Retract and Re-Do a Bill for ERP Synchronization

In this article, we will guide you through the process of retracting and re-doing a bill in Zipalti to ensure it syncs accurately with your ERP system, such as NetSuite. This feature is designed to help maintain the integrity and accuracy of your financial records by allowing necessary changes to be made to bills post-synchronization.

Steps for Non-PO-backed Bills

1. Retract the Bill
   Locate the bill you wish to modify and click Retract to change the bill’s status to "Pending AP action."
2. Wait for a Full Sync Cycle
   Allow a sync cycle (at least 30 minutes) to complete before making further changes. This step ensures that Zipalti sends a credit memo to your ERP system to close the original bill on record.
3. Edit the Bill
   After waiting for the sync cycle, proceed to make the necessary changes to your bill within Zipalti.
4. Approve the Updated Bill
   Send the edited bill for approval. Once approved, the updated bill will sync to your ERP as a new bill entry.

Steps for PO-backed Bills

1. Retract the Bill
   Locate the bill you wish to modify and click Retract to change the bill's status to "Pending AP action." 
2. Wait for a Full Sync Cycle
   A 30-minute wait is essential while the bill is in this status for proper synchronization. The original bill will be deleted and a new bill will be created.
3. Edit and Match the Bill
   Make the necessary changes and send the bill for matching within Zipalti.
4. Syncing with ERP
   Once the bill is fully matched, the new version will sync to the ERP as a new bill entry, as the original bill was deleted.

If the bill is in a closed period and you're using NetSuite, manual adjustments need to be made directly in NetSuite. NetSuite does not allow the deletion of bills in a closed period. 

By following these steps, you can effectively manage and re-do your bills in Zipalti, ensuring seamless integration and accurate synchronization with your ERP system. This process not only minimizes the risk of errors but also ensures that all financial records are up-to-date and accurate, enhancing your overall financial management workflow.