Configure the Emburse NetSuite Connector

After you have generated the necessary API keys and assigned Emburse Professional user roles to your employees and/or vendors in NetSuite, you need to configure the Emburse NetSuite Connector to align data synchronization with your organization’s requirements.

Prerequisites

• You have generated the required NetSuite API keys.
• You have assigned Emburse Professional user roles to applicable employees and/or vendors in NetSuite.
• You have administrator access to Emburse Professional and NetSuite.

To access your NetSuite Connector settings, select System Configuration. Under System Integrations, select Emburse NetSuite Integration.

On the NetSuite Integration home screen, select Settings.

The Settings window opens to the Account Credentials tab.

Account Credentials

Enter the Account ID, Token ID/Secret, and Consumer Key/Secret that were generated in the NetSuite authentication token setup. Select Authenticate to test your connection.

The Emburse NetSuite Connector tests the connection to confirm that a link has been established between the two systems. A success message displays after the connection is complete.

General Settings

The General tab allows you to enable the objects that you want to import to your Emburse Professional account.

• Subsidiary: Optional. This maps to an Employee General Ledger Dimension (GLD) or Expense GLD in Emburse Professional in a later step.
• Department: Required. This maps to the Emburse Professional Department field automatically.
• Class: Optional. This maps to an Employee GLD or Expense GLD in a later step.
• Location: Optional. This maps to an Employee GLD or Expense GLD in a later step.

Users

The Emburse NetSuite user synchronization automates user provisioning in Emburse Professional by importing user records, hierarchies, and permissions from NetSuite. Your Emburse Professional user list can be populated from your NetSuite employee list or vendor list. Only individual-type vendors are imported to Emburse Professional as users, if enabled.

Employees

To synchronize employee records from NetSuite to Emburse Professional, select Sync Employees as Users.

By default, active employee records in NetSuite synchronize to Emburse Professional. To synchronize only a subset of employees, use either the Filter Employee by Type option or the Filter Employees by Custom Field ID option.

Filter Employee by Type

To filter employees by employee type, enter the Internal ID values of the employee types that should be included in the sync.

For example, to sync only employees classified as Exempt and Regular Employee from the list below, enter the Internal ID values 6, 3, and 9 in the field provided.

Filter Employees by Custom Field ID

To identify employees more granularly, create a custom field checkbox on employee records in NetSuite. Only selected records synchronize to Emburse Professional.

Enter the Custom Field ID associated with the custom field checkbox to synchronize the user records where the checkbox is selected.

User ID Mapping

Select the NetSuite value to map to the Emburse Professional Employee ID field. You can import the NetSuite Account Number, Internal ID, External ID, or Entity ID.

First-Level Approver Mapping

Each employee record in NetSuite includes Supervisor and Expense Approver values. Select one option to synchronize to the Emburse Professional First-Level Approver field.

First-Level Approver is required to create a user record in Emburse Professional. Each employee must have a valid supervisor or expense approver assigned to their profile, depending on the option selected in Settings.

User Role

User Role is a required field in Emburse Professional. Each user must have a role supplied when the record is created. Emburse Professional user roles must be created and assigned to applicable employee records in NetSuite before synchronizing to Emburse Professional.

In the User settings, enter the Custom Field ID associated with the Emburse Role custom field that was created in a previous step. Emburse Professional roles include Employee, Manager, Executive, and Accountant.

Synchronize NetSuite Employee Custom Fields

To import employee-level custom fields, use the search box to select the applicable fields. The custom field maps to an Employee GLD in Emburse in a later step. For more information, see Import Custom Fields from NetSuite.

Vendors

To synchronize vendor records from NetSuite to Emburse Professional, select Sync Vendors as Users.

By default, active vendor records in NetSuite synchronize to Emburse Professional when both of the following conditions are met:

• The vendor is set as an individual-type vendor.
• The vendor record includes a first name, last name, and email address.

To synchronize only a subset of vendors, use the Filter Vendor by Custom Field ID option.

Filter Vendors by Custom Field ID

To import only a subset of your vendor records as users, create a custom field checkbox on the vendor record in NetSuite. Only the selected records synchronize to Emburse Professional.

Enter the Custom Field ID associated with the custom field to synchronize the user records where the custom field checkbox is selected.

If you are synchronizing employees and vendors from NetSuite, the same custom field checkbox can identify applicable records.

User ID Mapping

Select the NetSuite value to map to the Emburse Professional Employee ID field. You can import the NetSuite Account Number, Internal ID, External ID, or Entity ID.

First-Level Approver Mapping

First-Level Approver is required to create a user record in Emburse Professional. Each vendor record in NetSuite must be customized to include an Approver field, which synchronizes to Emburse Professional as the First-Level Approver.

Create a custom field in NetSuite to store each vendor’s approver. Then, enter the Custom Field ID in the field provided. A vendor’s supervisor can be another vendor record or an employee record in NetSuite.

User Role

User Role is a required field in Emburse Professional. Each user must have a role supplied when the record is created. Emburse Professional user roles must be created and assigned to applicable vendor records in NetSuite before synchronizing to Emburse Professional.

In the User settings, enter the Custom Field ID associated with the User Role field in NetSuite to ensure user records are created with the appropriate role. Emburse Professional roles include Employee, Manager, Executive, and Accountant.

Department/Class/Location Fields

Native NetSuite classifications, like Department, Class, and Location, can be assigned to NetSuite vendors through custom fields. To sync these values to Emburse Professional, create a custom field for each classification and assign a default value to each vendor record.

After you create the custom fields, enter the corresponding Custom Field ID in the fields provided.

Department is required and must be included in the Vendor Sync. Class and Location are optional.

Synchronize NetSuite Vendor Custom Fields

To import vendor custom fields, use the search box to select the applicable fields. The custom field maps to an Employee GLD in Emburse in a later step. For more information, see Import Custom Fields from NetSuite.

Customers & Projects

The Emburse NetSuite Connector includes optional synchronization for your organization’s Customer and Project lists. Synchronizing these lists allows users to link expenses to a specific customer and project, track billable transactions, and support project budgeting.

To enable Customer Sync and/or Project Sync, turn on each toggle.

The Customer list and Project list map to an Expense GLD. You map each field to a specific GLD in a later step.

By default, all active Customer and Project values import to Emburse Professional. To filter one or both lists, use a status or custom field.

Synchronize by Status

To synchronize Customer or Project values by status, enter the Internal ID of each Project Status that should import to Emburse Professional.

In the example below, only projects with a status of In Progress, Pending, or Won import to Emburse Professional and are available to users when they submit expenses.

Synchronize by Custom Field

You can use a custom field to import specific Customer or Project values, independent of status. To use this option, create a custom field checkbox in NetSuite and enter the Custom Field ID in the field provided.

You can choose to either include or exclude the Project or Customer values where the custom field checkbox is selected.

Project Resourcing

The Emburse NetSuite Connector allows you to import your Project Resourcing relationships. Project Resourcing limits the Project values available to each user in the Project dropdown field when they create or edit expenses. For example, your organization may have thousands of Project values, but each user may need to select only a few Project values on their expense reports.

The relationships between employees and projects are maintained in NetSuite. To enable this functionality, select Limit Expenses to Resources in the Synchronize Project Resources dropdown.

Expenses

Use the Expenses section to customize how your organization’s expense report data exports to NetSuite.

• Synchronize Expense Categories: Enable this option to import your NetSuite expense categories into Emburse Professional. If this option is not selected, you need to manually create expense categories in Emburse and map those categories to a specific NetSuite GL Account in a later step.
• Synchronize NetSuite Expense Custom Fields: Select any line-level or header-level custom fields that users should select when they create expenses. These custom fields map to an Expense GLD in Emburse in a later step. For more information, see Import Custom Fields from NetSuite.
• Use Multiple Currencies: Enable this option if your organization tracks foreign currency expense items in NetSuite using NetSuite’s Multi-Currency functionality.
  • Override Foreign Amount and Exchange Rate: Enable this option to use the exchange rate from Emburse Professional for foreign expenses.

NetSuite SuiteTax

If your organization uses the SuiteTax module in NetSuite, turn on Use NetSuite SuiteTaxes and select the taxable regions. For more information, see Integrate with the NetSuite SuiteTax Module.

Export Reimbursable Expenses

To export reimbursable expenses to NetSuite, turn on Export Reimbursable Expenses. Reimbursable expenses can be exported to NetSuite as any of the following transaction types:

• Expense Reports
• Vendor Bills
• Journal Entries

Export as Expense Reports

1. To export reimbursable expenses to the NetSuite expense report module, select Export as Expense Reports/Vendor Bills.
2. Select the Expense Reports checkbox.

3. Enter the following information:
   • Expense Report Form ID: Enter the Internal ID of the NetSuite Transaction form used for Employee Expense Reports.
   • Emburse Report Number: By default, Emburse uses the unique Report ID associated with the expense report. To track expense reports that originated from Emburse Professional, enter a text prefix. This value populates the expense report’s Document Number in NetSuite.
4. Select values for Export Expense Report as Complete, Set Supervisor Approval, and Set Accounting Approval. Enabling these options allows you to bypass the NetSuite expense report approval process. We recommend enabling these options because expense reports are already approved in Emburse Professional before they are exported to NetSuite.

Export as Vendor Bills

1. To export reimbursable expenses as a NetSuite Vendor Bill, select Export as Expense Reports/Vendor Bills.
2. Select the Vendor Bills checkbox.
3. Enter the following information:

• Vendor Bill Form ID: Enter the Internal ID of the standard or custom form used for Vendor Bills in NetSuite.
• Vendor Credit Form ID: Enter the Internal ID of the standard or custom form used for Vendor Credits in NetSuite.
• Set Approval Status: Select the default approval status for all Vendor Bills exported from Emburse Professional. We recommend exporting all Vendor Bills as approved because the expense reports are already approved in Emburse Professional.

Export as Journal Entries

1. To export reimbursable expenses as Journal Entries, select Post as Journal Entries.

2. Enter the following information:
   • Journal Entry Form ID: Enter the Internal ID of the NetSuite Transaction form used for Journal Entry Records.
   • Emburse Report Number: Enter a text prefix and allow override for autogenerated numbers in NetSuite to identify your Emburse expenses. For example, entering a prefix of EMB prepends each Journal Entry number with EMB.
   • Offset Account ID: Enter the Internal ID for the General Ledger account used to offset expense lines in the journal entry.

Export Company Paid Expenses

To export non-reimbursable company credit card expenses to NetSuite, turn on Export Company Paid Expenses. Non-reimbursable company credit card expenses can be exported to NetSuite as any of the following transaction types:

• Expense Reports
• Vendor Bills
• Journal Entries

Export as Expense Reports

1. To export non-reimbursable company credit card expenses to the NetSuite expense report module, select Export as Expense Reports/Vendor Bills.
2. Select the Expense Reports checkbox.
3. Select a Corporate Card Account. If your organization has multiple credit card programs in Emburse, leave this field blank. Card programs map to a specific Credit Card Account in a later step.

Export as Vendor Bills

1. To export non-reimbursable company credit card expenses as a Vendor Bill to NetSuite, select Export as Expense Reports/Vendor Bills.
2. Select the Vendor Bills checkbox.
3. Enter the following information:
   • Vendor Bill Form ID: Enter the Internal ID of the standard or custom form used for Vendor Bills in NetSuite.
   • Vendor Credit Form ID: Enter the Internal ID of the standard or custom form used for Vendor Credits in NetSuite.
   • Set Approval Status: Select the default approval status for all Vendor Bills exported from Emburse Professional. We recommend exporting all Vendor Bills as approved because the expense reports are already approved in Emburse Professional.

Export as Journal Entries

1. To export non-reimbursable company credit card expenses as Journal Entries, select Post as Journal Entries.
2. Enter the following information:
   • Journal Entry Form ID: Enter the Internal ID of the NetSuite Transaction form used for Journal Entry Records.
   • Emburse Report Number: Enter a text prefix and allow override for autogenerated numbers in NetSuite to identify your Emburse expenses. For example, entering a prefix of EMB prepends each Journal Entry number with EMB.
   • Offset Account ID: Enter the Internal ID for the General Ledger account used to offset expense lines in the journal entry.

Review

Any time settings are modified, a review is required before synchronizations can resume. Select Check Your Configuration to review your changes.

The Emburse NetSuite Connector validates that your settings are accurate, including whether the IDs provided in settings are present in NetSuite. A success message displays after validation is complete.

After the settings are validated, select Save and Close. Continue setup in Map NetSuite Objects to Emburse Professional.