Introduction
ZoneCapture offers various settings and preferences allowing to customize your ZoneCapture experience according to your requirements.
One of the options is to set purchase order as a mandatory field during processing vendor bills through ZoneCapture.
In case for certain vendors (or all of them) purchase order is required, therefore it's not allowed to process standalone vendor bills, additional protection can be set in ZoneCapture to notify end users that required purchase order is not connected to the vendor bill.
Enabling the feature
To make purchase order a mandatory field, the following checkbox needs to be marked on the vendor record: Purchase Order Required (field id = custentity_zc_po_required).
If the field is not visible on the vendor record, adjust an entry form you currently use and show the field.
Expected Result
Bill to Process record
End user will be notified on the Bill to Process record that Purchase Order is required.
After clicking Save&Process button without selecting at least one purchase order, additional notification will be shown.
After clicking OK ZoneCapture will allow end user to proceed to accommodate any exceptions, therefore end user is not being completely blocked if it's for any reason necessary to create standalone vendor bill. ZoneCapture provides a warning system that will notify about current setup, but it still allows to proceed without connecting purchase order if necessary.
Additional Protection in ZoneCapture Incoming Overview
For Incoming Transactions to be Processed where required purchase order has not been matched, PROCESS button will not be shown. By default only EDIT button will be available to force end users to go through bill to process record in edit mode and verify if required purchase order can be connected manually.
To further enhance user experience in the use case, when Purchase Order is required only for certain vendors, additional column can be added to ZoneCapture Incoming Transactions to be Processed. Custom column can source the value of the setting "Purchase Order Required" from the vendor record to directly in the overview show if PO is required for certain bill or not.
The details guide how to customize the saved search can be found here.
To add the vendor-specific column into results, when editing the saved search select the following option:
Autoprocessing of vendor bills
In the scenario where you have autoprocessing of vendor bills enabled for a certain vendors, please note that vendor bill will not be autoprocessed if required purchase order has not been automatically matched. Autoprocessing will be stopped to leave the bill to process record for further manual verification of end user.
Compatibility with custom saved search created before 2.13.0 version
Please note that on NetSuite accounts where custom saved search is used for Incoming Transactions to be Processed screen that has been created before 2nd of October 2024 (release date of 2.13.0 version), adjustment of formula under PROCESS column is needed.
The following steps should be executed only if custom saved search is used under Incoming Transactions to be Processed view AND the custom saved search has been created in the ZoneCapture version older then 2.13.0.
Paste the name in the general search ZoneCapture Incoming purchase transactions to be processed and click on the Search. When you see the saved search results then click Edit this Search.
Open Results subtab and copy the value in the Formula Field of Process label.
As the second step retrieve the name of the custom saved search you use in the Incoming overview and paste the name in the general search. When you see the saved search results then click Edit this Search.
Open Results subtab and paste the value you obtained in the previous step. Formula for the clumn "Process" needs to be replaced with the new formula we provided in 2.13.0 version.