Introduction

This user guide is for managing and exporting Purchase Orders and expenses within Custodia. This guide aims to provide you with step-by-step instructions, from PO import to the final export of expenses as vendor bills. 

step-by-step guide. 

Step 1. Importing Purchase Orders into Custodia

Step 2. Understanding the Tabs in the Purchase Order Import Screen

Step 3: Importing Purchase Orders from NetSuite to Custodia

Step 4: Simulating a Transaction in Custodia

Step 5: Exporting Expenses as Vendor Bills in NetSuite

Step 1: Importing Purchase Orders into Custodia

• Access the Finance & Accounting Screen: On the web application, Navigate to the Finance & Accounting screen, usually accessible from the main dashboard. (1)

• Navigate to Purchase Orders Import Screen: Within the Finance & Accounting drop-down list, find and select the Purchase Orders section and click on Purchase Orders Import. This action will direct you to the dedicated screen to import and manage all your Purchase Orders. (2&3)

Step 2: Understanding the Tabs in the Purchase Order Import Screen

Within the Purchase Order Import screen, you will encounter several highlighted tabs that serve specific functions. Each is outlined below for clarity:

Tabs Specific to Issue Resolution

• Revalidate: This tab appears exclusively under the "Issues" section. Use the Revalidate function to confirm any modifications made to the Purchase Order category mapping within Custodia.(1)
• Autofix: Also appearing in the "Issues" section, this option automatically resolves identifiable issues with some of the PO records within Custodia.(2)

Status-Based Tabs

• Issues: This tab aggregates POs that have encountered problems such as missing employee names or incorrect category mappings. (3)
• Waiting: This tab houses successfully imported POs awaiting processing. Note that new POs are typically processed every few minutes. (4)
• Processed: This tab is for POs that have been successfully imported and processed. (5)
• Failed: This tab stores any POs that were imported but encountered issues that prevented the successful creation of an activity. (6)

Step 3: Importing Purchase Orders from NetSuite to Custodia

While importing new POs is an automated process in the production environment, manual synchronization is required when operating in sandbox. Please follow the steps below to manually sync new POs into Custodia. The synchronization typically completes within a matter of minutes.

Synchronization Steps

Initiate Sync: Locate the Sync button and click to commence the synchronization process. (Screenshot below) (1&2)

Notifications and Activity creation. 

• Notification: Upon successful synchronization, you will receive a notification indicating that the process is complete.
• Activity Creation: If a PO is successfully imported, an activity will automatically be created for that specific PO within Custodia.

Imported PO 

Step 4: Simulating a Fake Transaction in Custodia(Sandbox only)

Having successfully imported the Purchase Order into Custodia and created an associated activity, you're now set to simulate a transaction on behalf of the employee. This step walks you through how to create a fake transaction using a dummy credit card allocated to the relevant employee.

Steps for Transaction Simulation

• Navigate to the Card screen where the dummy credit card details are stored. (3)
• Locate Simulate Transaction Option: Within the employee's card record, find and click on the Simulate Transaction icon to initiate the simulation process. (4)
• Merchant and Amount: Upon clicking, you will have the option to search for a merchant and specify an amount for the transaction. Fill in these details as required. 
• Click on Post: After setting the merchant and amount, click on the Posted button to proceed. (5)
• Simulate Transaction: Finally, click on Simulate Transaction to complete the simulation process.(6)

Confirmation and Verification

• Simulation Successful: A confirmation message should appear at the bottom of the page upon completion.
• Activity Update: This simulated transaction will reflect in the previously created activity associated with the corresponding PO, allowing you to trace or audit the action within Custodia.
• Verify in Expense Screen: To confirm the simulation was effective, navigate to the Expense screen. The simulated transaction should now be visible there.

Step 5: Exporting Expenses as Vendor Bills in NetSuite

After successfully simulating a transaction, the next step involves exporting the expense. This step highlights how to navigate to the Expense screen and export the expense as a Vendor Bill to NetSuite.

Navigating to the Expense Screen

• Locate the Activity Section: From the main dashboard, navigate to the expense section.
• Access Expenses: Within the Activity section, click on the Expenses tab to display all the related expense records.

Editing and Uploading Receipts

• Edit Expense Record: Locate the specific expense you'd like to edit and proceed with any modifications as needed, use the screenshot below as a guide (1)
• Upload Receipt: Additionally, you have the option to upload the corresponding receipt for the expense. (2)

Export Process

• Locate Export Button: Find and click on the Export button within the Expenses screen.(3)
• Select NetSuite: A dialog will appear, select NetSuite from the available options to initiate the export process. (4)
• Review Export Settings: You'll see an option that allows you to export only reviewed & approved expenses. If this option is checked, only expenses that have undergone review will be exported. If left unchecked, all expenses will be included in the export. (5)
• Export: Click on Export to finalize the process and export the expenses as Vendor Bills to NetSuite.(6)

Final Step

• Export Confirmation: Upon successful export, you should receive a confirmation notification.
• Review Exported Data: It is advisable to verify the exported expenses in NetSuite to ensure their accuracy.