Managing a number of payments for a single buy order is a typical 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 will help you streamline this course of.
On this information, we’ll discover find out 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 the direction of the tip, we’ll additionally have 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 activity, ideally suited for smaller operations or companies that do not want automation. This technique lets you create payments for various line gadgets 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 obtainable portions that may be billed.
- Enter Vendor Invoice Particulars:
- Fill within the invoice particulars, together with line gadgets or portions that must be billed. Save the invoice after guaranteeing 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, deciding on the remaining gadgets or portions on the PO.
Matching a Single PO to A number of Vendor Payments Utilizing the API
NetSuite offers each SOAP and REST APIs (these are 2 completely different API applied sciences which are generally utilized by builders). Whereas the SOAP API is older and extra mature, it will also be gradual in efficiency. The NetSuite REST API is extra trendy (it was launched in 2019 by Oracle) however does not have the in depth assist and customisation capabilities that the SOAP API has.
If that is the primary time you are utilizing APIs with NetSuite, you may need to refer to this article the place we information you thru the API setup and make it easier 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 main points of the acquisition order utilizing the
get
operation. This offers entry to the PO’s line gadgets, 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 gadgets or portions from the PO.
Repeat for Extra Vendor Payments:
- Repeat the method so as to add extra payments, adjusting the road gadgets and portions for every vendor invoice.
SOAP API Advantages:
- Helps Saved Searches: It is a main benefit over the REST API supplied by Oracle. You possibly can retrieve precisely the info you want in a single API name, decreasing the complexity of a number of joins.
- File Cupboard Help: SOAP lets you entry recordsdata within the File Cupboard, which will be necessary when payments require connected paperwork.
- Secure and Sturdy: Regardless of being older, the SOAP API has a well-documented, steady construction with in depth assist.
SOAP API vs REST API: Key Variations for Matching POs to Vendor Payments
We’ll go into just a little extra element since that is one thing that always comes up in NetSuite growth – what’s the distinction, actually, between these two forms 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 simple to configure.
- Metadata Dealing with: SOAP handles normal entities and fields properly however struggles with customized fields with out further workarounds.
- Saved Searches and File Cupboard: SOAP offers built-in assist for saved searches and file cupboard operations, making it the popular alternative for advanced knowledge retrieval duties.
- Efficiency: SOAP is gradual (however steady) and ideally suited for giant, advanced integrations, although the syntax is extra verbose and difficult in comparison with REST.
💡
1. When you’re doing large-scale or advanced integrations that may virtually definitely contain non-standard operations, file motion and so forth
2. For any self-serve deployments (because the documentation is in depth, and there’s a historical past of profitable integrations finished by others)
REST API:
- Authentication Flexibility: REST helps OAuth2 along with TBA. Nonetheless, OAuth2 in NetSuite has some caveats, corresponding 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 regularly. REST additionally helps OpenAPI schemas, together with for customized fields.
- SuiteQL Help: REST consists of assist for SuiteQL, which might considerably simplify advanced queries by permitting SQL-like queries by way of the API.
- Limitations: REST continues to be comparatively new in NetSuite, and lots of data are nonetheless in beta. Important capabilities like saved searches and file cupboard entry require workarounds, corresponding to customized Restlets.
💡
1. For quicker and small-scale deployments, the place you’re principally working with normal objects (like buyer, salesOrder, bill and so forth).
2. For instances the place OAuth2 is remitted by the shopper’s authentication necessities
Matching a Single PO to A number of Vendor Payments Utilizing SuiteScript
For firms that require a extremely personalized resolution, SuiteScript offers 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 instances the place customization is necessary.
Step-by-Step Directions:
- Load the Buy Order:
var poRecord = document.load({
sort: document.Sort.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.Sort.VENDOR_BILL,
isDynamic: true
});
vendorBill.setValue({
fieldId: 'entity',
worth: VENDOR_ID
});
// Choose traces 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 gadgets from the PO and map them to the seller invoice.
3. Repeat for A number of Payments:
- Use this logic to create further vendor payments by deciding on remaining PO traces in subsequent script executions.
Benefits of SuiteScript:
- Full Customization: SuiteScript gives whole management over the method, making it excellent for distinctive billing workflows.
- Extensibility: You possibly can 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
When you’re utilizing NetSuite to run your funds and CRM operations, it is fairly possible you are already operating a manufacturing deployment of NetSuite, and all of your workflows are arrange and getting used every day.
In such a state of affairs, it could be simpler to work with an integration accomplice who can migrate your processes and automate a manufacturing surroundings, with out you having to get into the messy particulars of API integrations and SuiteQL queries.
Utilizing AI automation like Nanonets has a number 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 will be dealt with in a number of methods, relying on your small business setup. You possibly can go for one thing that’s extra guide and offers 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 most effective of each worlds utilizing a no-code resolution like Nanonets, you’ll be able to confidently handle vendor merchandise codes, streamline knowledge entry, and cut back guide errors, saving useful time on your procurement and finance groups.
References: