Whether you’re a new or existing NetSuite user, Tropic’s customizable Purchase Order (PO) functionality allows you to tailor PO fields to align with your organization’s procurement needs. This guide walks you through the steps to set up and manage your Purchase Order fields for seamless integration and efficient purchasing processes.
Before You Start
Requires the following role: Owner
Before setting up customizable Purchase Order fields, you must have completed the NetSuite integration
Review your organization’s purchasing process to identify which fields are essential for your Purchase Orders to align with NetSuite and support your accounting practices.
What are Purchase Orders?
Purchase Orders formalize the process of requesting and authorizing purchases, ensuring financial commitments are documented and tracked. With Tropic, you can:
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Configure standard and custom fields for POs.
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Align POs with your unique accounting and procurement needs.
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Streamline integration with NetSuite for accurate, efficient purchasing.
Benefits at a Glance
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Include only fields essential to your organization.
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Enhance efficiency by aligning PO forms with NetSuite.
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Improve accuracy in capturing financial details.
Step-by-Step Guide to Setting Up and Customizing Purchase Order Fields
Step 1: Review Synced Fields in NetSuite
For Existing PO Users: Configure Tropic POs to match NetSuite POs to avoid integration errors or business process interruptions.
For New PO Users: Analyze your procurement workflows and determine which fields to enable in NetSuite.
- Log into NetSuite.
- Navigate to Transactions > Purchases > Purchase Orders.
- Review the fields on your PO form.
Notes:
- Contact your NetSuite administrator if you have questions about field configurations.
- If any expected fields are missing, contact Support to confirm they’re enabled for syncing.
Step 2: Access Purchase Order Settings in Tropic
- Navigate to Settings --> Purchase Orders in Tropic.
- Access customization options.
Step 3: Configure Field Requirements and Visibility
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Mark Fields as Required: Use the Require checkbox to make fields mandatory before submitting a PO.
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Enable Fields: Toggle the Enable option to determine visible fields on your PO form.
Step 4: Add Custom Fields (Optional)
- Click Manage Custom Fields to add custom fields.
- Select custom fields for the PO Header or Line Item level.
- Click Save to finalize.
Note: If expected fields are missing, contact Tropic to confirm syncing.
Step 5: Customize Field Names and Add Help Text
- Rename Fields: Use the Custom Field Name column to align field names with internal terminology (e.g., rename “Payment Terms” to “Payment Conditions”).
- Add Help Text: Provide instructions in the Help Text column (e.g., “Specify the agreed-upon payment terms with the supplier”).
Step 6: Save Your Changes
- Click Save to apply changes. (Tropic does not auto-save modifications.)
- Use the Preview feature to test configurations before deploying them.
Managing Line Items on the Purchase Order Form
Line items detail individual products or services in a PO. Tropic divides line items into:
- Expenses: Tracks financial details like GL accounts or expense categories.
- Items: Captures details for physical goods or services, including quantities and unit prices.
Customizing Line Item Fields
- Rename fields in the Custom Field Name column.
- Add brief instructions in the Help Text column (max 250 characters).
- Enable fields for visibility or mark them as required to ensure completeness.
Configuring Line Item Details
- Enable GL Account/Expense Category Entry: Categorize line items by GL Account or Expense Category.
- Enable Item Entry: Specify item details such as name, quantity, and unit price.
Managing Item Types
Select which item types are available for Purchase Orders:
- Include relevant types (e.g., services) to streamline PO forms.
- Exclude irrelevant types to maintain focus and efficiency.
Testing and Saving Configurations
- Use the Preview feature to simulate creating a PO with custom fields.
- Test mandatory fields and functionality.
- Click Submit to NetSuite to finalize customizations for future POs.
Note: Fields marked with an asterisk () are required.*
Best Practices for Customizing Purchase Orders
- Use Clear Terminology: Ensure field names are easily understood by users.
- Mark Critical Fields as Required: Prevent incomplete submissions.
- Test Before Going Live: Use Tropic’s testing feature to catch errors.
- Simplify Where Possible: Include only essential fields to streamline the form.
- Manually Re-Sync with NetSuite: Perform manual re-syncs to update fields after changes in NetSuite.
FAQs
Q: How often should I re-sync my custom fields with NetSuite?
A: It’s a good idea to re-sync whenever there are changes to your NetSuite setup, such as new custom fields or updates to existing ones. Regular syncing ensures that your Purchase Orders are always aligned with the latest data. You can manually re-sync by following these steps:
- Navigate to the Integrations page.
- Locate your NetSuite instance and click Manage.
- Click Sync Data to update the fields immediately.
Q: Can I revert changes after saving my Purchase Order configuration?
A: Yes, you can always go back to the customization settings and make adjustments as needed. However, any changes you make will only apply to future Purchase Orders, not those already submitted.
Q: What should I do if my test Purchase Order fails?
A: If your test PO fails, review the test results to identify any missing or incorrectly configured fields. Make the necessary adjustments in the customization settings, then re-test the form to ensure everything works correctly.
Q: How do I handle multiple item types in a single Purchase Order?
A: You can configure different fields for each item type (e.g., services vs. products) and use the Manage Item Types option to ensure only the relevant item types are included in your Purchase Orders.
Additional Resources
To learn more about our training documentation, please visit our Help Center.