Vendor Prepayment Import

A Vendor Prepayment is a posting transaction that impacts the general ledger without offsetting the Accounts Payable account. When the vendor prepayment is applied, the Accounts Payable account is offset. The Vendor Prepayments feature records and tracks payments to vendors before they accept a purchase order for a good or service. You can apply these prepayment amounts against open bills for the vendor.

For more information about Vendor Prepayments, see Vendor Prepayments.

Usage Notes

Consider the following usage notes when importing vendor prepayment data.

• You must map one of the following NetSuite fields to a column in your CSV file to serve a unique identifier: External ID, Internal ID, or a document number field such as Order # or Invoice #.

• Each imported Vendor Prepayment record should include a reference to a NetSuite Vendor record, mapped to the Vendor Prepayment: Payee field. This reference should match exactly the Vendor ID field value in the Vendor Record.

• You must map a CSV file field to the NetSuite Account field to represent the accounts from which prepayments are made. You have the option of mapping to the A/P Account field to represent the accounts payable accounts impacted by prepayments. If the Use Account Numbers preference has been enabled at Setup > Accounting > Accounting Preferences, imported values for the Account and A/P Account fields should include both account number and name, for example: 11000 Accounts Payable. If this preference is not enabled, values should contain account names only, for example: Accounts Payable.

• Each imported Vendor Prepayment record should specify payment amount, mapped to the Vendor Prepayment: Payment Amount field.

• The Vendor Prepayment: Date field is required, but is set to the current date if not specified.

For details about fields that can be mapped in the vendor prepayment record, see the SOAP Schema Browser’s vendor prepayment reference page. You can use the field definitions here as a basis for creating your own CSV import template file. For information about working with the SOAP Schema Browser, see SOAP Schema Browser.

Vendor Prepayment Import Example

The following table provides an example showing how you might structure a file for importing vendor prepayment data.

Each row must include a unique identifier in the case of this example an external ID.

Supported Vendor Prepayment Sublist Data Imports

Vendor Prepayment Import supports the import of Accounting Books sublist data. Accounting Books sublist data is available only when the Multi-Book Accounting feature is enabled, and only when more than one active accounting book exists. This sublist is selectively updateable based on the Secondary Book key field.

Using Import Assistant for Vendor Prepayments Mass Update

You can perform a mass update of existing Vendor Prepayment data by creating a Transaction saved search with a filter of Type is Vendor Prepayment, changing data externally, then using the Import Assistant to import modified data, using the Update data handling option. For more information, see Creating Transaction Saved Searches for Reimport.

The Import Assistant is available at Setup > Import/Export > Import Tasks > Import CSV Records. After you select the record type for import, you choose the import character encoding. For more information, see Select a Record Type for Import and Choose Import Character Encoding.

General Notices