NetSuite Imported Purchase Orders - Prerequisties

Quadient AP supports a three-way match (purchase order - receiving - invoice) with NetSuite. This guide will review the pre-requirements for this feature. If you already have this feature enabled, check out our workflow guide here. 

Feature prerequisites

• You use a three-way match (purchase order - receiving - invoice). Two-way match (purchase order - invoice) is not supported at this time
• Purchase Orders are created using the following Item types:
  • Inventory Items 
    • Serial Numbered Items
      Lot Numbered Items
  • Non-Inventory Items
    • Resale
    • Purchase Type
• You use the Subsidiaries feature in NetSuite
• You do not split invoices by quantity when matching them to receivings. Quadient AP does not support quantity variance with NetSuite imported purchase orders. Line variance or multiple receipts per purchase order are both supported.

 If you meet the feature prerequisites and want to utilize NetSuite Imported Purchase Orders, please reach out to your Customer Success Manager to enable the feature. 

Feature requirements in Netsuite

Prior to importing your Purchase Order data from NetSuite into Quadient AP, please ensure the following steps are completed.

Enable Advanced Receiving

Under Setup > Company > Setup Tasks > Enable Features > Transactions, ensure the Advanced Receivings feature is enabled. 

Enable Multi-Location feature

Under Setup > Company > Setup Tasks > Enable Features, ensure the Multi-Location Inventory feature is enabled. 

Check or enable List Permissions for the Integrations Role

The Quadient AP Integration role may need to be modified to add the following permissions. Navigate to Setup > Users/Roles > Manage Roles, and select the Quadient AP integration role. Scroll down under Authentication > Permissions sections and choose the Lists subtab. Ensure that the Currency, Items, and Units lists have View permission. 

Enable Transactions Access

The Transaction forms must be updated to give the Quadient AP Integration role access to purchase orders. Navigate to Setup > Users/Roles > Manage Roles, and select the Quadient AP integration role. Scroll down under Authentication > Permissions sections and choose the Transactions subtab. Ensure that Bill Purchase Orders and Purchase Orders have Full permission, and Item Receipt has View permissions. 

Feature requirements in Quadient AP 

Enable additional lists

Navigate to Settings > List Management. Ensure that the Item, Inventory Location, and Unit Measure lists are toggled to Active. If they are inactive, toggle the Active menu from No to Yes.  

Run a sync between NetSuite and Quadient AP

Navigate to the SmartSync menu. Select the correct Legal Entity from the dropdown menu, and toggle the PO & Receivings Sync From Date on. Set the date as far as your oldest purchase order, and click Sync. 

After the sync is completed, the open purchase orders will be visible in the Committed tab of the Purchase Order module. 

Once the feature is enabled and ready to use, check out our guide here on the Imported Purchase Order workflow for NetSuite.