Syncing POs and matched bills troubleshooting guide (NetSuite only)

Overview

If you are using NetSuite, you may run into issues syncing POs and/or bills attached to POs that could be fixed by updating your NetSuite preferences. 

Error 1 - Syncing Bill Matched to PO

You can not initialize vendorbill: invalid reference {XXX}.

This error can occur when a PO is attached to a bill in Ramp, but the attached PO in NetSuite is still pending receipt of the items, and the NetSuite account does not have "Bill in advance of receipt" enabled. 

This error can also occur if the PO is already showing "fully billed" because it's matched to a bill that's already fully billed. If the PO is showing fully billed, any new bills created in Ramp and syncing in Ramp and syncing to NetSuite for that PO will get this error.

Solution - Enable billing in advance of receipts

Typically, POs in NetSuite need to be received before they can be billed against, but this setting in NetSuite allows you to bill against a PO even without a receipt. Enabling this may allow your company to move more quickly with billing. In NetSuite:

• Go to Setup -> Accounting -> Accounting Preferences
• Go to the Order Management tab
• Go to the Receiving section and enable Bill in advance of receipt option

Alternatively, you could solve by:

• Creating an item receipt for the bill
• Deleting the bill in Ramp, and recreate the bill once the items have been received in NetSuite
• Ignoring the error until the PO items are marked as received in NetSuite; the error will then resolve and the bill will sync to NetSuite with the next sync after receipt

Error 2 - Syncing Bill Matched to PO

Solution: This error can occur if a bill is synced to a PO that was deleted in NetSuite. This can be fixed by re-syncing the PO from Ramp to NetSuite, which would re-create the PO. 

Error 3 - Syncing a PO from Ramp to NS

Solution: You may be having trouble syncing a PO if your NetSuite instance doesn't allow for the right line items. Enable Items and Expenses in your NetSuite PO settings

For example, if you're hitting an error when trying to sync a PO with an expense line item, update NetSuite to allow for Inventory:

• • • Go to Setup -> Accounting -> Accounting Preferences
    • Go to the Order Management tab
    • Find the Receiving section and enable option to allow expenses

Solution: You may be having trouble syncing a PO if the PO# in NetSuite is different from the Ramp PO#. The solution here is to double check you have "Allow Override" enabled specifically for Purchase Orders transaction numbers.Steps below from reference documentation:

• An administrator can go to Setup > Company > Auto-Generated Numbers.
• Click the Transactions subtab.
• To ensure that no duplicate transaction numbers are used, clear the box in the Allow Override column for each transaction.
• Click Save.