Map NetSuite Objects to Emburse Professional

After your initial configuration, additional mapping steps may be required to complete your integration setup. Use this article to map your NetSuite objects to Emburse Professional.

Automatic Mapping (Non-Configurable)

The following objects map automatically and cannot be modified:

• NetSuite Employee records map as Users in Emburse Professional.
  • If your employees are stored as Vendors in NetSuite, they also map as Users in Emburse Professional.
• NetSuite Department records map to Departments in Emburse Professional.
• If enabled, NetSuite Expense Category records map to Expense Categories in Emburse Professional.
  • If Expense Categories are not configured in NetSuite, you can manually add categories to Emburse Professional and map them to a NetSuite GL account in a later step.

Map a Default Accountant

Each user record in Emburse Professional must have an Accountant assigned. The Accountant is the final approver in the approval path and processes expense reports. After a report is processed, it exports to NetSuite during the next scheduled or manual export.

Because accountant assignment does not exist within NetSuite, you can select a Default Accountant during initial mapping.

1. In Emburse Professional, select System Configuration. Under System Integrations > View & Edit Integrations, select Emburse NetSuite Integration.

   

2. Select the Mapping tab.

   

3. Select the user who serves as the accountant for all other users imported from NetSuite

   

Map a Credit Card Program

Credit card programs in Emburse Professional can be mapped to a Credit Card Account or a Vendor in NetSuite, depending on your organization’s NetSuite configuration. Mapping credit card programs in Emburse Professional ensures that processed transactions post to the applicable account or vendor in NetSuite.

To export credit card transactions to NetSuite, enable one of the following settings in your NetSuite Configuration: Expense Report including Corporate Cards or Vendor Bill Credit Cards.

1. In Emburse Professional, select System Configuration. Under System Integrations > View & Edit Integrations, select Emburse NetSuite Integration.

   

2. Select the Mapping tab.

   

3. Select the applicable account and select Save at the bottom of the page.

   

Map Expense Categories

If your organization does not use the Expense Category Sync from NetSuite, create expense categories in Emburse Professional and then map them to the corresponding GL Account in NetSuite.

1. In Emburse Professional, select System Configuration. Under System Integrations > View & Edit Integrations, select Emburse NetSuite Integration.

   

2. Select the Mapping tab.

   

3. Scroll to the Category Mapping section. Using the dropdowns, map each Emburse Professional expense category to the applicable NetSuite GL Account. Select a Default GL Account. Expenses exported with an unmapped expense category post to the selected Default GL Account.

   

Map to General Ledger Dimensions

The following objects map to General Ledger Dimension fields in Emburse Professional:

• Subsidiaries
• Classes
• Locations
• Customers
• Projects

Subsidiaries, Classes, and Locations can map as an Employee General Ledger Dimension or an Expense General Ledger Dimension. If employees need to allocate expenses across multiple Subsidiaries, Classes, or Location values, map those objects as an Expense General Ledger Dimension.

Customers and Projects can only map to an Expense General Ledger Dimension. Mapping to an Expense General Ledger Dimension means users select a unique Customer or Project value on each expense, when applicable.

1. In Emburse Professional, select System Configuration. Under System Integrations > View & Edit Integrations, select Emburse NetSuite Integration.

   

2. Select the Mapping tab.

   

3. Select the object to map from the dropdown.

   

4. If necessary, rename the object using the Name field. This is useful if you renamed the standard objects in NetSuite and want to keep parity between both systems.

   

5. Select Save.

Mapping Details

The following section outlines specific data points that sync between NetSuite and Emburse Professional. 

NetSuite Employees as Users

NetSuite	Emburse Professional	Notes
First Name	First Name
Last Name	Last Name
Email	Email Address
NetSuite Account Number/Internal ID/External ID/Entity ID	Employee ID	The integration maps one of the four options from NetSuite to the Emburse Professional Employee ID field, depending on your selection in the connector settings.
Default Currency	Default Currency
N/A	Commute Distance & Units	This value is not imported from NetSuite and must be set manually in Emburse Professional.
Active Status	Account Status	Employees set to Inactive in NetSuite are deactivated in Emburse Professional during the next synchronization.
Custom Field	Role	Emburse Professional Roles can be applied to user records in NetSuite via a Custom Field and synchronized.
N/A	Administration Level	Administration Level is not mapped from NetSuite. Administrators in Emburse Professional must set this value manually.
Department	Department
Subsidiary	Employee GLD or Expense GLD Field	Assigned to the user record after Subsidiary is mapped.
Classification	Employee GLD or Expense GLD Field	Assigned to the user record after Classification is mapped (assuming it is mapped as an Employee GLD field).
Location	Employee GLD or Expense GLD Field	Assigned to the user record after Location is mapped (assuming it is mapped as an Employee GLD field).
Supervisor/Expense Approver	First Approver	The integration maps either the NetSuite Supervisor or Expense Approver value into the First Approver field in Emburse Professional, depending on your configuration.
N/A	Second Approver	Second-Level Approver is not mapped from NetSuite. Administrators must map a Second-Level Approver manually.
Mapping	Accountant	Within Emburse Professional, you can select a Default Accountant on the Mapping tab for all users imported from NetSuite. Alternatively, you can assign Accountants manually to each user record.

NetSuite Vendors as Users

NetSuite	Emburse Professional	Notes
First Name	First Name	Vendor must be configured as an Individual Vendor to be included in the user sync.
Last Name	Last Name
Email	Email Address
NetSuite Account Number/Internal ID/External ID/Entity ID	Employee ID	The integration maps one of the four options from NetSuite to the Emburse Professional Employee ID field, depending on your selection in the connector settings.
Vendor Currency	Default Currency
N/A	Commute Distance & Units	This value is not imported from NetSuite and must be set manually in Emburse Professional.
Active Status	Account Status	Vendors set to Inactive in NetSuite are deactivated in Emburse Professional during the next synchronization.
Custom Field	Role	Emburse Professional Roles can be applied to user records in NetSuite via a Custom Field and synchronized.
N/A	Administration Level	Administration Level is not mapped from NetSuite. Administrators in Emburse Professional must set this value manually.
Department (Custom Field)	Department	A custom field can be created in NetSuite, using your existing Department List, to apply a Department value to your Vendor users.
Subsidiary	Employee GLD Field
Class (Custom Field)	Employee GLD or Expense GLD Field	A custom field can be created in NetSuite, using your existing Class List, to apply a Class value to your Vendor users.
Location (Custom Field)	Employee GLD or Expense GLD Field	A custom field can be created in NetSuite, using your existing Location List, to apply a Location value to your Vendor users.
Vendor/Employee Record	First Approver	A custom field can be created on each Vendor record in NetSuite to assign a First-Level Approver. The custom field can use either your existing Employee list or Vendor list in NetSuite.
N/A	Second Approver	Second-Level Approver is not mapped from NetSuite. Administrators must map a Second-Level Approver manually.
Mapping	Accountant	Within Emburse Professional, you can select a Default Accountant on the Mapping tab for all users imported from NetSuite. Alternatively, you can assign Accountants manually to each user record.

Departments

NetSuite	Emburse Professional	Notes
Department Name	Department Name
Department Internal ID	Department Code
Active	Active Status	Departments set to Inactive in NetSuite are deactivated in Emburse Professional during the next synchronization.
N/A	Second Level Approval	This value is not imported from NetSuite and must be set manually in Emburse Professional.
N/A	Strict Filtering	This value is not imported from NetSuite and must be set manually in Emburse Professional.
N/A	Hide Department	This value is not imported from NetSuite and must be set manually in Emburse Professional.
N/A	Hide Billable	This value is not imported from NetSuite and must be set manually in Emburse Professional.
N/A	Hide Reimbursable	This value is not imported from NetSuite and must be set manually in Emburse Professional.

Expense Categories

NetSuite	Emburse Professional	Notes
Expense Category Name	Expense Category Name
Expense Category Internal ID (found in the Category URL)	GL Code
N/A	Expense Type	This value is not imported from NetSuite and must be set manually in Emburse Professional.
N/A	Personal Expense	This value is not imported from NetSuite and must be set manually in Emburse Professional.
N/A	Require Reason	This value is not imported from NetSuite and must be set manually in Emburse Professional.
N/A	Maximum Amount	This value is not imported from NetSuite and must be set manually in Emburse Professional.
N/A	Spend Limit per User	This value is not imported from NetSuite and must be set manually in Emburse Professional.
N/A	Receipt Threshold	This value is not imported from NetSuite and must be set manually in Emburse Professional.
N/A	Receipt Threshold Amount	This value is not imported from NetSuite and must be set manually in Emburse Professional.
N/A	Department Filter	This value is not imported from NetSuite and must be set manually in Emburse Professional.
N/A	Hide Billable	This value is not imported from NetSuite and must be set manually in Emburse Professional.

Subsidiaries

NetSuite	Emburse Professional	Notes
Subsidiary Name	Employee GLD Name	The specific Employee GLD position determined during mapping.
Subsidiary Internal ID	Employee GLD Code	The specific Employee GLD position determined during mapping.

Classes

NetSuite	Emburse Professional	Notes
Class Name	Employee or Expense GLD Name	The specific GLD position determined during mapping.
Class Internal ID	Employee or Expense GLD Code	The specific GLD position determined during mapping.

Locations

NetSuite	Emburse Professional	Notes
Location Name	Employee or Expense GLD Name	The specific GLD position determined during mapping.
Location Internal ID	Employee or Expense GLD Code	The specific GLD position determined during mapping.

Customers

NetSuite	Emburse Professional	Notes
Customer Name	Expense GLD Name	The specific GLD position determined during mapping.
Customer Internal ID (found in the Customer URL)	Expense GLD Code	The specific GLD position determined during mapping.

Projects

NetSuite	Emburse Professional	Notes
Project Name	Expense GLD Name	The specific GLD position determined during mapping.
Project Internal ID (found in the Project URL)	Expense GLD Code	The specific GLD position determined during mapping.

With mapping complete, you are ready to set a synchronization schedule and sync your data for the first time. See Set a NetSuite Sync Schedule to continue.