NetSuite Imported Purchase Orders - Workflow

Modified on Mon, 05 Jun 2023 at 03:29 PM

Quadient AP supports a three-way match (purchase order - receiving - invoice) with NetSuite. This guide will review the workflow of matching purchase orders with receivings to invoices in Quadient AP. If you are looking to enable this feature, please check out our guide here and reach out to your Customer Success Manager. 

Viewing Imported Purchase Orders in Quadient AP

Once imported, the purchase orders will be visible in the Committed tab of the Purchase Order module. At a glance, you can see if the purchase order has receivings, or if an invoice is matched to it. The red truck icon indicates partial receivings, while the black truck icon indicates full receivings. The link icon indicates the purchase order is matched to an invoice. 

Click on any of the purchase orders to see them in more detail. Any invoices matched to a purchase order will be visible under the Invoice Matches menu. 

How to match an invoice to a purchase order

Navigate to the In Progress tab of the invoice module, and open the invoice. Enter the required coding on the Invoice Details menu. Click the PO dropdown menu, and select the correct purchase order number. If you can't see the purchase order number, please ensure that the purchase order is synced to Quadient AP, and the correct vendor is coded to the invoice. Once matched, click the View Receivings button to open the PO adoption menu. 

How to adopt purchase order lines to an invoice

In the PO Adoption menu, you can adopt the purchase order lines to the invoice. Select the lines you need to adopt, and click the Add Selected option to match them to the invoice. You can also remove any matched lines by selecting the line and clicking Remove Selected. At a glance, you can see the quantity received for each line, and if any lines have already been invoiced. Click Close to close the menu. Once back in the invoice view, click Save to save the changes. 

Some receiving lines may not be available for adoption. The reason for this is usually that the receiving line is already adopted on another invoice and has been marked as fully invoiced in Quadient AP, or the receiving line has been marked as fully invoiced in NetSuite. All invoice lines must be adopted from the matched purchase order, additional invoice lines can not be added manually. Invoices with additionally added lines will receive an error message when submitted for approval. 

How to close a fully invoiced purchase order

Once the invoice is fully approved, it can be exported to NetSuite. After the invoice successfully exports to NetSuite, run an additional sync to move the purchase order from PO to Closed status in Quadient AP. 

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