How to add the FlowAP Document Portlet to the NetSuite dashboard
Log in to your NetSuite account.
On your home dashboard, click Personalize.
Click SuiteApps.
Click FlowAP Documents Portlet.
Understanding the Portlet contents
FlowAP Document Status Count
6 FlowAP Document statuses are displayed on the portlet.
Portlet Description | FlowAP Document Status | Status Count |
|---|---|---|
Received FlowAP Documents | Received | Total count of FlowAP documents with received status. |
Converted FlowAP Documents | Converted | Total count of FlowAP documents with converted status. These are FlowAP documents that have been successfully converted to NetSuite transactions. |
FlowAP Documents for Processing | Processing | Total count of FlowAP documents currently undergoing processing. |
FlowAP Documents for Conversion | Converting | Total count of FlowAP documents currently undergoing conversion. |
Incomplete FlowAP Documents | Incomplete | Total count of FlowAP documents that did not complete the processing stage. Documents that failed to be processed has issues related to XML data. |
Failed FlowAP Documents | Failed | Total count of FlowAP documents that did not complete the conversion stage. Documents that failed to be converted has issues related to NetSuite data. |
How do I resolve FlowAP Documents with Errors?
FlowAP document Statuses and Related Errors
FlowAP Document Status: Incomplete
Incomplete FlowAP documents did not complete the processing stage because of issues with parsed data from the XML.
List of possible events that will cause a document to be incomplete.
Event | Message |
|---|---|
Fetching Error | No FlowAP General Setup set in the General Preferences page. |
No active FlowAP Subsidiary Setup record for the subsidiary. | |
No FlowAP Template set on the FlowAP Subsidiary Setup record. | |
Failed to evaluate criteria. | |
Lookup Failed | Unable to find a subsidiary match. |
The subsidiary search returned multiple matches. | |
Unable to find a vendor match. | |
The vendor search returned multiple matches. | |
Vendor Creation Attempt Failed. | |
Vendor Creation Attempt Failed. Invalid Default Expense Account. | |
Vendor Creation Attempt Failed. Invalid Default Expense Item | |
Vendor Contact Creation Attempt Failed. | |
Parsing Failed | No JSON Folder ID Set on Staria FlowAP General Setup |
JSON Folder ID Set on FlowAP General Setup is Invalid | |
JSON Folder ID Set on FlowAP Subsidiary Setup is Invalid | |
PDF Folder ID Set on FlowAP Subsidiary Setup is Invalid. File will remain in the folder set on Staria FlowAP General Setup. | |
XML Folder ID Set on FlowAP Subsidiary Setup is Invalid. File will remain in the folder set on Staria FlowAP General Setup. | |
Transaction Date (trandate) required. |
Possible Resolutions for Incomplete Documents
Fix incorrectly configured FlowAP configuration.
Resolve XML-related issues by getting a new XML from the scanning service or editing/replacing the XML errors.
Failed subsidiary lookup may be because of mismatching lookup criteria between the XML data and the subsidiary record data.
Failed vendor lookup may be because of mismatching lookup criteria between the XML data and the vendor record data
FlowAP Document Status: Failed
Failed FlowAP documents did not complete the conversion stage and failed to create a NetSuite transaction.
List of possible events that will cause a document to fail.
Event | Message |
|---|---|
Conversion Failed | Unable to convert transaction: Direct Bill Not Allowed. |
Unable to convert transaction: Direct Credit Not Allowed. | |
The Purchase Order does not have any unbilled lines matching the XML Issue Date. | |
Bill amount from FlowAP XML exceeds Billable amount from purchase order. | |
Existing Transaction Reference Number: | |
The Transacton Reference Number is missing in the FlowAP XML. |
Possible Resolutions for Failed Documents
Change FlowAP configuration which applies rules that may prevent successful conversion.
Update the data assigned to the NetSuite field using any of the FlowAP document transaction data.
Update the data assigned to the NetSuite field by editing the JSON data.
Resolve duplicate document issue.
How Do I submit FlowAP documents for conversion?
Users can submit documents for conversion after resolving the issues encountered during processing and conversion. Users can do this via the FlowAP document itself or via the FlowAP Documents Portlet.
FlowAP Document: Buttons
Click the “Process” or “Convert” button found on the FlowAP document to submit it to the FlowAP conversion process.
Incomplete documents will show the Process button while Failed documents will show the convert button.
FlowAP Documents Portlet: Bulk Processing Pages
Users can access the bulk processing pages by clicking the FlowAP document portlet status counts for failed and incomplete documents.
Click the Status count.
Select date filters and optionally select other available filters.
Click Apply Filter.
Click Process or Convert. Incomplete documents will show the Process button while Failed documents will show the convert button.
FlowAP Document Conversion Aging Report (Received/Incomplete/Failed)
The report shows the 10 oldest FlowAP documents that are still waiting to be converted.
Clicking on the link will open the complete report in a new tab.