Deep Dive - Configure Export Settings for NetSuite

Victoria O'leary · November 2019

We offer loads of options when it comes to exporting your reports from Expensify to Netsuite! Let's take a look at how to configure these settings to suit your business needs.

Where to configure your Export Options

Let's start at the beginning, where do you find these export options so you can configure them. This is really straight forward - just head to Settings > Policies > Group > Connections then select the "Configure" button below Netsuite and then you're exactly where you need to be:

Configuration options

Subsidiary

The subsidiary selection will only appear if you are using NetSuite OneWorld if you have multiple subsidiaries active.

If you add a new subsidiary to NetSuite, just click refresh and it should appear in the dropdown list.

Preferred Exporter

Any admin can export but the preferred exporter will receive notifications in their inbox that the report needs to be exported.

Date

The three options for the date your report will export with are:

Date of last expense - This will use the date of the last expense on the report.
Submitted date - The date the employee submitted the report.
Exported date - The date you export the report to NetSuite

Reimbursable Expenses

Expense Reports

Expensify transactions will export reimbursable expenses as expense reports. Expense reports will post to the payables account specified in NetSuite. In some cases you may want to change this to credit a different account.

Vendor Bills

Expensify transactions will export as vendor bills in NetSuite and will map to the subsidiary associated with this policy. Each report will post as a payable to the vendor associated with the employee that submitted the report. You can also set an approval level in NetSuite for the bills.

Journal Entries

Expensify transactions will export as journal entries in NetSuite and will map to the subsidiary associated with this policy. All the transactions will post to the payable account specified in the policy. You can also set an approval level in NetSuite for the journal entries.

Important Notes:

Journal entry forms by default do not contain a customer column so it is not possible to export customers or projects with this export option.
The credit line and header level classifications are pulled from the employee record.

Non-Reimbursable Expenses

Vendor Bills

Non-reimbursable expenses will post as a vendor bill payable to the default vendor specified in your policy's connection settings. If you are centrally managing your company cards through Domains, you can export expenses from each individual card to a specific vendor in NetSuite (detailed instructions here). You can also set an approval level in NetSuite for the bills.

Journal Entries

Non-reimbursable expenses will post to the Journal Entries posting account selected in your policy's connection settings. If you are centrally managing your company cards through Domains, you can export expenses from each individual card to a specific account in NetSuite (detailed instructions here).

Important Notes:

Expensify Card expenses will always export as Journal Entries, even if you have Expense Reports or Vendor Bills configured for non-reimbursable expenses on the Export tab.
Journal entry forms by default do not contain a customer column so it is not possible to export customers or projects with this export option.
The credit line and header level classifications are pulled from the employee record.

Expense Reports

To use the expense report option for your corporate card expenses, you will need to set up your default corporate cards in NetSuite.

To use a default corporate card for all non-reimbursable expense, you will need to select the correct card on the employee records (for individual accounts) or the subsidiary record (If you are using a non-one world account, the default is found in your accounting preferences).
Add the corporate card option and corporate card main field to your expense report transaction form in NetSuite by going to Customization > Forms > Transaction Forms > preferred expense report form > Screen Fields. Under the Main tab check Show for Account for Corporate Card Expenses. On the Expenses tab check Show for Corporate Card.

Image: https://us.v-cdn.net/6030147/uploads/editor/zt/grmg758mu637.png

To use individual corporate cards for each employee, you can select the default account on your employee record. *Note: make sure you add this field to your employee entity form in NetSuite.

If you have multiple cards assigned to a single employee, you won't be able to export to each account, you can only have a single default per employee record.

Export Invoices To

Select the Accounts Receivable account you want your Invoice Reports to be exported to after they've been sent. In NetSuite, the Invoices are linked to the customer corresponding to the email address the Invoice was sent to: