Staria FlowAP Subsidiary 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.

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.

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:

1. The FlowAP conversion must search only for vendors with the same subsidiary as the e-document. Vendors for this subsidiary are not shared to other subsidiaries.

   • Select only the same subsidiary that is selected in the Staria FlowAP Subsidiary Setup : Subsidiary field.

2. The FlowAP conversion must search for vendors within any active subsidiary in the NetSuite instance. The vendors are shared across all subsidiaries.

   • Select all subsidiaries in the list.

3. The FlowAP conversion must search for vendors in some subsidiaries.

   • Select specific subsidiaries in the list.

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.)
Option 2: Report Error (The FlowAP conversion will not create a bill credit, an error audit trail will be logged against the FlowAP Document).

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.)
Option 2: Report Error (The FlowAP conversion will not create a bill, an error audit trail will be logged against the FlowAP Document).

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

• Tax Rate is set to 0

• Tax Amount is always calculated by the conversion script but since the tax rate is set to zero, then the calculated tax amount will be zero.

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 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.

Default Accounts: Vendor

Vendor Expense Account *

Select a default expense account to be set on a vendor record when it is created

Default Accounts: Transaction

Bill Expense Account (Preference)*

Select which expense account should be set on the direct vendor bill:

• Vendor's default expense account; or

• Based on the last posting

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.

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:

• and the purchase order's billable amount exceeds the 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 the e-document's bill amount exceeds the purchase order billable amount, conversion error is returned.

Tax Codes

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 (Note: Use NA for Expense Lines)
taxcode: tax code internal id
}
Format:
[TaxCodeObject , TaxCodeObject ]

If the Tax Code table is not needed for the subsidiary, input “[]” to disable the tax code table.

[
  {
    "taxrate": "18.00%",
    "countrytype": "Domestic",
    "itemtype": "Goods",
    "taxcode": "27"
  },
  {
    "taxrate": "18.00%",
    "countrytype": "Domestic",
    "itemtype": "NA",
    "taxcode": "27"
  },
  {
    "taxrate": "5.00%",
    "countrytype": "EU",
    "itemtype": "Service",
    "taxcode": "26"
  },
  {
    "taxrate": "0.00%",
    "countrytype": "EU",
    "itemtype": "Goods",
    "taxcode": "21"
  },
  {
    "taxrate": "0.00%",
    "countrytype": "EU",
    "itemtype": "NA",
    "taxcode": "21"
  },
  {
    "taxrate": "21.00%",
    "countrytype": "Import",
    "itemtype": "Service",
    "taxcode": "81"
  },
  {
    "taxrate": "60.00%",
    "countrytype": "Import",
    "itemtype": "Goods",
    "taxcode": "80"
  },
  {
    "taxrate": "60.00%",
    "countrytype": "Import",
    "itemtype": "NA",
    "taxcode": "80"
  }
]

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

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:

• Net (Before Tax)

• Gross (After Tax)

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.

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 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:

• Single reminder (after the number of days defined in preferences)

• Scheduled daily reminders

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.

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.

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:

• 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 already 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 a new preference record.

• Never - the date will not be changed regardless.

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:

• 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 already 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 a new preference record.

• Never - the date will not be changed regardless.

Move Transaction Date To

Select the Date (id: trandate) on 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 a new FlowAP subsidiary setup record.

  • when Move Transaction Date When = Period is A/P Locked, the earliest accounting period where the A/P locked is not yet completed.

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>).
For join fields, use the syntax recordtype.fieldid
If blank, the default would be accountingperiod.endate.

AP Accrual Account - Net Amount

Select an accruals account to post unapproved bill balances at the end of the month.

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>).
For join fields, use the syntax recordtype.fieldid
If blank, the default would be accountingperiod.endate.

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.