Use Cases
- Lou Dizon
Bill Conversion Use Cases
INFlow Bill Validation - PO to Bill (Non-Stock)
INFlow compares the following parameters and sets the following messages in {custbody_sta_appr_mismatchnotes} field on the created bill
Parameter | Description | Message on bill if not matching | Value of Approval Matrix – “Discrepancies within limits” |
Items | Takes every Item from Bill and matches it with Item on a PO – through Item Name/Number or Vendor Name columns. | If there are extra Items on Bill (not found on PO) – “Bill contains extra items” or Items on PO not found on Bill’ – “PO contains extra items” | NO |
Amount | Script compares the Amount for the matched items, and if there are discrepancies, it gets the difference in % and checks the discrepancy against the following:
Vendor Master: {purchaseorderamount} against the difference in %
If there is no value defined in Vendor Master, then look up the Item Master, using {custitem_sta_appr_vb_po_amttolerance} ID | If {purchaseorderamount} % (or corresponding value on item) is less than that defined for the item on transaction – “Item amount discrepancy is exceeding the defined tolerance limit”
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Qty. | Script compares the quantities of the matching items. Get the difference in qty number and in % (in relation to total qty. of the item), and compare against the following:
Vendor Master: {receiptquantity} against the difference in % OR {receiptquantitydiff} against the difference in number
If there is no value defined in Vendor Master, then look up the Item Master, using the following IDs respectively:
{custitem_sta_appr_vb_po_qtytolerance} OR {custitem_sta_appr_vb_po_qtydiff} |
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INFlow Bill Validation - PO to Bill (Stock)
INFlow compares the following parameters and sets the following messages in {custbody_sta_appr_mismatchnotes} field on the created bill
Parameter | Description | Message on bill if not matching | Value of Approval Matrix – “Discrepancies within limits” |
Items | Takes every Item from Bill and matches it with Item on a PO – through Item Name/Number or Vendor Name columns. Only the Items where Received – Billed > 0 must be matched.
| If there are extra Items on Bill (not found on PO) – “Bill contains extra items” or Items on PO not found on Bill’ – “PO contains extra items” | NO |
If there is at least one item where: Received – Billed = 0, But Qty. – Received = 0 and item is present on the Bill with some quantity, then à | “XXX Item is already fully billed” (where XXX – a specific item from the PO) | NO | |
Qty. | INFlow compares the quantities of the matching items. If “Billed – Received” on PO ≠ Qty. on Bill, get the difference in number and in % (in relation to total qty. of the item), and compare against the following:
Vendor Master: {receiptquantity} against the difference in % OR {receiptquantitydiff} against the difference in number
If there is no value defined in Vendor Master, then look up the Item Master, using the same field IDs |
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Price | INFlow runs a search on Item Receipts for this PO, grouping the results by Item and Rate. It compares the Rate for the matched items, and if there are discrepancies, it gets the difference in % and checks the discrepancy against the following:
Vendor Master: {receiptamount} against the difference in %
If there is no value defined in Vendor Master, then look up the Item Master, using the same field ID |
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INFlow Approval
Approval of Bill in Closed Period
If the transaction date of an approved transaction is in a closed period, it is updated to the first date of the next open period.
INFlow Accruals
The following script parameters are required, used in running respective saved searches:
Field Type | Field (Parameter) Name | Criteria |
Date | Run Accruals as of Date (last date of closing period) | Unapproved bills on or before the selected date – filter against Document Date {custbody_sta_nord_trandate}
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List/Record | Subsidiary | Apply subsidiary as a filter |
List/Record | Saved Search | Pick the defined search |
Script runs the defined search to get the values for posting the Journal entry by subsidiary:
There will be as many lines on the Debit side of the journal as the number of lines on the bill.
Journal Field | Field ID | Debit /Credit | Taken From Record/Field |
Subsidiary | {subsidiary} | Header | Script Parameter/ Subsidiary |
Date | {trandate} | Header | Script Parameter/ Run Accruals as of Date |
Reversal Date | {reversaldate} | Header | Set to the 1st day of the following month (with respect to the posting date) |
Memo | {memo} | Header | “Accruals as of [date value from script parameter]” |
Account* | {account} | Debit | Custom Label: {L:account} (Column 1 of the saved search) |
Amount | {amount} | Debit | Custom Label: {L:amount} (Column 2 of the saved search) |
VAT | {vat} | Debit | Custom Label: {L:vat} (Column 3 of the saved search) |
Memo | {memo} | Debit | Custom Label: {L:memo} Column 4 of the saved search |
Department | {department} | Debit | If there is custom label {L:department} |
Class | {class} | Debit | If there is custom label {L:class} |
Location | {location} | Debit | If there is custom label {L:location} |
Account | {account} | Credit | [STA] INFlow Preferences/ AP Accruals Account {custrecord_sta_einv_pref_accrualacc} |
Amount | {amount} | Credit | The total amount on the debit side |
Memo | {memo} | Credit | “Accruals as of [date value from script parameter]” |
INFlow Approval History Page
Available Filters
Search Criteria | Field Type |
Subsidiary | List: Subsidiary |
Vendor | List: Vendor |
Currency | List: Currency |
Document Number | Free-form Text |
Invoice Received Date | Date |
Due Date Start | Date |
Due Date End | Date |
Record Type | List: Supported Transaction types |
INFlow Approval Status | List: INFlow Approval Status |
[STA] Current Approver | List: Employee |
Result Columns
Column Label | Source |
Transaction | Transaction Name |
Date | Transaction Date |
Due Date / Receive By | Due Date |
Name | Entity |
Document Number | Document Number |
Subsidiary | Subsidiary |
Currency | Currency |
Amount | Amount |
Status | Transaction Status |
[STA] Approval Status | [STA] INFlow Approval Status |
[STA] Current Approver | [STA] Current Approver |
Date Created | Date Created |
[STA] Approval Matrix Validations
If Direct Transaction preference is TRUE and the transaction type is Bill or Bill Credit then the following preferences cannot be used:
Stock transaction
Items received for stock PO
Discrepancies within limits
If the transaction type is Purchase Order then the following preferences cannot be used:
Direct Transaction
Stock transaction
Discrepancies within limits