Colombia Localization SuiteApp Installation

The following topics describe the prerequisites for using the Colombia Localization SuiteApp and the installation steps:

• Overview

• Installation Prerequisites

• Installing the Colombia Localization SuiteApp

• Granting Access to Scripts for Colombia Localization

• Configuring Financial Reports for Colombia

Colombia Localization Overview

The Languages used in Colombia Localization are Latin American Spanish and English (U.S.).

The Colombia Localization SuiteApp provides features necessary for companies operating in Colombia. These features enhance transaction records in NetSuite:

• Custom records, fields, forms, and validations

• Colombia Localization Field Mapping

• Colombia Localization Components

• Electronic Invoicing Numbering Management

• Support Document Setup for people not liable for VAT

• Withholding Tax Certificate

• Individual Electronic Invoicing setup page

• Massive Electronic Invoicing setup page

• Magnetic Media Information or magnetic media setup

• Electronic Bank Payment file layouts for Colombia

• Integration of the Exchange rate USD- COP with Banco República

The Colombia Localization SuiteApp is intended to be used with other SuiteApps to provide full localization support for Colombia:

• Colombia Localization +Electronic Invoicing

  • XML e-document generation and validation

  • Sending XML to technological service provider for certification

  • Retrieving response from the technological service provider with the certified data

  • Storing the certified XML and PDFs in NetSuite

• Colombia Localization +Electronic Bank Payments

  Generating bank payment files with the official Colombia bank layouts (Bancolombia, Davivienda, and Banco de Bogotá)

• Colombia Localization +SuiteTax Latam Engine

  Generating Magnetic Media Information files for Colombia

Premises

If you are an entity that requires the use of multibook accounting in NetSuite, you should use Colombian pesos (COP) for the primary book. This way, you ensure the creation of the Colombia Localization reports.

Installation Prerequisites for Colombia Localization

To use Colombia-specific features, you must enable some SuiteCloud/General features and install relevant SuiteApps.

The Colombia Localization SuiteApp only works with accounts with SuiteTax and subsidiaries enabled.

Required Features

In NetSuite, go to Setup > Company > Enable Features.

• On the SuiteCloud subtab, enable the following features:

  • SuiteBuilder (Item Options, Custom Records, and Advanced PDF/HTML Templates)

  • SuiteScript (Client SuiteScript and Server SuiteScript)

  • SuiteFlow (SuiteFlow)

  • SuiteTalk (SOAP Web Services)

  • SuiteGL (Custom GL Lines, Custom Transactions, Custom Segments)

  For more information about SuiteCloud features, see SuiteCloud Features.

• On the Company subtab, enable the following features:

  • Locations

  • Departments

  • Classes

  • Multiple Currencies

  • Multiple Units of Measure

• On the Accounting subtab, enable the following features:

  • Accounting

  • Accounting Periods

• On the Transactions subtab, enable the following features:

  • Gross Profit

  • Advanced Shipping

  • Sales Orders

  • Bill Costs to Customers

  • Advanced Receiving

  • Multiple Prices

  • Credit Card Payments

  • Purchase Orders

• On the Items & Inventory subtab, enable the following features:

  • Inventory

  • Multi-Location Inventory

• On the Employees subtab, enable the following features:

  • Expense Reports

  • Time Tracking

  • Approval Routing

• On the CRM subtab, enable the following features:

  • Opportunities

  • Sales Force Automation

  • Customer Relationship Management

For more information about enabling features, see Enabling Features.

Required SuiteApps

After you have enabled the required SuiteCloud features, install the following SuiteApps:

• SuiteTax Latam Engine

• SuiteTax Latam Engine -Colombia Records

• Country–Specific Address Forms (Bundle)

• Electronic Invoicing (Bundle)

• Electronic Bank Payments (Bundle)

• NetSuite SuiteApps License Client (Bundle)

• SuiteTax Engine (Bundle)

Installing the Colombia Localization SuiteApp

The SuiteApp NetSuite Colombia Localization is a managed SuiteApp, and it is automatically updated whenever there are enhancements or new features added. You can install the SuiteApp by performing the following steps:

For more information about installing SuiteApps, see SuiteApp Installation.

To uninstall the bundle, see Uninstalling SuiteApps Obtained from the SuiteApp Marketplace.

Setting Up Prerequisites

When installing the Colombia Localization SuiteApp, records and components will be installed in the desired account with a role with enough permissions to perform these actions. Such as:

• E-document predetermined templates

• E-document predetermined packages

• E-document predetermined sending methods

• Bank file templates (Davivienda, Bancolombia, and Banco de Bogotá)

• List of states in Colombia (Setup > Company > States/provinces/counties)

• Register of municipalities (cities) in Colombia

Additionally, a new link is created in Setup > Colombia Localization > Localization Components. On this page, the components regarding bank template records and electronic invoicing templates will be displayed. These will be in charge of restoring the original entries of the records to their initial status in case of suffering any changes.

Colombia Electronic Bank Payment Components

The Colombia Localization SuiteApp includes templates for generating bank payment files in the format specified by the main Colombian banks: Bancolombia, Banco de Bogotá, and Davivienda. To enable these templates, the administrator must first install the Electronic Bank Payments SuiteApp, followed by the installation of the Colombia Localization SuiteApp. By doing so, the Colombia Localization SuiteApp adds the localized templates as payment electronic formats in the Electronic Bank Payments SuiteApp, and automatically installs them.

Colombia Electronic Invoicing Components

The Colombia Localization SuiteApp includes e-document packages that contain sending methods for certification and XML template files to let you integrate with Colombian Technological Service Providers. To enable these components, the administrator must first install the Electronic Invoicing SuiteApp, followed by installation of the Colombia Localization SuiteApp. By doing so, the Colombia Localization SuiteApp adds the localized sending methods and templates in the Electronic Invoicing SuiteApp, and automatically installs them.

For an overview of the Colombia Electronic Invoicing components, see Colombia Electronic Invoicing Overview.

You can manually install or reinstall Colombia Electronic Invoicing templates by going to Setup > Colombia Localization > Localization Components, provided that the Electronic Invoicing SuiteApp is updated to the latest version.

Viewing Colombia Localization Component Installation Status

The Colombia Localization SuiteApp provides a page that lets you view the installation status of Colombia Localization components.

You can view this page by going to Setup > Colombia Localization > Localization Components. The Colombia Localization Components page displays the following information:

The following statuses can appear in the Status column of the Colombia Localization Components page:

Granting Access to Scripts for Colombia Localization

If you have the Administrator role, you can grant access to script deployments for Colombia Localization.

Configuring Financial Reports for Colombia

To meet the required account classification structure for the reports in Colombia, the account catalog coding must follow the following pattern in the personalized record Setting up the CO Account Mapping Custom Record:

Class: First digit

Group: First two digits

Account: First four digits

Subaccount: First six digits

Auxiliary account: Eight digits as a good practice and conservation of the structure in the reports and unique at a transactional level.

Example: Account 11050501

1 Asset

11 Cash and cash equivalent

1105 Cash desk

110505 General cash desk

11050501 General administrative cash desk

• Trial balance

  After the field mapping on the chart of accounts, next step is the trial balance report setup with the required account levels:

  • Generation of NetSuite standard trial balance:

    Reports > Financial > Trial balance > Customize

  • Assign the desired name, for example: CO Trial Balance

  • Remove the Account column and replace it by clicking the option “Account By Type” on “Edit columns”:

    • Class

    • Group

    • Account

    • Subaccount

    • Auxiliary account

    On the Auxiliary account column, check the Group with previous column box:

    On the option Trial Balance:

  • Include the Amount column:

    • Add total

    • Alternate Period Range Type =relative to report date

    • Cumulative value

    • Alternate Period Range =last period

  • Include Debit and Credit columns

    • Add Grand total

    • Alternative period range type =relative to report date

    • Blank cumulative value

    • Alternate period range =this period

  • Include the Amount column:

    • Add Grand total

    • Alternate Period Range Type =relative to report date

    • Cumulative value

    • Alternate period range =last fiscal year to period

• Trial balance using third party

  After the field mapping on the chart of accounts, next step is the third-party trial balance report setup with the required account levels:

  • Generation of NetSuite standard trial balance:

    Reports > Financial > Trial balance > Customize

  • Assign the desired name, for example: CO Third-party Trial Balance

  • Remove the Account column and replace it by clicking the option “Account By Type” on “Edit columns”:

    • Class

    • Group

    • Account

    • Subaccount

    • Auxiliary account

    On the Trial Balance column, check:

    Transaction Third Party Entity (custom)

    On the Transaction Third Party Entity column, check the Group with previous column box.

General Notices