Expense Item/Account Lookup Hierarchy

Flow Conversion allows using either expense items or expense accounts when logging expenses in the system. The behavior of the lookup differs depending on the preferences set.

Below are the preferences in the Staria FlowAP Subsidiary Setup record that affect this behavior:

• Use Expense Items Instead of Accounts for Expense Lines

  • If this preference is checked, then the system uses Expense Items. If unchecked, the system uses Expense Accounts. By default, this field is unchecked.

• Default Bill Expense Account (Preference)

  • This preference determines the priority regarding the Expense Items or the Expense Accounts lookup.

  • This preference is mandatory.

  • The two options available are:

    • Vendor’s Default Expense Account/Item

      • This option prioritizes all possible default expense accounts or items before using the Last Posting Account/Item.

    • Based on Last Posting

      • This option prioritizes the last used expense account or item from the latest posting transaction for the vendor before considering any default expense accounts or items.

• Default Expense Account

  • This is the designated account to default based on the lookup hierarchy.

  • This preference is mandatory.

• Default Expense Item

  • This is the designated item to default based on the lookup hierarchy.

• Default Vendor Expense Item

  • This is the designated item defaulted for new vendors. This works alongside the Default Expense Item and can be used interchangeably.

Alongside the Staria FlowAP Subsidiary Setup Record, other native NetSuite records also factor into the logic of the lookup:

• Vendor Record’s Default Expense Account

• Vendor Record’s Default Expense Item

• Expense Account Used in Latest Posting Bill

• Expense Item Used in Latest Posting Bill

The diagram below details the difference between the lookup hierarchies:

Open

Expense Item/Account Lookup Hierarchy