Users with the administrator role can access the Electronic documents.
Bill Conversion Schedule
The bill conversion schedule is configured by the NetSuite Administrator together with the Staria implementation consultant.
Once the vendor bills 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 INFlow portal for partner center users.
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.
INFlow Portal
Navigate to INFlow > INFlow Approval > Approve Transactions (New)
Error Catcher and Manually Converted Bills
In cases where 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 “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.
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 selected 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
| This behavior is expected when the following fields are populated in the Vendor record:
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. Refer to the Appendix section Conversion Mapping for the list of vendor fields and the data sources. |
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. |