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      NetSuite Invoices, Payments, and Credit Notes Integration

      This article will help you understand how the integration of Invoices, Payments, and Credit Notes works.

      TABLE OF CONTENTS

      How to Set Up the Invoices Integration


      To set up the Invoices integration:

      • Open the NetSuite integration page.
      • Select the Approved Invoices in the Documents to Send field.
      • Press the Save button to confirm changes.



      Follow the link for more general information on how to set up the integration with NetSuite.

      In NetSuite, the Invoice will be integrated into the Transactions → Payables → Enter Bills → List.



      How to Send Invoices to NetSuite


      In Precoro, create an Invoice, add items to it by filling out all necessary details, and the document will be automatically sent to NetSuite.



      In case you have made changes you wish to import to NetSuite, use the Send to NetSuite button on the Invoice page to do it manually.




      In the Integration logs, you can receive information in case there are any troubles with the Invoice import as well as see the message that the Invoice was successfully imported along with its number created in NetSuite.




      Send Pending Invoices to NetSuite


      You can send the documents with Pending Status to NetSuite.

      To activate this feature, please contact our Support Team, who will happily assist you on the matter.


      This feature will work for the chosen Invoice integration document type.


      It will be available for users with the following Roles:

      • Create and Approve Roles for Invoices.

      When the document acquires Approved Status, the current system logic will work out, and the document will be automatically sent to NetSuite.


      Integrated Fields and Data


      In Invoices, the synchronization of all the fields works by one-way method. Therefore, the changes made in NetSuite will not be transferred into Precoro.

      Primary information mapping


      Fields in Precoro Fields in NetSuite
      Invoice # Reference No.
      Supplier Vendor
      Invoice Currency Currency
      Issue Date Date
      Due Date Due Date
      Tax Sum Tax
      Gross Total Amount


      Classification mapping


      Fields in Precoro Fields in NetSuite
      Company Location Location
      Document Custom Field — NetSuite Departments Department



      Find more information on the Locations integration in the following article: NetSuite Locations Integration.

      Items and Expenses mapping


      General information on the item’s integration can be found here.

      When integrating Invoice items, you should consider the way of adding them.

      • If the items were added from the Item Management using the Add button, and the items were previously integrated, they will be displayed in the Items tab in NetSuite.

      Only previously integrated items will be transferred into the Items section in NetSuite. 

      In case you have added non-integrated items from the Item Management list, they will still be integrated into the Expenses block.


      • If the items were added manually using the Add button, they will be displayed in the Expenses tab in NetSuite.

      Mapping of the integrated items added from the Item Management list


      Fields in Precoro Fields in NetSuite
      Name Item
      Quantity/Unit Quantity
      Price/Currency Amount
      Tax,% Tax Code
      Tax Sum Tax Amt
      Gross Total Gross Amt
      Item Custom Field — NetSuite Locations Location
      Item Custom Field — NetSuite Departments Department
      Item Custom Field (or Document Custom Field) — NetSuite Classes Class
      Item Custom Field — NetSuite Customers Customer Project



      Classes can also be integrated as a Document Custom Field. Find more information on the Classes integration in this article.

      Mapping of the manually added items


      Fields in Precoro Fields in NetSuite
      Name Memo
      Price/Currency Amount
      Tax,% Tax Code
      Tax Sum Tax Amt
      Gross Total Gross Amt
      Item Custom Field — NetSuite Locations Location
      Item Custom Field — NetSuite Departments Department
      Item Custom Field — NetSuite Classes Class
      Item Custom Field — NetSuite Customers Customer Project
      Item Custom Field — NetSuite Chart of Accounts Account


      Attachments integration
       

      In NetSuite, Attachments are transferred to the Communications → Files tab:





      How to Cancel an Invoice

      If you cancel the document in Precoro, it will be automatically removed from NetSuite.



      Related Payments Integration

      You can create Payments in NetSuite and import them to Precoro:


      Through the Integrations page


      To import to Precoro, choose the Invoice Due Date and press the Import Payment button.

      Through the Payments page


      To import to Precoro, choose the Payment Date and press the Import from NetSuite button.


      In Payments Type in Precoro, you will see the Payment from NetSuite type to easily distinguish those that are imported.


      In NetSuite, find Payments in the Related Records tab.


      Related Credit Notes Integration 


      To send a Credit Note type of document, please follow the steps below:

      1. Go to the Integrations page and select the Approved Invoices and Credit Notes option in the Documents to Send field.


      2. Create a Credit Note Document, Confirm and Approve it (if your company has a set Approval Workflow), and it will be automatically sent to NetSuite.

      In NetSuite, you can find the integrated document in the Transactions → Payables → Enter Supplier Credits.

      The Credit Note documents from Precoro are integrated as Vendor Credits in NetSuite.

      In NetSuite, you also have to add permission for the Integration Role → Permissions → Transactions → Enter Vendor Credits with the set value Full.

      You can revise, edit, or cancel the document and then manually send the changes to NetSuite using the Send to NetSuite button.


      Field mapping for the Credit Note is identical to the mapping of Invoices, except for the Created From field, which contains the Invoice ID in NetSuite.

       

      Tracking the Not Sent Documents


      In Precoro, you can always easily track the documents that were Not Sent to NetSuite by using the corresponding Infocard on the Invoices document list page. 

      If you have an active NetSuite Approved Invoices and Credit Notes integration, you will see the not sent Credit Notes with Paid status and Invoices with Not Paid status in the Not Sent to NetSuite Infocard.