This article applies if you are currently in the process of setting up the NetSuite Purchase Order sync integration. This is part of the implementation process for your sandbox
NetSuite is highly customizable; most customers require varying degrees of information transferred from Procurify to NetSuite and thus the default set up sends little information.
In your Mapping Call, you'll work with your Procurify Implementation Manager to define what and how information will flow from Procurify to NetSuite.
In preparation for this meeting, we ask that you:
- Understand Header-level information and Line-level information for your Purchase Order forms.
- Understand how your NetSuite Purchase Order forms.
- Discuss your Procurify Custom Fields with your Procurify Implementation Manager.
- Install and configure the Procurify SuiteApp bundle in your NetSuite instance.
- Sync at least one GL Account Code and one Vendor from NetSuite to Procurify.
- Create a test Purchase Order in Procurify with this Account Code/Vendor.
- Look at the Procurify and NetSuite Purchase Orders side-by-side and define what should go where.
Header vs. Line level information
Purchase Order forms will typically contain information split into Header-level and Line-level fields. The Header-level fields are only present ONCE for the entire PO, and the Line-level fields can vary for each item (or service) requested.
In the image below, Header-level fields are highlighted in green and Line-level fields are highlighted in orange.
Important: Procurify allows multiple requisitions to be created into a single PO for efficient purchasing. The Location or Department fields (and any custom fields) in Procurify reside at the line level on the PO. As such, the Header is typically populated with the information from the first item in the PO since it can only exist once.
Procurify Custom Fields
There are two sections of Custom Fields in Procurify:
Custom fields for order requests
- Found in Settings -> Customize Request For Order Form
- These are applied to items during requesting and can be pre-assigned to Catalog items. A sample screenshot can be seen below. Note how field types can be set to Checkbox, Text, Dropdown Choices, or Date fields and can be made mandatory.
An example of custom fields (highlighted in green) in a new item form during requesting:
- An example of custom fields in line items on Purchase Orders in Procurify
Custom fields for Purchase Orders
- Found in Settings -> Customize Purchase Order Form.
- These are limited to text fields and cannot be made mandatory. These are populated by the Purchaser when creating a PO.
Defining the mapping
Your implementation manager will work with you to define your mapping files to map fields from Procurify to NetSuite. To ensure a smooth process, we ask that you figure out how fields should be mapped with your Procurify and NetSuite PO side by side .
In the image above, the green lines represent some fields mapped by default. The red lines represent fields to be mapped by the mapping file.
Not all fields need to be mapped, and fields can be hidden after being mapped
We are pretty flexible here where there might be information you only need inside Procurify and need ignoring or information in NetSuite that you want to populate with a specific value that wouldn't be visible to your staff in Procurify - this is entirely possible.
Please ensure corresponding fields are created in your NetSuite instance with assigned unique Field IDs.
In the mapping call, we'll validate your ideal mapping and capture the correct Field IDs for the map.
What is mapped by default?
The table below shows the fields that are mapped by default. The mapping file will define all other mappings. Below, we refer to standard NetsSuite field names - they may be relabeled differently in your instance.
Advanced custom field mapping
Advanced custom field mapping enables any data from Procurify to be mapped to any non-standard NetSuite field on your NetSuite Bill form. Fields can be created and assigned to the Purchase Order form in NetSuite. You will need to identify the NetSuite Field ID values to point to the correct field. This value would be entered in the NetSuite Fields box for each field you want to map.
You can get these names in NetSuite by:
- Navigating to Customization → Lists → Records, & Fields
- Click Transaction Body Fields (for header fields) or Transaction Line Fields (for line fields).
The value required would be in the ID column from these lists. Note that you may require your NetSuite Administrator to get access to this.
For example, to map a custom date field from Procurify (as selected in the Procurify Fields dropdown box) to Controller Approval Date, enter custbody_powf_ctrl_dt in the NetSuite Fields box.