Installing and Setting Up Electronic Invoicing

Read the following topics to understand how to install and set up Electronic Invoicing:

• Prerequisites for Using Electronic Invoicing

• Installing the Electronic Invoicing SuiteApp

• Considerations When Setting Up Electronic Invoicing

• Electronic Invoicing Setup Tasks

• Electronic Invoicing Limitations and Best Practices

Prerequisites for Using Electronic Invoicing

Before installing the Electronic Invoicing SuiteApp, you must complete the following steps:

1. Install the NetSuite SuiteApps License Client (Bundle ID: 116144). For more information, see NetSuite SuiteApps License Client.

   The NetSuite SuiteApps License Client (Bundle ID: 116144) must be installed before you install the Electronic Invoicing SuiteApp (Bundle ID: 436209). To install, see Installing a Bundle.

   The NetSuite SuiteApps License Client controls an account’s access to the Electronic Invoicing features. Upon installation, the NetSuite SuiteApps License Client communicates with the NetSuite SuiteApps License Server to obtain active license information.

   If the account has an active license, you can use Electronic Invoicing features for multiple countries. If the account does not have an active license, you can still use the Electronic Invoicing SuiteApp for free, but your account can generate and send e-documents to only one country, and convert into vendor bills received e-documents from the same country. See Defining the E-Document Country for Free Use to set up your account for free use of the Electronic Invoicing SuiteApp.

   If the NetSuite SuiteApps License Client is not installed, your OneWorld accounts can neither generate and send e-documents nor convert received e-documents into vendor bills.

   If the NetSuite SuiteApps License Client is installed, your accounts without OneWorld can generate, certify or send all outbound e-documents and convert inbound e-documents into bills.

2. Make sure the following features are enabled in your account:

   • Custom Records

   • Custom Transactions.

   • Advanced PDF/HTML Templates

   • Client SuiteScript

   • Server SuiteScript

   • Web Services

   To enable features, see Enabling Features.

3. Make sure the Company Information page has a return email address.

   Important:

   If the Return Email Address field is blank, the system will encounter script errors when accessing Electronic Invoicing features.

   1. Go to Setup > Company > Company Information.

   2. In the Return Email Address field, enter a valid email address for the company.

   3. Click Save.

      Note:

      If you have a OneWorld account, you must set up the Return Email per subsidiary that uses the Electronic Invoicing SuiteApp.

4. Define the Recipient of E-Document Notifications.

   1. Go to Setup > E-Documents > Electronic Invoicing Preferences.

      Click the parent company link.

   2. In the Recipient of E-Document Notifications field, enter the email of the user whom you want to receive notifications about e-document processing.

   3. Click Save.

      If no notification recipient is defined, the system will send notifications about e-document processes to all active administrators.

Installing the Electronic Invoicing SuiteApp

1. Make sure all prerequisites are met. See Prerequisites for Using Electronic Invoicing.

2. Go to Customization > SuiteBundler > Search & Install Bundles.

3. In the Keywords box, enter the bundle ID or name:

   • Bundle ID: 436209

   • Bundle Name: Electronic Invoicing

4. Click Search.

5. Click the link for the Electronic Invoicing SuiteApp.

6. On the Bundle Details page, click Install.

The Electronic Invoicing SuiteApp is a managed SuiteApp. When improvements or new features are added to the SuiteApp, your account is automatically updated.

But in sandbox, the update is not automatic. Your administrator must manually update the SuiteApp to get the latest version.

For information about purchasing a license for the Electronic Invoicing SuiteApp, contact your NetSuite account representative.

Considerations When Setting Up Electronic Invoicing

Before you set up an account to use the Electronic Invoicing SuiteApp, it is that you consider the following questions to help you decide on the settings to apply:

For outbound e-document processing:

• To whom should I send my e-documents?

• What e-document templates do I need to use?

• How do I want to send my e-documents to stakeholders?

• Do I want to generate outbound e-documents one by one or in bulk?

For inbound e-document processing:

• From whom should I receive e-documents?

• How do I want to receive the inbound e-documents from vendors or other parties?

• Do I want to convert inbound e-documents into vendor bills, one by one or in bulk?

Be sure to also read Electronic Invoicing Limitations and Best Practices.

Electronic Invoicing Setup Tasks

After installing the Electronic Invoicing SuiteApp, an administrator must accomplish some common setup tasks. As the Electronic Invoicing SuiteApp is composed of two major components, the administrator must also complete specific setup tasks for outbound e-document processing and inbound e-document processing. Some inbound and outbound settings have a common record.

To know more about PEPPOL ID field, see PEPPOL ID.

Common Setup Tasks for Outbound and Inbound E-Document Processing:

1. Install the Electronic Invoicing SuiteApp.

2. View and edit the subsidiaries in Electronic Invoicing Preferences page and provide access to the e-document subsidiary preferences record for custom roles. For more information, see Setting Up Electronic Invoicing Preferences.

3. Define the country for free use (required only if you choose not to purchase a license). See Defining the E-Document Country for Free Use.

4. Create an e-document package and assign it to customer records (for outbound) or vendor records (for inbound). An e-document package record contains inbound and outbound e-document templates, outbound e-document sending methods, and inbound validation plug-in. See Creating E-Document Packages.

5. Create e-document templates. An e-document template record contains templates for both outbound and inbound processing. See Creating E-Document Templates.

Setup Tasks for Outbound Processing:

1. Create e-document sending methods. See Creating E-Document Sending Methods.

2. (Optional) Select a designated e-document sender. See Selecting a Designated E-Document Sender.

Setup Tasks for Inbound Processing:

1. (Optional) Create an inbound e-document validation plug-in. See Inbound Validation Plug-ins.

2. (Optional) Create an XSD file for automatic template selection. See Understanding XSD in Inbound E-Document Templates.

3. Enable the Email Capture Plug-in. See Electronic Invoicing Inbound Email Capture.

4. (Optional) Use SOAP web services to receive inbound e-documents. See Using SOAP Web Services for Inbound Processing

5. Update item records.

6. Update vendor records.

7. Define the schedule for automatic bulk conversion. See Deploying Automatic Bulk Conversion Script for Inbound E-Documents.

Related Topics

Electronic Invoicing Administrator Guide

Defining the E-Document Country for Free Use

Advanced PDF/HTML Template

Granting Access Permission to the E-Documents Portlet

Understanding E-Documents and E-Document Packages

Creating E-Document Packages

Multi-subsidiary Support in the Outbound Process

Creating E-Document Templates

Editing E-Document Templates

E-Document Certification in the Outbound Process

E-Document Network Status Overview

Creating E-Document Sending Methods

E-Document Email Custom Templates

Selecting a Designated E-Document Sender

Setting Up Custom Roles to Send E-Documents

Customizing Roles to Restrict E-Document Generation or Sending

Deploying the Bulk Generation Script for E-Documents

Deploying the Script for Scheduled Sending of E-Documents

Scheduled Script for Getting Network Status of E-Documents

Updating E-Document Certification Statuses

Processing E-Documents Automatically for Individual Transactions

Electronic Invoicing Inbound Email Capture

Using SOAP Web Services for Inbound Processing

Setting Up Custom Roles that can Convert Inbound E-Documents

Inbound Validation Plug-ins

Deploying Automatic Bulk Conversion Script for Inbound E-Documents

General Notices