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This is the list of available FlowAP templates. 3 default templates come with FlowAP upon installation.

Note

You must not edit the Default FlowAP Templates.

Any changes made to the default template will be overridden during new version releases of FlowAP.

To use a customized version of the FlowAP template, save a copy of the Default FlowAP Template.

Apply your own lookup criteria and XML mapping to the new FlowAP Template; and assign it to the relevant Staria FlowAP Subsidiary Setup.

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Field

Validation / Automation Details

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>

Related article: How to customize the memo field value of expense lines created by FlowAP conversion

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.

Related FlowAP Subsidiary Setup Options

The following setup options influence or override the behavior of the mapped elements during conversion.

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  1. Fixed an issue where a duplicate number error is flagged when using the same document number between a vendor bill and a vendor credit.

  2. Fixed an issue where vendor creation fails if the XML does not contain or has an invalid payment term.

  3. The following tax code lookup options now support 0% tax rates:

    • Vendor-subsidiary sublist tax code field.

    • Item tax schedule

  4. Fixed an issue where the final tax code lookup hierarchy entry is using a Default tax code for the vendor’s billing country instead of the transaction’s subsidiary country.

  5. Expected errors

    1. If multiple or no vendors are found then an audit trail will be created instead of getting an unexpected error.

Limitations

Warning

  • The FlowAP conversion only supports UBL 2.1 Invoice XML schema. The UBL 2.1 (Universal Business Language) standard provides a set of predefined codes for the InvoiceTypeCode element, which specifies the type of invoice being issued. The following are supported InvoiceTypeCode values:

    1. 380 - Commercial invoice: The most common type of invoice used for general business transactions.

    2. 381 - Credit note: Used to correct or cancel a previously issued invoice.