Use 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.

You can also configure the system to post lines as item lines when a valid item code is specified during verification as described later in this topic.

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

In NetSuite, navigate to Lists > Accounting > Item > New.
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.
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.
Non-PO invoice	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 invoice	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.

Post non-PO invoice lines as item lines when an item code is specified

You can configure the system to post lines as item lines on non-PO invoices when a valid item code is specified during verification. You enable this feature on the buyer level using the target system setting, Post non-PO invoice lines as item lines when an item code is specified. Optionally, you can use this feature in combination with the GE dummy item code setting, so the dummy code is used as a fallback when no item code is specified.

Scenarios

These scenarios describe how the use of Post non-PO invoice lines as item lines when an item code is specified, and how it interacts with the GE dummy item code setting.

Setting disabled (default behavior)
- A dummy item code is required for posting item lines.
- Even if an item code is provided, lines are still posted as expense lines.
Setting enabled with GE dummy item code specified
- If an item code is provided on a line item, it is passed to NetSuite as an item line.
- If the item code is missing, the system uses theGE dummy item code specified.
Setting enabled with no dummy item code specified
- If an item code is provided on a line item, it is passed to NetSuite as an item line.
- If the item code is missing, the invoice cannot be posted, and an error is returned.