NetSuite: Automatic Use Tax Journal Entries
BuildOps now supports Accounts Payable (AP) tax handling for NetSuite-integrated customers. With this update, Use Tax Journal Entries are automatically generated and synced to NetSuite for qualifying vendor bill lines, helping reduce manual work and improve accuracy in your accounting process.
Automatic Use Tax Journal Entry Sync
When a vendor bill line is marked as taxable and includes a use tax amount, BuildOps will:
Automatically generate a corresponding Tax Transaction
Sync it to NetSuite as a Journal Entry
Each Journal Entry includes:
Expense Line
Debits the configured expense account (or inherits from the item if enabled), with a memo of Use Tax ExpenseLiability Line
Credits the configured liability account, with a memo of Use Tax Liability
The Journal Entry also includes:
Bill number
Transaction date
Associated subsidiary
New Use Tax Configuration in NetSuite Integration Settings
A new Use Tax tab is now available under:
Company → Integrations → NetSuite
Within this tab, you can configure how Use Tax is posted:
Default Expense Account - Select from your available GL accounts
Inherit Expense Account from Item List (Optional) - When enabled, the expense account will be pulled from the item on the bill line. If no account is set on the item, the default expense account will be used
Default Liability Account - Select from your available GL accounts
This allows you to control how Use Tax entries are recorded in NetSuite based on your accounting setup.
Sync Status and Resync Visibility
The Accounting → Use Taxes → Transactions view now shows the Sync Status and Sync Log columns
You can also:
Identify failed syncs
Use Resync Failed Transactions to retry syncing
This gives you better visibility and control over your tax-related transactions.
Improved Bill Matching for NetSuite Bill Readback
BuildOps now uses smarter bill line matching when importing vendor bills from NetSuite. Instead of relying only on descriptions and quantities, BuildOps now uses NetSuite’s native order line ID to accurately link bill lines back to their original Purchase Order lines, even when receipts are partial or descriptions have been edited.
This greatly improves how project phases and cost codes are assigned on imported bills, reducing manual cleanup for your accounting team.
What's new:
BuildOps now uses a two-step matching process when importing bills from NetSuite:
Primary match: NetSuite order line ID
BuildOps first matches each bill line using NetSuite’s internal order line ID.
This ID is highly reliable and does not break when descriptions or quantities change, so it provides accurate links back to the correct Purchase Order line.
Fallback match: existing comparison logic
If an order line ID is not available, BuildOps falls back to the existing comparison of description + quantity + item name.
This preserves behavior for cases that were already working.
Because of this change, project phase and cost code fields on imported bills are now filled in correctly much more often, improving reporting accuracy and reducing manual corrections.
AR Invoice Batches in Vista Now Use Invoice Date
BuildOps now uses the invoice date (instead of the current date) when creating AR Invoice batches in Vista through the integration. This keeps your monthly financial reports aligned with the actual invoice periods.
Previously, when an AR Invoice was exported from BuildOps to Vista, the batch was created with the current system date, not the invoice’s actual date.
For invoices posted near the end of a month, this could:
Push the batch into the wrong accounting period
Create discrepancies in monthly financial reports
Require manual corrections by accounting teams
The Vista integration has been updated so that:
The invoice date is now passed as the batch date when creating AR Invoice batches in Vista.
Batches will reflect the correct invoice date, helping ensure accurate period alignment in your financial reporting.
Receipt State Machine Update - Improved Receipt Workflow with Separate Post and Export Actions
What’s new: BuildOps now uses a clearer, more reliable receipt workflow that separates posting receipts inside BuildOps from exporting them to your accounting system. This keeps your transaction log, job/project costing, inventory balances, and three-way matching accurate, and makes it safer to re‑sync receipts if an accounting export fails.
What you’ll notice:
A new Post Receipt button to finalize receipts inside BuildOps and lock them from further edits.
A new Export Receipt button to control when a posted receipt is sent to your accounting system and to easily re‑try failed syncs.
Clearer Void vs Delete behavior so you can correct mistakes on posted/exported receipts without breaking your audit trail.
Updated buttons and statuses
Post Receipt (internal posting)
Available when the receipt is still in Pending status.
Posts the internal inventory and costing transactions to the transaction log and changes the Receipt Status to Posted; the receipt becomes read‑only.
Does not change the Accounting Software Sync Status and does not send anything to your accounting system.
Export Receipt (accounting sync)
Available only after the receipt has been posted (Receipt Status = Posted).
Uses the existing accounting sync process to export the receipt.
On a successful sync, updates Accounting Software Sync Status to Synced and moves Receipt Status from Posted to Exported.
If the sync fails, sets Accounting Software Sync Status to Failed and keeps the receipt in Posted, so you can fix the issue and click Export Receipt again to re‑sync.
Void vs Delete
Delete is still available for receipts that have not been posted yet; deleting from the Purchase Order removes the draft receipt entirely.
Once a receipt is Posted or Exported, it can no longer be deleted. Instead, use Actions → Void Receipt:
The receipt status changes to Void, and no further actions are available on that receipt.
If the receipt was already exported, BuildOps will either send a reversal entry or initiate record deletion in your accounting system, depending on the integration.
If a bill already exists, you must void the bill first before you can void the receipt.
Bypass Posting Receipt
The existing Bypass Posting Receipt action remains but will only become available after posting the receipt.
Post Receipt button available for a receipt in Pending status
Export Receipt button available for a receipt in Posted status
Void Receipt action available for a receipt in Posted / Exported status
At this time, the updated receipt workflow is enabled only to customers who have three-way matching turned on.
New Standard Report: Project WIP Dashboard
We’ve introduced a new Project WIP report that gives leadership a single, comprehensive view of project financial health as of any date. This report shows:
Whether each project is overbilled or underbilled
How far the project is progressed vs. budget (% complete)
Earned revenue, margin, AR balance, and backlog
A clear department‑level breakdown within each project (for example, Install, Construction, Service)
This is designed to be your go‑to WIP view for month‑end and ongoing project performance reviews.