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1 | 1 | --- |
2 | 2 | title: Configure NetSuite |
3 | | -description: Learn how to configure the Import, Export, and Advanced settings for Expensify's integration with NetSuite. |
| 3 | +description: Learn how to configure the import, export, and advanced settings for Expensify's integration with NetSuite. |
| 4 | +keywords: [New Expensify, NetSuite configuration, import settings, export settings, advanced sync, tags, corporate card export] |
4 | 5 | order: 2 |
5 | 6 | --- |
6 | 7 |
|
7 | | -Expensify’s integration with NetSuite streamlines expense management by automatically syncing expense reports. This reduces manual entry, minimizes errors, and provides real-time visibility into spending. With this integration, you can: |
| 8 | +<div id="new-expensify" markdown="1"> |
8 | 9 |
|
9 | | -- Speed up approvals and reimbursements. |
10 | | -- Gain clear insights for budgeting and compliance. |
11 | | -- Ensure seamless data flow between Expensify and NetSuite. |
| 10 | +Expensify’s integration with NetSuite streamlines expense management by automatically syncing reports. This reduces manual work, improves visibility, and supports accurate compliance and budgeting. |
12 | 11 |
|
13 | | -# Accessing NetSuite Configuration Settings |
| 12 | +With this integration, you can: |
14 | 13 |
|
15 | | -NetSuite is connected at the workspace level, and each workspace can have a unique configuration. |
16 | | - |
17 | | -To access the configuration settings: |
18 | | - |
19 | | -1. Click **Settings** in the bottom left menu. |
20 | | -2. Select **Workspaces** from the left menu. |
21 | | -3. Choose the workspace you want to configure. |
22 | | -4. Click **Accounting** in the left menu. |
| 14 | +- Speed up approvals and reimbursements |
| 15 | +- Gain real-time visibility into spend |
| 16 | +- Sync directly between Expensify and NetSuite |
23 | 17 |
|
24 | 18 | --- |
25 | 19 |
|
26 | | -## Step 1: Configure Import Settings |
| 20 | +# Access NetSuite Configuration Settings |
27 | 21 |
|
28 | | -To determine how data is imported from NetSuite to Expensify: |
| 22 | +Each Expensify Workspace has its own configuration with NetSuite. |
29 | 23 |
|
30 | | -1. Go to **Accounting** > **Import**. |
31 | | -2. Review and configure the following settings: |
| 24 | +To access: |
32 | 25 |
|
33 | | - - **Categories**: NetSuite Expense Categories are automatically imported. |
34 | | - - **Departments, Classes, and Locations**: Import options include Tags, Report Fields, or Employee Defaults. |
35 | | - - **Customers and Projects**: Choose to import them as Tags or Report Fields. |
36 | | - - *Cross-Subsidiary Customers/Projects*: Enable this to import data across all NetSuite subsidiaries. Ensure "Intercompany Time and Expense" is enabled in NetSuite under **Setup > Company > Enable Features > Advanced Features**. |
37 | | - - **Tax**: Import NetSuite Tax Groups and configure in the Taxes tab. |
38 | | - - **Custom Segments and Records**: Import segments and records as Tags or Report Fields. |
39 | | - - Use the correct Field ID from NetSuite’s Transactions tab. |
40 | | - - Avoid using the “Filtered by” feature in Custom Segments. |
41 | | - - **Custom Lists**: Enable to import lists as Tags or Report Fields. |
42 | | - |
43 | | -3. Click the **three-dot icon** > **Sync Now** to update settings. |
44 | | -4. After configuring settings, sync the NetSuite connection to apply changes. |
| 26 | +1. From the left-hand menu, go to **Workspaces > [Workspace Name] > Accounting** |
| 27 | +2. Click **NetSuite > Configure** |
45 | 28 |
|
46 | 29 | --- |
47 | 30 |
|
48 | | -## Step 2: Configure Export Settings |
| 31 | +# Step 1: Configure Import Settings |
| 32 | + |
| 33 | +To control what data is imported from NetSuite: |
49 | 34 |
|
50 | | -To determine how data is exported from Expensify to NetSuite: |
| 35 | +1. Go to **Workspaces > [Workspace Name] > Accounting > NetSuite > Import** |
| 36 | +2. Review and customize these options: |
51 | 37 |
|
52 | | -1. Go to **Accounting** > **Export**. |
53 | | -2. Review and configure the following settings: |
| 38 | +- **Categories** – NetSuite Expense Categories are imported automatically |
| 39 | +- **Departments, Classes, and Locations** – Import as: |
| 40 | + - Tags (per expense) |
| 41 | + - Report Fields (per report) |
| 42 | + - Employee Defaults |
| 43 | +- **Customers and Projects** – Import as Tags or Report Fields |
| 44 | + - To support **cross-subsidiary data**, enable **Intercompany Time and Expense** under **Setup > Company > Enable Features > Advanced Features** |
| 45 | +- **Tax** – Imports NetSuite Tax Groups into the **Taxes** tab |
| 46 | +- **Custom Segments and Records** – Import as Tags or Report Fields |
| 47 | + - Use Field IDs from NetSuite’s **Transactions** tab |
| 48 | + - Do not use the “Filtered by” feature in NetSuite Custom Segments |
| 49 | +- **Custom Lists** – Import as Tags or Report Fields |
54 | 50 |
|
55 | | - - **Preferred Exporter**: Select an admin to handle exports. |
56 | | - - **Export Date Options**: |
57 | | - - *Date of Last Expense* |
58 | | - - *Submitted Date* |
59 | | - - *Exported Date* |
60 | | - - **Export Out-of-Pocket Expenses As**: |
61 | | - - *Expense Reports* |
62 | | - - *Vendor Bills* |
63 | | - - *Journal Entries* (Note: Customers/projects cannot be exported with this option.) |
64 | | - - **Export Company Card Expenses As**: |
65 | | - - *Expense Reports*, *Vendor Bills*, or *Journal Entries*. |
66 | | - - Expensify Card expenses always export as Journal Entries. |
67 | | - - **Export Invoices To**: Choose an Accounts Receivable account. |
68 | | - - **Invoice Item**: Select or create an invoice line item. |
69 | | - - **Export Foreign Currency Amount**: Enable to export original expense amounts. |
70 | | - - **Export to Next Open Period**: Automatically exports expenses to the next open NetSuite period if the current one is closed. |
| 51 | +3. Click the **three-dot icon** and choose **Sync Now** to apply changes |
71 | 52 |
|
72 | | -3. Click the **three-dot icon** > **Sync Now** to update settings. |
| 53 | +--- |
| 54 | + |
| 55 | +# Step 2: Configure Export Settings |
| 56 | + |
| 57 | +To manage how reports are exported from Expensify to NetSuite: |
| 58 | + |
| 59 | +1. Go to **Workspaces > [Workspace Name] > Accounting > NetSuite > Export** |
| 60 | +2. Configure the following: |
| 61 | + |
| 62 | +- **Preferred Exporter** – Select the Workspace Admin who will handle exports |
| 63 | +- **Export Date Options** – Choose from: |
| 64 | + - Date of Last Expense |
| 65 | + - Submitted Date |
| 66 | + - Exported Date |
| 67 | +- **Export Out-of-Pocket Expenses As**: |
| 68 | + - Expense Reports |
| 69 | + - Vendor Bills |
| 70 | + - Journal Entries *(Note: Journal Entries do not support Customers or Projects)* |
| 71 | +- **Export Company Card Expenses As**: |
| 72 | + - Expense Reports |
| 73 | + - Vendor Bills |
| 74 | + - Journal Entries |
| 75 | + - *Expensify Card expenses always export as Journal Entries* |
| 76 | +- **Export Invoices To** – Choose the Accounts Receivable account |
| 77 | +- **Invoice Item** – Select or create the item line for invoices |
| 78 | +- **Export Foreign Currency Amount** – Enable to export original currency values |
| 79 | +- **Export to Next Open Period** – Enable to skip closed periods and use the next available NetSuite period |
| 80 | + |
| 81 | +3. Click the **three-dot icon** > **Sync Now** to apply changes |
73 | 82 |
|
74 | 83 | --- |
75 | 84 |
|
76 | | -## Step 3: Configure Advanced Settings |
| 85 | +# Step 3: Configure Advanced Settings |
77 | 86 |
|
78 | | -To manage additional integration features: |
| 87 | +For additional control: |
79 | 88 |
|
80 | | -1. Go to **Accounting** > **Advanced**. |
81 | | -2. Review and configure the following settings: |
| 89 | +1. Go to **Workspaces > [Workspace Name] > Accounting > NetSuite > Advanced** |
| 90 | +2. Configure the following options: |
82 | 91 |
|
83 | | - - **Auto-Sync**: Enable for daily syncing. |
84 | | - - **Sync Reimbursed Reports**: Automatically updates reimbursement status between Expensify and NetSuite. |
85 | | - - **Invite Employees & Set Approvals**: Imports employees and sets approval workflows. |
86 | | - - **Auto Create Employees/Vendors**: Creates a NetSuite employee/vendor record if one doesn’t exist. |
87 | | - - **Enable Newly Imported Categories**: Automatically enables new Expense Categories from NetSuite. |
88 | | - - **Approval Levels**: Set NetSuite approval levels for Expense Reports, Vendor Bills, and Journal Entries. |
89 | | - - **Custom Form ID**: Use a specific NetSuite transaction form instead of the default. |
| 92 | +- **Auto-Sync** – Enable for daily syncing of NetSuite data |
| 93 | +- **Sync Reimbursed Reports** – Automatically updates status between systems |
| 94 | +- **Invite Employees & Set Approvals** – Imports employees and sets workflow |
| 95 | +- **Auto Create Employees/Vendors** – Automatically creates a NetSuite record if one doesn’t exist |
| 96 | +- **Enable Newly Imported Categories** – Activates newly synced Expense Categories |
| 97 | +- **Approval Levels** – Set approval levels for: |
| 98 | + - Expense Reports |
| 99 | + - Vendor Bills |
| 100 | + - Journal Entries |
| 101 | +- **Custom Form ID** – Use a specific NetSuite form instead of the default |
90 | 102 |
|
91 | | -3. Click the **three-dot icon** > **Sync Now** to apply changes. |
| 103 | +3. Click the **three-dot icon** > **Sync Now** to apply changes |
92 | 104 |
|
93 | 105 | --- |
94 | 106 |
|
95 | 107 | # FAQ |
96 | 108 |
|
97 | 109 | ## How do I import new tags (departments, classes, locations) from NetSuite? |
98 | 110 |
|
99 | | -1. Add new tags in NetSuite. |
100 | | -2. Sync the NetSuite connection in Expensify. |
101 | | -3. Enable or disable tags under **Settings > Workspaces > [Workspace Name] > Tags**. |
| 111 | +1. Add new tags in NetSuite |
| 112 | +2. Sync the NetSuite connection in Expensify |
| 113 | +3. Enable or disable tags in **Workspaces > [Workspace Name] > Tags** |
| 114 | + |
102 | 115 |
|
103 | 116 | ## Can I automate employee invitations and approval workflows from NetSuite? |
104 | 117 |
|
105 | | -Yes, enabling the feature will: |
106 | | -- Import employees from the connected NetSuite subsidiary. |
107 | | -- Notify them via email. |
108 | | -- Allow workflow configuration in Expensify Classic (**Settings > Workspaces > People**). |
| 118 | +Yes. When enabled: |
| 119 | + |
| 120 | +- Employees are imported from the connected NetSuite subsidiary |
| 121 | +- Invitations are emailed |
| 122 | +- Approval workflows can be customized in **Workspaces > [Workspace Name] > Workflows** |
| 123 | + |
109 | 124 |
|
110 | 125 | ## Why do company card expenses export immediately, but reimbursable expenses don’t? |
111 | 126 |
|
112 | | -- **Reimbursable expenses** export upon reimbursement in Expensify. |
113 | | -- **Company card expenses** export upon approval. |
114 | | -- If Auto-Sync is enabled, reimbursement status updates automatically. |
| 127 | +- **Reimbursable expenses** export after reimbursement |
| 128 | +- **Company card expenses** export after approval |
| 129 | +- **Auto-Sync** ensures reimbursement status updates automatically |
| 130 | + |
115 | 131 |
|
116 | 132 | ## How do I configure corporate card exports in NetSuite? |
117 | 133 |
|
118 | | -1. Select the correct corporate card under **Customization > Forms > Transaction Forms**. |
119 | | -2. Enable "Show" for "Account for Corporate Card Expenses" and "Corporate Card" fields. |
120 | | -3. Set the default card account on employee records. |
| 134 | +1. Go to **Customization > Forms > Transaction Forms** |
| 135 | +2. Open the correct form |
| 136 | +3. Enable the following fields: |
| 137 | + - **Account for Corporate Card Expenses** |
| 138 | + - **Corporate Card** |
| 139 | +4. Set the default card account on employee records |
| 140 | + |
121 | 141 |
|
122 | 142 | ## Why can’t I import custom segments created before 2019.1? |
123 | 143 |
|
124 | | -Check the "Use as Field ID" box in NetSuite. This assigns a unified ID to older segments. |
| 144 | +Check the **Use as Field ID** box in NetSuite. This assigns a usable ID to older segments for import into Expensify. |
| 145 | + |
125 | 146 |
|
126 | 147 | ## How does Auto-Sync work with reimbursed reports? |
127 | 148 |
|
128 | | -- If a report is reimbursed in Expensify, NetSuite marks it as paid. |
129 | | -- If a report is marked as paid in NetSuite, Expensify updates the status during the next sync. |
| 149 | +- When a report is reimbursed in Expensify, NetSuite marks it as paid |
| 150 | +- If paid in NetSuite, Expensify reflects that during the next sync |
| 151 | + |
130 | 152 |
|
131 | 153 | ## Will enabling Auto-Sync affect existing reports? |
132 | 154 |
|
133 | | -No, only newly approved reports will auto-export. Manually export older reports if needed. |
| 155 | +No. Auto-Sync only applies to newly approved reports. Export older reports manually if needed. |
| 156 | + |
134 | 157 |
|
135 | 158 | ## How does multi-currency exporting work in NetSuite? |
136 | 159 |
|
137 | | -- Employee/vendor currency must match the subsidiary currency. |
138 | | -- The bank account currency must match the subsidiary currency for bill payments. |
| 160 | +- The employee/vendor currency must match the subsidiary |
| 161 | +- The bank account currency must match the subsidiary for bill payments |
| 162 | + |
| 163 | +</div> |
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