Purchase Orders

Overview

📥 Direction: NetSuite → Zudello
🔄 Sync Type: Incremental sync
⏱️ Frequency: Every 15 minutes
📋 Entity: Purchase orders with line items and allocations

Purchase order data flows from NetSuite to Zudello to provide reference information for invoice matching, procurement tracking, and purchase order to bill transformation workflows.

Key Benefits

✅ Three-way Matching - Reference data for PO-Invoice-Receipt validation
✅ Allocation Tracking - Monitor PO line consumption and remaining amounts
✅ Multi-subsidiary Support - Handle cross-subsidiary transactions
✅ Automatic Relationships - Link suppliers, items, projects, and dimensions
✅ Complex Status Filtering - Only sync approved and active orders

Processing Strategy

The integration uses complex SuiteQL queries that:

• Join transaction and transaction line tables
• Filter for approved purchase orders only
• Exclude closed and cancelled orders
• Calculate line-level pricing from amounts and quantities
• Handle multi-subsidiary and multi-currency scenarios

Field Mappings

Header Fields

NetSuite Field	Zudello Transaction Field	Data Type	Notes
tranid	document_number	String	Purchase order number
trandate	date_issued	Date	Order creation date
duedate	date_due	Date	Expected delivery date
entity	supplier	Relation	Links to Supplier
currency	currency	Relation	Links to Currency
subsidiary	subsidiary	Relation	Links to Subsidiary
custbody_zu_approval_status	approval_status	String	Custom approval field
approvalstatus	netsuite_approval_status	String	Native approval status
status	transaction_status	String	Order status
exchangerate	exchange_rate	Decimal	Currency exchange rate
memo	notes	String	Header memo/notes

Line Item Field Mappings

NetSuite Field	Zudello Line Field	Data Type	Notes
line	line_number	Integer	Line sequence number
item	item	Relation	Links to Item
description	description	String	Line description
quantity	quantity	Decimal	Ordered quantity
rate	unit_price	Decimal	Calculated from amount/quantity
amount	total_exclusive	Decimal	Line amount excluding tax
taxamount	tax_total	Decimal	Line tax amount
grossamt	total_inclusive	Decimal	Line amount including tax
department	department	Relation	Links to Department
class	classification	Relation	Links to Classification
location	location	Relation	Links to Location
isclosed	is_closed	Boolean	Line closure status
quantityreceived	quantity_received	Decimal	Received quantity
quantitybilled	quantity_billed	Decimal	Billed quantity

API Configuration

SuiteQL Query Structure

The integration uses a complex SuiteQL query that joins:

• Transaction table for header data
• TransactionLine table for line item details
• Multiple dimension tables for complete reference data
• Status filtering to exclude inactive records

Query Filters

• transaction.type = 'PurchOrd' - Purchase orders only
• transaction.status NOT IN ('Cancelled', 'Closed') - Active orders
• transactionline.mainline = 'F' - Exclude header lines
• transactionline.taxline = 'F' - Exclude tax summary lines
• lastmodifieddate >= :last_sync_date - Incremental sync

Sync Configuration

Incremental Sync Details

• Sync Field: lastmodifieddate
• Initial Load: All approved, non-closed purchase orders
• Updates: Only modified records since last sync
• Frequency: Every 15 minutes
• Batch Size: 1000 records per sync cycle

Status Requirements

Purchase orders are synced only when:

• Approval status is not "Pending Approval"
• Order status is not "Cancelled" or "Closed"
• At least one line item exists
• Line items are not fully closed

Special Processing Features

Line-Level Price Calculation

When rate field is null or zero:

• Calculate unit price from amount / quantity
• Handle zero quantity scenarios
• Preserve original amount for validation

Multi-Currency Handling

• Store original currency code
• Capture exchange rate for reporting
• All amounts in transaction currency

Allocation Tracking

Track PO consumption with:

• quantity_received - Items already received
• quantity_billed - Items already invoiced
• quantity - quantity_billed - Remaining to invoice

Document Type Classification

All purchase orders set with:

• Module: "PURCHASING"
• Submodule: "ORDER"
• Document Type: "PURCHASE_ORDER"
• Status: Mapped from NetSuite status

Processing Logic

Complex Query Processing

The integration performs:

1. Complex SuiteQL join across transaction and line tables
2. Status filtering at both header and line level
3. Exclusion of non-item lines (headers, taxes, shipping)
4. Price calculation from totals when rates missing
5. Dimension mapping for all supported fields

Line Filtering Logic

Exclude lines where:

• mainline = 'T' (header information line)
• taxline = 'T' (tax summary line)
• item IS NULL (non-item lines)
• No amount or quantity exists

Status Mapping

NetSuite Status	Zudello Status	Description
Pending Approval	PENDING	Awaiting approval
Approved	APPROVED	Ready for processing
Partially Received	PARTIAL	Some items received
Pending Receipt	OPEN	Awaiting delivery
Closed	CLOSED	Fully processed
Cancelled	CANCELLED	Order cancelled

Troubleshooting

Issue	Cause	Solution
Missing purchase orders	Status filter excluding	Check order approval status
Incomplete line items	Line type filtering	Verify mainline and taxline flags
Zero unit prices	Rate field not populated	Price calculation from amount/quantity
Missing dimensions	Dimension not mapped	Verify department/class/location setup
Duplicate lines	Tax lines included	Ensure taxline filter active
Old orders not syncing	Initial sync date limit	Adjust incremental sync start date
Currency mismatches	Missing currency sync	Run currency master sync first

Related Documentation

• Suppliers - Vendor master data requirements
• Items - Product catalog for line references
• Projects - Project dimension tracking
• Departments - Department dimension setup
• Locations - Location dimension configuration
• Purchase Invoices - Related invoice processing
• Item Receipts - Goods receipt tracking