FlowAP Template

The FlowAP template defines the templates used for different parts of the inbound transactions to ensure clear communication between the vendor who sends the invoice (scanning service, electronic invoicing service) and the buyer who receives the invoice (NetSuite).

The FlowAP template only supports inbound invoices. These are AP posting transactions in NetSuite, the vendor bill, and vendor bill credit.

The FlowAP template is a custom record in NetSuite where you can define the name of the FlowAP template and the template contents.

The FlowAP template uses JSON as the data interchange format. JSON defines the value pairs and arrays between the XML UBL 2.1 file and NetSuite fields.

Navigating to the setup

Navigate to FlowAP > FlowAP Configuration > Staria FlowAP Template

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

Assigning FlowAP Templates to the FlowAP Subsidiary setup

1. Navigate to FlowAP > FlowAP Configuration > Staria FlowAP Subsidiary Setup.

2. Select the subsidiary setup and click edit.

3. Navigate to the Conversion subtab and find the FlowAP template field.

4. Select the FlowAP Template.

5. Click Save.

Parts of the FlowAP Template

1. Lookup Criteria

• 1.1 https://staria.atlassian.net/wiki/spaces/SIS/pages/1318354945/Understanding+Vendor+related+configuration+for+FlowAP+conversion#Vendor-Lookup-Criteria

• 1.2 Item Lookup Criteria

  • Expense Item/Account Lookup Hierarchy

2. FlowAP Template Mapping

The template mapping defines the destination NetSuite fields vs the source XML element values used when creating records/transactions in Netsuite. Templates are created for:

• 2.1 AP Transaction

• 2.2 Vendor

• 2.3 Vendor Contact

FlowAP Template Notation

The FlowAP template is based on JSON syntax. The mapping templates are written inside curly braces.

General Mapping Notation

This mapping notation is used for the majority of the transaction fields. This maps one (1) NetSuite field to (1) XML element.

Example:

{
"nsfieldid1": {"xpath": ["/cac:parentxmlelement/cbc:childxmlelement1"]},
"nsfieldid2": {"xpath": ["/cac:parentxmlelement/cbc:childxmlelement2"]}
}

Each field mapping contains the name/value pairs. The name/value pairs consist of:

• NetSuite field ID - The field ID of the target field of the NetSuite record or transaction

• XML element path - The XML element together with its parent element. The parent element is not needed if the element is a direct child of the <Invoice> element.

Multiple Source Mapping Notation

The general field mapping notation can be modified to map one (1) Netsuite field to multiple XML elements. If the first mapped XML element is empty, the succeeding mapping will be used.

Example:

"taxpercent": {"xpath" : ["./cac:Item/cac:ClassifiedTaxCategory/cbc:Percent", "/cac:TaxTotal/cac:TaxSubtotal/cac:TaxCategory/cbc:Percent"]}}]},   

In this example, the taxpercent field is mapped to the line-level tax percent and the transaction header-level tax percent.

If the line level tax percent is empty in the XML, the transaction header level tax percent will be used instead.

Complex-type Mapping Notation

Complex-type JSON objects define the mapping for a NetSuite sublist or child record linked to the transaction.

The following complex-type JSON objects are included in the default template:

1. Transaction Expense/Item Sublist

2. NetSuite Electronic Bank Payment Vendor Entity Bank Details

3. Allowance Charge

Example:

{
"nssublistname": {"listpath": ["/cac:parentxmlelement","fields" : [{
  "nsfieldid1": {"xpath": ["/cac:parentxmlelement/cbc:childxmlelement1"]},
  "nsfieldid2": {"xpath": ["/cac:parentxmlelement/cbc:childxmlelement2"]},
}

For all fields in the sublist:

• If the xpath starts with a period (.) - this means that the absolute path to get the XML value is Invoice/<listpath>/<xpath>

• Otherwise, the absolute path starts directly from the Invoice element similar to the body fields: Invoice/<XPath>

Example:

"item" : {
  "listpath" : "/cac:InvoiceLine",
  "fields" : [
      {
        "taxpercent": {
            "xpath" : ["./cac:Item/cac:ClassifiedTaxCategory/cbc:Percent",
                      "/cac:TaxTotal/cac:TaxSubtotal/cac:TaxCategory/cbc:Percent"]
        }
      }
  ]
}

For taxpercent, there are 2 xpaths which means that there’s a hierarchy in retrieving the value for taxpercent

1. ./cac:Item/cac:ClassifiedTaxCategory/cbc:Percent - since this xpath starts with a period, the actual path for this is Invoice/cac:InvoiceLine/cac:Item/cac:ClassifiedTaxCategory/cbc:Percent

2. If number 1 returns a null value (null = missing element or no value at all. 0 is considered a valid value), /cac:TaxTotal/cac:TaxSubtotal/cac:TaxCategory/cbc:Percent is used. Since this does not start with a period, the actual path for this is Invoice/cac:TaxTotal/cac:TaxSubtotal/cac:TaxCategory/cbc:Percent

Fields with Special Validations or Automations

Related FlowAP Subsidiary Setup Options

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

TO DO, MOVE to other pages:

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