. Place your cursor over More, and select Make Copy.

4. Click the pencil icon to edit the workflow.

5. Enter a new name for the workflow.

6. If you are ready to run the workflow, set the Release Status field to Released.

7. Click Save.

Mexico Localization Validations

The Mexico Localization SuiteApp validates the following fields:

Field name
RFC	The RFC code is required for DIOT reporting and for Electronic Invoicing. The system checks the format and length of the RFC code and displays a warning if they are not valid. Customer, vendor, employee, lead, prospect, contact, and partner records can be saved without an RFC code. The system does not perform RFC check digit validation. RFC characters must be uppercase. Company type entity records can be saved with the generic RFC code for foreign entities, or the generic RFC for national entities that are not registered with the SAT. Individual type entity records can be saved with the generic RFC for national entities that are not registered with the SAT. Individual type entity records cannot be saved with the generic RFC for foreign entities. For more information about the RFC field, see RFC Field.
Code	The system runs a code validation on the Mexico SAT Unit Code and Mexico SAT Item Code records to verify there are no duplicate codes.
Effective From	The system checks that the Effective From date is earlier than the Valid Until date on the Mexico SAT Unit Code and Mexico SAT Item Code records.
Valid Until	The system checks that the Valid Until date is later than the Effective From date on the Mexico SAT Unit Code and Mexico SAT Item Code records.

The following validations are also run to help you generate a complete and accurate DIOT file:

Field name
Operation Type (custom field)	The operation type for a transaction is required for DIOT reporting. Allowable values are Professional Services, Real Estate Leasing, or Others. Real Estate Leasing is not available in the Operation Type list for foreign vendors and foreign employees. Important: To enable this validation, you need to add both Vendors and Perform Search permissions to your role. On the Role page, click the Permissions > Lists subtab, then select the Vendors and Perform Search permissions and click Add. If you save the record without an operation type, the system uses Others as the default value, and this is what is reported in the DIOT file. On an Expense Report with a Mexican vendor, you can specify the Operation Type for each expense item. Operation type of an expense item is required to be reported in the DIOT file.
Country (standard field on vendor record)	If a vendor is Mexican, transactions for that vendor are included in the DIOT file. In OneWorld accounts, if no billing address country is found on the vendor record, the system looks at the subsidiary country to check if the vendor is Mexican. If you do not have a OneWorld account, the system assumes the vendor is in Mexico when there is no billing address country on the vendor record.
Tax code (standard field on transactions)	The following validations are performed on accounts that do not have SuiteTax enabled. The system runs the Mexico Localization tax code validation on vendor bills, vendor credits, expense reports, and checks for Mexico companies or subsidiaries. If a transaction has no tax code, or if the tax code is marked as Exclude from VAT reports, the transaction is not included in the DIOT file. Tax codes with the Import property are allowed only on transactions for a non-Mexican vendor. Non-import tax codes are allowed only on transactions for Mexican vendors. The system runs the Mexico Localization tax code validation only on manually created transactions on the user interface, not during data import.
Vendor (custom field on expense report)	The vendor name is not required when saving an expense report in NetSuite. The vendor name is required for all lines in expense reports that are included in the DIOT file. If you run the Mexico Localization Validation tool, the system checks expense reports of employees in Mexican companies or subsidiaries to verify that each line item indicates the name of the vendor or supplier.

Mexico Localization Vendor Payment Method

The Mexico Localization SuiteApp supports vendor payment through the Payment Method subtab, which offers payment method options when creating bill payment records. The Payment Method subtab gets essential information such as the bank account number and bank name from bank information records. Therefore, you must create vendor bank information records first, before using the payment method.

Aside from the user interface, the vendor payment method is also supported when creating bill payment records through CSV, Web Service or script.

Creating a Bank Information Record

Bank information records contain the details of where the payment is sent using EFT or bank transfer.

To create a bank information record:

1. Open the vendor or employee record that you want to create a bank information record for. On the Vendor or Employee page, click the Bank Information Details subtab.

2. Click New Bank Information.

3. On the Bank Information page, complete the following fields:

   • Name — Enter the name of the bank information record or select from the list. You can enter the bank name for easy reference.

     Note:

     The Name of the bank information record must be unique, or no two records should have the same name.

   • Account Number — Enter the bank account number that receives the payment.

     Bank Name — Enter the bank name.

4. Click Save.

   The new bank information record is added in the table on the Bank Information subtab.

You can also add bank information records by using Saved CSV Imports. For more information, see Working with Saved CSV Imports.

Important:

Before generating the Mexico Electronic Accounting Files, bank accounts on vendor and employee records must be mapped to the corresponding national bank ID codes. Doing so ensures that the Mexico Electronic Accounting Files complies with SAT requirements. For more information, see Mapping Standard NetSuite Fields to Categories Required by the SAT.

Deleting a Bank Information Record

To delete a bank information record:

1. On the Bank Information Details subtab, click the bank information record you want to delete, or click its Edit link.

2. On the Bank Information page, click the Actions dropdown list and then select Delete.

Using the Payment Method Subtab

After creating bank information records, you can proceed with making payments by using the Payment Method subtab. For OneWorld accounts, the Payment Method subtab is displayed only if the nexus of the subsidiary is in Mexico, otherwise the subtab is not displayed. For single instance accounts, the subtab is always displayed. The Payment Method subtab is available on the Bill Payment page.

To use the Payment Method subtab:

1. Go to Transactions > Payables > Pay Single Vendor. The Bill Payment page is displayed.

2. If you are using a OneWorld account, in the Payee field, select either a vendor, partner or employee. If the Payee is a multi-subsidiary vendor, select a Mexico subsidiary in the Subsidiary field.

   If you are using a single instance account, the Payment Method subtab is always displayed regardless of the selected Payee.

   If you want to change the Payee, select a new Payee and click Leave on the confirmation message that appears. The page displays the bank information details of the new Payee.

3. Click the Payment Method subtab.

4. In the Payment Method field, select a payment method.

5. In the Bank Information field, select the name of the bank information record you want to use. The Account Number and Bank Name is automatically provided with values from the selected bank information record.

6. Click Save.

Related Topics

• Mexico Localization SuiteApp Installation
• Mexico Context
• Mexico Localization Field Mapping
• Compliance with Mexico SAT Requirements
• Electronic Invoicing for Mexico
• Electronic Bank Payments for Mexico
• Financial Reports for Mexico
• Electronic Accounting for Mexico
• Mexico Localization SuiteApp Limitations and Best Practices

General Notices