Integrate with NetSuite
The Expensify-NetSuite integration - made possible with GL Mapping to a customized spreadsheet file - allows your employees to easily create and submit expense reports in compliance with NetSuite’s data requirements.
The basic company setup steps will need to be taken care of before setting up the NetSuite integration. Namely:
NetSuite CSV Import
NetSuite allows CSV import for certain transaction types. Customers will typically import expenses from Expensify into NetSuite as either Vendor Bills or Journal Entries. The requirements of the CSV file will depend on which option you choose.
Importing as Vendor Bills
When importing a CSV file of transactions as a vendor bill the following fields are required:
- Vendor (This will typically be the employee)
- Cost Allocation Method (Weight, Quantity, or Value)
- Item (This will typically be the merchant name)
These are the required fields. You can add any other fields that you would like to capture as well.
Importing as Journal Entries
When importing a CSV file of transactions as journal entries the date field is the only required field. You can completely customize the other fields that you would like to include.
Importing as Basic Expense Reports
Importing Basic Expense Reports into NetSuite you’ll need to use a multiple-file import. One import will be for the report information and the other will apply to the expenses within the reports.
For the report file, you’ll only need Employee Name and External Employee ID. We recommend you add these to the User ID and Payroll ID of your employees in the People section of your company policy in Expensify.
For the expense list file, you’ll only need the employee’s External ID, the expense amount and the expense category.
You can find additional fields to add to both files in the Expense Report Body Fields and Expense Report Sublist Fields pages of the NetSuite’s SuiteAnswers platform.
Importing the File
To import the file into NetSuite, navigate to the setup manager, open the Import/Export folder and choose Import CSV Records. On the next screen, choose to import “Transactions” as either a “Vendor Bill” or a “Journal Entry” .
You will then be able to map the fields in the import file to those in NetSuite. You can save this import mapping to for future use.
Configuring Your Export File
After you’ve chosen the appropriate format for your company, you will create an export format that any admin can use to export expense data into a CSV file. This file will then be uploaded into NetSuite in the manner described above. To do so, visit the Export format section of your policy settings (Settings > Policies > [Policy Name] > Export Formats). Once the export format has been created, any policy admin can choose a group of reports and export them to the custom CSV template.
Example Export Format for Vendor Bill Setup
Example Export Format for Basic Expense Report Setup
Contact email@example.com to have your export files setup for your Basic Expense Report Export.