NetSuite Purchase Orders Integration

This article will help you understand how the integration of Purchase Orders works.

TABLE OF CONTENTS

• How to Set Up the Purchase Orders Integration

  • Send Pending Purchase Order to NetSuite

• Integrated Fields and Data
  • Primary information mapping
  • Classification mapping
  • Attachments integration
  • Items integration
    • Mapping of the manually added items
    • Mapping of the Catalog added items
  • Document and Items Custom Fields Integration

• Character Limits for Purchase Orders Fields in NetSuite

• Other Purchase Orders Integration Features

How to Set Up the Purchase Orders Integration

To set up the Purchase Orders integration:

• Open the NetSuite integration page.

• In the Documents to Send field, select the Approved Purchase Orders.

• Press the Save button to confirm changes.
  
  

You can integrate the Approved Purchase Orders and Receipts, too. To do that, select this type of form in the Documents to Send field. Find more information on this type of integration here.



In NetSuite, the Purchase Order will be integrated into the Transactions → Purchases → Enter Purchase Orders → List.

Send Pending Purchase Order to NetSuite

You can also send the documents with Pending Status to NetSuite.

This feature will work for the chosen Purchase Order integration document type.

It will be available for users with the following Roles:

• Create and Approve Roles for Purchase Orders.

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 Purchase Order, the synchronization of all the fields works by the one-way method. Therefore, the documents created in Precoro will be transferred into NetSuite.

Primary information mapping

Fields in Precoro	Fields in NetSuite
Purchase Order #	PO #
Supplier	Vendor
Creation Date	Date
Net Total	Total
User	Employee
Note	Memo

Notes from Precoro are integrated into NetSuite into the Memo field with the text and direct link to the Purchase Order.

Classification mapping

Fields in Precoro	Fields in NetSuite
Location/Shipping Address	Location
Order currency	Currency
Document Custom Field — NetSuite Departments	Department
Document Custom Field — NetSuite Classes	Class

Attachments integration

In NetSuite, Attachments are transferred to the Files tab:

Items integration

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

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

• 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.

• 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 manually added items

Fields in Precoro	Fields in NetSuite
Name	Memo
Price	Amount
Items Custom Field — NetSuite Chart of Accounts	Account
Items Custom Field — NetSuite Departments	Department
Items Custom Field — NetSuite Classes	Class
Items Custom Field — NetSuite Customers	Customer/Project
Items Custom Field — NetSuite Locations	Location

Mapping of the items added from the Item Management list

Fields in Precoro	Fields in NetSuite
Name	Item
Ordered/Unit	Quantity
Price	Amount
Items Custom Field — NetSuite Departments	Department
Items Custom Field — NetSuite Classes	Class
Items Custom Field — NetSuite Customers	Customer/Project
Items Custom Field — NetSuite Locations	Location

Document and Items Custom Fields Integration

General information on the integration of Classes, Customers and Projects, Locations, Charts of Accounts, and Departments can be found by the corresponding links.

• Chart of Accounts is integrated as the Item Custom Fields only.
• Classes can be integrated both as Document and Item Custom Fields.
• Customers and Projects are integrated as the Item Custom Fields only.
  
  

Character Limits for Purchase Orders Fields in NetSuite

In NetSuite, you cannot enter more symbols than the system allows. The character limits are as follows:

• Memo = 999 symbols
• Item quantity = 10 symbols
• Item description = 4000 symbols.
  
  

Other Purchase Orders Integration Features

How to integrate the document’s Purchase Order number

• If you have the custom numbering for Purchase Orders in Precoro, the custom Purchase Order # will be sent to NetSuite.

• If you do not have the custom numbering, the usual (auto-generated) document number will be sent.

Document cancellation in Precoro

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

Can documents be sent to NetSuite if the integration is off?

If you turn the integration off, the documents will not be sent to NetSuite.

If you wish to send the documents when the integration is off to NetSuite, you can do it manually by pressing the Send to NetSuite button.