Question:
What is the purpose of creating items for assignment to miscellaneous costs in the initial configuration screen? And how is this done if no items exist?
Answer:
There are 4 'miscellaneous' costs that you can enter into the Purchase Order (PO) on the Procurify side. At the bottom of the PO, you can enter freight, discount, tax, and others. Since these are header level amounts (as opposed to line item level), if you enter anything in for these amounts in Procurify, they need to live somewhere once pushed over to NetSuite.
By 'miscellaneous costs', we're talking about these four boxes from the PO here. |
This configuration screen is asking: what item do I link each of these four costs to? And then along with it, what depart/class/location (if applicable) do I match these four costs to. Items that you choose here are typically created as "non-inventory for purchase" items, and they are tied to the actual general ledger account (via the 'Expense Account' field on the item record). You'd want each of these four cost types to debit on an eventual vendor bill. NetSuite would call these items Landed Cost Items - here's a relevant link to how to create these from the NetSuite manual.
Once a PO comes over with any or all of these costs on it, the integration will represent them on the NetSuite PO via these items. For the misc cost items, you'll need to create your own if it does not already exist. You'll create items that are tied to accounts relevant to those costs, i.e., if you have a Freight account, go ahead and create a 'Freight' item (or call it anything you prefer) that is tied to that account. These items should be non-inventory.
Tip:
By default, NetSuite will expect these items to be received before it marks the PO as 'Fully Received'. The Procurify sync will update receiving for actual items on your order but not for these four lines. You can ensure that the PO gets marked as 'Fully Received' without additional input by editing these four items in NetSuite once to uncheck the CAN BE FULFILLED/RECEIVED box under the Preferences tab for the item as seen in the image below. NetSuite will still track the amounts spent on these items for your reports and fully receiving the PO inside Procurify will also fully receive the PO inside NetSuite.
Additional Information
For clients who need to have these fields ignored in the mapping file from Procurify Purchase Order creation to NetSuite, please request this from your Procurify representative.