Purchase Order to Bill Transformation

Overview

The Purchase Order to Bill Transformation integration converts purchase orders into vendor bills with advanced allocation processing.

Direction: 📤 Zudello → NetSuite
Type: Real-time sync
API: NetSuite SOAP API
Frequency: On-demand processing

Key Benefits

• Automatic PO to bill conversion
• Advanced allocation processing
• Line merging and consolidation
• Partial receipt handling
• Multi-location support

Header Field Mappings

The following fields are mapped during PO to bill transformation:

Source Field	Target Field	Description
PO Number	createdFrom	Source PO reference
Vendor	entity	Vendor reference (inherited)
Currency	currency	Transaction currency (inherited)
Terms	terms	Payment terms (inherited)
Subsidiary	subsidiary	Subsidiary (inherited)
Invoice Number	tranId	New bill transaction ID
Invoice Date	tranDate	Bill transaction date
Due Date	dueDate	Payment due date
Memo	memo	Transaction memo

Line Processing

Transform Method

The transformation uses NetSuite's transform method:

1. Load Purchase Order

   • Retrieve PO by internal ID
   • Validate PO status
   • Check for existing bills

2. Transform to Bill

   • Use transform operation
   • Preserve PO relationships
   • Apply custom mappings

Line Merging

Lines are consolidated based on:

• Item/Account matching
• Location alignment
• Department/Class/Customer matching
• Tax code compatibility

Merge Criteria	Description
Same Item	Lines with identical items
Same Account	Expense lines with same account
Same Dimensions	Matching location/dept/class
Same Tax Code	Compatible tax treatment

API Configuration

SOAP API Method

The integration uses the transform operation:

• Source Type: PurchaseOrder
• Target Type: VendorBill
• Operation: transform
• Response Handling: Captures new bill ID

Authentication

Uses token-based authentication with:

• Account ID
• Consumer Key
• Consumer Secret
• Token ID
• Token Secret

Special Processing

Allocation Processing

Advanced allocation features include:

1. Quantity Allocation

   • Partial receipt support
   • Remaining quantity tracking
   • Over-receipt prevention

2. Amount Allocation

   • Price variance handling
   • Currency conversion
   • Rounding adjustments

3. Multi-Location Allocation

   • Location-specific receipts
   • Cross-location transfers
   • Inventory impact

Line Amount Calculations

Complex amount processing includes:

Calculation Type	Description
Standard Rate	Quantity × Unit Price
Variance Adjustment	Actual vs Expected price
Tax Handling	Inclusive/Exclusive processing
Currency Conversion	Multi-currency support
Landed Cost	Additional cost allocation

Receipt Status Tracking

The transformation considers:

• Fully received POs
• Partially received POs
• Direct bill creation
• Receipt-based billing

Processing Logic

Transformation Flow

1. PO Validation

   • Verify PO exists
   • Check approval status
   • Validate vendor match

2. Transform Execution

   • Load PO record
   • Execute transform
   • Apply customizations

3. Line Processing

   • Merge similar lines
   • Apply allocations
   • Calculate amounts

4. Bill Finalization

   • Set bill fields
   • Add custom data
   • Submit transaction

Allocation Rules

Allocation processing follows these rules:

• Honor PO quantities
• Respect receipt records
• Apply variance tolerances
• Maintain audit trail

Error Handling

Common Errors

Error Type	Description	Resolution
INVALID_TRANSFORM	Cannot transform PO	Check PO status and approvals
ALREADY_BILLED	PO already billed	Verify bill doesn't exist
QTY_EXCEEDED	Quantity exceeds PO	Review allocation settings
CLOSED_PO	PO is closed	Reopen PO or check status
INVALID_ALLOCATION	Allocation error	Review line allocations
VARIANCE_EXCEEDED	Price variance too high	Check variance tolerances

Retry Logic

• Automatic retry for transient errors
• Maximum 3 retry attempts
• Exponential backoff strategy

Troubleshooting

Issue	Possible Cause	Solution
Transform fails	PO not approved	Ensure PO is approved
Lines missing	Merge logic issue	Review consolidation rules
Amount mismatch	Allocation error	Check calculation settings
Duplicate bills	Multiple transforms	Implement idempotency checks
Receipt issues	Receipt not synced	Verify receipt records

Related Documentation

• Vendor Bills
• Vendor Credits
• NetSuite Integration Overview