Automatically Push Bills From Quartzy to NetSuite For Any Vendor

How to Sync Invoices to NetSuite as Bills

Prerequisites:

• You must have an active and properly configured integration with NetSuite.
• The Purchase Order (PO) related to the invoice must already exist in Quartzy and be successfully synced to your NetSuite account.
• You must be using the Invoices module in Quartzy.
• Quartzy needs to know which accounts to use when setting tax, shipping, and handling costs. Please reach out to your success manager to set these values. 

Step-by-Step Instructions:

1. Upload the Invoice to Quartzy: Navigate to the Invoices module in Quartzy (Procurement > Invoices) and either upload the vendor invoice PDF you received or find an invoice that was automatically forwarded into Quartzy. Quartzy's system will scan the document to auto-populate fields like Invoice #, date, and amounts.
2. Match the Invoice to a Purchase Order: In the invoice entry form, locate the PO Number field. Select the corresponding Purchase Order from the dropdown list if it's not already selected. This step is critical as it links the invoice to the PO that already exists in both Quartzy and NetSuite.
   
    
3. Verify Invoice Data: Ensure the line items, quantities, and costs on the invoice match the information on the Purchase Order. Optionally, set your NetSuite custom line fields.
    
4. Approve the Invoice: Once you have verified that all information is correct and the invoice is matched to the correct PO, click the Approve + Sync button.
   
   
5. Automatic Sync to NetSuite: This is where the magic happens! Upon approval, Quartzy automatically performs the following actions in your NetSuite account:
   1. Finds the matching Purchase Order.
   2. Creates a new Bill.
   3. Populates the Bill with the line items, quantities, and costs from the invoice.
   4. Links the new Bill directly to the original Purchase Order.
   5. Attaches the invoice PDF from Quartzy to the Bill for your records.

By following these steps, you can fully automate your bill creation process, creating a seamless connection between your lab's procurement in Quartzy and your organization's finances in NetSuite.