Version: eXtendPS-DE 1.3.3 and above
Audience: Administrator, User

Summary

In certain cases, partial vendor invoices are sent for the same purchase order at different intervals of time. eXtendPS-DE handles these cases by allowing the configuration of a time duration for the invoice processing scripts to wait for the remaining invoices before processing them. Once all the vendor invoices are received, and if the sum of their totals falls within the tolerance limits, the NetSuite vendor bills will be generated.

This feature allows for:

  • Handling cases where multiple partial invoices are sent by the vendor for the same purchase order.
  • Handling tolerance issues when the individual invoice totals are less than the order amount.

Configuration

On the eXtendPS-DE Setup page at eXtendTech → eXtendPS-DE → Setup, enter the number of days you want to wait for additional invoice(s) in case you receive a partial invoice response from your vendor.

You can configure this value in the WAITING TIME FOR MULTIPLE INVOICE(IN DAYS) field on the Invoice subtab.
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Bill Generation with Multiple Invoices

When will the invoice response wait for processing?

The invoice response will wait for processing in the following scenarios:
  • If the incoming invoice is a partial invoice, meaning the amount of the incoming invoice is less than the Purchase Order's amount (including tolerance), and the processing of the invoice response record is done within the waiting period specified in the WAITING TIME FOR MULTIPLE INVOICE (IN DAYS) field in the eXtendPS-SE Setup, the invoice response record will not be processed, and the MULTIPLE_INVOICE_WAITING error will be logged.

The eXtendPS-DE Invoice processing will wait for the remaining invoices to be received if the following criteria are met:

  1. The invoice amount is less than the Purchase Order amount, taking into account any tolerances that may be enabled.
  2. The time between receiving the invoice and processing days falls within the waiting time defined in the WAITING TIME FOR MULTIPLE INVOICE (IN DAYS) field.
  3. If multiple invoices are received, the script will check if the sum of all invoice totals is less than the Purchase Order amount. If it is less, it will wait for additional invoices. The tolerance amounts will also be considered if enabled.

How will NetSuite vendor bills be generated for these invoices? 

  1. A separate vendor bill will be generated for each received invoice.
  2. When all invoices are received for the Purchase Order, the invoice records will be processed if the total amount for all invoice response records is equal to (or within the tolerance limit, if used) of the Purchase Order.
  3. If the line items in the invoice response record match the items in the Purchase Order record, a vendor bill will be generated based on the invoice response record, including the item rates and quantities.
  4. If the line items in the invoice response record do not match the items in the Purchase Order record, the vendor bill will be generated based on the first item of the Purchase Order, and any differences in amount after adding the first line will be added as a markup item on the vendor bill record.