Proposal summary
QIMA group would like to automate the bill creation from invoices in the Intercompany Process and add autonumbering in IC invoices.
Requirement
QIMA group would like to eliminate the PO and SO creation and another manual process for Intercompany transactions. They need to directly create an Invoice and, on a trigger, the bill should be created automatically. And QIMA would like to add an autonumbering feature in IC invoices.
Format of auto-number:
INV – 70M220000000
| |
Static value serial number
Our Solution
As per the standard NetSuite procedure for intercompany transactions, PO and SO creation cannot be omitted as that makes the link between two subsidiaries. In the standard IC transaction flow, the automation takes place only at sales order creation from the purchase order. Rest is the manual process like Item fulfillment, item receipt, Invoice creation, Bill creation, and then payments. So, invoice automation is not possible through the Standard intercompany procedure. Apart from this, we can pair intercompany transactions which also need manual creation of Stand-alone Invoices and bills. So, we have to move to a customized solution to automate bills from a standalone invoice.
We will deploy one script in the invoice record to add a button named “Generate IC bill” in the invoice record. The button will appear only for invoices created for inter-company customers and if the bill is not generated for that invoice. We will consider customers having representing subsidiary as inter-company customers.
J&J will customize the transaction forms for invoice and vendor bills for enabling the “Paired intercompany transaction” field.
When the user clicks a button on the invoice record the script will create a vendor bill using invoice data and will set the vendor bill in the “Paired Intercompany Transaction” field in the invoice record.
Field mapping:
| Netsuite Field | Value |
| Bill Transaction number | Transaction number of invoice |
| Reference NO. | Transaction number of invoice |
| Vendor | Vendor having representing subsidiary of the customer as primary subsidiary and primary subsidiary of the customer as representing subsidiary. |
| Subsidiary | Primary subsidiary of vendor |
| Bill date | the date on which trigger button is applied |
| Currency | Currency of invoice |
| Payment form | Auto populated form |
| Accounts Payable | Payables account from a vendor |
| Item details. item | Item name from invoice |
| Item details. quantity | Item quantity from invoice |
| Item details. rate | Item rate from invoice |
| Item details. Tax code | Default Item tax code |
| Paired Intercompany Transaction | Invoice number |
If the user deletes the bill, the bill reference will be removed from the “Paired Intercompany Transaction” field from the invoice, and the button will appear on the invoice record. The user can again click on the button to create an auto-bill.
IC Invoice Numbering
We will create one custom record to handle the auto-generated invoice numbers. In the custom record, you can set the prefix of the invoice number. We will deploy one script which will set auto invoice numbers based on the data in the custom record.
Assumptions
We’re assuming that the customer and vendor (subsidiary combination for primary subsidiary and represent subsidiary) for Intercompany transactions are unique.
Risk
- The script will not create bills if there is no vendor having the correct primary and representing subsidiary.
- We will set the bill transaction number as the same as the Invoice transaction number. Also set invoice transaction number in reference no of vendor bill.
- We are not considered a case when the user voids the bill in this proposal.