FlowAP Preferences [WIP]

Field name

Description

Subsidiary

Select the subsidiary where the INFlow preferences applies.

Folder ID for PDF Files *

Internal ID for the file cabinet folder of PDF files

Folder ID for PDF Files (Common Access)

Internal ID for the file cabinet folder of PDF files

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)

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

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

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.

Field name

Description

Handling of Transaction Dates

Move Transaction Dates 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.

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.

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

Field name

Description

General

Record Types

Select the record types where the INFlow approval workflow should be deployed to.

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.

1. If Transaction Amount < Purchase Approval Limit, then trigger approval workflow to find the next approver as per Approval Matrix.

2. 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.