Version: eXtendPS-DE 1.3.3 and above
Audience: User

Use Case

  • Create NetSuite Vendor Bills via the PromoStandards Invoice Service.

Overview

The eXtendPS-DE bundle enables you to create vendor bills in two ways: by transforming an existing Purchase Order or by generating an autonomous vendor bill using your supplier's PromoStandards Invoice service, depending on the use case.

Vendor Bill Creation from Purchase Order Record

If the vendor bill creation workflow is enabled by your NetSuite Administrator on the Purchase Order record, then the eXtendPS-DE Create Bill button will appear on your Purchase Order record, as shown in the screenshot below.
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Notes:
  • The label of the button may vary depending on the configuration set by your NetSuite Administrator.
  • If you cannot see the bill generation button on the purchase order record, it is possible that additional criteria have been applied by your NetSuite Administrator, preventing the button from appearing. Please contact your NetSuite Administrator for more information.
  • If there is no existing invoice response record found in NetSuite for the purchase order, a live call will be made to retrieve the invoice data from the vendor.

Vendor Bill Creation from Invoice Response Record

If the vendor bill creation workflow is enabled by your NetSuite Administrator on the eXtendPS-DE Invoice Response custom record, then the Create Bill button will appear on your eXtendPS-DE Invoice Response custom record as shown in the screenshot below.


Notes:
  • The label of the button may vary depending on the configuration set by your NetSuite Administrator.
  • If you cannot see the bill generation button on the invoice response record, it is possible that additional criteria have been applied by your NetSuite Administrator, preventing the button from appearing. Please contact your NetSuite Administrator for more information.

Scheduled Vendor Bill Creation

If the scheduled vendor bill creation workflow is configured by your NetSuite Administrator, vendor bills will be generated from the eXtendPS-DE Invoice Response custom record on scheduled basis. Please contact your NetSuite Administrator for more information regarding the configuration. See Configuration for Bill Creation in NetSuite from PromoStandards Invoice Response for configuration information.

Notes

  • When the incoming invoice has a matching purchase order but one or more line items do not match, a vendor bill is created using the existing line items on the purchase order. If all the line items on the incoming invoice from the vendor are found, it will create a vendor bill with only the matched line items and the exact quantity as per the incoming invoice response.
  • When the incoming invoice does not have a matching purchase order, an autonomous bill will be created.
  • All PromoStandards invoices are captured into a NetSuite custom invoice response record on a scheduled basis. This means that even if you are unable to successfully transform purchase orders to vendor bills, you can still review the data of the PromoStandards invoice response record and vouch from the screen. This eliminates the need to rely on emailed invoices from suppliers. To view the invoice records, navigate to eXtendTech → eXtendPS-DE → PromoStandards Invoices.
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Error list

The section below lists the error codes and error messages that you might encounter when reviewing invoice response records.
  1. Error Code: PO_NOT_FOUND 
    Error Message: Purchase order not found
    This error message occurs when an invoice response has been received and there is no matching purchase order record in NetSuite.
  2. Error Code: VENDOR_CREDIT 
    Error Message: Credit memo received from vendor
    This error message occurs when an invoice response record is a vendor credit.  These transactions cannot auto-transform, even when there is a purchase order number match and must be manually entered.
  3. Error Code: INVOICE_NOT_FOUND 
    Error Message: Invoice not found in invoice response
    This error message and error code will be set in the custom record if the invoice line items are not present in invoice response while creating the vendor bill record from the stored invoice response in the custom record.
  4. Error Code: INVOICE_LINE_ITEM_QUANTITY_MISMATCH
    Error Message: Item quantity or item rate not matched with the invoice response
    This error message and error code will be set in the custom record if line item quantity and rate matching fails while creating the vendor bill record from the stored invoice response in the custom record.
  5. Error Code: FAILED_BILL_CREATION
    Error Message: The error message displayed could be due to multiple reasons.  The most common reason is due to a vendor invoice falling outside of the allowable tolerance amount or percentage.
  6. Error Code: MULTIPLE_INVOICE_WAITING
    Error Message:     Waiting for multiple invoice response
    This error message and error code will be set in the custom record if the amount of invoice response record is less than the Purchase Order's amount and the time when the invoice response record was processed was within the waiting period specified on eXtendPS-SE setup under field WAITING TIME FOR MULTIPLE INVOICE(IN DAYS).