Employees (Vendors) Import Field Mapping Definition

The Employees (Vendors) import workflow includes one mapping group:

Vendor [ Integration point: VENDOR_TO_USER] — See Vendor Mapping Group Tab.

Vendor Mapping Group Tab

Use the Vendor mapping group to map information on employee records in SuiteProjects Pro with information on vendor records in NetSuite. The mapping group supports filters.

For reference information and best practice guidelines, review the following topics:

References — Overview of record types in SuiteProjects Pro and NetSuite with links to the relevant reference material for information about fields available for mapping.
Default and Custom Filters — Overview of default filters and how to modify the default behavior, and custom filters. Custom filters are supported for this mapping group.
Default Field Mapping — Overview of default field mapping definitions including notes and best practice guidelines where relevant. Information imported by default includes name, email, tax nexus, NetSuite vendor ID and parent vendor ID, and currency. Filters are supported.
Additional Field Mappings — There are no specific guidelines for custom field mapping definitions in this mapping group.

References

The following table gives reference information about the records and fields available for custom field mapping definition with links to the relevant reference material. See also Schema Reference Documentation.

NetSuite Record type [`SOAP object`]	SuiteProjects Pro Record Type [`table`]	Mapping Group [`Integration point`]
Vendor [`Vendor`] Schema: Vendor (2020.1)\|Vendor (2023.1) XSD: `VendorSearchRowBasic` platformCommon (2020.1)\|platformCommon (2023.1)	Employee [`user`] Data Dictionary: user	Vendor [`VENDOR_TO_USER`]

NetSuite Record type [SOAP object]

SuiteProjects Pro Record Type [table]

Mapping Group [Integration point]

Vendor [Vendor]

Schema: Vendor (2020.1)|Vendor (2023.1)

XSD: VendorSearchRowBasic platformCommon (2020.1)|platformCommon (2023.1)

Employee [user]

Data Dictionary: user

Vendor [VENDOR_TO_USER]

Default and Custom Filters

By default, vendor records are imported from NetSuite into SuiteProjects Pro as employees if the following conditions are all met:

The Inactive box is NOT checked on the vendor record in NetSuite.
The Export to SuiteProjects Pro [custentity_oa_export_to_openair] box is checked on the vendor record in NetSuite. You can modify this behavior — See Disable Export to SuiteProjects Pro filtering for vendors in NetSuite integration.
If the Vendors (Vendors) import workflow is also active, the SuiteProjects Pro: User or Vendor [custentity_oa_user_or_vendor] field is set to User on the vendor record in NetSuite.

Custom filters are supported for this mapping group. For more information about adding filter conditions, see Using Filters and Filter Definition.

Default Field Mapping

The following table describes the default field mapping definitions for the Vendor mapping group tab.

NetSuite Field	SuiteProjects Pro Field	Notes
`Vendor.internalId`	`User.netsuite_vendor2_id__c`, if the Employees (Vendors) import workflow is used in conjunction with the Vendors (Vendors) import workflow. `User.netsuite_vendor_id__c`, otherwise.	When you import a new vendor record from NetSuite into SuiteProjects Pro, SuiteProjects Pro stores the internal ID of the NetSuite vendor in the NetSuite Vendor ID [`netsuite_vendor_id` OR `netsuite_vendor2_id`] custom field. This custom field is used to link the SuiteProjects Pro and NetSuite records for future updates and matching record associations.
`="1"`	`User.active`	[Initial Only] By default, the Active box is checked when the Employees (Vendors) import workflow creates a new employee record in SuiteProjects Pro. If the Inactive box is checked on the vendor record in NetSuite, the integration does not import the vendor into SuiteProjects Pro — the record is excluded from the integration. If you clear the Inactive box on the NetSuite vendor record, the integration will import the vendor record in the next integration run, and create or update the corresponding employee record in SuiteProjects Pro according to the field mapping definitions set for the workflow. Checking the Inactive box on the NetSuite vendor record does not clear the Active box automatically on the SuiteProjects Pro employee record. If you check the Inactive box on the NetSuite vendor record, clear the Active box manually on the demographic form for the corresponding employee in SuiteProjects Pro. Important: The number of active employee records you can have in your SuiteProjects Pro account at any one time. When creating or updating employee records in SuiteProjects Pro, the Employees (Vendors) import workflow clears the Active box if you have reached the limit of active employee records authorized for your account. To review the number of active employee records authorized for your SuiteProjects Pro account, contact your SuiteProjects Pro account manager. Limits are enforced to prevent you from creating or activating users in SuiteProjects Pro if doing so would exceed the number of user licenses purchased for your account. When creating or updating employee records in SuiteProjects Pro, the Employees (Vendors) import workflow clears the Active box if no user licenses of the appropriate type are available. To review SuiteProjects Pro licensing or purchase additional user licenses, contact your SuiteProjects Pro account manager. For more information about SuiteProjects Pro licensing and compliance, see Licenses.
`Vendor.entityId`	`User.nickname`	[Initial Only] The user nickname is set when the Employees (Vendors) import workflow creates a new employee record in SuiteProjects Pro.
`Vendor.email`	`User.email`	—
`Vendor.lastName`	`User.last`	—
`Vendor.firstName`	`User.first`	—
`Vendor.currency`	`User.currency`	Not visible on the field mapping definition Multiple currency — If the Multicurrency feature is enabled for your SuiteProjects Pro account, the Currency on the employee record in SuiteProjects Pro is set to the Currency on the vendor record in NetSuite.
`Vendor.custentity_oa_ vendor_tax_nexus` One of the following values: `="USA"` `="Canada"` `="VAT"`	`User.netsuite_user_tax_nexus__c`	Not visible on the field mapping definition Required and active only if the Enable tax export on expense reports box is checked on the Expense Reports (Expense Reports) export workflow settings form. NetSuite Tax Nexus Type — If you export tax information with expense reports exported from SuiteProjects Pro to NetSuite as vendor bills, you can select a tax nexus type (SuiteProjects Pro: User Tax Nexus Type) on the vendor record in NetSuite and import this information into SuiteProjects Pro. If SuiteProjects Pro: User Tax Nexus Type [`custentity_oa_ vendor_tax_nexus`] is blank on the NetSuite vendor record, the NetSuite Tax Nexus Type on the employee record in SuiteProjects Pro is determined based on the shipping address or billing address for the NetSuite vendor. See Enable tax export on expense reports.
`Vendor.custentity_oa_vendor_parent`	`User.netsuite_vendor_parent_id__c`	Not visible on the field mapping definition Active only if the Enable SuiteProjects Pro expense reports to NetSuite vendor bill integration box is checked on the NetSuite Connector administration form in SuiteProjects Pro. NetSuite Vendor ID — If you use the Expense Reports (Expense Reports) to export expense reports from SuiteProjects Pro to NetSuite as vendor bills, you can select a parent vendor on the vendor record in NetSuite and import this information into SuiteProjects Pro.
`Vendor.custentity_oa_expense_to_vendorbill`	`User.netsuite_export_envelope_to_vendorbill__c`	Not visible on the field mapping definition Active only if the Enable SuiteProjects Pro expense reports to NetSuite vendor bill integration box is checked on the NetSuite Connector administration form in SuiteProjects Pro. Export expense reports from this user as NetSuite vendor bills — If you use the Expense Reports (Expense Reports) to export expense reports from SuiteProjects Pro to NetSuite as vendor bills, check this box on the vendor record in NetSuite if you want expense reports for the corresponding employee in SuiteProjects Pro to be exported to NetSuite as vendor bills.
`Vendor.custentity_oa_vendor_parent`	`User.netsuite_expense_map_parent_vendor__c`	Not visible on the field mapping definition Active only if the Enable SuiteProjects Pro expense reports to NetSuite vendor bill integration box is checked on the NetSuite Connector administration form in SuiteProjects Pro. Export expense reports from this user to the NetSuite parent vendor — If you use the Expense Reports (Expense Reports) to export expense reports from SuiteProjects Pro to NetSuite as vendor bills, check this box on the vendor record in NetSuite if you want expense reports exported to NetSuite as vendor bills to be associated with the parent vendor referenced by NetSuite Vendor ID.

NetSuite Field

Direction

SuiteProjects Pro Field

Notes

Vendor.internalId

User.netsuite_vendor2_id__c, if the Employees (Vendors) import workflow is used in conjunction with the Vendors (Vendors) import workflow.
User.netsuite_vendor_id__c, otherwise.

When you import a new vendor record from NetSuite into SuiteProjects Pro, SuiteProjects Pro stores the internal ID of the NetSuite vendor in the NetSuite Vendor ID [netsuite_vendor_id OR netsuite_vendor2_id] custom field. This custom field is used to link the SuiteProjects Pro and NetSuite records for future updates and matching record associations.

="1"

User.active

[Initial Only] By default, the Active box is checked when the Employees (Vendors) import workflow creates a new employee record in SuiteProjects Pro. If the Inactive box is checked on the vendor record in NetSuite, the integration does not import the vendor into SuiteProjects Pro — the record is excluded from the integration.

If you clear the Inactive box on the NetSuite vendor record, the integration will import the vendor record in the next integration run, and create or update the corresponding employee record in SuiteProjects Pro according to the field mapping definitions set for the workflow.
Checking the Inactive box on the NetSuite vendor record does not clear the Active box automatically on the SuiteProjects Pro employee record. If you check the Inactive box on the NetSuite vendor record, clear the Active box manually on the demographic form for the corresponding employee in SuiteProjects Pro.

Important:

The number of active employee records you can have in your SuiteProjects Pro account at any one time. When creating or updating employee records in SuiteProjects Pro, the Employees (Vendors) import workflow clears the Active box if you have reached the limit of active employee records authorized for your account. To review the number of active employee records authorized for your SuiteProjects Pro account, contact your SuiteProjects Pro account manager.

Limits are enforced to prevent you from creating or activating users in SuiteProjects Pro if doing so would exceed the number of user licenses purchased for your account. When creating or updating employee records in SuiteProjects Pro, the Employees (Vendors) import workflow clears the Active box if no user licenses of the appropriate type are available. To review SuiteProjects Pro licensing or purchase additional user licenses, contact your SuiteProjects Pro account manager. For more information about SuiteProjects Pro licensing and compliance, see Licenses.

Vendor.entityId

User.nickname

[Initial Only] The user nickname is set when the Employees (Vendors) import workflow creates a new employee record in SuiteProjects Pro.

Vendor.email

User.email

—

Vendor.lastName

User.last

—

Vendor.firstName

User.first

—

Vendor.currency

User.currency