How do I identify Vendors for Auto-Creation?

Charted's SuiteQL Playground lets you run a pre-built query that surfaces vendors your environment has already identified as strong candidates for touchless invoice processing (auto-creation). The query looks back 180 days and returns a count of eligible bills per vendor, broken out by whether they were tied to a purchase order. Use this data to decide which vendors to enable for auto-creation.

Prerequisites: You must be logged in to NetSuite as an Administrator, and the SuiteQL Playground feature must be enabled in Charted. If you have not enabled it yet, follow Steps 1–2 below.

1

Enable the SuiteQL Playground

If SuiteQL Playground is already enabled in your account, skip to Step 3.

1. Navigate to Charted > AP Automation > Settings. Make sure you are in the Administrator role.
2. On the Settings page, locate SuiteQL Playground under the My Features section in the middle of the screen.
3. Click Enable and confirm when prompted.

Optional: To allow other users to run queries in the SuiteQL Playground, go to the Permissions tab in the sidebar and grant the Use SuiteQL Playground permission to the appropriate employees or roles.

2

Open the SuiteQL Playground

1. Return to the Charted homepage via Charted > AP Automation > Home in the NetSuite Center.
2. Click SuiteQL Playground in the Charted sidebar. It appears as the last item in the sidebar.

3

Run the touchless vendor query

1. In the SuiteQL Playground, paste and run the following query:

SELECT
  e.entityid                            AS vendor_name,
  COUNT(DISTINCT v.id)                  AS total_touchless_bills,
  COUNT(DISTINCT CASE
    WHEN ptll.previousdoc IS NOT NULL
    THEN v.id END)                      AS touchless_with_po,
  COUNT(DISTINCT CASE
    WHEN ptll.previousdoc IS NULL
    THEN v.id END)                      AS touchless_without_po
FROM transaction v
  INNER JOIN CUSTOMRECORD_SW_INVOICE_DOC doc
    ON doc.id = v.custbody_sw_vendor_invoice_doc
  INNER JOIN entity e
    ON e.id = v.entity
  LEFT JOIN transactionline vl
    ON vl.transaction = v.id
    AND vl.mainline = 'F'
  LEFT JOIN PreviousTransactionLineLink ptll
    ON ptll.nextdoc = vl.transaction
    AND ptll.nextline = vl.id
    AND ptll.linktype = 'OrdBill'
WHERE
  v.type = 'VendBill'
  AND v.createddate >= SYSDATE - 180
  AND doc.custrecord_sw_touchless_invoice = 'T'
GROUP BY e.entityid
ORDER BY total_touchless_bills DESC

1. Review the query results that appear at the bottom of the screen. The results show:

   • Vendor Name – the vendors Charted has identified as candidates.
   • Total Touchless Bills – bills in the past 180 days where no manual changes were made before saving.
   • Touchless with PO – touchless bills tied to a purchase order.
   • Touchless without PO – touchless bills without a purchase order.

If the query returns no results, or you see an error message, there may be no vendor bills in the last 180 days that meet the touchless criteria. This is expected for new environments or accounts with low invoice volume.

4

Export and act on the results

1. To share results with someone who does not have access to the SuiteQL Playground, click Export to CSV.
2. Use the results to decide which vendors to enable for auto-creation:

   • Auto-Create PO-Backed Bills: Enable this global setting to automatically generate bills when invoice quantities match what is available for billing on a purchase order.
   • Auto-Create Non-PO Bills (per vendor): Enable this on a vendor-by-vendor basis for vendors with consistent, recurring invoices such as utilities or subscriptions.

Related topics

• Invoice AI – feature overview and workflow summary
• Advanced Invoice AI Settings – OCR defaults, PO settings, and touchless configuration
• Configuring Vendor Override Settings – vendor-specific auto-creation behavior
• Charted Support – if you need technical or configuration help