Code bill item lines
Required user role: AP processor
Required permission: Process Bills
- Bill item lines can be coded when they're in either Pending review or Pending AP action statuses.
- If your company uses NetSuite and item lines are enabled, you can code non-PO backed bills using item lines instead of expense lines.
When to use item lines
- Use Item when the invoice references a specific NetSuite item, or when item-level tracking is needed.
- Use Expense when the invoice is a general charge and does not map to a NetSuite item.
- Item lines are only available for non-PO backed bills.
What is an item line?
A bill line can be either an:
- Expense (default)
- Item
An item line links the bill line to a NetSuite item. When you choose Item, you can select an item from the synced list, and the units and unit price may fill in automatically.
A bill can include both expense and item lines.
How to code item lines
1. Open the bill
Open a non-PO bill from the Bill list that is in Pending review or Pending AP action, then scroll to Bill lines.
2. Change the line type to item
On the relevant line, open the Type dropdown and select Item.
- Type is required.
- You cannot change the type after approval.
3. Select the item
In the Item field, choose the correct NetSuite item.
If the list is empty, this message may display No items available for this payer entity as the items don't apply to the entity you're working in.
You cannot submit the bill if an item line has no item selected.
4. Check the units, unit price, and net amount
- Units: If it is blank, it may fill in from the item. If it differs, a mismatch warning appears, and you can choose to update it.
- Unit price: If it is blank, it may be filled in from the item. If it differs from the item, a mismatch warning appears, and you can choose to update it.
- Net amount: Each item line net amount must be positive. Vendor credits are allowed, but item lines still must be positive.
5. Expense account
For item lines, Expense account is optional:
- By default, NetSuite uses the expense account set for the item.
- If your NetSuite account setup allows you to override the item's default expense account, you can choose a different expense account in Tipalti.
- If you enter an account, your selection is used.
6. Submit the bill
Before submitting, confirm:
- Each item line has an item selected.
- Each item line amount is positive.
- Any validation errors in the banner are resolved.
Limitations
- Item lines are only available for non-PO bills.
- You cannot submit a bill with a negative item line.
- You cannot set a line to Item using CSV or API.
- Lot-numbered and serialized items are not supported.
- Changes made to an item in NetSuite (such as unit price or UOM) only apply to new bills. Existing bills are not updated.
Common questions
Why can’t I select an item?
This usually happens when items have not synced, or the item is not available for your entity. If the list is empty, contact your administrator to confirm item lines are enabled and items are syncing.
Why can't I submit?
Check that every item line has an item selected and that each item line amount is positive. Then check if you completed all the required fields.
Why did the units or unit price change after I selected an item?
Units and Unit price can be filled in from the NetSuite item. If your entry differs from the item, you may see a mismatch warning with an option to update.
Why is there a sync error when sending the bill to NetSuite?
Common causes include using an item that is not in the synced item list, an item that is inactive in NetSuite, or an item that is not available for your entity.
Check Sync monitoring for the error message, then confirm if the item is active and available in NetSuite.