After you’ve generated the necessary API keys and assigned Certify User Roles to your Employees and/or Vendors in NetSuite, you'll need to configure the Emburse NetSuite Connector to ensure the data synchronizations align with your organization’s requirements.
To access your NetSuite Connector settings, click System Configuration and, under System Integrations > View & Edit Integrations, click Emburse NetSuite Integration.
On the NetSuite Integration homescreen, select Settings.
The Settings window will open to the Account Credentials tab.
Account Credentials
Enter the Account ID, Token ID/Secret, and Consumer Key/Secret that were generated in the previous steps. Click Authenticate to test your connection.
The Emburse NetSuite connector will test the connection to ensure a link has been established between the two systems. A message will be displayed upon successful connection.
General Settings
The General tab allows you to enable the specific objects you would like to import to your Certify account.
- Subsidiary is optional and will map to an Employee General Ledger Dimension (GLD) in Certify in a future step.
- Department is required and will map to the Certify Department field automatically.
- Class is optional and will map to an Employee GLD or Expense GLD in a future step.
- Location is optional and will map to an Employee GLD or Expense GLD in a future step.
Users
The Emburse NetSuite user synchronization automates user provisioning in Certify by importing user records, hierarchies, and permissions from NetSuite. Your Certify user list can be populated from your NetSuite Employee list or Vendor list. Only Individual-type vendors will be imported to Certify as users, if enabled.
Employees
To synchronize employee records from NetSuite to Certify, select Sync Employees as Users.
By default, any active employee records in NetSuite will synchronize to Certify. If you would like to filter your employee list to only synchronize 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 ID
If you prefer to designate the employees to synchronize more granularly, we recommend creating a Custom Field checkbox on the employee records in NetSuite. Only selected records will be synchronized to Certify.
Enter the Custom Field ID associated with the Custom Field checkbox to synchronize the user records on which the Custom Field box has been checked.
User ID Mapping
Select the NetSuite value to map to the Certify Employee ID field. You may import either the NetSuite Account Number, the Internal ID, the External ID, or the Entity ID from NetSuite.
First-Level Approver Mapping
Within NetSuite, each employee record has a Supervisor and Expense Approver value available. Choose either option to synchronize to Certify’s First-Level Approver field.
First-Level Approver is required to create a user record in Certify, and each employee must have a valid supervisor or expense approver assigned to their profile (depending on the option selected in the Settings.)
User Role
User Role is a required field in Certify, and each user must have a role supplied when the record is created. Certify User Roles must be created and assigned to applicable employee records in NetSuite before synchronizing to Certify.
Within 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. Certify Roles include Employee, Manager, Executive, and Accountant.
Vendors
To synchronize vendor records from NetSuite to Certify, select Sync Vendors as Users.
By default, any active vendor record in NetSuite will synchronize to Certify, assuming
- the vendor is set as an Individual-type vendor and
- the vendor record has a first name, last name, and email address.
If you would like to filter your vendor list to only synchronize a subset of vendors, use the Filter Vendor by Custom Field ID option.
Filter Vendors by Custom Field ID
To only import a subset of your vendor records as users, we recommend creating a Custom Field checkbox on the vendor record in NetSuite. Only the selected records will be synchronized to Certify.
Enter the Custom Field ID associated with the custom field to synchronize the user records on which the Custom Field box has been checked.
If you are synchronizing employees and vendors from NetSuite, the same Custom Field checkbox can be used to identify applicable records.
User ID Mapping
Select the NetSuite value to map to the Certify Employee ID field. You may import either the NetSuite Account Number, the Internal ID, the External ID, or the Entity ID from NetSuite.
First-Level Approver Mapping
First-Level Approver is required to create a user record in Certify. Each vendor record in NetSuite must be customized to include an Approver field, which will synchronize to Certify as the First-Level Approver.
Create a custom field in NetSuite to house each vendor’s approver, and then enter the Custom Field ID in the field provided. A vendor’s supervisor could be either another vendor record or an employee record in NetSuite.
User Role
User Role is a required field in Certify, and each user must have a role supplied when the record is created. Certify User Roles must be created and assigned to applicable vendor records in NetSuite before synchronizing to Certify.
Within 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. Certify Roles include Employee, Manager, Executive, and Accountant.
Department/Class/Location Fields
Native NetSuite classifications such as Department, Class and Location can be assigned to NetSuite vendors through custom fields. To sync these values to Certify, create a custom field for each classification and assign a default value to each vendor record.
With the custom fields created, input the corresponding Custom Field ID into the fields provided.
Department is a required field and must be included in the Vendor Sync. Class and Location are optional.
Customers & Projects
The Emburse NetSuite Connector includes an optional synchronization of your organization’s Customer and Project lists. Choosing to synchronize these lists will allow your employees to link expenses to a specific customer and project, track billable transactions, and assist with project budgeting.
To enable the Customer and/or Project Sync, toggle each slider.
Both the Customer list and the Project list will map to an Expense General Ledger Dimension (GLD). We will map each field to a specific GLD in a future step.
By default, all active Customer and Project values will import to Certify. If you would like to filter one or both of the lists, use a status or a 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 Certify.
In the example below, only the projects with a status of In Progress, Pending, or Won would import to Certify and be available to users when they are submitting expenses.
Synchronize by Custom Field
Alternatively, you may use a custom field to import specific Customer or Project values, independent of the status. To use this option, create a Custom Field checkbox in NetSuite and enter the Custom Field ID in the field provided.
You may choose to either include or exclude the Project or Customer values that have the Custom Field check box selected.
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 Certify. This setting is mandatory.
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Use Multiple Currencies: Enable this option if your organization tracks foreign currency expense items in NetSuite using NetSuite’s Multi Currency feature.
- Override Foreign Amount and Exchange Rate: Enable this option to leverage the exchange rate used in Certify for foreign expenses, ensuring the data remains accurate across both systems.
Export Expense Reports
Toggling on the Export Expense Reports setting will enable export to the Expense Report module in NetSuite. Enable this setting if you are importing employee records from NetSuite.
When the Export Expense Reports setting is enabled, additional settings will become available.
- Expense Report Form ID: Export all expense reports to a specified form by entering the form’s Internal ID. The ID can be found in NetSuite under Customization > Transaction Forms.
- Emburse Report Number: By default, Emburse will use the unique Report ID associated with the expense report. If you would like to track expense reports that originated from Certify, enter a text prefix. This value will populate to the expense report's Document Number in NetSuite.
- Export Expense Report as Complete, Set Supervisor Approval, and Set Accounting Approval allow you to bypass the NetSuite expense report approval process. We strongly recommend enabling these options, since the expense reports will already be approved in Certify before they are exported to NetSuite.
- Expense Report Including Corporate Cards: Enable this setting if you are integrating your corporate credit card program with Certify. This ensures corporate card transactions will be marked as Non-Reimbursable and applied to the appropriate credit card account in NetSuite.
Export Vendor Bills
Toggling the Export Vendor Bills setting will enable Vendor Bill creation in NetSuite for users with appropriate permissions. Enable this setting if you are importing vendor records from NetSuite as users to Certify.
Additional settings will be available with Export Vendor Bills enabled.
- 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 Certify. We recommend exporting all Vendor Bills as approved, since the expense reports have already been approved within Certify.
An alternative way to track corporate card transactions in NetSuite is to create a payable (Vendor Bill) to each Card Program. If your organization configures credit card programs as vendors in NetSuite, enable the Vendor Bill Credit Cards setting. Doing so will ensure the Vendor Bills created on export will be mapped to the appropriate credit card vendor.
We will map your credit card programs in Certify to a NetSuite vendor in a future step.
Review
Anytime your settings are modified, a review is required before synchronizations can resume. Click Check Your Configuration to review your changes.
The Emburse NetSuite connector will validate that all your settings are accurate, including a check that all IDs provided in the settings are present in NetSuite. A success message will appear after the validation is complete.
When the settings are validated, click Save And Close. Please proceed to Map NetSuite Objects to Certify to continue setup.