Do you use POs in NetSuite? 

What is a SuiteBundle?

What will be installed in NetSuite?

1. Custom transaction body fields on the standard vendor bill form:
   
1. Lightyear Bill PO Match Status - text field on the bill to show the PO match status.
   
2. Lightyear NS PO Reference - link on the bill to the matched NetSuite PO.
   
2. Custom transaction body field on your nominated PO form/s:
   
1. Lightyear Review PO - checkbox field on the PO to indicate whether the PO requires manual review.
   
3. Custom subtab on your nominated PO form/s called Lightyear Bills to show the details of the bill/s matched to the PO.
   
4. Two custom saved searches/reports:
   
1. Lightyear bills linked to purchase order - this will show all bills in NetSuite that are linked to a NetSuite PO.
   
2. Lightyear purchase orders for review [for closure] - this will show all NetSuite POs that are flagged as requiring review.

A NetSuite PO is flagged as requiring review when it is matched to bill/s but the total values don't match.

Bill to PO Matching Functionality

Please Note: This SuiteBundle is designed to match bills to purchase orders within NetSuite based on PO number and value only, there is no logic to check that the supplier/vendor between the bill and PO are the same. There is also no line-level matching within NetSuite. You can achieve line-level bill to PO matching within Lightyear if required. Read more about that here.

When a bill is exported from Lightyear to NetSuite with a value in the PO number field, the SuiteBundle will immediately check if there are any open POs in NetSuite with that same PO number and total value.

1. If the PO number and value match between a bill and PO in NetSuite the bill and PO will be linked together and the PO will be closed.
   
1. On the PO you will see the bill details and link to the bill in NetSuite via the custom Lightyear Bills tab.
   
   
2. On the bill you will see the Bill to PO Match Status and link to the matched PO within NetSuite.
   
   
2. If there is a match to the PO number, but the values do not match, the bill and PO will still be linked together, but the PO will remain open and a custom checkbox on the PO Lightyear Review PO will be ticked, to indicate a user needs to review it and manually close it off as required.
   
   
1. The bill will reflect a variance in the Lightyear Bill PO Match Status field.
   
   

The two saved searches/reports facilitate an efficient mass review of POs that require review, which users can add to their NetSuite dashboard as a reminder and prompt for action.

Please Note: to facilitate the bill to PO matching in NetSuite, you will also need to ensure you have the custom PO number field added to your standard vendor bill form in NetSuite. Here is our knowledge base article on how to add this field.

1. It checks if the total of all bills combined matches the PO value.
   
2. Until the full amount on the PO is reflected in bills, the PO will remain open and the custom checkbox on the PO Lightyear Review PO will be ticked.
   
3. Once the total value of all bills matched to the PO equals the total value of the PO, it will automatically close and be removed from the POs for review saved search.
   

As Lightyear exports to expense lines on bills in NetSuite and not item lines, this SuiteBundle cannot automate your inventory updating or receiving goods on the PO automatically.

1. NetSuite users will need to press Receive on the open PO, update the quantity of items received and save.
2. This will create the below GL impact.  This will cater to Serialised/lot numbered inventory, inventory statuses and bin management.
1. Debit Inventory/Stock on Hand
2. Credit Accrued Purchases account
3. NetSuite users can run the standard Post Vendor Bill Variances program under Transactions > Payables to move the amount to the price and quantity variance accounts set on the item record (usually these accounts are cost of goods sold type accounts).
4. Users can set up non inventory items linked to a variance/clearing/cost of goods account and that item should be used on the vendor bill created via Lightyear.
5. At month end, users can clear out the price and quantity variance accounts to cost of goods sold via a journal.

Variance Tolerance on PO Number Matching

While the PO number on the bill and PO in NetSuite must be the same, it will still match if there are casing differences. For example PO-123 and po-123 will match.

Any character differences will not result in a match. For example PO-123 and PO 123 will not match.

In case your suppliers are unable to quote the exact PO number on your bills, there are various ways to solve for slight differences in the PO number on your bills:

1. Correct the PO number on the bill manually within Lightyear before it’s exported to NetSuite.
2. Edit the bill within NetSuite and correct the PO number manually. Once the bill is saved it will trigger the auto-matching to the PO in NetSuite.

How to Get Started?

Please Note: This SuiteBundle is a chargeable feature. Our team will provide you with a quote prior to arranging the installation.