Before connecting your NetSuite account to Certify, we recommend enabling the following settings in Certify to limit NetSuite export errors and streamline your reconciliation process.
Enable Expense Equality Check
NetSuite allows only one credit card account to be linked to an expense report. If your organization only has one credit card program connected to Emburse Certify, this is not an issue.
However, if your organization integrates multiple credit card programs with Certify, reconciliation in NetSuite may become an issue if credit card expenses from multiple card programs are included on the same expense report.
To prevent this, we recommend enabling an Expense Equality Check, which will prevent the submission of expense reports containing expenses from multiple card programs.
1. To enable an Expense Equality Check, log in to Certify as an Administrator and click System Configuration. Under Company Policy > Travel and Expense Policy, click on View and Edit Policy.
System Configuration. Under Company Policy > Travel and Expense Policy, click on View and Edit Policy.2. Scroll down to Expense Equality Checks and select Credit Card Program in the drop-down.
3. The new equality check will be added. Check "Ignore expense lines with empty Credit Card Program values." This will allow a user to submit reimbursable expenses on the same report as credit card expenses.
4. Scroll to the bottom of the page and click Save.
Now, when users attempt to submit an expense report containing transactions from multiple card programs, they will receive an error and will not be able to submit the report until this is corrected.
This ensures that all expense reports exported to NetSuite will reconcile to the correct Credit Card Account.
Prevent Negative Expense Report Totals
NetSuite does not allow expense reports with a negative expense report total. While it is unlikely for an employee to submit a negative report through Certify, it remains possible. To account for this, validation can be added to your organization’s Certify account to prevent the submission of negative expense reports.
Reach out to our Support team and request that validation be added to your account to prevent negative expense reports from being submitted.
Creating Expense Categories in NetSuite
The Emburse NetSuite connector will import your existing expense categories from NetSuite into Certify for use on expense reports. Additionally, the expense categories selected on Certify expense reports will export back to NetSuite and map expenses to the appropriate expense account, to ensure accurate reconciliation.
Whether you are exporting to the Expense Report module in NetSuite, or exporting reports as a Vendor Bill, you must maintain an expense category list within NetSuite.
1. To review your expense category list in NetSuite, select Setup, then Accounting, then Expense Categories.
Any categories listed here will import to Certify, and could be selected by end users when creating an expense report.
2. If no categories exist, select New to create new categories.
3. Enter the Name, select an Expense Account to which the expense category will be linked, and select the Subsidiaries to which the category applies.
Name: This will be the name the end user sees when selecting an expense category in Certify. Typical expense category names include: Airfare, Hotels/Lodging, Breakfast, Lunch, Dinner, Office Supplies, etc.
Expense Account: Select the Expense Account which should map to the expense category. Mapping to an Expense Account ensures the transactions submitted in Certify reconcile to the appropriate Account in NetSuite
Subsidiary: Select the Subsidiaries which should have access to the expense category.
Active expense categories will import to Certify during your first scheduled synchronization, which will be completed in a later step.