NetSuite Integration FAQ

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Use the NetSuite configuration page. Navigate to the page via Integrations > NetSuite Integration > Configuration.

Navigate to the line titled Chart of Accounts, Location, or Class, and select the Configure button. This will open a list of fields in NetSuite and the associated field names in Spend Center. Find the field in question, make your adjustments, and select Save.

Using the NetSuite configuration page, navigate to the line titled Chart of Accounts and select the Configure button. This will open a list of accounts in NetSuite and the associated field names in Spend Center. Make your adjustments, and select Save. Use the Account Types drop down at the top of the page to easily toggle between your different account types.

Note: Don't forget to save any changes before navigating away from the page.

This is not currently possible.

Yes! Spend Center’s integration with NetSuite allows for automatic syncing at the end of each day. Toggle the Auto Sync button in the NetSuite configure menu if you’d like to enable auto syncing of your transactions.

Here is what happens when the toggle is activated.

No. Only future transactions are affected.

Spend Center will make the expense card transaction, complete with accounts, class, location, and department (if mapped) and memo/description consisting of the cardholder name, budget, and any user notes added to a transaction. The entry is made to the Spend Center Credit Card GL assigned during setup.

The integration first searches for a matching vendor. If one doesn't exist, we will create a clean vendor record (no duplicate vendors for store numbers or order numbers appended to the merchant name) for you so that you have detailed data on each transaction. Going forward we will post to that vendor record each time you transact business with that vendor.

Split transactions are entered as individual credit card charge line items, not as multiple line items on a single charge.

The integration role only needs to be assigned to the person who would normally create the card transactions. Any Spend Center admin can initiate a sync. Entries will be made on behalf of the user for whom the role was created.

Spend Center makes the expense entries for you: Debit Expense, Credit the CC liability. The payment entries should be made with the bank account reconciliation as a transfer from the bank to the liability. The balance in the credit card liability will match the Spend Center statement for the same period.

Spend Center keeps track of entries and updates them rather than recreating them, but only if the initial entries are made with the integration. Manual entries can be duplicated. Limit syncing to periods you did not make manual entries for when first using the integration. Use filters to quickly reference transactions you wish to sync.

Changing the user that a role is assigned to requires recreating the keys and tokens that Spend Center uses to authenticate with NetSuite. This can be done by editing the Integration record and Access tokens in NetSuite and refreshing tokens after reassigning the user. These refreshed tokens can be changed on the integration setup in Spend Center by removing the integration and reauthenticating.

There are several reasons you may not be able to see the default credit card account ledger in the setup drop down. First, make sure that the account is available in the indicated subsidiary. Then ensure that the credit card account is set up as a credit card ledger account (or bank account if you have a deposit balance). Spend Center does not support bill payments for the credit card at this time.

You will be prompted to refresh your tokens and re-enter them in Spend Center.

You may need to adjust the role permissions in NetSuite. Open Manage roles>Spend Center Integration Role>Edit Role. Under Subsidiary Restrictions, choose one of the following options:

All – Grants the role access to all subsidiaries, including inactive subsidiaries.

Active – Grants the role access to the active subsidiaries only.

User Subsidiary – Restricts the role’s access to the user’s subsidiary set on the employee record.

Selected – You select the subsidiaries to which you want to restrict the role’s access.

Custom fields must be created as single select custom fields in order to be used for mapping in the integration. If you created multi-select fields and want to map them you will have to recreate them in Spend Center as single-select.

Prior to version 2020.1 of NetSuite, this was simply referred to as "Web Services." Your current version is listed in NetSuite at the bottom of the home dashboard. If you do not see "Soap Web Services" listed in the role setup permissions search for "Web Services" and set this permission to full. Alternatively, you may need to enable web services in Setup>Company>Enable Features.

No. Reimbursements do not automatically sync with the NetSuite accounting integration. You can export reimbursements as a CSV file by selecting the Export icon on the Reimbursements page, which you can then upload to your accounting system.

View this article for error troubleshooting steps.

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