Sending Purchase Order numbers from Lightyear to NetSuite

Sending Purchase Order numbers from Lightyear to NetSuite

If you want to have your NetSuite files receive and present any PO numbers extracted by Lightyear, you will need to configure NetSuite to accept it.

Keep in mind, Lightyear currently only writes to two forms in Netsuite, the "Standard Vendor Bill" and "Standard Vendor Credit" forms.

Lightyear sends the PO number in a field called custbody_lightyearponumber.  Also, to note, if you previously were using invitbox, and you migrated across to Lightyear, Lightyear will also continue to send the PO number in the custbody_invitboxponumber field as before.

In NetSuite navigate to Customization > Lists, Records & Fields > Transaction Body Fields, and create a new field.

To set up the PO Number field, follow these steps:
  1. Label - enter in the name of this field as you would like it to show on the bill and credit note forms in NetSuite. EG "Lightyear PO Number".
  2. ID - enter: _lightyearponumber
    Note: NetSuite will auto the 'custbody' text in front of _lightyearponumber for you, do not enter 'custbody'
  3. Ensure the "Store value" checkbox is ticked
  4. Under the "Applies to" tab, tick "Purchase" and "Print on standard forms"
  5. Ignore all other values and press "Save"
It is important the ID is exactly replicated, otherwise Lightyear won't be able to write to this field.

Once the new field is created, it should look something like the below.

Applies To Tab:

Display Tab:

Validation & Defaulting Tab:

Sourcing & Filtering Tab:

Access Tab:

Translation Tab:


Once your new field is created, assuming the appropriate checkboxes have been ticked, it will automatically assign to your standard bill and credit forms in NetSuite.

To check that this new field is showing on the Standard Vendor Bill and Credit Forms. Navigate to Customization > Forms > Transaction Forms, and click into the "Standard Vendor Bill" and "Standard Vendor Credit" forms.

The Standard Vendor Bill and Standard Vendor Credit should have the new field showing under the "Custom" tab, as highlighted below.

Standard Vendor Bill:

Standard Vendor Credit:


If you would prefer for this field to not show in the "Custom" tab, you can customise where you'd like this field on your forms.

To change the position of your custom field on the Standard Forms, edit the Transaction Body Field, navigate to the "Display" tab and choose which "Subtab" you would like this field to show on your forms. You can also move the position by editing the "Insert Before" drop-down menu and choosing the field you'd like this custom field to be positioned before.


​If you would like the field to show in the main section of your standard forms (like the below), choose "Main" under the "Subtab" dropdown list on the Transaction Body Field.



      

    Check out our
    Product Blog Series
    to stay up to date

      • Related Articles

      • NetSuite Bill and Purchase Order Matching

        Do you use POs in NetSuite? Would you like your POs in NetSuite to automatically link to the bill and close when the bill is exported from Lightyear? Our new custom SuiteBundle may be just what you’re looking for! What is a SuiteBundle? A SuiteBundle ...

      • Sending a URL from Lightyear to NetSuite

        If you want to have your NetSuite files receive and present the URL linking back to the image file in Lightyear, you will need to configure NetSuite to accept it. Keep in mind, Lightyear currently only writes to two forms in NetSuite, the "Standard ...

      • Connecting to Netsuite

        Make sure you're logged into NetSuite as an admin There's quite a few steps required to get your NetSuite integration up and running, but this is only a one time set up and will not need to be completed again unless you wish to connect another ...

      • Sending Product Code and Quantity from Lightyear to NetSuite

        If you want the extracted Product Code and Quantity on bills and credit notes to export into your NetSuite account, you will need to configure NetSuite to accept it first. Keep in mind, Lightyear currently only writes to two forms in Netsuite, the ...

      • Purchase Order Matching using Bills Exported from Lightyear

        Do you raise POs in Sage Intacct? If you use the Purchase Order module within Sage Intacct, you can automatically match and close the PO against any Bills exported from Lightyear by making use of Sage Intacct's Smart Events feature. If this sounds ...