| Table of Contents | ||||
|---|---|---|---|---|
|
On this page, you may enter setup information or select settings to enable or disable features related to the INFlow SuiteApp.
| Info |
|---|
Note: Create a file cabinet folder for saving the PDF files. |
Navigate to INFlow > INFlow Configuration > [STA] INFlow Preferences.
Click New.
| Note |
|---|
Important: Inflow preference records need to be created per subisidiary. |
Primary Information
Fill out the primary information for the setup:
...
Field name
...
Description
...
Subsidiary
...
Select the subsidiary where the INFlow preferences applies.
...
DEPRECATED
Folder ID for PDF Files *
...
Internal ID for the file cabinet folder of PDF files
| Info |
|---|
Related preference: Vendor Record : [STA] FILE CABINET ACCESS CATEGORY When the preference is set as restricted then this folder is used. |
...
DEPRECATED
Folder ID for PDF Files (Common Access)
...
Internal ID for the file cabinet folder of PDF files
| Info |
|---|
Related preference: Vendor Record : [STA] FILE CABINET ACCESS CATEGORY When the preference is set as common then this folder is used. |
...
DEPRECATED
Default E-Document Package *
...
Default is set as ” [STA] Rest - Staria INFlow Integration”
This is the parent record of the document template.
...
DEPRECATED
Default Document Template *
...
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)
Conversion
...
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
...
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
...
Auto Create Vendor
| Note |
|---|
This was renamed from “CREATE VENDOR IF NOT FOUND” |
...
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.
...
DEPRECATED - Cross check with Jira issue
Return Vendor Not Found When Tax ID Lookup Fails
...
If checked, Vendor lookup will fail right away if the Tax ID lookup wasn't able to find a Vendor
...
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 INFlow behaviour 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
...
DEPRECATED
DEFAULT DOMESTIC PAYMENT TEMPLATE *
...
Select a default template for domestic payments for the vendor which is used when creating Entity Bank Payments record
...
DEPRECATED
DEFAULT FOREIGN PAYMENTS TEMPLATE *
...
Select a default template for foreign payments for the vendor which is used when creating Entity Bank Payments record
...
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 behaviour of the script when the Bill# in the inbound file is not found in NetSuite:
Create 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 behaviour of the script when the PO# in the inbound file is not found in NetSuite:
Create 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. 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 Vendor's Post Single Bill Line is checked, INFlow will use the payable amount from XML instead of tax exclusive amount
...
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
| Info |
|---|
Related feature: https://staria.atlassian.net/wiki/pages/resumedraft.action?draftId=838729768 : Inherit PO line is not compatible with this preference. Inherit PO Lines is simulating billing the PO normally via the NetSuite user interface. In effect, PO Lines are inherited to the bill, disregarding the lines on the XML.
Only the XML total amount is considered.
|
...
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 Expense Items tab in INFlow Preferences
...
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, 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.
Accounting
...
Field name
...
Description
...
Handling of Transaction Dates
...
MOVE TRANSACTION DATE 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:
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.
| Note |
|---|
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? |
...
MOVE TRANSACTION DATE TO
...
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.
...
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 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, default vendor expense account will be used.
...
DEFAULT CHARGE ACCOUNT
...
Select an account to be used for additional charge (mark-up) posting. If no account is selected, 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, 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 variance between the purchase order and vendor bill. This will allow purchase orders to be created when the total amount of 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 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 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.
...
DEPRECATED
DEFAULT TAX CODE FOR DOMESTIC PURCHASE 0%
...
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
...
DEPRECATED
DEFAULT TAX CODE FOR EC PURCHASES - SERVICE
...
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
...
DEPRECATED
DEFAULT TAX CODE FOR EC PURCHASES - NON-SERVICE
...
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
...
DEPRECATED
TAX CODE FOR IMPORTS: SERVICE ITEMS
...
Select a default tax code for imported services.
...
DEPRECATED
TAX CODE FOR IMPORTS: NON-SERVICE ITEMS
...
Select a default tax code for imported non-service items.
...
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 ]
...
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>).
For join fields, use a the syntax recordtype.fieldid
If blank, the default would be accountingperiod.endate.
...
AP Accrual Account - Net Amount
...
Select an accruals account to be used for posting unapproved bill balances at the end of the month.
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.
...
INFlow Portal Preferences (Legacy) HIDE
...
HIDE
ALLOW ACCOUNT CHANGE
...
Check this box if you want to allow INFlow portal users to be able to change account.
...
HIDE
ALLOW TAX CODE CHANGE
...
Check this box if you want to allow INFlow portal users to be able to change tax codes.
...
HIDE
ALLOW DEPARTMENT CHANGE
...
Check this box if you want to allow INFlow portal users to be able to change department values.
...
HIDE
ALLOW CLASS CHANGE
...
Check this box if you want to allow INFlow portal users to be able to change class values.
...
HIDE
ALLOW PROJECT CHANGE
...
Check this box if you want to allow INFlow portal users to be able to change customer/project values.
...
HIDE
ALLOW LOCATION CHANGE
...
Check this box if you want to allow INFlow portal users to be able to change location values.
...
HIDE
DISALLOW EDIT
...
Check this box if you do not want users to be able to make any changes on transactions pending for approval
...
HIDE
DISABLE HEADER FIELDS
...
Check this box if you do not want users to be able to make any changes on the header level fields of the transactions
...
HIDE
ALLOW AMOUNT CHANGE
...
Check this box if you want to allow INFlow portal users to be able to change amount
...
HIDE
ENABLE APPROVE AND NEXT
...
Enable Approve and Next button on INFlow Portal Transaction View page
PARAMETERS - HIDE
...
| title | Parameters - DEPRECATED |
|---|
| Note |
|---|
Important: Fields under Parameters tab is used by script which should be by default filled up, so the user does not need to select any values. However, please ensure that all values are selected. |
...
Field name
...
Default Value
...
APPROVER: 1ST APPROVER OF PURCHASE REQUESTER
...
1st Approver of Purchase Requester
...
APPROVER: 2ND APPROVER OF PURCHASE REQUESTER
...
2nd Approver of Purchase Requester
...
APPROVER: 3RD APPROVER OF PURCHASE REQUESTER
...
3rd Approver of Purchase Requester
...
APPROVER: 1ST APPROVER OF VENDOR
...
1st Approver of Vendor
...
APPROVER: 2ND APPROVER OF VENDOR
...
2nd Approver of Vendor
...
APPROVER: PURCHASE REQUESTER
...
Purchase Requester
...
PO# NOT FOUND: REPORT ERROR
...
Report Error
...
APPROVAL AMOUNT BASIS: GROSS
...
Gross (After Tax)
...
APPROVAL AMOUNT BASIS: NET
...
Net (Before Tax)
...
APPROVER: 3RD APPROVER OF VENDOR
...
3rd Approver of Vendor
...
APPROVER: YOUR REFERENCE
...
Your Reference (Bill)
...
APPROVER: 1ST APPROVER OF PROJECT
...
1st Approver of Project
...
APPROVER: 2ND APPROVER OF PROJECT
...
2nd Approver of Project
...
APPROVER: 3RD APPROVER OF PROJECT
...
3rd Approver of Project
...
APPROVER: LINE LEVEL APPROVAL
...
Line Level Approval
...
PO# NOT FOUND: CREATE DIRECT VENDOR BILL
...
Create Direct Vendor Bill/Credit
Approval
...
Field name
...
Description
...
General
...
Record Types
...
DEFAULT APPROVER ROLES
...
Select default roles for approvers who should approve if the original approver cannot be found.
...
Only Process Transactions From
...
APPROVAL AMOUNT BASIS *
...
Select the basis for the approval amount:
Net (Before Tax)
Gross (After Tax)
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.
If Transaction Amount < Purchase Approval Limit, then trigger approval workflow to find the next approver as per Approval Matrix.
If Transaction Amount > Purchase Approval Limit, then, once an approver approves the transaction, set approver’s (Employee’s) Supervisor {supervisor} as the next approver, without changing Approval Status.
...
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:
Single reminder (after number of days defined in preferences)
Scheduled daily reminders
...
EMAIL SENDER *
...
Set the approval notification Email Sender. (This can be setup as a generic employee record named e.g.: “No Reply”)
...
EMAIL REMINDER DAYS
...
Enter the number of days after which the approver will get a reminder email to approve pending transaction.
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.
...
| Table of Contents | ||||
|---|---|---|---|---|
|
...
On this page, you can enter setup information or select settings to enable or disable features related to the FlowAP SuiteApp.
| Info |
|---|
Note: Create a file cabinet folder for saving the PDF files. |
Navigate to FlowAP > FlowAP Configuration > Staria FlowAP Subsidiary Setup.
Click New.
| Note |
|---|
Important: Staria FlowAP Subsidiary setup records need to be created per subsidiary. |
Primary Information
Fill out the primary information for the setup:
Field name | Description | ||
Subsidiary | Select the subsidiary where the Staria FlowAP Subsidiary setup applies. | ||
Folder ID for PDF Files * | Enter the Internal ID of the file cabinet folder where PDF files are stored.
| ||
Folder ID for PDF Files (Common Access) | Enter the Internal ID of the file cabinet folder where PDF files are stored.
| ||
Folder ID for XML Files | Enter the Internal ID of the file cabinet folder where the XML files should be placed after the subsidiary assignment. | ||
Folder ID for JSON Files | Enter the Internal ID of the file cabinet folder where the JSON data files of FlowAP Documents should be placed. |
Conversion
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. Limitation
| ||||||||||||
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. For more information regarding this field and how it is used when determining the correct expense account/item during conversion, please refer to the following: [Link] | ||||||||||||
Enable Cross-Subsidiary Vendor | This configuration option is used to restrict conversion vendor search and creation to specific subsidiaries. Select the associated subsidiaries for the Vendor records that will be searched or created during the FlowAP conversion process. Recommended field selections for each use cases:
| ||||||||||||
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 e-document does not match any vendor bills in NetSuite: Option 1: Create Direct Vendor Bill/Credit (FlowAP conversion will create a stand-alone bill credit if a matching vendor bill is not found.)
| ||||||||||||
When PO# Not Found *
| Select the preferred behavior of the script when the PO# in the e-document does not match any purchase order in NetSuite: Option 1: Create Direct Vendor Bill/Credit (FlowAP conversion will create a stand-alone bill if a matching purchase order is not found.)
| ||||||||||||
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 | ||||||||||||
Inherit PO Lines : Default to 0 Quantity and Amount | Check this box on top of the Inherit PO Lines preference if you want the inherited lines from PO to have 0 quantity and and 0 amount. The total balance of the Purchase Order will be posted in the Inherit PO Lines: Variance Account. | ||||||||||||
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
| ||||||||||||
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:
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. | ||||||||||||
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. For more information regarding this field and how it is used when determining the correct expense account/item during conversion, please refer to the following: [Link] | ||||||||||||
Default Accounts: Vendor | |||||||||||||
Vendor Expense Account * | Select a default expense account to be set on a vendor record when it is created For more information regarding this field and how it is used when determining the correct expense account/item during conversion, please refer to the following: [Link] | ||||||||||||
Default Accounts: Transaction | |||||||||||||
Bill Expense Account (Preference)* | Select which expense account should be set on the direct vendor bill:
For more information regarding this field and how it is used when determining the correct expense account/item during conversion, please refer to the following: [Link] | ||||||||||||
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. For more information regarding this field and how it is used when determining the correct expense account/item during conversion, please refer to the following: [Link] | ||||||||||||
Discount Account | Select an account to be used for discount posting. If no account is selected, the default vendor expense account will be used. | ||||||||||||
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. | ||||||||||||
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. | ||||||||||||
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:
| ||||||||||||
Tax Codes | |||||||||||||
Tax Code Table | Contains an array of Tax Code Object If the Tax Code table is not needed for the subsidiary, input “[]” to disable the tax code table.
Limitation
| ||||||||||||
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. | ||||||||||||
Approval
Field name | Description |
General | |
Record Types | Select the record types where the FlowAP approval workflow should be deployed. |
Default Appover Roles | Select default roles for approvers who should approve if the original approver cannot be found. |
Only Process Transactions From | If set, FlowAP 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 the 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 the approver's supervisor for additional approval.
|
Execute PO-VB-IR Matching After Edit | Check this box to trigger FlowAP PO-VB-IR matching when the transaction is edited and saved. |
Make Approval Notes Mandatory | If enabled, approval notes in the FlowAP 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 notification. ) (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:
|
Email Sender * | Set the approval notification Email Sender. (This can be set up as a generic employee record named e.g.: “No Reply”) |
Email Reminder Days | Enter the number of days after which the approver will get a reminder email to approve the pending transaction. |
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 the 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 FlowAP Subsidiary Setup, 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 the 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).
Set up the values under the action Schedule section of your newly created custom action.
FlowAP Portal
Field name | Description | ||
Flow AP Portal Preferences | |||
FlowAP Portal List Search - AP Transactions | Select the saved search that will define the fields displayed in the AP Transactions list view. The 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.
| ||
FlowAP Portal List Search - Purchase Orders | Select the saved search that will define the fields displayed in the Purchase Order list view. The 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. The 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. The default selection is [STA] Default Vendor Bill/Credit Form Configuration. | ||
General
Field name | Description | ||
Handling of Transaction Dates | |||
Move Transaction Dates When (Conversion) | Select when the transition date will be moved to a different date other than what was indicated in the e-document during conversion:
| ||
Move Transaction Dates When (Approval) | Select when the transition date will be moved to a different date other than what was indicated in the e-document during approval:
| ||
Move Transaction Date To | Select the Date (id: trandate) on which it will be updated:
| ||
Accruals | |||
Transaction Date Fields for Accruals | Input the internal ID of the transaction date field to be used as a filter in the FlowAP Accruals search (i.e. ON OR BEFORE <datefield>). | ||
AP Accrual Account - Net Amount | Select an accruals account to post unapproved bill balances at the end of the month. | ||
Accruals
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 FlowAP Accruals search (i.e. ON OR BEFORE <datefield>). |
Accruals Account - VAT Amount | Select a default expense account to post the AP accruals against. |
AP Accrual Account - Net Amount | Select an accruals account to post unapproved bill balances at the end of the month. |