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NetSuite: Line pairing

You can use Kofax AP Essentials to perform manual and automatic line pairing with NetSuite purchase orders.

Requirements

In order to use this feature, you must:

  1. Install the Kofax AP Essentials NetSuite bundle.
  2. Enable the Purchase order service and select Manual line-pairing and Automatic line-pairing.
  3. Make sure the following fields are enabled in your document type:

    Field name Type name
    Order number InvoiceOrderNumber
    Order line number

    LIT_RowIdentifier

    This field is not captured on the invoice. The value of this field is the result of the line-pairing feature.
    Article number LIT_ArticleIdentifier
    Description LIT_ArticleName
    Quantity LIT_DeliveredQuantity
    Unit price LIT_UnitPriceAmount
    Row total LIT_VatExcludedAmount

  4. In the target system settings:

    • Specify the Saved search ID for NetSuite Items. The default search included in bundle is "customsearchapsitems".

    • Specify the Saved search ID for NetSuite Orders. The default search included in bundle is "customsearchapspurchaseorders".

    Make sure your master data is synchronized before you begin processing invoices using this feature.

How it works

Line paring with the NetSuite integration works as described here.

Consider these points when performing line pairing using the NetSuite integration:

  • The NetSuite integration supports single and multiple purchase orders per invoice.

    • When verifying invoices with one PO per invoice, if you specify the PO number on the header field and leave all line-item PO fields empty, Kofax AP Essentials assumes all of the lines belong to the PO number specified in the header field and makes a vendor bill in NetSuite accordingly. Alternatively, you can leave the header field empty and specify the POs on each line-item. If the invoice gross amount is equal to PO amount, Kofax AP Essentials creates a vendor bill with line-item data that is identical to the PO line-item data. If the invoice gross amount is not equal to the PO amount, Kofax AP Essentials creates a vendor bill with all lines from the order and all lines from the invoice. In this case, line paring can be performed in NetSuite if necessary.

    • When verifying invoices with multiple POs, Kofax AP Essentials uses the PO number from the header field to fill any empty line-item PO fields.

  • If a line is passed from to NetSuite without the order-line number, it is treated as an additional line to bill that is not present on the PO.
  • If no lines at all are passed from to NetSuite, or if all lines are missing line numbers, only the invoice total amount is matched.

    You can see more details about how line pairing interacts with NetSuite in this diagram:

    NetSuite line pairing