Vendor Record
- Lou Dizon
Note:
This setup step is necessary for existing vendor records before the [STA] INFlow SuiteApp was installed. Updating existing records via CSV Import is recommended.
Vendor records created after the SuiteApp installation will automatically copy the Business ID (Organization Number) into the Web Service ID.
If TAX Registration Number is EMPTY and the Business ID (Organization Number) is not null then it will be copied to the Web Service ID.
If both Tax Registration Number and Business ID are null then Web Service ID will be null.
E-Document Tab
Under the E-Document tab of the Vendor, set the following field values:
Vendor Tax Registration Number to Web Service ID.
E-Document Package ({custentity_psg_ei_entity_edoc_standard}) = [STA] REST - Staria INFlow Integration.
Web Service Sender = Integration employee with the E-Document Web Service Role (Docs Full) or any dedicated employee with E-Document Web Service Role (Docs Full).
FlowAP Tab
Under the INFlow tab of the Vendor, select the following INFlow vendor preferences:
Vendor Preference | Description |
1ST APPROVER | Select an employee. This will be set as the approver of a transaction if the Approver of related Approval Matrix is set as 1st Approver of Vendor. |
2ND APPROVER | Select an employee. This will be set as the approver of a transaction if the Approver of related Approval Matrix is set as 2nd Approver of Vendor. |
3RD APPROVER | Select an employee. This will be set as the approver of a transaction if the Approver of related Approval Matrix is set as 3rd Approver of Vendor. |
1ST APPROVER (SEARCH) | Select an employee saved search. The approver of a transaction will be selected from the search results if the Approver of related Approval Matrix is set as 1st Approver of Vendor. Related feature: Staria Approval Matrix : ALL APPROVERS MUST APPROVE. When this preference is enabled: All employees approvers returned by the selected search needs to approve the transaction before it goes to the next approval level. |
2ND APPROVER (SEARCH) | Select an employee saved search. The approver of a transaction will be selected from the search results if the Approver of related Approval Matrix is set as 2nd Approver of Vendor. Related feature: Staria Approval Matrix: ALL APPROVERS MUST APPROVE. When this preference is enabled: All employees approvers returned by the selected search needs to approve the transaction before it goes to the next approval level. |
3RD APPROVER (SEARCH) | Select an employee saved search. The approver of a transaction will be selected from the search results if the Approver of related Approval Matrix is set as 3rd Approver of Vendor. |
NO DIRECT BILL | Check this box if there should always be a PO for every Bill. In case there is no PO found for an incoming Bill, the inbound document conversion into the Bill will fail. |
NO DIRECT CREDIT | Check this box if there should always be a Bill for every Bill Credit. In case there is no Bill found for an incoming Bill Credit, the inbound document conversion into the Bill Credit will fail. |
[STA] POST SINGLE BILL LINE | Check this box if all Bill/Bill Credit lines for this Vendor should be consolidated into a single one. |
[STA] POST SINGLE BILL LINE: USE FIRST XML MEMO | Check this box to set the first XML Tag (Name) as the item description of the bill’s item/s. |
DEFAULT EXPENSE ITEM | Select a Default Expense Item for this Vendor, If you are using items instead of accounts in Bills/Bill Credits. |
[STA] FILE CABINET ACCESS CATEGORY | This preference tells FlowAP which folder to use for saving the PDF files.
Options: Restricted – High access level – This option will use the folder defined in the INFLOW PREFERENCE: FOLDER ID FOR PDF FILES Common – Visible to all employees - This option will use the folder defined in the INFLOW PREFERENCE: FOLDER ID FOR PDF FILES (COMMON ACCESS)
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[STA] DEFAULT DEPARTMENT | Select the default Department for transaction lines of converted e-documents for this vendor. |
[STA] DEFAULT CLASS | Select the default Class for transaction lines of converted e-documents for this vendor. |
[STA] DEFAULT TRANSACTION TYPE | Select the default Transaction type for transaction lines of converted e-documents for this vendor. |
Financial Tab
Under the Financial tab of the Vendor, define the following Vendor Bill Matching criteria:
Vendor Preference | Description |
VENDOR BILL - PURCHASE ORDER QUANTITY TOLERANCE | Enter the tolerance limit for the discrepancy between the quantity on the vendor bill and purchase order |
VENDOR BILL - PURCHASE ORDER AMOUNT TOLERANCE | Enter the tolerance limit for the discrepancy between the amount on the vendor bill and purchase order. |
VENDOR BILL - PURCHASE ORDER QUANTITY DIFFERENCE | Enter the difference limit for the discrepancy between the quantity on the vendor bill and purchase order. |
VENDOR BILL - ITEM RECEIPT QUANTITY TOLERANCE | Enter the tolerance limit for the discrepancy between the quantity on the vendor bill and item receipt. |
VENDOR BILL - ITEM RECEIPT AMOUNT TOLERANCE | Enter the tolerance limit for the discrepancy between the amount on the vendor bill and item receipt. |
VENDOR BILL - ITEM RECEIPT QUANTITY DIFFERENCE | Enter the difference limit for the discrepancy between the quantity on the vendor bill and item receipt. |