Supplier Setup Packets for NetSuite
A customer’s AP department won’t pay until you’re set up as a vendor. Lunica assembles your W-9, certificate of insurance and ACH form, fills their form from the customer record and your own details in NetSuite, drafts the reply, and a person checks, signs and sends.
Customer serviceUpdated Oct 202620 ERPs
See it work on NetSuite.
Click through the steps. Fictional data, in NetSuite’s terms; the real thing runs on NetSuite.
Before we can process invoice INV204317 we need a W-9, a COI naming Granite Peak Builders as additional insured, your ACH form, and the attached vendor setup form completed and signed. Thanks.
The request and the attached form are read for what they want. The sender is matched to the account.
The problem, as it happens in NetSuite.
A new commercial customer, a general contractor or a property manager, places the first order and then their AP department sends the vendor packet: W-9, certificate of insurance with them as additional insured, ACH enrollment, their eight-page supplier form, and sometimes a lien waiver template. The first invoice is already aging on Net 30 and won’t be paid until the packet comes back.
The controller fills the form by hand from the last one, the insurance certificate is the one from before the renewal, and nobody can say later which customers have the current W-9. The account looks slow in the A/R Aging report when the real hold-up is a form in someone’s drafts folder.
How it works.
- 1
The request is read
The email from the customer’s AP, and the forms attached to it, are read for what they want: which documents, whose name goes on the certificate, where the packet goes back. The sender is matched to the customer record.
- 2
The packet is assembled
Your current W-9, certificate of insurance and ACH letter are pulled from the document set you keep in Lunica. Their form is filled from the same details and the account in NetSuite: legal name, EIN, remit-to, contacts, Net 30 as the account carries them.
- 3
The reply is drafted
A short cover note listing what’s attached, addressed to the person who asked, with the certificate holder and additional insured spelled the way they asked for it. Fields a model couldn’t fill are listed for a person.
- 4
A person checks, signs and sends
The controller opens the packet, reads the filled form, signs where a signature is needed, and sends. What went, and when, is logged on the account.
How it connects to NetSuite.
Lunica reads the customer record, the account’s contacts and terms, and open items through SuiteQL and the REST API, under a role that can only read. Your own documents, the W-9, certificate of insurance and ACH letter, are kept in a document set you maintain in Lunica. The model reads the request email and the customer’s form, and nothing else.
Nothing is written to NetSuite by Lunica and nothing is sent on its own. The packet is a draft until a person has checked the filled form, signed it and sent it. If the customer’s form comes back with a vendor number or remit instructions, those are keyed by your team on the customer record.
What a week looks like.
- The packet back to the customer the day it’s asked for.
- One current W-9 and certificate, the same on every packet.
- Their form filled from the record, not from the last one you sent.
- First invoices paid on terms instead of waiting on paperwork.
Questions
Does it sign the W-9?
No. A person signs. Lunica fills the form and leaves the signature line for the controller.
Where does the certificate of insurance come from?
From the document set you keep in Lunica, the current certificate your broker issued. When a customer needs to be named as additional insured, the draft says so, and a person requests the endorsement from the broker.
Does it write to NetSuite?
No. It reads the customer record and the account’s terms. A vendor number or remit instruction the customer sends back is keyed by your team.
Can it fill any customer’s form?
A model reads the form, PDF or spreadsheet, and fills the fields it can from your details. Fields it can’t answer are left blank and listed in the cover note for a person.
What about a lien waiver in the same packet?
The waiver is drafted from the open items on the job, conditional until payment clears, and goes to the credit manager for a signature before anything is sent.
Who sees our bank details?
The ACH letter is a document you keep. It is attached to the packet and seen by the person who sends it and the customer who asked for it, and nowhere else.
Does it need a server?
Lunica runs on one server inside your network that connects out to your NetSuite account, set up and maintained by Lunica. It reads NetSuite through SuiteQL and the REST API, under a role that can only read. There is no inbound connection from outside your network.
What does Lunica read in NetSuite?
The customer record, open items and terms, purchase orders and receipts, the item record, quotes and order history, as each workflow needs them. Read-only, and only the rows a task is about.
Can it post to NetSuite?
Nothing lands in NetSuite without a person. What belongs in NetSuite goes back as a NetSuite API call or CSV import where one exists, or keyed by your team from what Lunica prepared.
What about our documents?
Invoice copies and scans keep living in the File Cabinet. Lunica reads them when a workflow needs one and never writes to them.
The same workflow, on another ERP.
Supplier Setup Packets is written for every system on the list. You’re reading the NetSuite version.
See it on your NetSuite data.
Thirty minutes. We walk the workflow on NetSuite data, then map it to yours.