Managing a number of payments for a single buy order is a standard state of affairs in lots of companies. Whether or not you employ the NetSuite UI, API, or SuiteScript, NetSuite has a bunch of choices that can assist you streamline this course of.
On this information, we’ll discover tips on how to match a single buy order to a number of vendor payments, utilizing every of those strategies. We’ll additionally talk about the constraints of sure strategies (like NetSuite’s REST API) in comparison with the SOAP API.
In direction of the top, we’ll additionally take a look at how one can automate this course of utilizing AI-enabled end-to-end workflow automation.
Matching a PO to A number of Vendor Payments on the NetSuite UI
Utilizing the NetSuite UI to match a single buy order (PO) to a number of vendor payments is a simple process, supreme for smaller operations or companies that do not want automation. This technique lets you create payments for various line objects on a PO or for partial portions of things.
Step-by-Step Directions:
- Entry the Buy Order:
- Navigate to Transactions > Purchases > Enter Buy Orders to find the PO you need to match.
- Create a Vendor Invoice:
- Go to Transactions > Payables > Enter Vendor Payments, and choose the related PO quantity. This hyperlinks the invoice to the PO. You will note the out there portions that may be billed.
- Enter Vendor Invoice Particulars:
- Fill within the invoice particulars, together with line objects or portions that have to be billed. Save the invoice after making certain that the portions don’t exceed the ordered quantities.
- Repeat for Extra Vendor Payments:
- If the PO requires a number of payments, repeat the method, choosing the remaining objects or portions on the PO.
Matching a Single PO to A number of Vendor Payments Utilizing the API
NetSuite gives each SOAP and REST APIs (these are 2 totally different API applied sciences which might be generally utilized by builders). Whereas the SOAP API is older and extra mature, it can be sluggish in efficiency. The NetSuite REST API is extra fashionable (it was launched in 2019 by Oracle) however would not have the intensive assist and customisation capabilities that the SOAP API has.
If that is the primary time you are utilizing APIs with NetSuite, you would possibly need to seek advice from this text the place we information you thru the API setup and assist you to create your first vendor invoice in NetSuite.
For this text, we’ll use the instance of the SOAP API to do the PO matching with Vendor Payments.
Step-by-Step Directions:
- Retrieve the Buy Order Report:
<get>
<baseRef internalId="PO_ID" sort="purchaseOrder"/>
</get>
- First, retrieve the small print of the acquisition order utilizing the
get
operation. This gives entry to the PO’s line objects, portions, and remaining portions. - Create Vendor Invoice for First Invoice:
<add>
<document xsi:sort="VendorBill">
<entity internalId="VENDOR_ID"/>
<purchaseOrderList>
<purchaseOrder internalId="PO_ID"/>
</purchaseOrderList>
<!-- Merchandise particulars go right here -->
</document>
</add>
- Use the
add
operation to create a vendor invoice for the primary set of line objects or portions from the PO.
Repeat for Extra Vendor Payments:
- Repeat the method so as to add extra payments, adjusting the road objects and portions for every vendor invoice.
SOAP API Advantages:
- Helps Saved Searches: This can be a main benefit over the REST API supplied by Oracle. You’ll be able to retrieve precisely the info you want in a single API name, lowering the complexity of a number of joins.
- File Cupboard Help: SOAP lets you entry recordsdata within the File Cupboard, which might be necessary when payments require hooked up paperwork.
- Secure and Sturdy: Regardless of being older, the SOAP API has a well-documented, secure construction with intensive assist.
SOAP API vs REST API: Key Variations for Matching POs to Vendor Payments
We’ll go into a bit extra element since that is one thing that always comes up in NetSuite improvement – what’s the distinction, actually, between these two sorts of APIs given by Oracle?
SOAP API:
- Authentication: SOAP makes use of Token-Based mostly Authentication (TBA), which is OAuth1-based. Although older, it’s well-supported in enterprise settings and comparatively straightforward to configure.
- Metadata Dealing with: SOAP handles commonplace entities and fields nicely however struggles with customized fields with out extra workarounds.
- Saved Searches and File Cupboard: SOAP gives built-in assist for saved searches and file cupboard operations, making it the popular selection for complicated information retrieval duties.
- Efficiency: SOAP is sluggish (however secure) and supreme for giant, complicated integrations, although the syntax is extra verbose and difficult in comparison with REST.
💡
1. If you happen to’re doing large-scale or complicated integrations that can virtually definitely contain non-standard operations, file motion and so forth
2. For any self-serve deployments (for the reason that documentation is intensive, and there’s a historical past of profitable integrations carried out by others)
REST API:
- Authentication Flexibility: REST helps OAuth2 along with TBA. Nonetheless, OAuth2 in NetSuite has some caveats, equivalent to frequent token expirations for the Authorization Code Grant technique.
- Metadata Dealing with: REST permits for extra dynamic entry to metadata, making it helpful for environments the place entity buildings change ceaselessly. REST additionally helps OpenAPI schemas, together with for customized fields.
- SuiteQL Help: REST consists of assist for SuiteQL, which may considerably simplify complicated queries by permitting SQL-like queries through the API.
- Limitations: REST remains to be comparatively new in NetSuite, and plenty of information are nonetheless in beta. Crucial features like saved searches and file cupboard entry require workarounds, equivalent to customized Restlets.
💡
1. For sooner and small-scale deployments, the place you’re largely working with commonplace objects (like buyer, salesOrder, bill and so forth).
2. For circumstances the place OAuth2 is remitted by the shopper’s authentication necessities
Matching a Single PO to A number of Vendor Payments Utilizing SuiteScript
For corporations that require a extremely personalized answer, SuiteScript gives a robust JavaScript-based scripting platform to match buy orders with a number of vendor payments. SuiteScript permits full management over workflows and is extra helpful in circumstances the place customization is necessary.
Step-by-Step Directions:
- Load the Buy Order:
var poRecord = document.load({
sort: document.Kind.PURCHASE_ORDER,
id: 'PO_ID'
});
- Use SuiteScript’s
document.load
technique to entry the acquisition order.
2. Create the Vendor Invoice:
var vendorBill = document.create({
sort: document.Kind.VENDOR_BILL,
isDynamic: true
});
vendorBill.setValue({
fieldId: 'entity',
worth: VENDOR_ID
});
// Choose strains from the acquisition order
vendorBill.selectNewLine({
sublistId: 'merchandise'
});
vendorBill.setCurrentSublistValue({
sublistId: 'merchandise',
fieldId: 'purchaseorder',
worth: 'PO_ID'
});
vendorBill.commitLine({
sublistId: 'merchandise'
});
vendorBill.save();
- Create a vendor invoice document utilizing
document.create
. Choose the suitable line objects from the PO and map them to the seller invoice.
3. Repeat for A number of Payments:
- Use this logic to create extra vendor payments by choosing remaining PO strains in subsequent script executions.
Benefits of SuiteScript:
- Full Customization: SuiteScript provides whole management over the method, making it good for distinctive billing workflows.
- Extensibility: You’ll be able to simply construct on the script to deal with different customized wants like validation, logging, or error dealing with.
Utilizing end-to-end Workflow Automation Software program to Match POs to Invoices
If you happen to’re utilizing NetSuite to run your funds and CRM operations, it is fairly probably you are already operating a manufacturing deployment of NetSuite, and all of your workflows are arrange and getting used day by day.
In such a state of affairs, it is likely to be simpler to work with an integration associate who can migrate your processes and automate a manufacturing atmosphere, with out you having to get into the messy particulars of API integrations and SuiteQL queries.
Utilizing AI automation like Nanonets has a couple of benefits:
Occupied with studying extra? A brief 15-minute intro name with an automation professional is one of the simplest ways to get began.
Conclusion
Matching a purchase order order to a number of vendor payments in NetSuite might be dealt with in a number of methods, relying on your small business setup. You’ll be able to go for one thing that’s extra guide and provides you extra management, or you’ll be able to totally automate it utilizing the API (with considerably increased effort and a few coding concerned).
By combining the perfect of each worlds utilizing a no-code answer like Nanonets, you’ll be able to confidently handle vendor merchandise codes, streamline information entry, and cut back guide errors, saving worthwhile time on your procurement and finance groups.
References: