Deep Dive: NetSuite Advanced Settings configuration options

Christina Dobryzynski
Christina Dobryzynski Expensify Success Coach - Admin, Expensify Team, Expensify Student Ambassador Posts: 267 Expensify Team
edited August 2023 in Deep Dive Docs

What advanced NetSuite features can be integrated with Expensify?

  1. Daily sync between Expensify and NetSuite.

  2. Automatically invite employees to a Group Policy and create an approval workflow based on the configurations in NetSuite.

  3. Create a new employee or vendor when a report is exported.

  4. Import Customers and Projects across all subsidiaries into a Group Policy.

  5. Export foreign currency instead of a converted Expense total into NetSuite.

You'll find these NetSuite Advanced configuration settings (and more!) in the web app at Settings > Policies > Group > [Policy Name] > Connections > NetSuite: Configure > Advanced tab. Keep reading to learn more about all the configuration setting options. 

Auto Sync

When enabled, a final approved report in Expensify will automatically be exported to NetSuite. Auto Sync repeats every day at the time it was enabled.

Something to keep in mind: When Auto Sync is enabled and you're using Expensify's Direct Deposit ACH, a reimbursed Expensify report will automatically create a Bill Payment in NetSuite.

Pro-tip: The comments section of an Expensify report will show extra details about when a report was exported to NetSuite and any errors that occurred during the export. 

Q: If I enable Auto Sync, what happens to existing approved and reimbursed reports? 

If your policy has been connected to NetSuite with Auto Sync disabled, you can safely turn on Auto Sync without affecting existing reports which have not been exported.

  • If a report has been exported to NetSuite and reimbursed via ACH or marked as reimbursed in Expensify, we'll automatically mark it as paid in NetSuite during the next sync
  • If a report has been exported to NetSuite and marked as paid in NetSuite, we'll automatically mark it as reimbursed in Expensify during the next sync
  • If a report has not been exported to NetSuite, it will not be exported to NetSuite automatically

Newly imported categories should be 

This one is pretty straightforward, if you enable this feature, all submitters will be able to add the newly imported Categories to an Expense. 

Invite Employees & Set Approval Workflow

Invite Employees: This option allows Expensify to import your employees from the selected NetSuite subsidiary, invite them to your Expensify policy and set the approval workflow. When new employees are imported to Expensify, the employee will receive an email from Expensify notifying them they have been added to a policy. 

Set Approval Workflow: In addition to inviting new employees, you can also set an approval workflow in NetSuite. The policy Approval Workflow will default to Manager Approval, importing NetSuite approval workflows directly into Expensify. 

User imagepng

Basic Approval:

  • single level of approval, where all users submit directly to a Final Approver. 

  • The Final Approver defaults to the policy owner, but can be edited on the people page, shown above.

Manager Approval (default):

  • Two levels of approval route reports first to an employee's NetSuite expense approver or supervisor, and second to a policy-wide Final Approver. 

  • By NetSuite convention, if no expense approver exists, Expensify will map to the supervisor.

  • The Final Approver defaults to the policy owner but can be edited on the people page, shown above. 

Configure Manually:

  • Employees will be imported, but ALL levels of approval must be manually configured on the policy's People settings page.

Pro-tip: If you enable this setting, I highly recommend taking a peek at the newly imported employee/managers on the Settings > Policies > Group > [Policy Name] > People page. You can set a user role for each new employee and also enforce an approval workflow. 

Automatically Create Employees/Vendors

This option will automatically create a new employee or vendor from the email of the report submitter (depending on your export settings) if one doesn't already exist in NetSuite.

Export Foreign Currency Amount

This feature allows you to send the original amount of the expense rather than the converted total when exporting to NetSuite. (This option will appear only if you are exporting reimbursable expenses as Expense Reports.)

Cross-Subsidiary Customers/Projects 

This allows you to import Customers and Projects across all subsidiaries into your policy. Please note that in order for this functionality to exist, you will need to have "Intercompany Time and Expense" enabled in NetSuite. This can be found under Setup > Company > Setup Tasks: Enable Features > Advanced Features.

Sync Reimbursed Reports

If using Expensify Direct Deposit ACH and exporting reimbursable expenses as Expense Reports or Vendor Bills, when an expense report is reimbursed in Expensify, the corresponding Bill Payment will be automatically created in NetSuite. To enable this feature, click on the toggle in the Advanced Settings and select the appropriate account for the Bill Payment transaction. The selected account will need to match the default account for Bill Payments in NetSuite.

Alternatively, if reimbursing outside of Expensify, this feature will update the status of the expense report in Expensify from Approved to Reimbursed when the respective report is paid in NetSuite and the corresponding policy syncs next via Auto-Sync or Settings > Policies > Group > [Policy Name] > Connections > Sync Now.

Setting Approval Levels

You can set the approval levels based on your export type. 

  • Expense Reports: the options are NetSuite default preference, Supervisor approval only, Accounting approval only, or Supervisor and accounting approved. 

  • Vendor Bills or Journal Entries: the options are NetSuite default preference, Pending approval, or Approved for posting.

Note: If you have approval routing selected in your accounting preference, this will override the selections in Expensify. If you do not wish to use approval in NetSuite go to Setup > Accounting > Accounting Preferences > Approval Routing and make sure Vendor Bills and Journal Entries are not selected. 

Collection Account

User imagepng

Once an Invoice is marked as Paid, this is the account it will be marked against.

Related Articles