Create Records From Another Transaction

Many NetSuite records are created from another transaction: an item fulfillment from a sales order, a vendor bill from a purchase order, a work order issue from a work order. A bulk record sheet does the same when you fill in the record's Created From cell. This page explains how it works and how to set up each kind of record.

How It Works

On a new record (blank Internal ID), fill in Created From with the source transaction. Deposit Applications use the Deposit column and Vendor Prepayment Applications use the Vendor Prepayment column instead.
On upload, Finsyte asks NetSuite to build the new record from the source, the same as selecting Fulfill, Bill, Receive, and so on, on the source record in NetSuite.
The new record is linked to the source, and the source's status updates (for example, Pending Billing becomes Billed).

After the upload, the rows are rewritten from the new record, as for any create. Editing the record later is a normal update: change the cells and upload again.

Remarks

Created From accepts the value from its dropdown, the source's internal ID (for example 115258 or id_115258), or its document number (for example SO2529). The dropdown lists the most common source type; for another type, such as a transfer order on an item receipt, enter its internal ID or document number.
The new record takes its Customer or Vendor and Subsidiary from the source. You can leave those cells blank. If they are filled in, they must match the source; a different value is flagged with A record created from another transaction keeps that transaction's ….
If the source can't be found, or more than one transaction has that number, the Created From cell is flagged and that record is skipped. The rest of the sheet still uploads.
A Created From of a type not listed on this page is uploaded as an ordinary new record, with Created From sent as a field.

Which Source Line Each Row Is

When NetSuite fulfills, receives, or bills a transaction, each line of the new record is tied to one line of the source. That's how the source is updated, for example the quantity fulfilled on a sales order line. So for fulfillments, receipts, bills, invoices, credit memos, returns, and work order issues, Finsyte needs to know which source line each row is for. Usually it works this out for you:

Finsyte looks for the row's Item among the source's open lines, the lines not yet fully fulfilled, received, or billed. If one open line has that item, the row is for that line.
If several open lines have the item, Finsyte uses the one at the row's Location. On bills, invoices, and other billing records, it also prefers a line that isn't fully billed yet.
If it still can't tell, it flags the row's Item cell with This item is on more than one open line of the source transaction (lines …). Add the Order Line column (in the Items group) to the template, create a new sheet, and enter one of the line numbers from the message. These are the source's line IDs, the same numbers shown in Items: Line ID when the source is downloaded on a bulk record sheet. On a work order issue, use the Line Number column in the Component group instead.

Each source line can be used by only one line of the new record. To split a line across lots, bins, or statuses, keep it as one line and give it several Inventory Assignment rows.

Fulfill and Receive

Record	Created from
Item Fulfillment	Sales Order, Transfer Order, Vendor Return Authorization
Item Receipt	Purchase Order, Transfer Order, Return Authorization

Template columns: Created From and Date; on the item lines Item, Quantity, and Location; and the Inventory Assignment columns when the items use lots, serial numbers, bins, or statuses. Optional: Order Line, Fulfill or Receive, Ship Status (fulfillments).

Only the rows on the sheet are fulfilled or received. Every other open line of the source is sent as not fulfilled, so nothing ships or arrives by accident. To fulfill part of a line, enter the partial quantity in Quantity.
Inventory detail: a lot-numbered or serialized item needs its numbers in the Inventory Assignment columns. At locations that use inventory statuses, a plain item needs a status row too (Inventory Status and Quantity). Without them NetSuite rejects the line with Please configure the inventory detail in line N.
Shipped: a fulfillment is saved as Picked unless Ship Status is set to Shipped. Invoices, cash sales, and transfer order receipts need the fulfillment to be shipped first.
Carrier shipping methods: an order or transfer order with a UPS or FedEx shipping method can only be marked Shipped when that carrier is set up in NetSuite. Otherwise clear the order's Ship Via, or leave the fulfillment as Picked.
Transfer orders: the fulfillment ships from the transfer order's From Location, and the receipt receives at its To Location. A line can only be received after it has shipped. For Order Line, use the transfer order's line number as downloaded.
Returns: approve the return authorization before receiving it, in NetSuite or by uploading Order Status = Pending Receipt on the return's own sheet.

Bill and Credit From an Order

Record	Created from
Vendor Bill	Purchase Order
Invoice	Sales Order
Cash Sale	Sales Order
Return Authorization	Sales Order, Cash Sale
Credit Memo	Invoice, Return Authorization
Cash Refund	Cash Sale, Return Authorization
Vendor Return Authorization	Purchase Order

Template columns: Created From and Date; item lines with Item and Quantity, plus Rate if it differs from the source. Optional: Order Line.

The new record has exactly the sheet's lines, each linked to its source line. Leave a line off the sheet to leave it unbilled.
No item rows at all: NetSuite copies every open line of the source.
Other sublists: if the sheet has rows for another sublist, such as Expenses, the new record's lines for that sublist are exactly those rows. If it has none, the source's lines for that sublist are copied.
Order of steps: a sales order must be fulfilled and shipped before it can be invoiced, sold on a cash sale, or returned. A return must be received before it can be refunded.
Cash sale: only an order with a payment method can become a cash sale. Set the sales order's payment method first; otherwise NetSuite only allows an invoice and answers That is not a valid record transformation.
Cash refund from a return: fill in Account, the bank account the refund is paid from.
Vendor return from a purchase order: fill in each line's Target Subsidiary and Target Location with the purchase order's subsidiary and location.
Approve at creation: a return authorization or vendor return authorization can be created approved by filling Order Status with Pending Receipt or Pending Return.

From a Quote, Bill, or Requisition

Record	Created from
Sales Order, Invoice, Cash Sale	Estimate (Quote)
Vendor Credit	Vendor Bill, Vendor Return Authorization
Purchase Order	Purchase Requisition

These records are linked to the source as a whole; their lines are ordinary lines.

Fill in Item, Quantity, and Rate on each row. Order Line is not used.
The new record has exactly the sheet's lines. With no item rows, every source line is copied.
Requisition to purchase order: the vendor comes from the requisition's lines. Set Vendor on each requisition line first and leave the purchase order's Vendor cell blank; a filled Vendor is flagged.
Quote to cash sale: set the payment method on the sheet.

Work Orders

Record	Created from
Work Order Issue, Work Order Completion, Work Order Close, Assembly Build	Work Order
Assembly Unbuild	Assembly Build

Work Order Issue: one row per component, with Item and Quantity, and Inventory Assignment rows for lot-numbered or serialized components. Only the components on the sheet are issued. Components left off the sheet are sent with quantity 0.
Work Order Completion (work orders that use WIP): Quantity, Completed Quantity, Starting Operation, and Ending Operation, which are required, and the assembly's inventory detail (a new lot number for a lot-numbered assembly).
Assembly Build: Quantity and the assembly's inventory detail (a status row at locations with statuses, or a lot or serial number for a tracked assembly). The components come from the bill of materials.
Assembly Unbuild: Quantity only. Leave the assembly's inventory detail empty; NetSuite copies it from the build and rejects one sent with the upload.
Work Order Close: Created From and Date are enough.

Deposits and Prepayments

Deposit Application: fill in Deposit (the customer deposit) and the Apply rows (the invoice and the amount).
Vendor Prepayment Application: fill in Vendor Prepayment, Account (the A/P account of the bills, for example Accounts Payable), and the Apply rows (the bill and the amount). Without Account, NetSuite lists no bills and answers You must enter at least one line item.
Customer Refund is an ordinary new record: fill in Customer, Account, and the Deposit or Apply rows for the deposit or payment being refunded.

Messages

Validate Sheet does not check the source transaction, so these messages appear only when you upload. The rest of the sheet still uploads.

Where	Message	What to do
Item cell	`This item is on more than one open line of the source transaction (lines …). Add the Order Line column…`	Add the Order Line column and fill in the source's line number.
Item cell	`This item is not an open line of the source transaction (or another row already uses that line).`	The line is fully fulfilled, received, or billed, is closed, or isn't on the source.
Item cell (work order issue)	`This item is not an open component of the work order.`	Check the component against the work order.
Order Line cell	`Order Line N is not a line of the source transaction.`	Check the number against the source.
Vendor cell (purchase order)	`Leave Vendor blank: a purchase order created from a requisition takes its vendor from the requisition's lines…`	Clear Vendor and set the vendor on the requisition's lines.
Created From cell	`'…' was not found. Use the transaction's Internal ID or pick it from the dropdown.` or `More than one transaction is numbered '…'. Use the transaction's Internal ID.`	Use the source's internal ID.
Customer, Vendor, or Subsidiary cell	`A record created from another transaction keeps that transaction's …`	Clear the cell or use the source's value.
Status	`You can not initialize …: invalid reference …`	The source isn't ready yet: not approved, not shipped, or not received.
Status	`… invalid sublist or line item operation … static sublist`	A line named on the sheet isn't on the new record. Check Order Line.

Records the add-in can't prepare show Error: Skipped due to validation errors in the Status column; the flagged cell's note gives the reason.

Next step: Example: Invoices Start to Finish