Things to note before Vendor Expense Bill import

Things to note during Vendor Bill import:

• To maintain performance, 5000 lines per transaction is the maximum recommended limit for transactions submitted through CSV import.
• We must map an external ID or internal ID to serve as a unique ID per record. The unique ID should be included in every line of the CSV files. For imports of new data, use an external ID. On the Import Assistant’s Field Mapping page, we should map the external ID field from our CSV files to the NetSuite Reference No. field, which serves as a transaction ID for Vendor Bill records. This mapping allows external IDs to be displayed on Vendor Bill forms in the NetSuite user interface.
• Each imported Vendor Bill record should include a reference to a NetSuite Vendor record, mapped to the Vendor Bill’s Vendor field. This reference must be a unique identifier; we should use internal ID or external ID, rather than a name reference. If we do not map a reference number field, reference number values are generated automatically.
• If the Use Account Numbers preference has been enabled at Setup > Accounting > Accounting Preferences, imported values for the Account field should include both account number and name, for example: 11000 Accounts Payable. If this preference is not enabled, values should be account name only, for example: Accounts Payable.
• If the vendor bills we are importing contain values for the Amount, Tax Amount, and Gross Amount fields, Gross Amount must be equal to the sum of the Amount and Tax Amount values.
• If we are using a customized vendor bill form, please note that the Gross Amount field should never precede the Amount field on such a form. Otherwise, it may affect the import of vendor bills CSV files.
• For imports that include expenses data, it is best to use the multiple files to upload option, with one file for mainline data, and one for expenses data. If we are also importing items data, it should be in a third file.
• For the multiple files option, be sure to include the external ID or key field values in the sublist files as well as in the main file.
• Make sure that the Primary File – Vendor Bill does not contain more than one row with the same external ID.
• Make sure that the Amount column does not contain a comma (,) as a separator or any currency symbols, for example, $.

If we are importing vendor bills with expenses, use two files for the import:

1. One file for the bills that contains the following fields:
   • External ID (match to Vendor Bill: External ID)
   • Date
   • Memo
   • Reference No.
   • Vendor Internal ID
   • Posting Period
   • Terms
   • Due Date
2. One file for the expenses line that contains the following fields:
   • External ID (match the external ID in our file to the Line field of the Vendor Bill Expenses sublist)
   • Account
   • Total (Do not enter Amount as the column name)
   • Memo

When importing vendor bills, there are three Amount fields available on the Field Mapping page:

• Vendor Bill folder > Amount – The Amount field on the header of the bill record. This value is automatically computed by the system.
• Vendor Bill Expenses folder > Amount – The amount of each expense line added on the bill.
• Vendor Bill Items folder > Amount – The amount of each item added on the bill.

On the Field Mapping page, remove the mapping for the Amount field taken from the Vendor Bill folder. This value is automatically computed by the system, depending on the total of Expenses:Amount and/or Items:Amount fields.