Various methods for automatically closing NetSuite PO items and expense lines

When should Purchase Order Expense or Item Lines be closed by business users?

A purchase order line that remains open in NetSuite indicates that a financial commitment exists. Businesses close PO records for the following reasons:

Closing PO Item Lines :

✅ Cancel PO records that are not necessary: The business user can eliminate the commitment by closing the PO line if a vendor / supplier is unable to complete an order.

✅ Preventing month-end cleanup problems: Reconciliation issues during month-end or year-end financial close may arise from maintaining needless open PO lines.

✅ Enhance NetSuite system performance: Processing and reporting times may be slowed down by a large number of open POs with unused lines.

Closing PO Expense Lines :

✅ Stopping Unauthorized or Duplicate Expenses: Closing an expense guarantees that it won't be accepted should it be entered improperly or lose validity, so preventing unauthorized or duplicate expenses.

✅ Prepaid Expense Reconciliation: Closing an expense line that has been pre-paid or refunded guarantees that no further action is taken on it.

✅ Maintaining Financial Discipline: Companies with stringent budgets eliminate unnecessary expenses.

Different ways of Automating PO lines Closing:

Based on the business need, we can close the entire PO item or expense lines or specific lines using NetSuite Saved Search or CSV File.

Closing all the PO Expense lines: Pseudo Code:

// Load the Purchase Order Record

 let poRecObj = record.load({
        type: record.Type.PURCHASE_ORDER,
        id: poId,
        isDynamic: true
 });

 // Closing Expense Line

 let lineCount = poRecObj.getLineCount({ sublistId: 'expense' }); 


 let closedLines = [];

// Iterate through PO Expense lines

 for (let i = 0; i < lineCount; i++) {

       
        let isPOLineClosed = poRecObj.getSublistValue({
                sublistId: 'expense',
                fieldId: 'isclosed',
                line: i
        })

        // Check if the PO Line Number exists in the saved search results

        if (!isPOLineClosed && lineNumbers.includes(actualLineNumber.toString())) {

             log.debug(`Closing PO Line`, `PO: ${poId}, Line: ${actualLineNumber}`);

             //Select line and set it as closed
             poRecObj.selectLine({ sublistId: 'expense', line: i });

             poRecObj.setCurrentSublistValue({ 
                sublistId: 'expense', 
                fieldId: 'isclosed', 
                value: true 
             });

             poRecObj.commitLine({ sublistId: 'expense' });

             closedLines.push(actualLineNumber);
        }
}

//Save the updated PO Record
 poRecObj.save();

 log.debug(`PO ${poId} updated successfully`, `Closed Lines: ${closedLines}`);

Closing the specific Item lines:

Pseudo Code:

// Load the Purchase Order Record

 let poRecObj = record.load({
        type: record.Type.PURCHASE_ORDER,
        id: poId,
        isDynamic: true
});

 // Closing Item Line

 let lineCount = poRecObj.getLineCount({ sublistId: 'item' });
 let closedLines = [];

// Iterate through PO lines

 for (let i = 0; i < lineCount; i++) {

        let actualLineNumber = poRecObj.getSublistValue({
                sublistId: 'item',
                fieldId: 'linesequencenumber',
                line: i
        });

        let isPOLineClosed = poRecObj.getSublistValue({
                sublistId: 'item',
                fieldId: 'isclosed',
                line: i
        })

        // Check if the PO Line Number exists in the saved search results

        if (!isPOLineClosed && lineNumbers.includes(actualLineNumber.toString())) {

            log.debug(`Closing PO Line`, `PO: ${poId}, Line: ${actualLineNumber}`);

             //Select line and set it as closed
             poRecObj.selectLine({ sublistId: 'item', line: i });

             poRecObj.setCurrentSublistValue({ 
               sublistId: 'item', 
               fieldId: 'isclosed',
                value: true 

               });

             poRecObj.commitLine({ sublistId: 'item' });

             closedLines.push(actualLineNumber);
        }
}

// Save the updated PO Record

 poRecObj.save();

 log.debug(`PO ${poId} updated successfully`, `Closed Lines: ${closedLines}`); 

To close certain PO lines, we must use the internal standard field 
"Line Sequence Number" rather than the "Line Number". 

The line number may not be the same as the PO sequence number.

Which type of Suite Script to choose?

1.   For Bulk closing of PO's we can choose Scheduled Script / Map/Reduce Script.
   
   
1. Schedule (or) Map/Reduce Script Logic:
   
   
1. Get Input Stage : 
   
   
1. Reads CSV File / Saved Search results and groups PO Internal Ids with their respective Line Numbers.
   
   
2. Returns key-value pairs (PO Internal Id → Array of Line Numbers).
   
   
2. Map Stage:
   
   
1. Receives one PO Internal Id at a time.
   
   
2. Emits all related Line Numbers for that PO.
   
   
3. Reduce Stage:
   
   
1. Loads the Purchase Order using record.load().
   
   
2. Iterates through PO lines, checking if the PO Line Number exists in the CSV.
   
   
3. Closes matching PO Lines.
   
   
4. Saves the updated PO record.
   
   
4. Summary Stage: 
   
   
1. Logs errors and send PO closing completion status to the submitted user.
   
   
   
2. For Better User Access: We can create the SuiteLet Script to provide the closing PO details.