How To Create Vendor Payments on NetSuite utilizing the API

Whether or not you are getting began together with your customized NetSuite deployment, or simply utilizing NetSuite to run your AP course of, probably the most widespread duties you may do is creating vendor payments.

Manually creating vendor payments could be a ache – the NetSuite UI will not be very easy, and there are hidden complexities (and a few actually cool options) which are current solely within the API and never on the NetSuite app.

Nonetheless, the complexity of the NetSuite API could be overwhelming. It takes plenty of devoted time (and energy) to arrange an API integration and truly automate your NetSuite workflows.

That is the place Nanonets is available in, offering a plug-and-play integration with NetSuite that eliminates the trouble and confusion, making vendor invoice automation easy.

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Nanonets automates vendor invoice entry into NetSuite, and units up seamless 2-way and 3-way matching in lower than quarter-hour!

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However earlier than we get too far forward of ourselves, let’s first perceive the best way to arrange the NetSuite API and create vendor payments with ease.

Understanding Vendor Payments in NetSuite

A Vendor Invoice is a document used to trace the prices incurred when buying services or products from a provider. In NetSuite, vendor payments are important for monetary and accounting functions, serving to companies streamline funds and handle stock successfully. These data additionally function a supply for monitoring excellent quantities attributable to suppliers.

Relying on the character of your transactions, you could have to create several types of vendor payments.

• Expense-based Vendor Payments: These payments are used for recording basic bills like utilities, hire, or providers. No bodily objects are related to these payments.
• Merchandise-based Vendor Payments: These payments contain tangible items or stock bought from the seller. One of these invoice can embody line objects for every services or products.

Moreover, each Expense-based and Merchandise-based Vendor payments could be categorised into beneath 2 major teams relying on whether or not they’re linked to a purchase order order or not.

• Standalone Vendor Payments: These payments are impartial and never linked to any Buy Orders (POs). They’re sometimes used for ad-hoc purchases or providers.
• Vendor Payments Matching Buy Orders: These payments correspond to present POs, making certain that the billing matches what was ordered.

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Establishing the NetSuite API

Earlier than you can begin creating vendor payments utilizing the NetSuite API, you may have to arrange your account entry and guarantee correct authentication. Right here’s how you are able to do it:

Acquire Account Credentials:

1. Log in to your NetSuite account.
2. Navigate to Setup > Firm > Allow Options.
3. Beneath the SuiteCloud tab, make sure that SOAP Internet Companies and Token-Primarily based Authentication are enabled.

Create an Integration Document:

1. Go to Setup > Integration > Handle Integrations > New.
2. Fill out the required fields, and word down the Client Key and Client Secret supplied.

Set Up Token-Primarily based Authentication (TBA):

1. Navigate to Setup > Customers/Roles > Entry Tokens > New.
2. Choose the mixing document you created, and generate the Token ID and Token Secret.

Along with your Account ID, Client Key, Client Secret, Token ID, and Token Secret, you are now able to make authenticated API calls to NetSuite.

Making a Vendor Invoice in NetSuite

NetSuite API lets you create Vendor Payments programmatically, making certain seamless integration between programs. Beneath is a step-by-step information to making a Vendor Invoice utilizing NetSuite’s REST API in python.

Let’s dive into creating each item-based and expense-based vendor payments utilizing Python and NetSuite’s REST API.

Authentication

Earlier than making any API calls to NetSuite, you must authenticate utilizing OAuth 1.0. The next Python code makes use of the requests_oauthlib library to authenticate the request utilizing your consumer_key, consumer_secret, token_key, and token_secret.

This is the way you authenticate utilizing OAuth 1.0:

import requests
from requests_oauthlib import OAuth1

# Authentication particulars
auth = OAuth1('consumer_key', 'consumer_secret', 'token_key', 'token_secret')

When you’re authenticated, you are able to construct your payloads.

Create Vendor Invoice Payload

1. Merchandise-Primarily based Vendor Invoice

For those who’re billing for particular services or products, an item-based vendor invoice is right. This is the payload construction for an item-based invoice:

# Merchandise-based Vendor Invoice payload
item_payload = {
    "entity": {"id": "1234"},  # Vendor ID
    "trandate": "2024-09-01",  # Transaction Date
    "duedate": "2024-09-15",  # Due Date
    "foreign money": {"id": "1"},  # Foreign money ID (USD)
    "phrases": {"id": "1"},  # Fee phrases
    "merchandise": [
        {
            "item": {"id": "5678"},  # Item ID
            "quantity": 10,  # Quantity of the item
            "rate": 20.00  # Unit price of the item
        }
    ],
    "memo": "Vendor Invoice for workplace provides"
}

2. Expense-Primarily based Vendor Invoice

For prices akin to hire, utilities, or consulting charges, an expense-based vendor invoice is extra applicable. This is the payload for an expense-based invoice:

# Expense-based Vendor Invoice payload
expense_payload = {
    "entity": {"id": "5678"},  # Vendor ID
    "trandate": "2024-09-01",  # Transaction Date
    "duedate": "2024-09-15",  # Due Date
    "foreign money": {"id": "1"},  # Foreign money ID (USD)
    "phrases": {"id": "1"},  # Fee phrases
    "expense": [
        {
            "account": {"id": "4000"},  # Expense account ID
            "amount": 500.00,  # Amount of the expense
            "memo": "Consulting services for August"  # Memo for the expense
        }
    ],
    "memo": "Vendor Invoice for consulting providers"
}

Ship POST Request

As soon as the payload is created, the following step is to ship a POST request to the NetSuite API utilizing the authenticated session. Beneath is the operate to deal with the request:

def create_vendor_bill(auth, payload):
    url = "https://<account_id>.suitetalk.api.netsuite.com/providers/relaxation/document/v1/vendorBill"
    
    headers = {"Content material-Sort": "utility/json"}
    
    # Ship POST request to create the seller invoice
    response = requests.publish(url, json=payload, headers=headers, auth=auth)

    return response

# Ship the seller invoice creation request
response = create_vendor_bill(auth, payload)

URL: That is the NetSuite REST API endpoint for creating vendor payments. Exchange <account_id> together with your precise NetSuite account ID.

Response Dealing with

As soon as the POST request is made, the API returns a response. You must examine the standing of the response and deal with it accordingly. If the invoice is created efficiently, the response will embody particulars such because the Vendor Invoice ID and standing.

# Response Dealing with
if response.status_code == 200:
    print("Vendor Invoice created efficiently:", response.json())
else:
    print("Error creating Vendor Invoice:", response.status_code, response.textual content)

Instance of a Profitable Response

If the Vendor Invoice is efficiently created, the response might appear like this:

As soon as the invoice is created efficiently it’ll present up in NetSuite dashboard just like the beneath instance.

Obtain Full Code:

The core code for posting a vendor invoice utilizing NetSuite stays constant. Nonetheless, the payload varies relying on the kind of vendor invoice being added. Let’s discover the best way to ship a POST request so as to add varied varieties of vendor payments utilizing the NetSuite API.

The way to Retrieve Inner IDs in NetSuite

To populate the required fields within the payloads (akin to itemID, currencyID, termsID, and accountID), you may want to make use of NetSuite’s Inner IDs. These IDs correspond to particular entities, objects, or phrases inside your NetSuite account.

You could find these inner IDs by means of the next steps:

• NetSuite UI: Navigate to the related document (e.g., Vendor, Merchandise, or Account) within the NetSuite dashboard and allow “Inner IDs” below House -> Set Preferences -> Normal -> Defaults -> Present Inner IDs.

• Saved Searches: Navigate to Experiences -> Saved Searches -> All Saved Searches within the NetSuite dashboard. Create a brand new search and choose the related document sort (e.g., Objects, Distributors). Within the Outcomes tab, add the Inner ID area as a column. Working the search will show the inner IDs of the chosen data in your outcomes.

• SuiteScript: You possibly can write and deploy a SuiteScript that retrieves inner IDs from data. After deploying the script, you’ll be able to run it to entry inner IDs to be used in your API calls. Beneath an instance of a easy SuiteScript to retrieve inner IDs of distributors:

/**
 * @NApiVersion 2.x
 * @NScriptType Suitelet
 */
outline(['N/search'], operate(search) {
    operate onRequest(context) {
        var vendorSearch = search.create({
            sort: search.Sort.VENDOR,
            columns: ['internalid', 'entityid']  // inner ID and Vendor identify
        });

        var searchResult = vendorSearch.run();
        var distributors = [];

        searchResult.every(operate(end result) {
            distributors.push({
                internalId: end result.getValue({ identify: 'internalid' }),
                vendorName: end result.getValue({ identify: 'entityid' })
            });
            return true;  // proceed iteration
        });

        // Ship again response as JSON
        context.response.write(JSON.stringify(distributors));
    }

    return {
        onRequest: onRequest
    };
});

With these inner IDs, you’ll be able to guarantee your API calls goal the right data, enhancing accuracy and effectivity in your vendor invoice creation course of.

Vendor Invoice Payloads for Completely different Eventualities in NetSuite

When creating vendor payments in NetSuite, the kind of expense you are dealing with can fluctuate, from a number of line objects to recurring payments or making use of reductions or credit. Beneath are JSON payload examples for these completely different situations.

Vendor Payments with A number of Line Objects

Vendor payments with a number of line lets you specify a number of objects, every with its personal amount and fee, and ensures that every merchandise is recorded precisely.

Merchandise-Primarily based Vendor Invoice Payload:

# Merchandise-based Vendor Invoice with a number of line objects
item_payload = {
  "entity": {"id": "vendor_id"},
  "trandate": "2024-09-01",  # Transaction Date
  "account": {"id": "account_id"},  # Account ID
  "objects": [
    {
      "item": {"id": "item_id_1"},  # Item 1 ID
      "quantity": 5,
      "rate": 50.00  # Unit price for Item 1
    },
    {
      "item": {"id": "item_id_2"},  # Item 2 ID
      "quantity": 3,
      "rate": 150.00  # Unit price for Item 2
    }
  ]
}

Expense-Primarily based Vendor Invoice Payload:

# Expense-based Vendor Invoice with a number of line objects
expense_payload = {
  "entity": {"id": "vendor_id"},
  "trandate": "2024-09-01",  # Transaction Date
  "account": {"id": "expense_account_id"},  # Expense account ID
  "expense": [
    {
      "account": {"id": "expense_account_1"},  # Expense account 1
      "amount": 250.00,  # Amount for first expense
      "memo": "Consulting services"
    },
    {
      "account": {"id": "expense_account_2"},  # Expense account 2
      "amount": 450.00,  # Amount for second expense
      "memo": "Legal services"
    }
  ]
}

This payload construction lets you add a number of line objects or bills in a single vendor invoice.

Recurring Vendor Payments

Recurring vendor payments are perfect for dealing with common, predictable bills akin to subscriptions or month-to-month providers. The recurrence possibility ensures the invoice generates robotically till a specified finish date.

Merchandise-Primarily based Recurring Vendor Invoice Payload:

# Merchandise-based Recurring Vendor Invoice payload
item_payload = {
  "entity": {"id": "vendor_id"},
  "tranDate": "2024-09-01",  # Begin Date
  "account": {"id": "account_id"},  # Account ID
  "merchandise": [
    {
      "item": {"id": "recurring_item_id"},  # Item ID
      "quantity": 1,
      "rate": 500.00  # Rate for the item
    }
  ],
  "recurrence": {
    "frequency": "month-to-month",  # Recurring frequency
    "endDate": "2024-12-01"  # Finish date of recurrence
  }
}

Expense-Primarily based Recurring Vendor Invoice Payload:

# Expense-based Recurring Vendor Invoice payload
expense_payload = {
  "entity": {"id": "vendor_id"},
  "tranDate": "2024-09-01",  # Begin Date
  "account": {"id": "expense_account_id"},  # Expense account ID
  "expense": [
    {
      "account": {"id": "recurring_expense_account_id"},  # Recurring expense account
      "amount": 600.00,  # Amount for the recurring expense
      "memo": "Monthly software subscription"
    }
  ],
  "recurrence": {
    "frequency": "month-to-month",  # Recurring frequency
    "endDate": "2024-12-01"  # Finish date of recurrence
  }
}

This ensures that vendor payments are generated every month till the tip date, lowering the necessity for handbook entries.

Making use of Reductions or Credit to Vendor Payments

In instances the place a vendor presents a reduction or credit score, you’ll be able to simply replicate this in your vendor invoice. Beneath are the payloads for each item-based and expense-based vendor payments with utilized reductions.

Merchandise-Primarily based Vendor Invoice with Low cost Payload:

# Merchandise-based Vendor Invoice with low cost
item_payload = {
  "entity": {"id": "vendor_id"},
  "tranDate": "2024-09-01",  # Transaction Date
  "account": {"id": "account_id"},  # Account ID
  "merchandise": [
    {
      "item": {"id": "item_id"},  # Item ID
      "quantity": 1,
      "rate": 100.00,  # Original rate
      "discount": 10.00  # Discount applied
    }
  ]
}

Expense-Primarily based Vendor Invoice with Low cost Payload:

# Expense-based Vendor Invoice with low cost
expense_payload = {
  "entity": {"id": "vendor_id"},
  "tranDate": "2024-09-01",  # Transaction Date
  "account": {"id": "expense_account_id"},  # Expense account ID
  "expense": [
    {
      "account": {"id": "expense_account_id"},  # Expense account ID
      "amount": 100.00,  # Original amount
      "memo": "Discount applied on services",
      "discount": 15.00  # Discount applied
    }
  ]
}

This setup permits you to apply vendor-specific reductions to each item-based and expense-based payments.

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Making a Vendor Invoice that Matches a Buy Order

Matching a vendor invoice to a purchase order order ensures that your invoice aligns with the phrases of your PO. There are two major strategies to realize this:

Match the Invoice Line to the PO Line

This technique is right if you wish to partially invoice the PO, matching particular line objects on the seller invoice to corresponding traces within the buy order. That is notably helpful for complicated orders with a number of objects, the place some objects might have been acquired or invoiced earlier than others. If you use line-level matching, solely the billed traces are up to date, and the PO stays partially open for future billing.

payload = {
  "entity": {"id": "vendor_id"},
  "tranDate": "2024-09-01",
  "purchaseOrder": {"id": "purchase_order_id"},
  "merchandise": [
    {
      "purchaseOrderLine": {"id": "po_line_id"},
      "quantity": 10,
      "rate": 50.00
    }
  ]
}

Remodel the PO right into a Vendor Invoice

If the acquisition order has been absolutely fulfilled and also you’re able to invoice for all objects, reworking your entire PO right into a vendor invoice is a faster resolution. Nonetheless, this technique absolutely closes the PO, marking it as absolutely billed. It can’t be edited later, so make sure that all objects have been acquired and accounted for earlier than continuing with this method.

payload = {
  "entity": {"id": "vendor_id"},
  "tranDate": "2024-09-01",
  "purchaseOrder": {"id": "purchase_order_id"}
}

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Frequent Pitfalls and Troubleshooting

Creating vendor payments through the NetSuite API is a strong technique to automate your monetary processes, but it surely comes with its challenges. Listed here are some widespread pitfalls and the best way to keep away from them:

Pitfall	Answer
Authentication Points	Double-check your tokens, keys, and permissions. Be sure that Token-Primarily based Authentication (TBA) is appropriately arrange.
Lacking or Incorrect Fields	At all times consult with the NetSuite API documentation to make sure all required fields are included and appropriately formatted.
Information Synchronization Points	Implement common GET queries to confirm that the information in your system matches what’s in NetSuite. Think about using middleware or an integration platform to take care of synchronization.
Fee Limits	Monitor your API utilization and implement methods like request batching or throttling to remain inside limits.
Dealing with Partial Exports	Implement error dealing with and logging to establish and handle partial exports promptly.

Create Vendor Invoice on Netsuite utilizing Nanonets

Nanonets simplifies the method by dealing with the complexities of API authentication, scope administration, and error dealing with, making it an ideally suited end-to-end NetSuite automation workflow supplier. By leveraging the AI-powered Nanonets platform, you’ll be able to automate your entire vendor invoice creation course of in NetSuite with minimal human intervention. This ensures quicker processing occasions, improved accuracy, and seamless integration together with your present workflows.

Nanonets intelligently extracts key information from vendor invoices, maps it instantly into NetSuite, and generates correct vendor payments. Whether or not you are coping with complicated line objects, recurring payments, or expense-based entries, Nanonets handles all of it with ease.

Right here’s a demo video displaying how one can arrange automated Vendor Invoice creation utilizing Nanonets in below 3 minutes.

Benefits of Utilizing Nanonets:

• Native NetSuite Connection: Handles all of the intricate particulars like API authentication and lacking fields.
• Out-of-the-Field Workflows: Simplifies duties like vendor invoice creation and PO matching.
• Correct Information Extraction: Leverages Gen AI fashions to extract information from invoices and different paperwork.
• Person and Information Administration: Gives options like doc storage and administration and group collaboration.
• Approval Workflows: Permits for information verification inside your group earlier than posting to NetSuite.

By automating the seller invoice creation course of with Nanonets, you’ll be able to guarantee effectivity, accuracy, and scalability in your accounts payable workflow, leaving the tedious duties to AI.

For extra info, try the Nanonets documentation.

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Nanonets automates vendor invoice and PO entry into NetSuite, plus units up seamless 2-way, 3-way, and 4-way matching in minutes!

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Conclusion

Creating vendor payments in NetSuite utilizing the API streamlines your accounts payable course of, from dealing with a number of line objects and recurring payments to making use of reductions. By customizing payloads, companies can automate vendor invoice creation, lowering handbook effort and errors.

However why cease at simply handbook API calls? Nanonets takes automation a step additional. By harnessing AI, Nanonets automates the extraction and enter of important bill information instantly into NetSuite, saving you time and eliminating the danger of human error. Whether or not you must create a easy item-based vendor payments or handle recurring bills, Nanonets ensures the method is easy, correct, and scalable.