This article will help you understand how the integration of Invoices and Payments works.
TABLE OF CONTENTS
- How to Set Up the Invoices Integration
- How to Send Invoices to NetSuite
- Integrated Fields and Data
- How to Cancel an Invoice
- Related Payments Integration
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.
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If the items were added from the Item Management using the Add Item 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.
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If the items were added manually using the Add empty row 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 Payment Date and press the Import Payment button.
Through the Payments page
To import to Precoro, choose the Payment Date and press the Import Payment button.
In NetSuite, find Payments in the Related Records tab.
