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Set up the Expense Management-NetSuite integration

Set up NetSuite integration for your business

Updated over a month ago

Before you start exporting expenses from Expense Management to NetSuite, you'll need to follow an onboarding process to set up the integration.

To access the NetSuite integration, select the Accounting integration on the left-side panel.

Select NetSuite.

Connect to NetSuite

The integration connection page will appear. You can watch a tutorial to set up the integration. Select Connect to get started.

Enter the credentials required to establish a connection between Expense Management and NetSuite.

Select a NetSuite subsidiary

You’ll be directed to the integrations page while NetSuite connects with Expense Management, then select the subsidiary.

It may take a few minutes to import all the data required to complete the setup.

Once the import is done, select Save and continue.

Export settings

Configuring export settings is mandatory for the Integration and can be tailored to your needs, allowing you to export business expenses.

Based on your selection, configure the relevant default account where the entries should be posted (this applies only to certain export modules).

Fill in other required details and specify the stage at which expenses should be ready for export from Expense Management to NetSuite.

Options include when expenses are approved and awaiting closure (approved) or when they are settled (closed). Select Save and continue to save your changes.

Once expenses reach the selected stage (approved or closed), the integration will automatically import the data in real-time, making it ready for export with a single click. The following option can be found in the dashboard after you complete the integration setup.

If you're exporting 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 exporting as a credit card charge, select if the date should be set to Card transaction post date (the date the expense was posted on your credit card/bank account or Spend date (the date on which 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. For exporting reports in NetSuite where each expense is a line item within a report, we recommend using the Current date, Approval date, or Last spend date.

Next, select how expenses should be grouped when posted to NetSuite. Options include:

  • Expense report (each report with multiple line items/expenses will be exported as a record)

  • Expense (each expense from a report will be exported as an individual record)

Note: For Credit card charges, Expense is auto-selected by default.

Import settings

NetSuite dimensions are automatically mapped to their corresponding Expense Management fields. Turning on the import for these dimensions would make them available as selectable options in a dropdown for employees when creating expenses.

The chart of accounts in NetSuite is auto-mapped to the category field. Chart of account means the expense categories.

You can also import other expense dimensions such as Class, Project, Location and Department from NetSuite and map them with any existing expense fields or create new custom expense fields.

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. The 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 them 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 these values 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.

  • 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. It 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 to prevent spender usage

Advanced settings

Schedule automatic export: Set a frequency based on how often you want your expenses in Expense Management to be exported to Netsuite.

Post entries in the current accounting period: If there are expenses for which the accounting period is closed in NetSuite, you can export those to the current month by enabling this option.

Set the description field in NetSuite: You can choose from a list of available data points that you'd like to export to the description field in NetSuite and re-order them as required.

Default values: If you've set up any field as a mandatory field in NetSuite and don't collect a value from your spender for the same, you can configure a value here that will be added to all your expenses.

Now that you've configured all the necessary steps, click Save and Continue to complete the setup.

Launch the integration

Next, select Launch integration to access the dashboard featuring the latest synced data between Expense Management and NetSuite.

For any questions about setting up the Expense Management-NetSuite integration, contact our support team at support@capitalone-fylehq.com.

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