The item lookup criteria are used to determine which NetSuite item record needs to be used for each transaction line that will be created through FlowAP e-document conversion.

Navigating to the setup

Navigate to FlowAP > FlowAP Configuration > Staria FlowAP Subsidiary Setup
View the record related to your subsidiary.
Navigate to the Conversion subtab.
Find the FlowAP Template field and click the hyperlink.
View and Edit the FlowAP Template.
Find the Item Lookup Criteria.

You must not edit the Default FlowAP Template.

Any changes made to the default template will be overriden during new version releases of FlowAP.

To use a customized version of the FlowAP template, save a copy of the Default FlowAP Template.

Apply your own lookup criteria and XML mapping to the new FlowAP Template; and assign it to the relevant Staria FlowAP Subsidiary Setup.

Understanding the Item Lookup Criteria

The lookup criteria follows the JSON array syntax.

The complete item code lookup table is surrounded by brackets
- Example: [JSON ARRAY].
Each element in the lookup table is surrounded by curly braces and is separated by a comma.
- Example: [{ELEMENT1}, {ELEMENT2}, {ELEMENT3}]
Each element of the lookup table contains two (2) parameters.
- mappingfield - The item lookup “mappingfield” refers to the field key in the Transaction Mapping array. This field key is used in the FlowAP Template > Mapping Templates > Transaction Mapping. This field key identifies the XML element that will be the source of the item’s name/number/text that will be used to find the item in NetSuite.
  In the default item lookup criteria and transaction mapping, here’s the item lookup criteria:
  - e.g.: “vendorcode”
  - Here, we can see that the vendorcode is referencing the xpath ./cac:Item/cac:SellersItemIdentification/cbc:ID
- nsfield - This is the NetSuite item record field that will be used to compare the text from the mappingfield to find the item record in NetSuite.

Default Item Lookup Criteria

[
{
"mappingfield": "vendorcode",
"nsfield": "vendorcode"
},
{
"mappingfield": "vendorcode",
"nsfield": "vendorname"
}
{
"mappingfield": "vendorcode",
"nsfield": "itemid"
}
]

Lookup Results

Invalid Item records are not returned by the lookup
- inactive = T
- subtype = 'Sale'
The internal id of the item record will be set on the item: internalid element of the FlowAP document JSON when an item record is found.
If the MULTIVENDOR feature is enabled, the XML mapping field can be searched against the item’s vendor code found in the vendor sublist.
Item lookup is not used if Inherit PO lines = T. When the inherit PO lines feature is used during conversion, the items in the PO are used instead.