NetSuite export error - vendor does not exist
When exporting an expense report as a vendor bill, I'm receiving the error "Could not find vendor with email XXX". I have verified this vendor exists in NetSuite with that email. The only thing I can think of is that the vendor record is associated with multiple subsidiaries in NetSuite i.e. it has Subsidiary A as its primary subsidiary and Subsidiary B as a secondary subsidiary. My Expensify policy is for Subsidiary B (the secondary subsidiary).
Is this a known issue/limitation with the Expensify sync? This is my current guess of the issue because I have two other vendors that I can successfully export reports for where their primary subsidiaries are Subsidiary B. I cannot find any other differences between these vendor records.
Best Answer
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Hi @Nilar I'm one of Expensify's integration specialists and I want to confirm that the primary subsidiary on the vendor record needs to match the subsidiary selected in your policy. Let me know if you still have trouble exporting!
Answers
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@Nilar, Is the user email address the same as the vendor address in NetSuite? I've had a few complications with this in the past. Also, Make sure that you are syncing your connection before you try to export the report again.
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Yup, the email is exactly the same and I've re-synced the connection many times.
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Does the issue seem isolated to one employee? or is it multiple employees that have the issue?
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@Nilar, I have to confess, I have the same issue going on, I've just put it off for a while. If you have access to the user's account, is the email address in NetSuite matching the primary email address in Expensify? When I have this issue it's usually related to an employee that comes over from one of our subsidiaries and their email address changes. We use Azure to authenticate into NetSuite, but not necessarily Expensify. Somehow a mismatch happens and it's a pain to track down.
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I'm currently implementing this Expensify integration with NetSuite and testing so I don't have a ton of examples. But we have two successful report syncs with two vendor records where the primary subsidiary matches. And we have two test cases of unsuccessful syncs where the primary subsidiary doesn't match. I think I'm answering my own question here...
We only have one email address for the vendor in NetSuite so I don't think that's the problem. I've done the integration before for other companies using employees/journals and I know the subsidiary and currency (and email) need to match. I haven't done it using vendors/bills and I thought because NetSuite allows multiple subsidiaries per vendor, that Expensify would know how to work around that. But if not, it would mean we need to create duplicate vendor records for each necessary subsidiary.
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@Nilar, I don't have any employees on other subsidiaries in NetSuite using Expensify, so I'm not completely sure about that use case. What you are saying though sounds like it might be the case, even though it doesn't seem right to have to create a vendor for each sub. We export as a vendor bill or an expense report if it is reimbursable.
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Sheena Trepanier Expensify Team, Approved! Accountant, Expensify Student Ambassador Posts: 1,362 Expensify TeamOptions@Nilar thank you for posting your question and coming back again and again for fantastic discussion with @tylerzoll.
I'm going to bring this discussion to the attention of my team members who more familiar with the finer details of our integrations. I'll check in with you both tomorrow and let you know what I learn.
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@Nicole Trepanier Thanks for confirming. Are there any plans to update the integration to accommodate secondary subsidiaries in the future?
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@Nilar The secondary subsidiaries aren't available via the NetSuite API so we don't have an option to view them when we sync.
