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Users with the administrator role can access the Electronic documents.

FlowAP Document

The FlowAP documents are used to track the FlowAP e-document conversion process. FlowAP can receive e-documents from an invoice scanning partner or from electronic invoice operators. The FlowAP document is used to save the XML file that will be parsed, validated and converted into Vendor Bills and/or Vendor Credits.

The following diagram shows the general process flow of e-document conversion using FlowAP.

FlowAP Conversion Process

FlowAP Conversion Process.jpg

Warning

Examples of Malformed XML

  • Missing closing character '>'

  • Missing closing tag e.g. </AuditFile>

  • Using unencoded special characters like '&' instead of ‘&#38;’

Note

Options to edit the XML

  1. Editing the content of the file (XML) will have a log in the File record, however, it will only show the new file content hash and not the specific change that was made to the text/xml.

  2. Recommended: If changes must be made to the XML, Download a copy of the XML and save a new version. Edit the new version and upload to the XML field in the FlowAP Document. When a user replaces the XML file in the FlowAP document record, there will be a system note for the field change and the user will have a copy of the original XML.

Navigating to the FlowAP Documents List

The user can use the global search bar by typing: Page: Staria FlowAP Document. Click on the Staria FlowAP Document link.

The user can also navigate to FlowAP > FlowAP Processing Status > Click FlowAP Documents.

FlowAP Documents Details

The user can view information related to the e-document and the FlowAP conversion process.

Field

Description

Name

This is a unique name used to identify the FlowAP Document record.

If the file was received from Flow gateway, the name is the same as the XML file name.

Source Documents

XML File Reference

The XML file to be converted.

PDF File Reference

The related PDF file to the XML. This is the scanned document that generated the XML.

Transaction Data

Transaction Type

The NetSuite transaction type that will be created when the FlowAP document is converted.

Reference Number

The reference number included in the FlowAP document. This is the vendor’s reference number for the transaction.

PO/Bill Reference Number

For vendor bills: The purchase order number referenced in the e-document.

For vendor credits: The bill reference number referenced in the e-document.

Subsidiary

The result of the subsidiary lookup that will be the assigned to the transaction upon conversion.

Vendor

The result of the vendor lookup that will be the assigned to the transaction upon conversion.

Transaction Date

he transaction issue date of the e-document.

Preferences Tab

FlowAP Preferences

The list of FlowAP Preferences that were applicable to this document during lookup, parsing, validation, and conversion.

NetSuite Preferences

The list of NetSuite preferences and features that are applicable to this document's processing for FlowAP.

JSON Data file

The JSON data file created FlowAP processing.

The JSON data are netsuite fields and the assign data for each field that will be used for conversion.

Audit Trail - The FlowAP audit trail records script events and details throughout the FlowAP conversion process.

Date Created

Date and time of the event.

Event type

A general description of the script event that was executed.

Details

A detailed description of the script event that was executed.

Transaction Data Override

The FlowAP Document transaction data fields are used to override data parsed from the XML.

Field

Expected Behavior when overriding transaction data

Transaction type

Selecting the transaction type in the FlowAP document form will override the transaction type parsed from the XML.

Reference Number

This can be overridden at any stage (before Processing or before Conversion).

  1. If overridden before processing:

    1. There will be an Audit Trail log which shows the original reference number parsed from the XML:

      image-20240605-141345.png

    2. JSON file will reflect the updated referencenumber:

      image-20240605-141528.png

  2. If overridden post-processing, before conversion:

    1. No Audit Trail logs

    2. JSON file will not be updated; it will have the old value before manual override. But the conversion script will still pick up the overridden value from the FlowAP Document field.

PO/Bill Reference Number

This can be overridden at any stage (before Processing or before Conversion)

  1. If overridden before processing:

    1. There will be an Audit Trail log which shows the original reference number parsed from the XML:

      image-20240605-141756.png

    2. JSON file will reflect the updated poreferencenumber:

      image-20240605-141808.png

  2. If overridden post-processing, before conversion:

    1. No Audit Trail logs

    2. JSON file will not be updated; it will have the old value before manual override. But the conversion script will still pick up the overridden value from the FlowAP Document field.

Subsidiary

This can only be overridden before processing. Subsidiary validation happens in the processing stage. Subsidiary Lookup Criteria

Vendor

This can only be overridden before processing. Vendor validation happens in the processing stage. Vendor related configuration for FlowAP conversion: A Detailed Guide

Transaction Date

This can only be overridden before processing. Transaction date validations are executed on the Processing stage. Date-Period Mismatch Conversion Behavior : A Detailed Guide

  1. There will be an Audit Trail log:

    image-20240605-142452.png

  2. JSON file will reflect the updated trandate:

    image-20240605-142509.png

Manual E-document Upload using the FlowAP Document Record

Note

All of the following steps are mandatory.

The user can use the global search bar by typing: Page: New Staria FlowAP Document. Click on the Staria FlowAP Document link.

The user can also navigate to FlowAP > FlowAP Processing Status > FlowAP Documents > Click New.

Enter a name for the FlowAP Document. The name can be the same as the XML file name.

Add the XML file. Click the “+” button. Select the file and click save.

Add the PDF file. Click the “+” button. Select the file and click save.

Select the transaction type.

Click save on the Staria FlowAP Document.

FlowAP Document Conversion Schedule

The vendor bill/bill credit conversion schedule is configured by the NetSuite Administrator together with the Staria implementation consultant.

Once the e-documents are successfully converted into NetSuite as vendor bills or vendor bill credits the user can view these transactions by using either the NetSuite interface for full-access users or the FlowAP portal for partner center users.

FlowAP Document Portlet

How to Use the FlowAP Documents Portlet

Converted Transactions

FlowAP Portal

Navigate to INFlow > INFlow Approval > Approve Transactions (New)

NetSuite UI

Navigate to Transactions > Payables > Enter Bills > List

When viewing vendor bills, the user has the option to view a floating preview of the PDF document that was converted into the NetSuite transaction.

Click on the Show PDF button to display the floating preview.

Click on the Reset Document Location to place the floating preview back to the initial display position.

Click on the Hide PDF button to hide the floating preview.

Expand
titleLegacy INFlow E-Document

Error Catcher and Manually Converted Bills

In cases where the accounts payable user needs to convert e-documents manually into vendor bills, the user needs to have access to the Electronic Documents Portlet.

Add the portlet by going to your home dashboard and navigating to Personalize > SuiteApps > Electronic Documents

The user can click on the portlet links to drill down into the list of E-documents.

Portlet Link

Description

Inbound E-Documents for Conversion

E-documents that are already in NS, but scheduled script haven’t converted those yet to bills

Convert Failed Inbound E-Documents

E-docments, which conversion have been failed for some reason

Incomplete Inbound E-Documents

E-documents, where some info is missing, like vendor is not found from NetSuite

The user can also view the list of Inbound E-documents by navigating to Transactions > Custom > Inbound E-Documents

Click “View” to open the Inbound E-Document record in view mode.

The user can click the following buttons to process the Inbound E-Document

Button

Description

Convert

If the inbound e-document is incomplete as above, you can edit inbound e-document & add vendor to it. Then you

can convert it manually by pressing the “Convert” button

Cancel E-Document

You can cancel e-document if it already exist or for some reason e-document should not be converted

to NS. By cancelling e-document, it will not be shown any more as failed or completed

View XML

You can view xml

Download

Download a copy of the bill image PDF file

Review the E-Document Audit trail sublist to review reasons for incomplete conversion or conversion failures.

Info

Note: Contact your NetSuite administrator in case these fields are not available in your current transaction forms.

Bill Conversion Data Handling

Bill Conversation mapping is defined by the E-Document template. Review the E-document template selected in the INFlow preferences page of the subsidiary to see how the XML file is mapped to the corresponding transaction fields.

This list describes additional validations and data handling provided by the INFlow SuiteApp.

Expected Behavior

Description

Transaction line: Department,Class,Transaction type are sourced from the Vendor fields

  • [STA] DEFAULT DEPARTMENT

  • [STA] DEFAULT CLASS

  • [STA] DEFAULT TRANSACTION TYPE

This behavior is expected when the following fields are populated in the Vendor record:

  • [STA] DEFAULT DEPARTMENT

  • [STA] DEFAULT CLASS

  • [STA] DEFAULT TRANSACTION TYPE 

Info

Related NetSuite preference:

If make departments or class mandatory preference in NetSuite is enabled, the department and/or class, class information in NetSuite needs to be populated when creating a transaction.

This behavior will help prevent failed bill conversions because of missing class and/or department information in the bill XML.

Transaction vendor lookup

Current look up uses the vendor’s Tax ID, Bank account number, IBAN, BBAN and Vendor Name in this order.

Vendor bill creation when vendor is not found

If INFlow preference: CREATE VENDOR IF NOT FOUND is FALSE then an error is returned.

If TRUE then the vendor is created.

Refer to the Appendix section 4.9 Conversion Mapping for the list of vendor fields and the data sources.

Info

Refer to the Appendix section Conversion Mapping for the list of vendor fields and the data sources.

Vendor bill creation when Total amount is not equal to the related purchase order total amount.

If the following INFlow preferences are configured:

  • INFlow Preferences >INHERIT PO LINES = T

  • INFlow Preferences > INHERIT PO LINES: DELTA ACCOUNT is not empty.

then a new expense line is added to the converted vendor bill when the Total Amount of the vendor bill is not equal to the purchase order.

  • If the total amount of the bill is greater than the total amount of the PO then the new expense line is positive.

  • If the total amount of the bill is less than the total amount of the PO then the new expense line is negative.

E-documents where the transaction date is in a closed period.

The bill is converted using the first date of the next open period.

Inbound E-Document: Date in NetSuite

Override Bill transaction date defined in the XML.

To change the transaction date for e-documents that are waiting to be converted into NetSuite vendor bills, go to the portlet described in section 3.1.2 Manually convert bills.

Edit the Inbound E-document record. Enter a date in the Date in NetSuite field. Save the E-document.

This date will be used instead of the date from the XML.

 

Inbound E-Document: PO Number in NetSuite

Override Bill transaction reference PO number defined in the XML.

If set, the value is used as PO Number reference when looking for related purchase orders, instead of the PO Number sourced from the XML file.

Inbound E-Document: Reference Number in NetSuite

 

Override Bill transaction Number defined in the XML.

If set, the value is set as the document number on converted transactions instead of the value on Reference Number sourced from the XML file.

Bill Conversion based on the expected receipt date

This feature was first introduced in INFlow V2.6.0

Note

Dependency:

This feature is available only if your INFlow conversion setup uses the Inherit PO lines feature.

  • On a purchase order that is expected to be partially billed, check the [STA] Match based on expected receipt date field.

  • Once the INFlow server receives and converts a bill with reference to a purchase order where [STA] Match based on expected receipt date = T; (Field ID: custbody_sta_inflow_match_exp_receipt)

    • The related purchase order lines where the vendor bill date is within the same month of the expected receipt date will be added to the vendor bill lines.

    • The basis of the bill date compared with the expected receipt date of the PO is the scanned date (tran date in the XML).

    • The complete quantity of the purchase order line will be billed.

Limitations

Warning

  • Nexus using Tax Groups is not supported.

  • 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.

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