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NetSuite SuiteApp Integration: FAQs

Below you can find the answers to frequently asked questions regarding the NetSuite (SuiteApp) integration.

TABLE OF CONTENTS

How Can I Integrate Document Numbers (PO #, Invoice #) Between Precoro and NetSuite?

To send custom or auto-generated document numbers (like Purchase Order # or Invoice #) from Precoro to NetSuite, you’ll need to adjust settings in your NetSuite account:

Step 1: Enable Advanced Numbering

  1. Navigate to Setup → Company → Enable Features.
  2. Open the Company tab → ERP General section.
  3. Enable the Advanced Numbering checkbox.
  4. Click Save to record the changes.Advanced Numbering

Step 2: Allow Number Overrides

  1. Navigate to Setup → Company → Auto-Generated Numbers.
  2. Open the Document Numbers tab.
  3. Locate the document type you’ll send from Precoro (e.g., Purchase Order or Invoice) → enable the Allow Override checkbox next to it.
  4. Click Save to record the changes.Allow Override

Step 3: Adjust Transaction Forms

  1. Go to Customization → Forms → Transaction Forms.
  2. Locate the form used for Purchase Orders or Invoices (Bills) → click Customize or Edit button.
  3. Open the Screen Fields tab → set the Display Type for PO # to Normal.
  4. Click Save to record the changes.

Here’s how the integration works for POs and Invoices:

  • If you use a custom PO number in Precoro, that number will be sent to NetSuite.
  • If no custom number is set, the auto-generated PO number from Precoro will be used.
  • If the Supplier Invoice Number is entered in Precoro, it will be sent to NetSuite.
  • If there’s no Supplier Invoice #, but a custom Invoice # exists, the custom one will be sent.
  • If neither is provided, NetSuite will receive the auto-generated Invoice # from Precoro.

How Can I Reconnect a Disconnected NetSuite Integration?

If your NetSuite integration is disconnected, follow these steps to restore the connection:

  1. Ensure the integration user is active in your NetSuite account.
  2. Confirm the user has the Precoro Integration Role assigned.
  3. Verify that both the Access Tokens and the Precoro Integration record are active in NetSuite.
  4. Check if all required NetSuite features for the integration are enabled.
  5. Update your NetSuite configuration settings in Precoro.

For step-by-step instructions, refer to our How to Set Up NetSuite SuiteApp Integration guide.

💡Please note: Documents and integrated lists don’t sync while the connection is inactive. Once you restore the connection, the data synchronization will be resumed.

How Do I Fix the “Transaction Date Outside Accounting/Posting Period” Error?

💡Please note: In NetSuite, no general ledger-impacting changes can be made to posting transactions within a closed period. To apply such changes, the period must first be reopened. Check the Reopening a Closed Period NetSuite guide.

The “Transaction date outside accounting/posting period” error typically occurs in the following cases:

  • When a document is created with a Receipt Date or Issue Date that falls within a closed accounting or posting period.
  • When AP transactions for that period have already been locked.

In such cases, NetSuite automatically assigns the transaction to an open period. As a result, the original document date no longer aligns with the posting period.

There are three ways to resolve the issue:

Manually adjust the document date in Precoro:

Revise the document to change the date to one that falls within an open posting period. Once saved, the document will be automatically resent to NetSuite.

Activate the "Allow Transaction Date Outside of Posting Period" feature in NetSuite:

  1. Go to Setup → Accounting → Accounting Preferences.
  2. In the General → General Ledger section, locate the "Allow Transaction Date Outside of Posting Period" option.
  3. Expand the drop-down → choose the Allow value (we recommend it for integration purposes).
  4. Click Save to record the changes.

If a transaction date falls within a closed accounting period, NetSuite will determine the posting period based on the "Default Posting Period When Transaction Date in Closed Period" setting:

  • Current Period (set by default): Posts the transaction to the current open period.
  • First Open Period: Posts the transaction to the first available open period after the closed one.

The "Allow Inventory Transactions Dated Outside of the Posting Period" feature can only be enabled if the "Allow Transaction Date Outside of Posting Period" is set to either Allow or Warn.

Grant the "Override Period Restrictions" permission for the Precoro Integration Role:

  1. In NetSuite, go to Setup → Users/Roles → Manage Roles.
  2. Click Edit next to the Precoro Integration Role.
  3. Open the Permissions → Setup section.
  4. Add the Override Period Restrictions option → set the level to Full.
  5. Click Add and Save to record the changes.

Users with this permission can now add and edit posting transactions even if the transaction type (i.e., AP) has been locked for a certain period.

However, this solution will not work in cases when the period is closed.

 

How Do I Troubleshoot Permission Errors in NetSuite Integration?

When importing any list, ensure that the Precoro Integration Role holder in NetSuite has the necessary permissions to access that specific list. Otherwise, an error may occur.

To fix the permission error:

  1. In NetSuite, navigate to Setup → Users/Roles → Manage Roles.
  2. Click Edit next to the Precoro Integration Role.
  3. In the Permissions → Lists section, locate the required list.
  4. Set the access level to Full → Click OK and Save to record the changes.

💡Please note: If you face an error when importing custom segments, please check that the role has permissions for both Custom Segments/Record Types and the specific custom segment. Find more information here.

Why Do I Receive the “Document Cannot Be Cancelled in NetSuite” Email?

If there is an issue while attempting to cancel a document in NetSuite, you’ll receive a call-to-action email from Precoro.

The email states that the document was successfully canceled in Precoro, but could not be removed from NetSuite due to one of the following reasons:

  • The transaction is linked to other transactions in NetSuite.
  • The transaction’s G/L impact falls within a closed accounting period and cannot be changed.

Please check the document log in Precoro for more details. You may need to review and resolve the issue directly in NetSuite to complete the cancellation.

What Will Be the Posting Period in NetSuite If the Document Is Sent Later than Its Issue Date?

The posting period in NetSuite is determined by the Issue Date in Precoro.

For example, if an invoice or a PO in Precoro has an Issue Date in April but is approved and sent to NetSuite in May, NetSuite will attempt to post the transaction in the April period.

However, if that period is closed, one of the following will happen:

  • If the “Allow Transaction Date Outside of Posting Period” setting is not enabled in your NetSuite Accounting Preferences, Precoro will return an error, and the document won’t be exported.

  • If enabled, NetSuite will follow your configuration under the “Default Posting Period When Transaction Date in Closed Period” setting:

    • Current Period (set by default): Posts the transaction to the current open period.

    • First Open Period: Posts the transaction to the first available open period after the closed one.

How Can I Find Available Permissions for the Precoro Integration Role?

Follow these steps to locate the available permissions:

  1. In NetSuite, go to Setup → Users/Roles → Manage Roles.
  2. Click Edit next to the Precoro Integration Role.
  3. Scroll down to the Permissions section and check what permissions are applied to this role.

How Can I Check the Available Classes, Locations, and Departments for a Subsidiary?

To check if there are any available options for the subsidiary in NetSuite, navigate to Setup → Company → click on the list in question (for instance, Departments):Lists-3

What Happens If I Edit Accounts or Add a New Account in NetSuite?

You can automatically sync newly added or edited accounts with Precoro in several ways:

  • By enabling the “Sync New Records by Default” feature for accounts in NetSuite. Learn more here.
  • By enabling the “Sync to Precoro” checkbox for a certain account. Learn more here.
  • By exporting new accounts in bulk. Learn more here.

Сan I Delete the Integrated Options (Chart of Accounts/Classes/Projects)?

Yes,you can remove the integrated options you don’t need for your procurement process. 

Follow the steps below:

  1. In Precoro, navigate to Configuration.
  2. Open the Custom Fields for Items or Custom Fields for Documents page.
  3. Open the directory in question.
  4. On the Edit Custom Item (or Document) Field page, locate the option in question → click the Delete icon.
  5. Click Update to record the changes.

Can I Add an Integrated Supplier to the Supplier Portal?

If your company is integrated with NetSuite, you can use the Supplier Portal to collaborate with suppliers.
Suppliers from NetSuite can be matched with those added via the Supplier Portal.

💡Please note: Supplier fields such as Company Name, Phone, Tax Payer Number, Account Number, and Address cannot be edited in Precoro, as this information is synced directly from NetSuite.

Invoices created through the Supplier Portal will be sent to NetSuite after your confirmation in Precoro.

How Does the Time Zone in My Precoro and NetSuite Accounts Affect the Document?

If your Precoro and NetSuite accounts are set to different time zones, the document date in Precoro may not match the date in NetSuite.
This mismatch can lead to data update issues during synchronization.

To avoid discrepancies, make sure both accounts use the same time zone when setting up the integration.

How Do I Enable the “Allow Expenses on Purchases” Feature in NetSuite?

To enable the “Allow Expenses on Purchases” feature:

  1. In NetSuite, navigate to Setup → Accounting → Accounting Preferences.
  2. Open the Order Management tab → scroll down to the Purchasing section.
  3. Enable the Allow Expenses on Purchases checkbox.
  4. Click Save to record the changes.

What Happens If I Delete an Item from a Purchase Order in Precoro After It’s Been Received in NetSuite?

If you delete an item from a Purchase Order in Precoro that has already been received in NetSuite (i.e., a Receipt has been created for it), you won’t be able to send the updated PO to NetSuite.

To successfully send the update from Precoro, you first need to delete the corresponding item(s) from the related Receipt(s) in NetSuite.

How Do I Fix the “Insufficient Permission” Error When Sending Documents to NetSuite?

The “Insufficient Permission” error is typically caused by custom workflows in your NetSuite account. 

When you add or update a document, it triggers a workflow that requires additional permissions not currently assigned to the Precoro Integration Role. As a result, the error occurs.

To resolve the issue:

  1. Review the error message to determine the custom record type that requires permission. For instance: “You need a higher permission for custom record type [Record Name] to access this page.”
  2. Then go to Setup → Users/Roles → Manage Roles.
  3. Click Edit next to the Precoro Integration Role.
  4. Navigate to Permissions → Custom Record.
  5. Add the required custom record type → set the access level to Full.
  6. Click Add and Save to record the changes.