Create dummy codes for NetSuite

There are several scenarios where you might want to use dummy codes in the target system settings. For example, if you want to register all non-PO based invoices as item lines in NetSuite (instead of expense lines), you can specify a dummy item code in the GE dummy item code setting. Likewise, you may want to specify a PO dummy item code for these scenarios:

  • When you use line-pairing and process invoices that have additional lines that are not specified on the PO.

  • When you do not use line-pairing and process invoices where the invoice total amount differs from the PO total amount.

To create an item in NetSuite that can be used as a dummy item code in the target system settings:

  1. In NetSuite, navigate to Lists > Accounting > Item > New.
  2. Create an inventory item and note its name.

    When creating the item, follow your company guidelines to setup the item so it can be used on vendor bills. This might include, for example, assigning an asset account and a tax schedule. You can test if an item is ready to use by manually creating a vendor bill in NetSuite and trying to use the new item on a vendor bill row. Refer to the NetSuite documentation for more information about creating items.

  3. Specify the name of the item you created above in the target system settings in the GE dummy item code setting or PO dummy item code setting, depending on your needs.

Dummy code treatment in AP Essentials

Document type Target system setting Logic
Non-PO invoice GE dummy item code is empty.

For every line on the AP Essentials invoice, an expense line is created on the NetSuite invoice. LIT_ArticleName is used for the expense description.

GE dummy item code specifies an item in Netsuite.

For every line on the AP Essentials invoice, an item line is created on the NetSuite invoice.

  • If a line is empty or LIT_ArticleIdentifier in incorrect, the dummy code is used and LIT_ArticleName is used for the item description in NetSuite.

  • If LIT_ArticleIdentifier matches an item identifier in NetSuite, LIT_ArticleName is ignored.

PO invoice PO dummy item code is empty. If the line is not matched to PO line, an error occurs.
PO dummy item code specifies an item in Netsuite.
  • If a line is matched to PO line, LIT_ArticleName is ignored.

  • If a line is not matched to PO line, the dummy code is used and LIT_ArticleName is used for the item description in NetSuite.

In all cases above, LIT_ArticleName is used as the description if it specified during verification.