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Setup NetSuite Integration

  • Updated

Expense Management allows up to two NetSuite accounts to be integrated with one expense account. 

Only the Company Owner, Admin or Bookkeeper can set up the NetSuite integration with Expense Management company. 

We have two options for integrating your NetSuite account with Expense Management: 

  • Basic (Legacy): Follow directions under the Basic section if you do not have 2-Factor Authentication setup for your NetSuite account. Do not select this option if you are integrating NetSuite for the first time.
  • Token (New Integration): Follow directions under the Token section if 2-Factor Authentication is set up for your NetSuite login.

Basic (Legacy)

  1. Go to Settings > Add-Ons > Accounting/ERP.  Locate NetSuite on this page and click the green Install button.
  2. Select Basic.
  3. Enter your NetSuite Email, Password and Account ID. Must be the login information for a NetSuite Administrator account.
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  4. See the additional feature considerations on setup below before clicking Save.
  5. Click Save
  6. Click Map Expense Categories:
    Here you will need to map your Expense Management categories with your NetSuite Expense Categories and General Ledger categories. The instructions to do this can be found here.

Token (Primary for New Integrations) 

  1. Go to Settings > Add-Ons > Accounting/ERP.  Locate NetSuite on this page and click the green Install button.
  2. Select Token.
  3. Enter your NetSuite Token ID, Token Secret, and Account ID. Must be the Token information for a NetSuite Administrator account.
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    Follow directions below to retrieve Token ID and Token Secret:

    3a. Login to NetSuite Admin account > Setup > Company > Enable Features > SuiteCloud > Manage Authentication > Check "Token-Based Authentication" > Save.
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    3b. Setup > Company > Enable Features > SuiteScript > Check “Client Suitescript” and “Server Suitescript” > Save.
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    3c. Customization > SuiteBundler > Search & Install Bundles > Search for “TriNet Expense” > Click on “TriNet Expense - TBA” > Click blue “Install” button. 
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    3d. Lists > Employees > Employees > Edit "yourself" Employee > Access > Select Role "TriNet Expense Integration" > Save.
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    3e. Search for “Tokens” in the search bar at top of screen > Click on “New Access Token” >
    Application Name “Expense Application Token Based” > User “select self” > Role “TriNet Expense Integration” > Save
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  4. Token ID & Secret displays one time only. Copy/paste information in Expense Management.
  5. See the additional feature considerations on setup below before clicking Save.
  6. Click Save
  7. Click Map Expense Categories:
    Here you will need to map your Expense Management categories with your NetSuite Expense Categories and General Ledger categories. The instructions to do this can be found here.

 

Have Netsuite Subsidiaries?

You will need to provide permission for the "Expense Management Integration" role to access your subsidiaries. 

In NetSuite, go to Setup > User / Roles > Manage Roles > Click "Edit" for TriNet Expense Integration and make sure that the subsidiaries are highlighted for this role and click "Save."

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Additional Feature Considerations

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  1. Integration Name (optional) identifies the company file that is synced. This name is only displayed within Expense Management, it does not change the name of your account within NetSuite. Helpful for users with multiple integrations to distinguish. 

  2. Submit Reports Without Policy Violations (recommended to keep checked)

  3. Import NetSuite Clients - Projects - Checked box will import the customers and projects setup in NetSuite to Settings > Company Settings > Clients / Projects.

             If this is enabled, you can filter what NetSuite customers and projects to import.

  4. Import NetSuite Classes, Departments, or Locations - Checked box will import the classes, departments, locations setup in NetSuite to Settings > Company Settings > Classes / Departments / Locations

    Departments and Locations imported from NetSuite cannot be set up as default for users in Expense Management. 

  5. Mark expense report paid when exported - Checked box will mark a report as paid by "Other" automatically when a report is exported to NetSuite. This indicates that when the report is exported to NetSuite, the company will be reimbursing the report soon after the report is is NetSuite. 

  6. Make Integration Visible to Company - Checked box allows NetSuite integration to be viewable by other admin users within Expense Management. 

  7. Allow All Users to View Integration Data (i.e. Clients, Class) - Checked box allows the NetSuite data imported (customer, project, location, department, class) to be visible to users when they are filling out their expense reports. Ex. users can select a customer from the NetSuite integration within Expense Management to add to their expense report. When their report is submitted to NetSuite then the customer will be linked to the report within NetSuite. 

  8. Default Sending of Reports -       
  • Multi-Entry Based on Reimbursable State when you have corporate card data that you want to export to NetSuite as a BILL.
  • Submit All Expenses to Employee Center when you want all expense (reimbursable and non-reimbursable) recorded in Employee Center

All settings for integration can be modified after the initial setup by going to Settings > Personal Settings > Reports > NetSuite > Edit "pencil" icon. 

 

 

 

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