Table of Contents

Poland Localization Settings

To set up the Poland Localization Settings for vendor whitelisting:

1. Global search: “Poland Localization Settings”

2. Click Edit next to the subsidiary.

3. Go to the Vendor Whitelisting tab.

Open

Vendor Whitelisting Tab

4. Vendor Search for Whitelisting - Select the saved search that includes all vendors eligible for vendor whitelisting. This field should contain a vendor-type saved search. The default value is [STA] PL Loc Vendor Whitelist Search.

5. Transaction Search for Whitelisting - Select the saved search that includes all transactions eligible for vendor whitelisting. This field should contain a transaction-type saved search. The default value is PL Default Transaction Whitelisting Search.

6. Vendor Whitelisting PDF Folder ID - Enter the internal ID of the file cabinet folder where PDF Files are stored.

7. Overwrite Vendor Data - Check this preference if you want to overwrite the data on the vendor record with data retrieved from the Polish government. If cleared, only the Whitelist Status, Date Verified, and Electronic Key will be overwritten.

8. Hold Payment When the Bank Account is Invalid - Check this preference if you want to automatically check the Payment Hold checkbox in the Transaction if the Vendor Bank Account selected is invalid.

9. Split Payment When the Bank Account is Invalid - Check this preference if you want to automatically check the Split Payment checkbox in the Transaction if the Vendor Bank Account selected is invalid.

10. Click the Save button.

Vendor Entry Forms

The Poland Localization tab should be displayed in the vendor entry form, including the following fields:

1. [STA] PL REGON

2. [STA] PL BANK ACCOUNT NUMBER

3. [STA] PL WHITELIST STATUS

4. [STA] PL WL DATE VERIFIED

5. [STA] PL ELECTRONIC KEY

6. [STA] WHITELIST REPORT PDF

7. [STA] PL ERROR MESSAGE

8. [STA] PL WHITELIST NAME

9. [STA] PL RESIDENCE ADDRESS

10. [STA] PL WORKING ADDRESS

11. [STA] PL REPRESENTATIVES

12. [STA] PL AUTHORIZED CLERKS

13. [STA] PL PARTNERS

14. [STA] PL DATE OF VAT REGISTRATION

15. [STA] PL BASIS OF REGISTRATION DENIAL

16. [STA] PL DATE OF VAT REGISTRATION DENIAL

17. [STA] PL BASIS OF VAT RE-REGISTRATION

18. [STA] PL DATE OF VAT RE-REGISTRATION

19. [STA] PL BASIS OF VAT REGISTRATION REMOVAL

20. [STA] PL DATE OF VAT REGISTRATION REMOVAL

21. [STA] PL HAS VIRTUAL ACCOUNTS

22. [STA] PL PESEL

23. [STA] PL KRS

Transaction Entry Form

The following fields must be displayed in the vendor bill transaction form:

• [STA] PL SPLIT PAYMENT APPLIED (id: custbody_sta_pl_apply_split_payment)

• [STA] PL BANK ACCOUNT NUMBER (id: custbody_sta_pl_ban)

• Vendor Bank Account (id: custbody_sta_pl_vendor_bank_acct)

Default Roles

The Vendor Whitelisting feature deals with sensitive banking and company information. Due to this, it is suggested that any changes and deletions for this information sourced from the official VAT database must be regulated. To facilitate this, the following default roles are highly encouraged to be used when dealing with Vendor Whitelisting:

Permission List

The below table shows the permissions required to run the vendor whitelisting feature. In cases where businesses already have established custom roles, it is best to check each to see if they have the minimum permission level for each entry on the list below. Make sure that the permission level corresponds to the desired task that a role can perform.

Script Deployment

Upon installation, the scripts for the on-demand and scheduled whitelisting must be properly deployed to ensure that the feature works as expected. Below are the steps administrators need to take to deploy the vendor whitelisting feature fully:

Deploy/Undeploy On-Demand Whitelisting on Vendor

To deploy the On-Demand Whitelisting on the Vendor Record:

1. Go to Customization > Scripting > Scripts.

2. Search for a script named [STA] UE PL Vendor Whitelisting (id: customscript_ue_sta_vendorwhitelisting)

3. Click the View link next to the script.

4. Navigate to the Deployment subtab and view the deployment for the Vendor record.

5. Edit the deployment record and make the necessary adjustments:

   1. Deployed - Check the box to deploy the script.

   2. Status - Select the Released status as default.

   3. Execute As Role - Select the [STA-PL] Admin Role as default.

   4. Roles - Check the Select All box.

   5. Employees - Check the Select All box.

6. Click the Save button.

7. Go to Customization > Scripting > Scripts.

8. Search for a script named [STA] SL PL Vendor Whitelisting (id: customscript_sl_pl_vendorwhitelisting)

9. Click the View link next to the script.

10. Navigate to the Deployment subtab and view the deployment record.

11. Edit the deployment record and make the necessary adjustments:

    1. Deployed - Check the box to deploy the script.

    2. Status - Select the Released status as default.

    3. Execute As Role - Select the [STA-PL] Admin Role as default.

    4. Roles - Check the Select All box.

    5. Employees - Check the Select All box.

12. Click the Save button.

Deploy/Undeploy On-Demand Whitelisting on Transaction

To deploy the Scheduled Whitelisting on the vendor record:

1. Go to Customization > Scripting > Scripts.

2. Search for a script named [STA] UE PL Vendor Whitelisting (id: customscript_ue_sta_vendorwhitelisting)

3. Click the View link next to the script.

4. Navigate to the Deployment subtab and view the deployment for the Vendor Bill record.

5. Edit the deployment record and make the necessary adjustments:

   1. Deployed - Check the box to deploy the script.

   2. Status - Select the Released status as default.

   3. Execute As Role - Select the [STA-PL] Admin Role as default.

   4. Roles - Check the Select All box.

   5. Employees - Check the Select All box.

6. Click the Save button.

7. Repeat Steps 1-6 for each of the following transaction records:

   1. Purchase Order

   2. Vendor Credit

8. Go to Customization > Scripting > Scripts.

9. Search for a script named [STA] SL PL Vendor Whitelisting (id: customscript_sl_pl_vendorwhitelisting)

10. Click the View link next to the script.

11. Navigate to the Deployment subtab and view the deployment record.

12. Edit the deployment record and make the necessary adjustments:

    1. Deployed - Check the box to deploy the script.

    2. Status - Select the Released status as default.

    3. Execute As Role - Select the [STA-PL] Admin Role as default.

    4. Roles - Check the Select All box.

    5. Employees - Check the Select All box.

13. Click the Save button.

Deploy/Undeploy Scheduled Whitelisting on Vendor

To deploy the scheduled whitelisting on the vendor record:

1. Go to Customization > Scripting > Scripts.

2. Search for a script named [STA] MR PL Vendor Whitelisting (ID: customscript_mr_sta_pl_vendorwhitelist).

3. Click the View link next to the script

4. Navigate to the Deployment subtab and view the deployment record.

5. Edit the deployment record and make the necessary adjustments:

   1. Set Status to Scheduled

   2. Define the desired recurrence schedule:

      1. Select Daily Event

      2. Repeat Every is set to 1 by default, but you may change this to any other value if you do not wish to run the script daily.

      3. Enter the Start Date and Start Time

      4. Define whether the schedule will end on a certain date by entering an End By date value,

      5. Or having the schedule run indefinitely by checking the No End Date field.

   3. Optionally, configure any of the following fields:

      1. Priority - Available options are High, Standard, and Low. The default option is Standard. This field determines the urgency of the script processing. The higher the priority of the script run, the higher up the queue it will be included.

      2. Concurrency Limit - Determines the number of job queues that can be used to process runs of this script. The default option is 1. Depending on your licensing agreement with NetSuite, you may have other values available. You should only increase this value if regular vendor whitelisting is at the top of your priority list and several thousands of vendors are eligible for regular checks. Otherwise, please keep this value to 1.

      3. Yield After Minutes - This is a soft time limit on how long a script can run before yielding. The default value is 60 minutes. You can enter any value from 3-60. It is highly suggested that this is kept at 60. Only reduce the value if necessary.

      4. Buffer Size - This value determines how many records can be processed in parallel before information about the job’s progress is saved to the database. A low Buffer Size minimizes the risk of any records being processed twice. The default value is 1. It is generally suggested to leave this value to 1 unless special circumstances dictate otherwise.

6. Click the Save button.

Deploy/Undeploy Scheduled Whitelisting on Transactions

To deploy the scheduled whitelisting on transaction records:

1. Go to Customization > Scripting > Scripts.

2. Search for a script named [STA] MR PL Vendor Whitelisting By Trxn (ID: customdeploy_mr_sta_pl_vw_by_trxn)

3. Click the View link next to the script

4. Navigate to the Deployment subtab and view the deployment record.

5. Edit the deployment record and make the necessary adjustments:

   1. Set Status to Scheduled

   2. Define the desired recurrence schedule:

      1. Select Daily Event

      2. Repeat Every is set to 1 by default, but you may change this to any other value if you do not wish to run the script daily.

      3. Enter the Start Date and Start Time

      4. Define whether the schedule will end on a certain date by entering an End By date value,

      5. Or having the schedule run indefinitely by checking the No End Date field.

   3. Optionally, configure any of the following fields:

      1. Priority - Available options are High, Standard, and Low. The default option is Standard. This field determines the urgency of the script processing. The higher the priority of the script run, the higher up the queue it will be included.

      2. Concurrency Limit - Determines the number of job queues that can be used to process runs of this script. The default option is 1. Depending on your licensing agreement with NetSuite, you may have other values available. You should only increase this value if regular vendor whitelisting is at the top of your priority list and several thousands of vendors are eligible for regular checks. Otherwise, please keep this value to 1.

      3. Yield After Minutes - This is a soft time limit on how long a script can run before yielding. The default value is 60 minutes. You can enter any value from 3-60. It is highly suggested that this is kept at 60. Only reduce the value if necessary.

      4. Buffer Size - This value determines how many records can be processed in parallel before information about the job’s progress is saved to the database. A low Buffer Size minimizes the risk of any records being processed twice. The default value is 1. It is generally suggested to leave this value to 1 unless special circumstances dictate otherwise.

6. Click the Save button.