The Target system configuration dialog: NetSuite settings

Use these settings to configure the NetSuite target system.

To access this dialog: Select a Services node in the administration tree-view, click Target system, select Netsuite and click Configuration.

The settings that appear here vary depending on the target system, version and current account level. Settings that are used for invoices (vendor bills) are also used for credit notes (vendor credits).

The System URL setting has been removed because the system URL is now detected automatically. No user action is required.

Use these settings to specify settings for the target service:

Output image format Determines the format of the output invoices.
  • PDF - If the original PDF is color, the output PDF is also color. Original text layers are preserved. If the original PDF does not contain text layers, Kofax AP Essentials adds text layers from the interpreted data.
  • PDF (black and white) - A black and white PDF. Original text layers are discarded and recreated using Kofax AP Essentials's own interpretation results. Choose this setting for the smallest file size.

    When Kofax AP Essentials receives XML invoices, it creates invoice images that may contain color; however, the file size is still small.

  • No image - This setting is only available for the NetSuite integration. When selected, no invoice image is sent to NetSuite.

If you change the output format, the change only applies to invoices that you upload after the change was made. Invoices that are already in the system at the time of the change are not affected.

Connection
Account The NetSuite account ID (required). To locate the account ID in NetSuite, navigate to Setup > Company > Company Information.

The account ID is case sensitive.

Token ID Specifies the token ID when using the token-based authentication method. If this setting is empty, Email/Password authentication is used instead.

See NetSuite documentation for more information about token-based authentication.

Token secret Specifies the token secret that corresponds to the Token ID.

For security purposes, the number of hidden characters do not necessarily match the number of characters in the token secret.

Account concurrency The number of simultaneous web API service calls that can be made to NetSuite.
Changing this setting to anything greater than zero requires additional licensing from NetSuite.
Disable mandatory custom field validation Determines whether custom fields are validated.
  • Selected - Custom fields are not validated.
  • Deselected - Custom fields are validated.
Application ID The application ID of the Kofax AP Essentials connector in NetSuite. This setting is required when using password-based authentication.
Consumer Key The consumer key of the Kofax AP Essentials connector in NetSuite. This setting is required when using token-based authentication.

See NetSuite documentation for more information about token-based authentication.

Consumer secret The consumer secret of the Kofax AP Essentials connector in NetSuite. This setting is required when using token-based authentication.
Integration
Custom form ID

Leave blank to use the default vendor bill form in NetSuite.

Optionally, specify one or multiple custom forms IDs to use.

Use the Buyer-specific settings to specify custom form IDs for individual buyers.

When testing the integration settings, by clicking TEST, if any errors are detected in the Buyer-specific settings, this setting is highlighted in this view, but you must click Buyer-specific settings to correct any highlighted settings in the buyer-specific settings view.

Default expense account The default expense account number to use if no expense account is defined for the vendor.
GE dummy item code If you want to register all non-PO based invoices as item lines in NetSuite (instead of expense lines), specify the item code to use for such lines. Otherwise, leave this setting blank.

Learn how to create dummy codes.

PO dummy item code The item code to use in the following 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.

Learn how to create dummy codes.

Custom field mapping The data template you use to map Kofax AP Essentials data to NetSuite vendor bill and vendor credit fields.
Custom expense field mapping for line items The data template you use to map Kofax AP Essentials data to NetSuite expense fields.
Custom expense field mapping for accounts The data template you use to map Kofax AP Essentials coding lines to expense records in NetSuite.
Custom item field mapping The data template you use to map Kofax AP Essentials data to NetSuite item fields.
PO receipt check Determines whether the integration checks if purchase orders have been received in NetSuite.
  • True (default) - POs must have the Pending bill state, or a variant of that state, in NetSuite in order to create and bill PO invoices in NetSuite.
  • False - The integration does not check the PO status. Choose False if you need to bill POs before they are received. In order to use this setting, ADVANCED RECEIVING and BILL IN ADVANCE OF RECEIPT must be enabled in NetSuite.
Target image folder The NetSuite archive image folder name (required). To locate Folders in NetSuite, navigate to Documents > Files > File Cabinets.
The folder must be at root level in NetSuite.
Use tax code from supplier Select this setting to get the tax code from the supplier data in NetSuite, if the tax code field is undefined or left blank during verification.
Use Supplier Entity ID as supplier number

When selected, the NetSuite supplier entity ID is mapped to the supplier number in AP Essentials and the NetSuite supplier company name is mapped to the AP Essentials supplier name.

When this setting is not selected, NetSuite supplier internal ID is mapped to the supplier number in AP Essentials and the NetSuite supplier entity ID is mapped to the AP Essentials supplier name.

Override SuiteTax with tax data from AP Essentials

If your NetSuite solution uses SuiteTax engine, you can select this setting to use tax data from AP Essentials instead of tax calculations from SuiteTax engine. After you select this setting, two additional settings appear.

  • Custom tax type field mapping — Specifies the field type name of the AP Essentials field that maps to the taxType field in NetSuite.

  • Custom tax type item field mapping — Specifies the field type name of the AP Essentials line-item field that maps to the item taxType field in NetSuite.

Use the Buyer-specific settings to specify whether tax data is overwritten for individual buyers. If you enable tax overriding on the buyer level, tax data from AP Essentials is used, even if the tax values are missing.

Suppliers
Saved search ID The ID of the supplier saved search in NetSuite. Set to customsearchapsvendors when using the Kofax AP Essentials NetSuite bundle.

Use the Buyer-specific settings to specify saved search IDs for individual buyers.

When testing the integration settings, by clicking TEST, if any errors are detected in the Buyer-specific settings, this setting is highlighted in this view, but you must click Buyer-specific settings to correct any highlighted settings in the buyer-specific settings view.

Custom field lists
List field IDs Specifies the field IDs of NetSuite list fields (Transaction Body Field of type List/Record) that you want to import as master data. Separate multiple fields with semicolons (;).
The Client Suite Script and Server Suite Script features must be enabled in NetSuite (Setup > Company > Enable Features > SuiteCloud > SuiteScript group).
Expense list field IDs Specifies the field IDs of NetSuite list fields (Transaction Column Fields expenses of type List/Record) that you want to import as master data. Separate multiple fields with semicolons (;).
Item list field IDs Specifies the field IDs of NetSuite list fields (Transaction Column Fields items of type List/Record) that you want to import as master data. Separate multiple fields with semicolons (;).
Locations
Exclude inactives Determines whether inactive locations are included when importing master data from NetSuite.
Include parent in name

Determines whether the parent structure is included in the Name field when importing location master data from NetSuite.

When Kofax AP Essentials imports master data from NetSuite, address information is added to the Description field of the location master data, regardless of what your selection here.

Classifications
Include parent in name

Determines whether the parent structure is included in the Name field when importing classification master data from NetSuite.

Saved search ID The ID of the classifications saved search in NetSuite. Set to customsearchapsclassifications when using the Kofax AP Essentials NetSuite bundle.

Use the Buyer-specific settings to specify saved search IDs for individual buyers.

When testing the integration settings, by clicking TEST, if any errors are detected in the Buyer-specific settings, this setting is highlighted in this view, but you must click Buyer-specific settings to correct any highlighted settings in the buyer-specific settings view.

Departments
Exclude inactives Determines whether inactive departments are included when importing master data from NetSuite.
Include parent in name

Determines whether the parent structure is included in the Name field when importing department master data from NetSuite.

Items
Saved search ID The ID of the item saved search in NetSuite. Set to customsearchapsitems when using the Kofax AP Essentials NetSuite bundle.

Use the Buyer-specific settings to specify saved search IDs for individual buyers.

When testing the integration settings, by clicking TEST, if any errors are detected in the Buyer-specific settings, this setting is highlighted in this view, but you must click Buyer-specific settings to correct any highlighted settings in the buyer-specific settings view.

Purchase orders
Saved search ID The ID of the PO saved search in NetSuite. Set to customsearchapspurchaseorders when using the Kofax AP Essentials NetSuite bundle.

Use the Buyer-specific settings to specify saved search IDs for individual buyers.

When testing the integration settings, by clicking TEST, if any errors are detected in the Buyer-specific settings, this setting is highlighted in this view, but you must click Buyer-specific settings to correct any highlighted settings in the buyer-specific settings view.

Accounts
Saved search ID The ID of the accounts saved search in NetSuite. Set to customsearchapsglaccounts when using the Kofax AP Essentials NetSuite bundle.

Use the Buyer-specific settings to specify saved search IDs for individual buyers.

When testing the integration settings, by clicking TEST, if any errors are detected in the Buyer-specific settings, this setting is highlighted in this view, but you must click Buyer-specific settings to correct any highlighted settings in the buyer-specific settings view.

Projects
Saved search ID The ID of the projects saved search in NetSuite. Set to customsearchapsprojects when using the Kofax AP Essentials NetSuite bundle.

Use the Buyer-specific settings to specify saved search IDs for individual buyers.

When testing the integration settings, by clicking TEST, if any errors are detected in the Buyer-specific settings, this setting is highlighted in this view, but you must click Buyer-specific settings to correct any highlighted settings in the buyer-specific settings view.

Customers
Saved search ID The ID of the customers saved search in NetSuite. Set to customsearchapscustomers when using the Kofax AP Essentials NetSuite bundle.

Use the Buyer-specific settings to specify saved search IDs for individual buyers.

When testing the integration settings, by clicking TEST, if any errors are detected in the Buyer-specific settings, this setting is highlighted in this view, but you must click Buyer-specific settings to correct any highlighted settings in the buyer-specific settings view.

If you have network restrictions on IP addresses, Kofax AP Essentials uses these IP addresses to connect to NetSuite:

Europe
  • 40.112.91.53
  • 40.112.94.248
  • 40.112.94.169
  • 40.112.92.166
  • 191.235.217.28
  • 191.235.220.16
  • 191.235.220.26
  • 191.235.209.127
US
  • 23.101.181.124
  • 23.101.185.142
  • 23.101.181.66
  • 23.101.185.75
Australia
  • 104.210.88.111
  • 104.210.93.195
  • 104.210.92.223
  • 104.210.88.61