Proposal summary

This proposal describes the Inputting draft bills (pending approval state) into Netsuite Through the form.

Requirement 

Currently, so many people are sending invoices to accounting staff and accounting staff needs to download the PDF then manually create the invoices to Netsuite and pay them.

Instead of this, Swyft would like to create a form. Users have to fill the form. When the user submits the form, a new bill is to be created in NetSuite based on the details in this form.

Our Solution

Prerequisites

1. Swyft needs to provide the following permissions:
   1.  to create/edit vendor and vendor bill
   2. Setup company permission
2. We need a sample pdf that swyft employees send to accounting staff to create bills

Description of task

The solution can be achieved by creating a form. J&J will share the form URL and swyft can provide that to corresponding vendors to submit new bill requests.

The form will contain all mandatory fields in the bill such as

•  Vendor
•  email id of the vendor
•  item name
• item quantity
• item rate
• item location.
• Single Attachment option

J&J will finalize the design of the form in the developer stage. As of now, we consider form with a simple layout with text fields and item table.  All fields in the form will be text format. So users have to fill the form with the correct value in each field. 

Upon submitting the form, the Script finds out the vendor by comparing the provided email id with the email on the vendor record. So the unique identifier will be the email address given on the form. The script will fetch all information from the form and create the bill record in the Netsuite using this information. And the PDF which is uploaded in the form will be attached to the created bill.

Users have to enter the correct details in the form. In case if the values in the form are incorrect and cannot find the exact match for vendor or items, then the script will create a dummy bill using the dummy vendor or dummy item based on the unmatched data. And an email will be sent to the accounting staff, so they can update the vendor bills using the attached document.

Field mapping

Field in Form	Field in Netsuite
Vendor	bill.vendor
Item name	Bill. item in the item line
Item quantity	Bill. quantity in the item line
Item Rate	Bill. rate in the item line
Location	Bill. location in the item line

Risk

1. Users have to enter the correct item name, location, and vendor email id in the text fields in the form. If the values are not valid in the Netsuite account, then the script will create a dummy bill using a dummy vendor, dummy location, and dummy item. And accounting staff can update the vendor bills using the attached document.
2. Swyft has to share the exact item name, location, and email address as per Netsuite records to the users of this form. Users have to enter the exact data in the form.
3. We are considering only the item lines in this proposal, not including the expense lines.
4. The form layout will be basic with limited stylings. The effort may vary if swyft would have any preferred layout for the form.