IE-4: Open AP Import | NetSuite Implementation Guide | NetSuite Implementation Guide

Open AP Import Overview

Import open (unpaid) vendor bills from your legacy system to establish accurate AP aging and vendor balances.

⚠️ Prerequisites

Complete Tiers 0-2 (Foundation, Classifications, Entities) before importing AP. Vendors must exist in NetSuite before importing their bills.

Phase 1

Preparation

Preparation Checklist

Export open AP aging report from legacy system
Reconcile legacy AP to GL control account
Identify cutoff date for migration
Determine bill-level vs summary approach
Create AP clearing account in NetSuite
Map vendor names to NetSuite internal IDs

Phase 2

Field Mapping

NetSuite Field	Required	Notes
Vendor	Yes	Internal ID or external ID
Transaction Date	Yes	Original bill date
Due Date	Yes	Calculate from terms
Amount	Yes	Open balance only
External ID	Recommended	Legacy bill/invoice number
Memo	Optional	Mark as "Migration"

💡 Use Clearing Account

Debit the AP Clearing account (not expense) to avoid double-counting expenses that were already recognized in the legacy system.

Phase 3

Pre-Import Validation

Validation Checklist

Verify all vendors exist in NetSuite
Check date formats match NetSuite requirements
Validate currency codes for multi-currency
Confirm amounts are positive (vendor credits separate)
Test import with small batch (5-10 records)
Review test results for errors

Phase 4

Import Process

Import Checklist

Import vendor bills in batches (500-1000)
Monitor for timeout errors
Log successful imports
Track and resolve failures
Import vendor credits separately
Apply vendor credits to bills if needed

Phase 5

Reconciliation

Reconciliation Checklist

Run NetSuite AP aging report
Compare totals to legacy system
Verify vendor balance accuracy
Check AP clearing account balance
Investigate and resolve variances
Obtain finance sign-off

ℹ️ Expected Result

The AP Clearing account should equal the total AP balance imported. This balance is offset when opening balances are posted via Journal Entry.