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Field name | Description |
General | |
Record Types | Select the record types where the INFlow approval workflow should be deployed to. |
Default Appover Roles | Select default roles for approvers who should approve if the original approver cannot be found. |
Only Process Transactions From | If set, INFlow scripts will only process approvals for transactions on or after the specified date. |
Approval Amount Basis * | Select the basis for the approval amount:
The selected transaction amount is compared to the amounts defined in approval matrix |
Use Approval Limits | Check this box to use NetSuite’s purchase approval limits feature. If this box is checked, the approval limits defined in the approver's employee record will be compared to the approval amount. If the amount exceeds the defined limit, the bill will be routed to approver's supervisor for additional approval.
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Execute PO-VB-IR Matching After Edit | Check this box to trigger INFlow PO-VB-IR matching when transaction is edited and saved. |
Make Approval Notes Mandatory | If enabled, approval notes in the INFlow Portal (List view and transaction view) will be mandatory for users before proceeding with approval or rejection. |
Notifications | |
Email Template (Pending Approval) * | Set the email template to be used for the pending approval email notificiation. ) (Email template can be created at Documents > Templates > Email Templates > New). |
Email Template : Approval Reminder | Choose how you want to be reminded about an approved bill:
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Email Sender * | Set the approval notification Email Sender. (This can be setup as a generic employee record named e.g.: “No Reply”) |
Email Remainder Days | Enter the number of days after which the approver will get a reminder email to approve pending transaction. |
INFlow Portal
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Field name
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Description
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INFlow Portal Preferences
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INFlow Portal List Search - AP Transactions
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Select the saved search that will define the fields displayed in the AP Transactions list view. Default selection is [STA] INFlow Portal Main Search.
The columns of the search will also define the fields that can be used to sort the list using the “Sort By” dropdown field.
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INFlow Portal List Search - Purchase Orders
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Select the saved search that will define the fields displayed in the Purchase Order list view. Default selection is [STA] INFlow Portal Main Search.
The columns of the search will also define the fields that can be used to sort the list using the “Sort By” dropdown field.
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Vendor Bill/Credit Form Configuration
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Select the INFlow Portal Form Configuration Record for the AP transaction detailed view. This custom record is used to customize the fields displayed in the INFlow portal transaction view. Please contact support@staria.com for more information or if you need the INFlow portal fields customized.
Default selection is [STA] Default Vendor Bill/Credit Form Configuration.
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Purchase Order Form Configuration
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Select the INFlow Portal Form Configuration Record for the Purchase order detailed view. This custom record is used to customize the fields displayed in the INFlow portal transaction view. Please contact support@staria.com for more information or if you need the INFlow portal fields customized.
Default selection is [STA] Default Vendor Bill/Credit Form Configuration.
Accounting
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Field name
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Description
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Handling of Transaction Dates
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Move Transaction Dates When
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Select when the transition date will be moved to a different date other than what was indicated in the inbound e-document during conversion or in the transaction during approval:
Period is Closed - when this option is selected, the Date (id: trandate) field will be updated only when the original date falls on an accounting period that is alread closed.
Period is Locked - when this option is selected, the Date (id: trandate) field will be updated when the original date falls on an accounting period where A/P is already locked or the accounting period is already closed. This is the default value when creating new preference record.
Never - the date will not be changed regardless.
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This preference checks the transaction: accounting period. This is not always the same as the calendar month of the transaction date. Related troubleshooting article: Why does my vendor bill transaction date stay the same even if MOVE TRANSACTION DATE WHEN preference = Period is closed? |
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Move Transaction Date To
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Select the Date (id: trandate) which it will be updated:
First Day of Current Period (default) - the transaction date field will be updated with the first day of the current accounting period.
First Day of Earliest Open Period - the transaction date field will be updated with the first day of the first open accounting period. The earliest open period is:
when Move Transaction Date When = Period is Closed, the earliest accounting period that is not yet closed. This is the default value when creating new preference record.
when Move Transaction Date When = Period is A/P Locked, the earliest accounting period where the A/P locked is not yet completed.
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Accruals
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Transaction Date Fields for Accruals
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Input the internal id of the transaction date field to be used as a filter in the INFlow Accruals search (i.e. ON OR BEFORE <datefield>).
For join fields, use a the syntax recordtype.fieldid
If blank, the default would be accountingperiod.endate.
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AP Accrual Account - Net Amount
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Select an accruals account to be used for posting unapproved bill balances at the end of the month.
Accounting
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Field name
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Description
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Transaction Date Fields for Accruals
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Input the internal id of the transaction date field to be used as a filter in the INFlow Accruals search (i.e. ON OR BEFORE <datefield>).
For join fields, use a the syntax recordtype.fieldid
If blank, the default would be accountingperiod.endate.
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Accruals Account - VAT Amount
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Select a default expense account to be used to post the AP accruals against.
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AP Accrual Account - Net Amount
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Select an accruals account to be used for posting unapproved bill balances at the end of the month.
Approvals - Summarized Notification Emails
If approvers do not want to get an approval notification email separately for every pending approval transaction, there is an option to set up a single scheduled email with all pending transactions listed instead. The standard functionality can be disabled, and a scheduled search can be created for this purpose.
Go to Customization > Scripting > Script Deployments. Under Filters select Type = “Workflow Action” and “[STA] WA INFlow Send Approval Email” in the Script filter.
Click Edit next to every deployment and uncheck the Deployed box.
Create a saved search for bills/bill credits/purchase orders (as per requirement) that are pending approval:
Define Search results under the Results tab as required:
Under the Email tab, schedule search to send the results by email to next approvers:
Under the Customize Message sub-tab, enter the From and Subject values; define the message body and also ensure that Summarized Results are marked for “Send within the message”.
Define the email sending schedule under the Schedule sub-tab:
Approvals - Reminder Emails
Under the Approval Section of the INFlow Preferences form, configure email reminders for your approvers, in the Approval Reminder Email field:
If you choose Single Reminder, then define the Email Reminder Days value below.
If you choose Scheduled Daily Reminders, then complete the following steps to define the reminder email schedule
Go to Customization > Workflow > Workflows > click Edit next to [STA] Approval Flow.
Click the Pending Approval state.
Click [STA] WA INFlow Send Approval Email action, under Scheduled section.
Make a copy of this custom action and set the original action to Inactive a. (NOTE: in the new bundle version this custom action will be inactive by default).
Setup the values under the action Schedule section of your newly created custom action.
List of Deprecated Preferences
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Field name
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Description
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Replaced by
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Default E-Document Package *
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Default is set as ” [STA] Rest - Staria INFlow Integration”
This is the parent record of the document template.
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Staria FlowAP Subsidiary Setup : FlowAP Template
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Default Document Template *
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Select the default E-document template. This template defines the mapping of XML elements to NetSuite Transaction fields.
Options:
REST - Staria Integration - Bill with Expense Lines
REST - Staria Integration – Bill with Expense Lines (No Entity Bank Details)
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Staria FlowAP Subsidiary Setup : FlowAP Template
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Return Vendor Not Found When Tax ID Lookup Fails
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If checked, Vendor lookup will fail right away if the Tax ID lookup wasn't able to find a Vendor
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Staria FlowAP Template : Vendor Lookup Criteria
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Default Domestic Payment Template *
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Select a default template for domestic payments for the vendor which is used when creating Entity Bank Payments record
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Staria FlowAP Subsidiary Setup : Defult Domestic Payment Template ID
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Default Foreign Payment Template *
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Select a default template for foreign payments for the vendor which is used when creating Entity Bank Payments record
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Default Foreign Payment Template ID
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Default Tax Code for Domestic Purchase 0%
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Select a default tax code to be used when:
Bill is domestic and tax = 0%; or
Vendor tax code is not defined or it is defined but does not match with that in the incoming xml file
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Staria FlowAP Subsidiary Setup : Tax Code Table
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Default Tax Code for EC Purchases - Service
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Select a default tax code to be used when:
Bill is EC for services/charges
Vendor tax code is not defined or it is defined but % does not match with that in the incoming xml file
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Staria FlowAP Subsidiary Setup : Tax Code Table
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Default Tax Code for EC Purchases - Non-Service
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Select a default tax code to be used when:
Bill is EC for non-services
Vendor tax code is not defined or it is defined but % does not match with that in the incoming xml file
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Staria FlowAP Subsidiary Setup : Tax Code Table
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Tax Code for Imports - Service Items
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Select a default tax code for imported services.
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Staria FlowAP Subsidiary Setup : Tax Code Table
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Tax Code for Imports - Non-Service Items
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Select a default tax code for imported non-service items.
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Approvals - Summarized Notification Emails
If approvers do not want to get an approval notification email separately for every pending approval transaction, there is an option to set up a single scheduled email with all pending transactions listed instead. The standard functionality can be disabled, and a scheduled search can be created for this purpose.
Go to Customization > Scripting > Script Deployments. Under Filters select Type = “Workflow Action” and “[STA] WA INFlow Send Approval Email” in the Script filter.
Click Edit next to every deployment and uncheck the Deployed box.
Create a saved search for bills/bill credits/purchase orders (as per requirement) that are pending approval:
Define Search results under the Results tab as required:
Under the Email tab, schedule search to send the results by email to next approvers:
Under the Customize Message sub-tab, enter the From and Subject values; define the message body and also ensure that Summarized Results are marked for “Send within the message”.
Define the email sending schedule under the Schedule sub-tab:
Approvals - Reminder Emails
Under the Approval Section of the INFlow Preferences form, configure email reminders for your approvers, in the Approval Reminder Email field:
If you choose Single Reminder, then define the Email Reminder Days value below.
If you choose Scheduled Daily Reminders, then complete the following steps to define the reminder email schedule
Go to Customization > Workflow > Workflows > click Edit next to [STA] Approval Flow.
Click the Pending Approval state.
Click [STA] WA INFlow Send Approval Email action, under Scheduled section.
Make a copy of this custom action and set the original action to Inactive a. (NOTE: in the new bundle version this custom action will be inactive by default).
Setup the values under the action Schedule section of your newly created custom action.
INFlow Portal
Field name | Description |
INFlow Portal Preferences | |
INFlow Portal List Search - AP Transactions | Select the saved search that will define the fields displayed in the AP Transactions list view. Default selection is [STA] INFlow Portal Main Search. The columns of the search will also define the fields that can be used to sort the list using the “Sort By” dropdown field. |
INFlow Portal List Search - Purchase Orders | Select the saved search that will define the fields displayed in the Purchase Order list view. Default selection is [STA] INFlow Portal Main Search. The columns of the search will also define the fields that can be used to sort the list using the “Sort By” dropdown field. |
Vendor Bill/Credit Form Configuration | Select the INFlow Portal Form Configuration Record for the AP transaction detailed view. This custom record is used to customize the fields displayed in the INFlow portal transaction view. Please contact support@staria.com for more information or if you need the INFlow portal fields customized. Default selection is [STA] Default Vendor Bill/Credit Form Configuration. |
Purchase Order Form Configuration | Select the INFlow Portal Form Configuration Record for the Purchase order detailed view. This custom record is used to customize the fields displayed in the INFlow portal transaction view. Please contact support@staria.com for more information or if you need the INFlow portal fields customized. Default selection is [STA] Default Vendor Bill/Credit Form Configuration. |
Accounting
Field name | Description | ||
Handling of Transaction Dates | |||
Move Transaction Dates When | Select when the transition date will be moved to a different date other than what was indicated in the inbound e-document during conversion or in the transaction during approval:
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Move Transaction Date To | Select the Date (id: trandate) which it will be updated:
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Accruals | |||
Transaction Date Fields for Accruals | Input the internal id of the transaction date field to be used as a filter in the INFlow Accruals search (i.e. ON OR BEFORE <datefield>). | ||
AP Accrual Account - Net Amount | Select an accruals account to be used for posting unapproved bill balances at the end of the month. | ||
Accrual
Field name | Description |
Transaction Date Fields for Accruals | Input the internal id of the transaction date field to be used as a filter in the INFlow Accruals search (i.e. ON OR BEFORE <datefield>). |
Accruals Account - VAT Amount | Select a default expense account to be used to post the AP accruals against. |
AP Accrual Account - Net Amount | Select an accruals account to be used for posting unapproved bill balances at the end of the month. |