You can connect your NetSuite account to Expense Management. This integration allows you to export all expenses and their details—like receipts, purpose, and cost code—to NetSuite and import NetSuite data to Expense Management.
Connect to NetSuite
To set up your NetSuite integration, follow these steps:
Go to Accounting integration from the left side panel and select NetSuite.
On the integration connection page, you can play a video tutorial explaining how to connect your account.
Select Connect.
Enter your credentials to establish the connection between Expense Management and NetSuite.
Select a NetSuite subsidiary
You’ll be directed to the integrations set up page while NetSuite connects with Expense Management. Select a subsidiary from the drop-down.
It may take a few minutes to connect.
Once the connection is done, select save and continue.
Export settings
Next, you’ll configure your export settings. You can choose to export expenses such as bills, journal entries and credit card charges to NetSuite.
Choose which account entries will be posted.
Next, specify the status that expenses must be at to indicate they are ready for export. You can select Approved or Closed.
Once expenses reach the selected status, the integration will automatically set those expenses as ready for export.
If you're exporting expenses as bills, choose the date of the transaction in NetSuite as one of the following options:
Current date: the date of export.
Verification date: the date of report verification.
Spend date: the expense date.
Approval date: the report approval date.
Last spend date: the date of the last spent expense in a report.
If you’re exporting expenses as credit card charges, select how the date should appear in NetSuite:
Card transaction post date: the date the expense was posted on your Capital One account.
Spend date: the date the transaction was made.
Note: Using Spend date as the expense date may result in separate expense line items or reports in NetSuite if spend dates are unique. If you want reports to export with each expense as a line item, we recommend using the Current date, Approval date, or Last spend date.
Next, select how expenses should be grouped when posted to NetSuite:
Expense report: each report will be exported as an individual record.
Expense: each expense from a report will be exported as an individual record.
Note: For credit card charges, expense is selected by default.
Import settings
NetSuite dimensions are automatically mapped to their corresponding Expense Management fields.
You can import accounts as categories. When toggled on, your employees will be able to select NetSuite dimensions directly while adding expense details in Expense Management.
You can also import other expense dimensions such as class, project, location and department from NetSuite and map them with any existing expense fields.
Select Save and continue to save your selections.
Understanding the difference between mapping and importing
When a mapping is established between a NetSuite dimension and an Expense Management field, values entered by spenders will be exported to the corresponding dimension in NetSuite regardless of whether the import feature is turned on or off. Our integration offers these options to accommodate different needs:
Mapping only:
If you have a large number of accounts or values in NetSuite but only need a few in Expense Management, you can manually add the accounts and map them in the integration. This approach is suitable when you don't want to import all NetSuite values into Expense Management.
If you have complex account names in NetSuite and want to simplify terminology for spenders in the expense form, you can create fields with simpler names in Expense Management and map them to their NetSuite counterparts using the integration mapping page. This option provides more control over the naming conventions in Expense Management. For instructions on creating custom fields, view the Add custom expense fields help article.
Mapping and importing:
If you want all spenders to have access to specific accounts or values without restrictions, you can turn on the import feature. This feature ensures that all accounts or values are auto-synced every 24 hours, eliminating the need for manual updates. This functionality keeps both systems aligned — when a new value is added in NetSuite, it’s automatically imported to Expense Management, and if an existing value is deactivated in NetSuite, it’s disabled in Expense Management.
Advanced settings
You can enable automation in Advanced settings.
Scheduling automatic exports allows Expense Management to automatically export expenses to NetSuite. After switching this toggle on, you’ll need to set the frequency of this automatic export.
You can also enable entries to post in the next open accounting period. To learn more, view the Export expenses to the current accounting period in NetSuite help article.
You can customize the Expense Management details that show up in the description column of NetSuite.
If you've set up a mandatory field in NetSuite and don't collect a corresponding value from your spender in Expense Management, you can configure a default field value that will be added to all expenses.
After you've configured the import settings, select Save and Continue to complete setup.
Launch the integration
Next, select Launch integration to access the accounting integration dashboard.
For any questions about setting up the Expense Management-NetSuite integration, contact our support team at support@capitalone-fylehq.com.