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Expense Line : Memo field

NetSuite expense lines created when conversion is unable to identify a NetSuite item for the invoice line.

The memo field of the expense line will have the value:

<taxpercent> | <vendorcode> - <itemname>

↪️ custom mapping for the expense line memo

The default mapping for the following fields are as follows:

[
  "taxpercent": {
      "xpath" : ["./cac:Item/cac:ClassifiedTaxCategory/cbc:Percent", "/cac:TaxTotal/cac:TaxSubtotal/cac:TaxCategory/cbc:Percent"]
  },
  "vendorcode": {
      "xpath" : ["./cac:Item/cac:SellersItemIdentification/cbc:ID"]
  },
  "itemname": {
      "xpath" : ["./cac:Item/cbc:Name"]
  }
]

The value of the memo field can be modified by changing the mapping of each of the contatenated values for taxpercent,vendorcode and itemname.

For example,

they want item name to be either the Name/ID or the Description in the XML. Replace the XPath assigned to itemname.

Currency

The XML currency is always used. "currency": {"xpath" : ["/cbc:DocumentCurrencyCode"]},

1. If the XML currency is not configured in NetSuite (List>Accounting>Currencies) the conversion will result to an error.

2. If the XML currency is configured in NetSuite, but not found in the vendor’s available currencies, it will be added to the vendor record and conversion will be successful in using the XML currency.
   https://staria.atlassian.net/wiki/spaces/SFI/pages/edit-v2/1568931841?draftShareId=143418ae-9fb3-4a40-a37f-67dcd23519db

Invoice Item Line : Quantity

The quantity is defaulted to 1 if there is no indicated quantity in the XML for an item line.

Vendor : VAT

"vendorvat": {"xpath": ["/cac:AccountingSupplierParty/cac:Party/cac:PartyIdentification/cbc:ID[@schemeID=\"VAT\"]"]},

Subsidiary : VAT

"subsidiaryvat": {"xpath": ["/cac:AccountingCustomerParty/cac:Party/cac:PartyIdentification/cbc:ID[@schemeID=\"VAT\"]"]},

All fields

After parsing the mapped fields and no value is found in the XML, the created JSON data from the XML will set the value as “STA_EMPTY“.

Location

A hierarchy is implemented for determining the location to be set.

https://staria.atlassian.net/wiki/spaces/SIS/pages/edit-v2/1565753351?draftShareId=253908da-d8b2-45b8-b825-b74c6c05d4e3

Billing Address : Country

If the XML’s billing country is empty, the

vendor record’s billing country will be used.

Allow transaction creation to proceed even if the conversion was unable to find a matching NetSuite item for the vendor bill lines.

The conversion will post unidentified items as expense lines.

FlowAP Subsidiary Setup > CREATE UNIDENTIFIED ITEMS AS EXPENSE

Use NetSuite expense items instead of expense lines

FlowAP Subsidiary Setup > USE EXPENSE ITEMS INSTEAD OF ACCOUNTS FOR EXPENSE LINES

Ignore XML line level data and allow NetSuite to copy the line level information from the related purchase order in NetSuite.

The total payable amount of the bill will always be equal to the XML.

The user responsible for the bill is expected to review the line details of the bill and make the necessary data entry to correct it for the total payable amount.

FlowAP Subsidiary Setup > INHERIT PO LINES

FlowAP Subsidiary Setup > INHERIT PO LINES: DEFAULT TO 0 QUANTITY AND AMOUNT

Ignore the XML line level data and save a single transaction line in NetSuite transaction.

FlowAP Subsidiary Setup > POST SINGLE BILL LINE: USE PAYABLE AMOUNT (NO TAX)

Vendor Preference: [STA] No Direct Bill

Will not allow a well-formed XML to create a stand-alone bill (Direct bill) if the PO Reference is empty.

Vendor Preference: [STA] No Direct Credit

Will not allow a well-formed XML to create a stand-alone bill credit (Direct Credit) if the Bill Reference is empty.

1. Link to article: Expense Item/Account Lookup Hierarchy ,

https://staria.atlassian.net/wiki/spaces/SIS/pages/1316683781/Hierarchy+Used+by+FlowAP+Conversion+When+Selecting+Tax+Codes+on+Vendor+Bill+Lines#Tax-Code-Hierarchy-for-Bill-Items

1. A fix is implemented for a bug affecting setup for subsidiaries setup where WHEN PO# NOT FOUND = Report Error. Subsidiaries with this setup were preventing stand-alone bills from being converted.

1. For Post Single Bill Line - Expense Item, the rate is always set to 0 to cover discount items limitation. The amount is mapped from the XML. 'Transaction Total' added to the memo