Mapping Considerations: Hierarchical Data
When mapping Procurify and NetSuite, you will need to translate hierarchical data into a flat list to display in a dropdown.
In the screenshot below, the example shows the Procurify dropdown with a list of subsidiaries as defined in NetSuite.
In NetSuite, Honeycomb Holdings Inc. is the parent sub, and Shareable Apps is a child of the parent sub. In situations where you have a parent-child relationship/hierarchy, you should enter a “ : “ (space colon space) between the parent and the child.
On the left, all items are prefixed with “Honeycomb Holdings Inc.: “ since each item refers to a child of the parent Honeycomb. This us how NetSuite deciphers the mapping to the correct Subsidiary in this case.
Mapping Considerations #1: Who gets the Bill?
By default, with no mapping being done, the NetSuite Subsidiary that is assigned as the Default Subsidiary for the Vendor used in Bill is the Subsidiary that gets the Bill.
We strongly recommend a one-to-one relationship between a NetSuite Subsidiary and a Procurify domain. This enables all users to see all Vendors, as Vendors in NetSuite are often restricted by Subsidiaries.
Consequently, we recommend you only sync Vendors whose Primary Subsidiary is the same that the Users. This way, your Procurify domain reflects a single NetSuite Subsidiary, your users will only see the appropriate vendors they are used to, and the Bill will always go to that correct Subsidiary.
Mapping Considerations #2: Entity Dependencies
When working with more detailed ERPs like NetSuite, Intacct, Business Central 365, SAP, etc., we often see a spider web of dependencies between various entities. Let’s review some common examples applicable to NetSuite, at least here.
Vendors & Currencies
In Procurify, any vendor can use currencies defined in the system-wide Settings page. In NetSuite, vendors are explicitly assigned a list of currencies they can work with. This difference in approach signifies that to ensure the bill syncs properly, the vendor in NetSuite must support the currency used in the bill. For example, given the vendor “Best Buy Canada,” which in NetSuite only has the Canadian currency assigned, a bill coming over for Best Buy Canada given in a US currency would fail. Hence the Accounting team in Procurify must be cognizant of the currencies supported by the vendor they create Bills for.
Important: The following sections refer to “Location” and “Department”. Your domain may have different labels due to custom organizational categories. Learn more here.
Vendors & Subsidiaries
In Procurify, the main hierarchical entities are Locations and associated children, Departments. In NetSuite, they are only called Subsidiaries. Locations and Departments are a two-tier structure. In NetSuite, there can be infinite levels of Subsidiaries. In NetSuite, Locations and Departments are independent lists that may or may not tie into one or many Subsidiaries; once again, in NetSuite, the Subsidiaries assigned to a Vendor, a Location or a Department, or a CLASS are explicitly defined. As such, if you are to sync a bill, you have to ensure that the subsidiary that gets the Bill (if defined in the mapping) is listed in the subsidiaries list for the vendor selected for the Bill.
Locations & Subsidiaries
In Procurify, Locations are the main business organizational structure; however, in NetSuite, Locations are simply Lists that may or may not be assigned to one or many Subsidiaries. Hence, when you map something in Procurify to the NetSuite Locations, you have to ensure that the NetSuite Subsidiary getting the Bill is connected to the Location being mapped. If no Subsidiary is mapped in Procurify, then the default Subsidiary of the Vendor being used in the Bill will be the Subsidiary getting the Bill.
Departments & Subsidiaries
In Procurify, Departments are the main business organizational structure; however, in NetSuite, Departments are simply Lists that may or may not be assigned to one or many Subsidiaries. Hence, when you map something in Procurify to the NetSuite Departments, you have to ensure that the NetSuite Subsidiary getting the Bill is connected to the Department being mapped. If no Subsidiary is mapped in Procurify, then the default Subsidiary of the Vendor being used in the Bill will be the Subsidiary getting the Bill.