Procure to Pay (Vendor Management) Prompts

The Procure to Pay (Vendor Management) prompt samples include common tasks and workflows such as:

Vendor setup
Purchase order (PO) and bill monitoring and approvals
Automated Clearing House (ACH) and check payment runs

Prompt Name	Suggested Roles	Prompt Sample
Create Vendor	A/P Analyst	`Use the ns_createRecord tool to create a vendor with the following details: Company Name: Is Individual: [T/F] [If Individual] First Name: Last Name: Primary Subsidiary: [SUBSIDIARY_NAME] Email: Additional Subsidiaries: [SUBSIDIARY_NAME, SUBSIDIARY_NAME] EFT Bill Payment (ACH) (Y/N):`
Create Purchase Orders	A/P Analyst	`Use the ns_createRecord tool to create a purchase order with the following details: Vendor: [VENDOR] Date: [DATE] Location: [LOCATION] Memo: Item: [ITEM_NAME] Description: Department: [DEPARTMENT_NAME} Class: [CLASS_NAME] Qty: [QUANTITY] Rate: [RATE] Amount: [AMOUNT]`
Monitor & Approve Purchase Orders	A/P Analyst	`Use the ns_runCustomSuiteQL tool to find a list of Purchase Orders with a status of Pending Approval. The results should be presented as a table where each row represents a purchase order. The table will include the Document Number as a hyperlink to the Purchase Order in NetSuite, Date, the Vendor Name, Item(s), Amount, and the user that created the Purchase Order. Use the ns_updateRecord tool to update the status of [Document_Number] to be approved.`
Create Standalone Vendor Bill	A/P Analyst	`Use the ns_createRecord tool to create a vendor bill with the following details: Vendor: [VENDOR] Date: [DATE] Location: [LOCATION] Memo: If Using Expense Accounts: Account: [ACCOUNT_NUMBER] Description: Department: [DEPARTMENT_NAME} Class: [CLASS_NAME] Amount: [AMOUNT] If Using Items: Item: [ITEM_NAME] Description: Department: [DEPARTMENT_NAME} Class: [CLASS_NAME] Qty: [QUANTITY] Rate: [RATE] Amount: [AMOUNT]`
Create Vendor Bills Using Expense Accounts	A/P Analyst	`Use the ns_createRecord tool to create a purchase order with the following details: Vendor: [VENDOR] Date: [DATE] Location: [LOCATION] Memo: Account: [ACCOUNT_NUMBER] Description: Department: [DEPARTMENT_NAME} Class: [CLASS_NAME] Amount: [AMOUNT]`
Create Vendor Bills Using Items	A/P Analyst	`Use the ns_createRecord tool to create a purchase order with the following details: Vendor: [VENDOR] Date: [DATE] Location: [LOCATION] Memo: Item: [ITEM_NAME] Description: Department: [DEPARTMENT_NAME} Class: [CLASS_NAME] Qty: [QUANTITY] Rate: [RATE] Amount: [AMOUNT]`
Monitor Purchase Orders and Receive Items	A/P Analyst	`Use the ns_runCustomSuiteQL tool to find a list of Purchase Orders with a status of Pending Fulfillment. The results should be presented as a table where each row represents a purchase order. The table will include the Document Number as a hyperlink to the Purchase Order in NetSuite, Date, the Vendor Name, Item(s), Amount, and the user that created the Purchase Order. Use the ns_updateRecord tool to update the status of [Document_Number] to be Received.`
Monitor and Approve Bills	A/P Analyst	`Use the ns_runCustomSuiteQL tool to find a list of Vendor Bills with a status of Pending Approval. The results should be presented as a table where each row represents a bill. The table will include the Document Number as a hyperlink to the Purchase Order in NetSuite, Date, the Vendor Name, Item(s), Amount, and the user that created the bill. Use the ns_updateRecord tool to update the status of [Document_Number] to be approved. Use the ns_updateRecord tool to approve [all] bills.`
Pay Bill(s) via ACH	A/P Analyst	Use the ns_runCustomSuiteQL tool to find a list of all vendor bills ready to be paid electronically via ACH - approved bills for vendors with bank details stored and EFT Payment = T. This list should be provided, grouped by the Company Bank Details that would pay each respective vendor. Each row represents a bill and should include the Date, Document Number (hyperlinked to the Bill in NetSuite), Vendor, 'T' if they have EFT Payment marked as True, the Memo, the Amount, the user who created the Bill, the user who approved the Bill, and the Purchase Order if created from a PO. use one of below templates Use the ns_createRecord tool to issue payments for all bills that can be paid [BANK_ACCOUNT] between [DATE] and [DATE]. Use the ns_createRecord tool to issue payments for all bills that can be paid from [BANK_ACCOUNT]. Use the ns_createRecord tool to issue payments for all unpaid bills for [VENDOR_NAME].
Pay Bill(s) via Check or Record Wire Payments	A/P Analyst	Use the ns_runCustomSuiteQL tool to find a list of all vendor bills ready to be paid. The bills should be grouped into vendors that are to be paid via ACH (EFT Payment = T), and those that are not. They are then to be further grouped by Subsidiary. Each row represents a bill and should include the Date, Document Number (hyperlinked to the Bill in NetSuite), Vendor, Memo, Amount, the user who created the Bill, the user who approved the Bill, and the Purchase Order if created from a PO. use one of below templates Use the ns_createRecord tool to issue payments for all bills that can be paid from GL account number [BANK ACCOUNT GL NUMBER] between [DATE] and [DATE]. These payments will be via Check, which should generate Check Numbers for each of these payment records. Use the ns_createRecord tool to issue payments for all bills that can be paid from GL account number [BANK ACCOUNT GL NUMBER. These payments will be via Check, which should generate Check Numbers for each of these payment records. Use the ns_createRecord tool to issue payments for all unpaid bills for [VENDOR_NAME]. These payments will be via Check, which should generate Check Numbers for each of these payment records. Use the ns_createRecord tool to issue payments for all unpaid bills for [VENDOR_NAME]. These payments will be via wire, recorded as wire number [WIRE_NUMBER]. Use the ns_createRecord tool to issue payment for vendor bill [DOCUMENT_NUMBER]. This payment will be via wire, recorded as wire number [WIRE_NUMBER].
Pay Bills via ACH - Pay Bills Between [DATE] and [DATE]	A/P Analyst	Use the ns_runCustomSuiteQL tool to find a list of all vendor bills ready to be paid electronically via ACH - approved bills for vendors with bank details stored and EFT Payment = T. This list should be provided, grouped by the Company Bank Details that would pay each respective vendor. Each row represents a bill and should include the Date, Document Number (hyperlinked to the Bill in NetSuite), Vendor, 'T' if they have EFT Payment marked as True, the Memo, the Amount, the user who created the Bill, the user who approved the Bill, and the Purchase Order if created from a PO. Use the ns_createRecord tool to issue payments for all bills that can be paid [BANK_ACCOUNT] between [DATE] and [DATE].
Pay Bills via ACH - Pay Specific Vendor	A/P Analyst	Use the ns_runCustomSuiteQL tool to find a list of all vendor bills ready to be paid electronically via ACH - approved bills for vendors with bank details stored and EFT Payment = T. This list should be provided, grouped by the Company Bank Details that would pay each respective vendor. Each row represents a bill and should include the Date, Document Number (hyperlinked to the Bill in NetSuite), Vendor, 'T' if they have EFT Payment marked as True, the Memo, the Amount, the user who created the Bill, the user who approved the Bill, and the Purchase Order if created from a PO. Use the ns_createRecord tool to issue payments for all unpaid bills for [VENDOR_NAME].
Pay Bills via ACH - Pay All Bills	A/P Analyst	Use the ns_runCustomSuiteQL tool to find a list of all vendor bills ready to be paid electronically via ACH - approved bills for vendors with bank details stored and EFT Payment = T. This list should be provided, grouped by the Company Bank Details that would pay each respective vendor. Each row represents a bill and should include the Date, Document Number (hyperlinked to the Bill in NetSuite), Vendor, 'T' if they have EFT Payment marked as True, the Memo, the Amount, the user who created the Bill, the user who approved the Bill, and the Purchase Order if created from a PO. Use the ns_createRecord tool to issue payments for all bills that can be paid from [BANK_ACCOUNT].
Pay Bills - Write Checks for [DATE RANGE]	A/P Analyst	Use the ns_runCustomSuiteQL tool to find a list of all vendor bills ready to be paid. The bills should be grouped into vendors that are to be paid via ACH (EFT Payment = T), and those that are not. They are then to be further grouped by Subsidiary. Each row represents a bill and should include the Date, Document Number (hyperlinked to the Bill in NetSuite), Vendor, Memo, Amount, the user who created the Bill, the user who approved the Bill, and the Purchase Order if created from a PO. Use the ns_createRecord tool to issue payments for all bills that can be paid from GL account number [BANK ACCOUNT GL NUMBER] between [DATE] and [DATE]. These payments will be via Check, which should generate Check Numbers for each of these payment records.
Prepaid Amortization - Book Prepaid Expense via Bill	A/P Analyst	I am booking a prepaid expense for [INSURANCE] that will be amortized for [NUMBER] months. Confirm the Amortization Schedule in my NetSuite instance that best suits this use case. Show me the prepaid expense account that this that this will be booked to on the vendor bill. Show me the expense account that will be used on the monthly amortization entry. Provide a preview of the GL impact of the initial bill, the first Amortization journal entry booked, and the amortization waterfall for this prepaid expense. Use the ns_createRecord tool to create a vendor bill with the following details: Vendor: [VENDOR] Date: [DATE] Location: [LOCATION] Memo: Account: [ACCOUNT_NUMBER] Description: Department: [DEPARTMENT_NAME} Class: [CLASS_NAME] Amount: [AMOUNT] Amortization Schedule: [AMORT_NAME] Amortization Start Date: [DATE] Amortization End Date: [DATE]

Prompt Name

Suggested Roles

Prompt Sample

Create Vendor

A/P Analyst

                    Use the ns_createRecord tool to create a vendor with the following details:
Company Name:
Is Individual: [T/F]
[If Individual]
First Name:
Last Name:
Primary Subsidiary: [SUBSIDIARY_NAME]
Email:
Additional Subsidiaries: [SUBSIDIARY_NAME, SUBSIDIARY_NAME]
EFT Bill Payment (ACH) (Y/N):

Create Purchase Orders

A/P Analyst

                    Use the ns_createRecord tool to create a purchase order with the following details:
Vendor: [VENDOR]
Date: [DATE]
Location: [LOCATION]
Memo:

Item: [ITEM_NAME]
Description:
Department: [DEPARTMENT_NAME}
Class: [CLASS_NAME]
Qty: [QUANTITY]
Rate: [RATE]
Amount: [AMOUNT]

Monitor & Approve Purchase Orders

A/P Analyst

                    Use the ns_runCustomSuiteQL tool to find a list of Purchase Orders with a status of Pending Approval. The results should be presented as a table where each row represents a purchase order. The table will include the Document Number as a hyperlink to the Purchase Order in NetSuite, Date, the Vendor Name, Item(s), Amount, and the user that created the Purchase Order.

Use the ns_updateRecord tool to update the status of [Document_Number] to be approved.

Create Standalone Vendor Bill

A/P Analyst

                    Use the ns_createRecord tool to create a vendor bill with the following details:
Vendor: [VENDOR]
Date: [DATE]
Location: [LOCATION]
Memo:

If Using Expense Accounts: 
Account: [ACCOUNT_NUMBER]
Description:
Department: [DEPARTMENT_NAME}
Class: [CLASS_NAME]
Amount: [AMOUNT]

If Using Items:
Item: [ITEM_NAME]
Description:
Department: [DEPARTMENT_NAME}
Class: [CLASS_NAME]
Qty: [QUANTITY]
Rate: [RATE]
Amount: [AMOUNT]

Create Vendor Bills Using Expense Accounts

A/P Analyst

                    Use the ns_createRecord tool to create a purchase order with the following details:
Vendor: [VENDOR]
Date: [DATE]
Location: [LOCATION]
Memo:

Account: [ACCOUNT_NUMBER]
Description:
Department: [DEPARTMENT_NAME}
Class: [CLASS_NAME]
Amount: [AMOUNT]

Create Vendor Bills Using Items

A/P Analyst

                    Use the ns_createRecord tool to create a purchase order with the following details:
Vendor: [VENDOR]
Date: [DATE]
Location: [LOCATION]
Memo:

Item: [ITEM_NAME]
Description:
Department: [DEPARTMENT_NAME}
Class: [CLASS_NAME]
Qty: [QUANTITY]
Rate: [RATE]
Amount: [AMOUNT]

Monitor Purchase Orders and Receive Items

A/P Analyst

                    Use the ns_runCustomSuiteQL tool to find a list of Purchase Orders with a status of Pending Fulfillment. The results should be presented as a table where each row represents a purchase order. The table will include the Document Number as a hyperlink to the Purchase Order in NetSuite, Date, the Vendor Name, Item(s), Amount, and the user that created the Purchase Order.

Use the ns_updateRecord tool to update the status of [Document_Number] to be Received.

Monitor and Approve Bills

A/P Analyst

                    Use the ns_runCustomSuiteQL tool to find a list of Vendor Bills with a status of Pending Approval. The results should be presented as a table where each row represents a bill. The table will include the Document Number as a hyperlink to the Purchase Order in NetSuite, Date, the Vendor Name, Item(s), Amount, and the user that created the bill.

Use the ns_updateRecord tool to update the status of [Document_Number] to be approved.

Use the ns_updateRecord tool to approve [all] bills.

Pay Bill(s) via ACH

A/P Analyst

                    Use the ns_runCustomSuiteQL tool to find a list of all vendor bills ready to be paid electronically via ACH - approved bills for vendors with bank details stored and EFT Payment = T. 

This list should be provided, grouped by the Company Bank Details that would pay each respective vendor. Each row represents a bill and should include the Date, Document Number (hyperlinked to the Bill in NetSuite), Vendor, 'T' if they have EFT Payment marked as True, the Memo, the Amount, the user who created the Bill, the user who approved the Bill, and the Purchase Order if created from a PO.

**use one of below templates**
Use the ns_createRecord tool to issue payments for all bills that can be paid [BANK_ACCOUNT] between [DATE] and [DATE].

Use the ns_createRecord tool to issue payments for all bills that can be paid from [BANK_ACCOUNT].

Use the ns_createRecord tool to issue payments for all unpaid bills for [VENDOR_NAME].

Pay Bill(s) via Check or Record Wire Payments

A/P Analyst

                    Use the ns_runCustomSuiteQL tool to find a list of all vendor bills ready to be paid. 

The bills should be grouped into vendors that are to be paid via ACH (EFT Payment = T), and those that are not. They are then to be further grouped by Subsidiary.

Each row represents a bill and should include the Date, Document Number (hyperlinked to the Bill in NetSuite), Vendor, Memo, Amount, the user who created the Bill, the user who approved the Bill, and the Purchase Order if created from a PO.

**use one of below templates**
Use the ns_createRecord tool to issue payments for all bills that can be paid from GL account number [BANK ACCOUNT GL NUMBER] between [DATE] and [DATE]. These payments will be via Check, which should generate Check Numbers for each of these payment records.

Use the ns_createRecord tool to issue payments for all bills that can be paid from GL account number [BANK ACCOUNT GL NUMBER. These payments will be via Check, which should generate Check Numbers for each of these payment records.

Use the ns_createRecord tool to issue payments for all unpaid bills for [VENDOR_NAME]. These payments will be via Check, which should generate Check Numbers for each of these payment records.

Use the ns_createRecord tool to issue payments for all unpaid bills for [VENDOR_NAME]. These payments will be via wire, recorded as wire number [WIRE_NUMBER].

Use the ns_createRecord tool to issue payment for vendor bill [DOCUMENT_NUMBER]. This payment will be via wire, recorded as wire number [WIRE_NUMBER].

Pay Bills via ACH - Pay Bills Between [DATE] and [DATE]

A/P Analyst

                    Use the ns_runCustomSuiteQL tool to find a list of all vendor bills ready to be paid electronically via ACH - approved bills for vendors with bank details stored and EFT Payment = T. 

This list should be provided, grouped by the Company Bank Details that would pay each respective vendor. Each row represents a bill and should include the Date, Document Number (hyperlinked to the Bill in NetSuite), Vendor, 'T' if they have EFT Payment marked as True, the Memo, the Amount, the user who created the Bill, the user who approved the Bill, and the Purchase Order if created from a PO.

Use the ns_createRecord tool to issue payments for all bills that can be paid [BANK_ACCOUNT] between [DATE] and [DATE].

Pay Bills via ACH - Pay Specific Vendor

A/P Analyst

                    Use the ns_runCustomSuiteQL tool to find a list of all vendor bills ready to be paid electronically via ACH - approved bills for vendors with bank details stored and EFT Payment = T. 

This list should be provided, grouped by the Company Bank Details that would pay each respective vendor. Each row represents a bill and should include the Date, Document Number (hyperlinked to the Bill in NetSuite), Vendor, 'T' if they have EFT Payment marked as True, the Memo, the Amount, the user who created the Bill, the user who approved the Bill, and the Purchase Order if created from a PO.

Use the ns_createRecord tool to issue payments for all unpaid bills for [VENDOR_NAME].

Pay Bills via ACH - Pay All Bills

A/P Analyst

                    Use the ns_runCustomSuiteQL tool to find a list of all vendor bills ready to be paid electronically via ACH - approved bills for vendors with bank details stored and EFT Payment = T. 

This list should be provided, grouped by the Company Bank Details that would pay each respective vendor. Each row represents a bill and should include the Date, Document Number (hyperlinked to the Bill in NetSuite), Vendor, 'T' if they have EFT Payment marked as True, the Memo, the Amount, the user who created the Bill, the user who approved the Bill, and the Purchase Order if created from a PO.

Use the ns_createRecord tool to issue payments for all bills that can be paid from [BANK_ACCOUNT].

Pay Bills - Write Checks for [DATE RANGE]

A/P Analyst

                    Use the ns_runCustomSuiteQL tool to find a list of all vendor bills ready to be paid. 

The bills should be grouped into vendors that are to be paid via ACH (EFT Payment = T), and those that are not. They are then to be further grouped by Subsidiary.

Each row represents a bill and should include the Date, Document Number (hyperlinked to the Bill in NetSuite), Vendor, Memo, Amount, the user who created the Bill, the user who approved the Bill, and the Purchase Order if created from a PO.

Use the ns_createRecord tool to issue payments for all bills that can be paid from GL account number [BANK ACCOUNT GL NUMBER] between [DATE] and [DATE]. These payments will be via Check, which should generate Check Numbers for each of these payment records.

Prepaid Amortization - Book Prepaid Expense via Bill

A/P Analyst

                    I am booking a prepaid expense for [INSURANCE] that will be amortized for [NUMBER] months. Confirm the Amortization Schedule in my NetSuite instance that best suits this use case. 

Show me the prepaid expense account that this that this will be booked to on the vendor bill. Show me the expense account that will be used on the monthly amortization entry. Provide a preview of the GL impact of the initial bill, the first Amortization journal entry booked, and the amortization waterfall for this prepaid expense.

Use the ns_createRecord tool to create a vendor bill with the following details:
Vendor: [VENDOR]
Date: [DATE]
Location: [LOCATION]
Memo:

Account: [ACCOUNT_NUMBER]
Description:
Department: [DEPARTMENT_NAME}
Class: [CLASS_NAME]
Amount: [AMOUNT]
Amortization Schedule: [AMORT_NAME]
Amortization Start Date: [DATE]
Amortization End Date: [DATE]

General Notices