Vendor Bills

Overview

The Vendor Bills integration creates vendor bill records in NetSuite from Zudello invoice data.

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

Key Benefits

• Real-time vendor bill creation
• Automatic tax handling with gross amount support
• Custom field mapping capabilities
• Support for both item and expense lines
• Amortization schedule support

Header Field Mappings

The following fields are mapped from Zudello to NetSuite vendor bill headers:

Zudello Field	NetSuite Field	Description
InvoiceNumber	tranId	Transaction reference number
VendorCode	entity	Vendor reference
InvoiceDate	tranDate	Transaction date
DueDate	dueDate	Payment due date
Currency	currency	Transaction currency
Memo	memo	Transaction memo/description
Location	location	Location reference
Department	department	Department reference
Class	class	Class reference
Subsidiary	subsidiary	Subsidiary reference
Account	account	AP account reference
Terms	terms	Payment terms reference
ApprovalStatus	approvalStatus	Approval workflow status

Line Processing

Item Lines

Item-based vendor bill lines are created when the line contains item information:

Zudello Field	NetSuite Field	Description
ItemCode	item	Item reference
Description	description	Line description
Quantity	quantity	Item quantity
Rate	rate	Unit price
Amount	amount/grossAmt	Line amount (based on tax config)
Location	location	Line-level location
Department	department	Line-level department
Class	class	Line-level class
TaxCode	taxCode	Tax code reference
Customer	customer	Customer reference
IsBillable	isBillable	Billable flag
AmortizationSched	amortizationSched	Amortization schedule reference
AmortizStartDate	amortizStartDate	Amortization start date
AmortizationEndDate	amortizationEndDate	Amortization end date

Expense Lines

Expense-based vendor bill lines are created when no item is specified:

Zudello Field	NetSuite Field	Description
Account	account	Expense account reference
Description	memo	Line description
Amount	amount/grossAmt	Line amount (based on tax config)
Location	location	Line-level location
Department	department	Line-level department
Class	class	Line-level class
TaxCode	taxCode	Tax code reference
Customer	customer	Customer reference
IsBillable	isBillable	Billable flag
AmortizationSched	amortizationSched	Amortization schedule reference
AmortizStartDate	amortizStartDate	Amortization start date
AmortizationEndDate	amortizationEndDate	Amortization end date

API Configuration

SOAP API Method

The integration uses the add operation with the following configuration:

• Record Type: VendorBill
• Operation: add
• Response Handling: Captures internal ID on success

Authentication

Uses token-based authentication with:

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

Special Processing

Tax Handling

The integration supports two tax handling modes:

1. Tax Exclusive (Default): Uses amount field for line amounts
2. Tax Inclusive: Uses grossAmt field when tax codes are marked as inclusive

Custom Fields

Custom fields are mapped using the following structure:

• Script ID mapping from Zudello to NetSuite
• Support for all custom field data types
• Array-based field collection

Line Type Detection

Lines are automatically classified as:

• Item Lines: When ItemCode is provided
• Expense Lines: When no ItemCode but Account is provided

Processing Logic

Vendor Bill Creation Flow

1. Header Preparation

   • Map standard fields
   • Add custom fields
   • Set approval status

2. Line Processing

   • Determine line type (item/expense)
   • Apply tax handling rules
   • Add amortization if configured

3. API Submission

   • Submit via SOAP API
   • Capture response
   • Store internal ID

Amount Calculations

• Tax Exclusive: Line amounts exclude tax
• Tax Inclusive: Line amounts include tax (using grossAmt)
• Multi-currency: Amounts in transaction currency

Error Handling

Common Errors

Error Type	Description	Resolution
INVALID_REF	Invalid vendor reference	Verify vendor exists in NetSuite
INVALID_FLD	Invalid field value	Check field mappings and data types
INSUFFICIENT_PERMISSION	User lacks permission	Review user role permissions
UNIQUE_CUST_ID	Duplicate transaction	Check for existing transactions
INVALID_ITEM_REF	Invalid item reference	Verify item exists and is active
INVALID_ACCT	Invalid account	Verify account is active

Retry Logic

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

Troubleshooting

Issue	Possible Cause	Solution
Bill not created	Authentication failure	Verify API credentials
Missing vendor	Vendor not synced	Ensure vendor exists in NetSuite
Tax calculation errors	Incorrect tax setup	Review tax code configuration
Custom fields not mapping	Script ID mismatch	Verify custom field script IDs
Approval workflow issues	Workflow not configured	Check approval workflow setup

Related Documentation

• Vendor Credits
• Purchase Order to Bill Transformation
• NetSuite Integration Overview