Import a Vendor Bill for multiple purchase orders using one CSV file.
Prepare the CSV file:
a. Create a CSV file with the following columns and copy the details:
1. External ID – External ID to be assigned to the vendor bill
2. Vendor Name – Name of vendor in NetSuite (Make sure the spelling and format is exactly the same as how it shows on NetSuite UI/screen)
3. Date – Date of the Bill
4. PO Number – The document number of purchase orders (PO) that will be billed
b. Under the PO Number column, indicate the PO numbers that you want to bill in single bill in a single cell. For example, the PO numbers inputted in the cell should look like this: PO-001,PO-002,PO-003,PO-004. (Example is when Auto-Generated numbering is enabled for POs. Make sure the spelling and format is exactly the same as how it shows on NetSuite UI/screen)
Note 1: There is a preference to set the custom delimited key that will be used for Multi–Select Values. The example above used comma (,) key. Check the preference and use what is preferred.
Check the CSV import delimiter for multi-select values delimiter by going Setup > Import/Export > CSV Import Preference > Custom Delimiter for Multi–Select Values.
Note 2: Capture all POs in one cell by using the Concat function in excel. Here are the steps to combine multiple PO numbers in one cell in the CSV file:
a. Copy all of the intended POs in a blank space and add a comma (,) in the cell on its right. Example: PO-001 (cell C1) and , (cell D1).
b. Use the excel formula to combine the cells: =C1&D1
c. The expected result in cell E1 would be: PO-001,
d. Then i use the Concat formula in cell E1 downwards to combine the columns in one cell: =CONCAT(E1:E4)
e. The PO numbers will be contained in the 1 cell and make sure that there is no comma key on the last part of the cell.
f. Lastly, copy under the PO Number column.
Import CSV file:
a. Import CSV file by going to Setup > Import/Export > Import CSV Records.
b. In the Scan & Upload CSV File, set the following:
1. Import type – Transactions
2. Record type – Vendor Bill
3. Upload CSV File.
c. Hit Next
d. In the Import Options, set Data Handling = Add.
e. In the File Mapping Tab, remove the NetSuite field: Vendor Bill Items: Item (Req) from the mapping screen. Then map the following fields:
1. Vendor Name <==> Vendor Bill Vendor (Req)
2. External ID <==> Vendor Bill : ExternalId
3. Date <==> Vendor Bill : Date (Req)
4. PO Number <==> Vendor Bill : Purchase Order
f. Hit Next
g. Set the Import Map Name and Hit Save & Run.
Expected Results: PO-001,PO-002,PO-003,PO-004 will be billed in 1 single bill.