Page Comparison

Field name

Description

FlowAP Template

Select the FlowAP template that will be used for converting bills and bill credits for this subsidiary.

The FlowAP Template record is responsible for mapping the XML elements into NetSuite fields.

Vendor

Vendor Specific Preferences

If set, the vendor-specific preferences will supersede the same FlowAP Preference that is included in the selected Vendor-specific preferences saved search.

The selected saved search type must be Vendor.

All vendors returned by the search will use FlowAP preferences defined in the vendor record instead of the Staria FlowAP subsidiary setup.

Default Vendor Expense Item

Select a default expense item to be set on a vendor record when it is created.

If “USE EXPENSE ITEMS INSTEAD OF ACCOUNTS FOR EXPENSE LINES” is TRUE, then, this will be the default item. The Subsidiary of the item selected in this preference will be the default when creating a Vendor Record.

If you define a default expense item on the Vendor Record, then it will be the priority instead of what you have selected in this preference.

Enable Cross-Subsidiary Vendor

Select the subsidiaries in which Vendor records will be created and will be treated as separate for each selected subsidiary, creating a one-to-one relationship.

Auto Create Vendor

Check this box if you want a new vendor to be created for a direct bill in case it is not found in the system.

Vendor look-up uses Tax ID, Bank account number, IBAN, BBAN, and Vendor Name in this order.

Vendor: Bank Details

Do Not Create New Vendor Bank Details If Do Not Match Existing

If vendor bank details in the incoming file do not match the already existing bank details, the default FlowAP behavior is to create a new set of bank details and mark them as Primary, so they are by default selected in the next payment.

Check this box if you want the new bank details to NOT be created and the bill to be flagged

Default Domestic Payment Template ID*

Enter the internal ID of the default template for domestic payments for the vendor which is used when creating Entity Bank Payments record

Default Foreign Payment Template ID*

Enter the internal ID of the default template for foreign payments for the vendor which is used when creating Entity Bank Payments record

Transaction Header

When Bill Not Found *

Select the preferred behavior of the script when the Bill# in the inbound file is not found in NetSuite:

• Create a Direct Vendor Bill

• Report Error (the bill will not be created but it will enter the error queue).

When PO# Not Found *

Select the preferred behavior of the script when the PO# in the inbound file is not found in NetSuite:

• Create a Direct Vendor Bill

• Report Error (the bill will not be created but it will enter the error queue)

Default Bill Location

Select a default bill location

Transaction Lines

Inherit PO Lines

If this is checked, purchase order lines will be inherited during vendor bill and vendor credit creation. The vendor bill/vendor credit total amount will still be adjusted however based on the inbound e-document/XML's total amount

Transaction Lines: Expense Items

If a customer decides to use only items (which are typically service items) instead of accounts on purchase transactions, then fill up the field values under the Expense Items tab

Post Single Bill Line: Use Payable Amount (NO TAX)

If checked and the Vendor's Post Single Bill Line is checked, FlowAP will use the payable amount from XML instead of tax exclusive amount

• Tax Rate is set to 0

• Tax Amount is always calculated by the conversion script but since the tax rate is set to zero, then the calculated tax amount will be zero.

Create Unidentified Items as Expense

Handling of bills linked to POs: check this box if you want the item numbers not found in NetSuite to be created as expense lines on the Bill

Use Expense Items Instead of accounts for Expense Lines

Check this box if you use default items rather than expense accounts to post your expenses. If this feature is enabled, you should then:

• Select a default item on every Vendor

define default items for bill posting under the Expense Items tab in FlowAP Subsidiary Setup

Post Unidentified Items As Default Expense Items

Check this box if you want the item numbers not found in NetSuite to be created as default items on the Bill.

If the item specified in the XML does not have a matching item in the LINKED PO, the Default item will be used instead.

Default Expense Item

Select a default expense item, which will be used in case there is no bill created for a vendor yet (no last posting) or in case there is no default vendor expense item defined.

If “POST UNIDENTIFIED ITEMS AS DEFAULT ITEMS ON LINKED BILLS“ is TRUE; then the item defined in this preference will be used as the default.

Default Accounts: Vendor

Default Vendor Expense Account *

Select a default expense account to be set on a vendor record when it is created

Default Accounts: Transaction

Default Bill Expense Account *

Select which expense account should be set on the direct vendor bill:

• Vendor's default expense account; or

• Based on the last posting

Default Expense Account *

Select a default expense account, which will be used in case there is no bill created for a vendor yet (no last posting) or in case there is no default vendor expense account defined.

Default Discount Account

Select an account to be used for discount posting. If no account is selected, the default vendor expense account will be used.

Default Charge Account

Select an account to be used for additional charge (markup) posting. If no account is selected, the default vendor expense account will be used.

Default Rounding Difference Account

Select an account to be used for rounding difference posting. If no account is selected, the default vendor expense account will be used.

Default Accounts: Transaction Lines

Inherit PO Lines: Variance Account

Select an account that will be used to recognize the variance between the purchase order and vendor bill. This will allow purchase orders to be created when the total amount of the bill is greater than or less than the total amount of the purchase order.

If this preference is empty:

• and the purchase order's billable amount exceeds the e-document's bill amount, no additional line will be added but the exceeding amount will be deducted starting from the last line of the bill.

• If the e-document's bill amount exceeds the purchase order billable amount, conversion error is returned.

Tax Codes

Inherit PO Lines : Variance Tax Code

Select a default tax code to be used when a new line is inserted to record the variance between the PO and the Vendor Bill.

Tax Code Table

Contains an array of Tax Code Object
TaxCodeObject should have the following:
{
taxrate : tax percentage rate
countrytype: Domestic, EU, or Import
itemtype: Service, Goods, or NA
taxcode: tax code name
}
Format:
[TaxCodeObject , TaxCodeObject ]