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X12 820 - NetSuite P2P

A search request is performed on NetSuite to look for any unprocessed Bill Payment records. If the record is found, it is parsed, and the matching outbound route is searched. If there is a match, NetSuite Bill Payment XML is translated to EDI 820 and sent to the trading partner.

This section explains the settings required to configure the integration between NetSuite to retrieve the BillPayments and Transform the same to EDI X12 820 format for the Trading Partner integration. 

How to Configure

  1. Configure a Process Scheduler.

    LaunchNetsuiteBillPaymentPS is scheduled to run every 1 hour.  It is located in the package com.cleo._customer_. booster.netsuite.BillPayment.

    Note: The process extracts data from NetSuite entities and loads it into File Cabinet folders specific to different transactions. CIC Studio scheduler objects should be run in sync with the process schedulers. It is advisable to run the NetSuite CIC Accelerator schedule objects right after the Netsuite Script schedulers are run. This ensures that duplicate data is not uploaded by process schedulers into the File Cabinet folders.

  2. Check NetSuite configuration. 

    If the Bill Payment is supposed to be converted to EDI and then sent to the Trading partners from all the available Bill Payments in NetSuite, then the custom field custbody_cleo_source_status should be empty or blank.

  3. Configure the Outbound Route.
    • The entity Internal ID is used to identify the trading partner to whom the Bill Payment is supposed to be sent. 
    • The internal ID is used in the look-up against the table partners to find the TP name. If TP name doesn't match the tpname during project creation (using Wizard), the Outbound Route must be updated to reflect the matching name in that is found inTP_820v4010OR. This is located in the com.cleo._customer_.netsuite._tp_.outbound.n820.v4010 package.
  4. Configure the Enveloper. The X12 820 Enveloper details and the trading partner endpoint to which the X12 820 must be sent should be _TP_820v4010ENV. This can be found in the trading partner project under com.cleo._customer_.netsuite._tp_.outbound.n820.v4010 package.
    By default, the Customer name and the TP Name that is entered in the Wizard property file have been added to the sender and receiver id respectively. If there are any changes to the enveloping details the same object must be updated.

Prerequisites

  • Internal IDs being used in the Saved Search Scripts will have to be modified as per the customer’s instance internal ids. This saved search script ID is used for the 820: customsearch_cleo_820_ven_payment_ss

    Refer to this example of how to change the internal id in the saved search script.

  • Global Variables must be initialized with the internal id of the archival folder. The internal ids of the folders vary depending on the customer's instance.

How to Run the Flow

  1. Before proceeding, ensure that the following Projects have been deployed. If any of these Projects are already deployed and remain unmodified, there is no need to redeploy them. Similarly, if any of these Projects were not checked out to your Workspace, they can be skipped from the deployment process.
    • com.cleo._customer_.edi
    • com.cleo._customer_.booster.netsuite
    • com.cleo._customer_.edinetsuite
    • com.cleo._customer_.netsuite._tp_
    • com.cleo.b2bcloud.core
    • com.cleo.b2biaas.clarify
    • com.cleo.cic.cockpit.core
    • com.cleo.cic.cockpit.core.n820
    • com.cleo.cic.cockpit.core.n850
    • com.cleo.cic.cockpit.core.n855
    • com.cleo.cic.cockpit.core.n856
    • com.cleo.cic.cockpit.core.n810
    • com.cleo.cic.connector.netsuite
  1. Manually run the flow: LaunchNetsuiteBillPaymentBPS has to be launched. This is found in the com. cleo.customer_.booster.netsuite.Bill Payment package.
  2. Automatically run the flow: LaunchNetsuitePurchaseOrderPS will kick off automatically based on the interval specified and flow is triggered.

How to Monitor the Flow

  1. Monitor the flow using the following:
  2. In case of errors:
    • If the processing fails in any of the steps a ticket would be created and the same is visible in the cockpit message tile and the job with the Issue Flag.

      Message tile with error

      Job with error

    • Outbound EDI validation use cases: For details on Outbound EDI validation rules refer to Validation Rules in the Transformation Settings object.

How to Customize

You can change the frequency of when Bill Payments will be retrieved from NetSuite.

  • The LaunchNetsuiteBillPaymentPS Process Scheduler - located in the package com.cleo._customer_.booster.netsuite.BillPayment - is currently configured to retrieve Bill Payments every 1 hour. Change to run more or less frequently.

Notes:

  • The NetSuite Script extracts data from NetSuite entities and then loads it into File Cabinet folders specific to different transactions. CIC Studio Process Scheduler objects should run in sync with the NetSuite Script schedulers. It is advisable to run the Netsuite CIC Accelerator schedule objects right after the Netsuite Script schedulers are run. This ensures that duplicate data is not uploaded by NetSuite Script schedulers into the File Cabinet folders.
  • We have also added a SENTDATA_FETCHEDBYSCRIPT checkbox to the bill payments transactions, which stops sending duplicate records when a script runs again to write the data to the csv file.
    The script runs for the first time and pulls bill payments. It then marks the checkbox as ‘true’ for these bill payments. The next time the script runs, only fresh data will be sent.

You can add more details to the X12 820 from the NetSuite Bill Payment.

  • The values being mapped are documented in the LMS Template - found in the Docs folder as part of the com.cleo._customer_.edinetsuite project. However, if you wish to add any additional fields,  then you must update the ruleset_TP_820v4010RS (com.cleo._customer_.netsuite._tp_.outbound.n820.v4010 package) accordingly. 

Contact Cleo support if you need any assistance while adding additional rules.

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