FlowAP Preferences

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

DEPRECATED

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

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

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.

CONSIDER GOODS PENDING STATUS

If disabled, Bill will not be set to Goods Pending status when Bill is created against a purchase order without a related item receipt. The bill status will be determined by the approval matrixes. If enabled, Goods Pending status and item receipts will be considered when performing PO-VB-IR matching.

EMAIL SENDER *

Set the approval notification Email Sender. (This can be setup as a generic employee record named e.g.: “No Reply”)

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).

APPROVAL REMINDER EMAIL

Choose how you want to be reminded about an approved bill:

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

• Scheduled daily reminders

EMAIL REMINDER DAYS

Enter the number of days after which the approver will get a reminder email to approve pending transaction.

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

DEFAULT APPROVER ROLES

Select default roles for approvers who should approve if the original approver cannot be found.

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.

Field name

Description

INFLOW PORTAL LIST SEARCH

Select the saved search that will define the fields displayed in the 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 TRANSACTION VIEW FORM CONFIGURATION

 Select the INFlow Portal Form Configuration Record. 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.

ALLOW ACCOUNT CHANGE

Check this box if you want to allow INFlow portal users to be able to change account.

ALLOW TAX CODE CHANGE

Check this box if you want to allow INFlow portal users to be able to change tax codes.

ALLOW DEPARTMENT CHANGE

Check this box if you want to allow INFlow portal users to be able to change department values.

ALLOW CLASS CHANGE

Check this box if you want to allow INFlow portal users to be able to change class values.

ALLOW PROJECT CHANGE

Check this box if you want to allow INFlow portal users to be able to change customer/project values.

ALLOW LOCATION CHANGE

Check this box if you want to allow INFlow portal users to be able to change location values.

DISALLOW EDIT

Check this box if you do not want users to be able to make any changes on transactions pending for approval

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

ALLOW AMOUNT CHANGE

Check this box if you want to allow INFlow portal users to be able to change amount

ENABLE APPROVE AND NEXT

Enable Approve and Next button on INFlow Portal Transaction View page

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.

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.

Accounts

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 VENDOR EXPENSE ACCOUNT *

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

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.

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.

AP ACCRUALS ACCOUNT - NET AMOUNT

Select an accruals account to be used for posting unapproved bill balances at the end of the month.

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.

Tax

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

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

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

TAX CODE FOR IMPORTS: SERVICE ITEMS

Select a default tax code for imported services.

TAX CODE FOR IMPORTS: NON-SERVICE ITEMS

Select a default tax code for imported non-service items.

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

Field name

Description