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Hi, We need to change approval status on historica...
# general
d
Hi, We need to change approval status on historical supplier invoices from “Approved” to “Pending Approval”. Essentially, what we want to achieve is all historical supplier invoices to be removed from EFT Bill payments, so they can be first reviewed and only if needed go to Bill payment processing (after being approved). Is there any way to achieve it? Many thanks!
m
why don't you run a workflow on vendorbills to uncheck the box: for electronic bank payment?
Create a scheduled workflow with saved search ( all the vendorbills with yes for electronic bank payment ) and use set field value to uncheck this checkbox
d
Thank you for your response. Currently, Finance is doing manual approval in Excel for the historical supplier bills and then tick the boxes on the EFT bill payments for the approved ones (sometimes it might take them whole day as it might be a lot of transactions). If I create the workflow you suggested, then, after they have their Excel file with the bills they need to pay, I can probably upload it as CSV to check the box for EFT for that specific invoices? Would that work? Sorry, I’ve been thinking about it for so many days now and probably confusing myself now:) Appreciate any help here! Thank you
m
sorry but I don't understand everything. Are your historical vendor bill already in netsuite and appearing in the bill processing page? If yes and you want to remove all these vendor bill from bill processing then you have to either update by csv or with a workflow to uncheck the boxes. and at this time, your financial department can analyze the bills that must be paid by checking the box for electronic bank payment
however there is also the possibility to put an approval routing on eft payments. When a user selects bills on the bill payment processing page, the payment batch will be sent to an approver who will check each bill whether it should be paid or not.
d
Yes, the historical vendor invoices are in NS and they are appearing in the bill processing page. Finance department is normally pulls that invoices from the AP aged debt and then analyze which one to pay. Once approved for payment, they start manually looking for them in the Bill processing page and ticking the box one by one. It’s a very manual and time consuming process at the moment. Hope it will help to understand more of the issue.
m
ok I think I have a solution
1- Your financial department analyzes which bills need to be paid by entering them in an excel file (which comes from netsuite with all the necessary information) 2- You import the vendor payments by csv ( checking in the import options: RUN SERVER SUITESCRIPT AND TRIGGER WORKFLOWS) In the mapping, you have to put yes for electroniq bank payment 3- once the payments are imported for your bills, you will have to configure a saved search in the following menu Payment > Bank File Generation > Generate Bill Payment file (see the screenshot I'm sending you) you have to adapt the filters according to the bank account you will use 4- The results that will appear in this saved search will be the bills payment that you have imported before and so an electronic file will be generated You won't have to spend all day checking the bills in the bill payment processing page
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d
You are genius! Thank you so much! I will try it tomorrow and report back
m
glad if i could help
d
Hi, Sorry, it’s me again! I wanted to clarify about the type with you. Finance is analyzing vendor invoices and set “yes” to “approved for payment” in their Excel. But for bill Payment file generation the transaction type should be Bill Payment. I am confused..
m
this is my 2nd point, when your finance department validates the invoices in their Excel, you can start from this file to import the vendor payments associated with these invoices. Then with the payment file generation you will find all the payments that you imported previously. So you can generate your electronic payment file
but if you want something simpler, just uncheck the box for electronic bank payment on all vendor bills and once finance validates the bills to be paid, you do a csv update on the bills in question to check the box for electronic bank payment
and you only have the bills that have been validated by finance which will appear in the bill processing page
d
Ah, I see! Thank you for clarifying (sorry, I am a fairly new NS administrator and still learning!). For the CSV file for payments from the invoices- do I need to upload 2 files to import them in order to apply payments agains invoices?
m
No problem you don't have to apologize You only need one file in csv format to import vendor payments You must remember to check the RUN SERVER SUITESCRIPT AND TRIGGER WORKFLOWS For your import mapping look at the screenshot
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once your import is finished, when you go to the saved search that you have configured, you will see the imports that you have done and so you can generate an electronic file ( payment file processing)
This is my saved search and my result these are the payments I imported before
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d
Great, thank you! The Run Server Suitscript is ticked I’ve checked;) Will the payments I am creating be allocated against invoices? In the field “bill” do you put the invoice No? Also, if there are many invoices for one supplier - do I need to create one payment? As when I do it via EFT Bill Payments I tick Aggregate by PAYEE. Do I need to map Subsidiary, Currency and Exchange rate? Or that’s not important at this instance? Thank you so much!
m
When you select your supplier in the paid field, you don't need to specify the subsidiary ( but if you have multiple sub for the vendor yes you need to specify) In the bill field you have to put the bill reference ( ref n°) If you have a payment that pays several bills, you have to decompose the amount of the payment but you can use the same external ID (1st column) in order to have one bill payment for several bills
if your bill is in a different currency than your subsidiary currency then yes, you will have to specify the currency and the exchange rate you want to use
d
Thank you! I’ve tried to upload the file but getting an error, I must be doing something wrong(((
I’ve looked it up in suite answers and it seems that I am missing an A/P account
m
A/P Account is defined on vendor record
d
🤯
m
add a/p account on your vendor record ( subtab financial)
if you have ap account on vendor record , you don"t need to use ap account in your mapping
d
Maybe I am using incorrect external ID?
It’s there, as you said - default AP account
m
you have a csv import status ?
d
It says complete
m
ok but you have an error?
d
But wasn’t imported as I got an error message
m
show me your message
d
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I’ve tried few times, first time the subsidiary wasn’t called correctly, I’ve changed it. Then the Period, also changed. And now getting this error I showed you previously
The external ID - where do you get it from?
m
external id is a field that you fill manually in your csv file, for the subsidiary you can use the internal id in your mapping
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don't need period because you have a date
d
I added period as it’s something that is shown as a separate field (Posting Period) on the payment files
Let me try to specify this AP account maybe it will work then…
m
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on yout import
d
It wasn’t actually! Just changed to Comma. This what I have now:
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m
ok you can try
d
Getting same error 😵‍💫
m
can you send me a csv with a result please
d
Yes
m
can you show me your mapping please
d
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m
don't understand its working for me
Add subsidiary
d
Ohhhh, really? I’ve just tried with the subsidiary added and got the same error((? I am thinking - could it be the custom form that is causing the issue??
m
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d
Yes, I’ve done it
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Why do I have a green thing in some places? Maybe that’s something I need to map?
m
Remove posting period Use default value for subsidiary Bill is internal id ( on your csv it’s internal id ?)
Not only if you have (req) is mandatory
d
Ok, thanks, doing…..
Bill was the supplier invoice number, should that have been an internal ID of the supplier? 🙈
m
No is the internal id of the vendor bill
d
ok thank you! Trying now…
Subsidiary issue now! 😵‍💫 Let me see if I can fix it
This supplier has assigned to 3 different subsidiaries but the primary subsidiary is the different to the one I am using for the payment file
m
ok so adapt the subsidiary
d
Woooooooooorked 🥳
m
🔥
d
I knoooow, you are genius! I am moving to the next step now 🙈
m
the next step is to configure a saved search in payment > bank file generation >generate bill payment file
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in yellow change with your ban account number and your template eft
in red is not necessary ( is just a supplementary filter)
d
Yes, I’ve done that, thanks 👍🏼 It shows me my payment plus 56 another ones…
m
because you must have old payments with the box for electronic payment checked
d
Shall I add payment date on the criteria?
m
the objective is that for the new approved bills, you import the payments and that you make the process with the saved search For your historical vendorbill and bill payment what you have to do is to uncheck the box for electronic bank payment on bill payment and once the invoices are validated for payment, you do a csv update on the bill payment to check the box for electronic bank payment
if you want , add a filter in yout saved search : system note : context = csv
d
Okay, I got you! Thank you so much! 👍🏼 Let me try the final step now
It worked…. I can’t believe it… thank you so much, you are such a clever person!
I will do more tests tomorrow with different subsidiaries, bank accounts, one bill to multiply invoices etc. But I think the whole idea is working and will save so much time for Finance team 👍🏼
m
I'm glad if it helps
have a nice day
d
Thank you! You too!
Hello, genius person! It’s all working, I did some more testing 🙌🏼 If I need to send email notifications when the payment file is generated do I need to do a workflow?
m
Hello hello You can send an email notification from the payment file administration Put the email adress on the vendor record (the field : email payment notification )
d
Cool, got you! Thank you
Working 👍🏼 👍🏼
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