Import Custom Fields from NetSuite

The Emburse NetSuite Connector integrates with your organization’s Custom Fields from NetSuite to further streamline the expense submission and reconciliation process. This article will show Emburse Professional administrators how to enable NetSuite Custom Field imports for your organization.

The following NetSuite custom object types are eligible for import into your Emburse Professional configuration:

  • Entity Fields
  • Transaction Body Fields
  • Transaction Line Fields

Only custom fields with a type of List/Record are eligible for import into Emburse Professional at this time.

ICF - List Record Type.png

1. Enable Custom Field Import

1. In the upper right corner of Emburse Professional, click System Configuration and, under System Integrations > View & Edit Integrations, click Emburse NetSuite Integration.

2. Click Settings.

3. You may choose to enable Employee custom fields, Vendor custom fields, and/or Expense custom fields.

On the Users tab, select Synchronize NetSuite Employee Custom Fields and/or Synchronize NetSuite Vendor Custom Fields.

4. Use the drop-down to select the specific custom fields to import to Emburse Professional. Multiple fields may be selected.

5. If you would like to import Expense-level custom fields, click the Expenses tab and select Synchronize NetSuite Expense Custom Fields.

In order for a specific custom field to appear in any of the drop-down lists, the following criteria must be met.

Employee Custom Fields Field is an Entity Field in NetSuite and it Applies To Employee records.
Vendor Custom Fields Field is an Entity Field in NetSuite and it Applies To Vendor records.
Expense Custom Fields

Field is a Transaction Body or Transaction Line field in NetSuite and it Applies To Expense Reports or Expenses.

Note: Please ensure the custom field is enabled on your Transaction Forms for Expense Reports or Vendor Bills, as needed.
If you do not see a specific Custom Field in the drop-down list, you may need to reauthenticate your account with NetSuite. Open the Account Credentials tab and select Reauthenticate. Once complete, click Save and Close, and then click Settings to reopen the Settings tab.

6. Once all fields have been selected, navigate to the Review tab and click Check Your Configuration. Then click Save and Close.

2. Map Custom Fields to Emburse Professional

With the applicable custom fields selected, it is time to map the fields in Emburse Professional.

1. On the Emburse NetSuite Integration screen, click the Mapping tab.

2. In the NetSuite Field Mapping section, use the drop-downs to map a custom field to an applicable General Ledger Dimension (GLD).

Employee and Vendor custom fields can only be mapped to Employee GLD fields, while Expense custom fields can only be mapped to Expense GLD fields.

Some custom fields may not be selectable; only those with a field type of List/Record in NetSuite are eligible to be imported at this time.

3. Click Save Mapping to complete the mapping.

4. Perform an import to retrieve the Custom Field values from NetSuite. Click Schedule and then click Import Now. 

Once the import is complete, default Employee and Vendor custom field values will be assigned to your users in Emburse Professional automatically, based on the existing assignments in NetSuite.

Expense custom fields will now be available to users when they create an expense report, and the selections will be exported back to NetSuite as part of the Expense Report or Vendor Bill.

3. Configure Custom Fields in Emburse Professional

If desired, you may change a custom field’s style (search vs. drop-down list), mark the field as required, or change the field’s visibility based on the Expense Category selected by users.

In the upper right corner of Emburse Professional, click System Configuration and, under Expense Categories, click General Ledger Dimensions.

ICF - Configure Custom Fields.png

See Configure Expense Report General Ledger Dimensions for complete details.

4. Assign Expense Custom Fields to the Report Header or Expense Line

After you have mapped your Expense custom fields to an Expense Report GLD in Emburse Professional, you will need to configure whether each field should appear at the expense report header level or on the expense report line level. 

Failure to configure this properly may result in export failures.
  • Transaction Body: If your custom field is a Transaction Body field in NetSuite, you will need to configure the field to appear at the expense report header level in Emburse. 
  • Transaction Line: If your custom field is a Transaction Line field in NetSuite, you will need to configure the field to appear at the expense report line level in Emburse.

1. In Emburse Professional, click System Configuration and select General Ledger Dimensions, under Expense Categories.

ICF - Configure Custom Fields.png

2. Find the desired field in the Expense Report General Ledger Dimensions section, then click the More Actions button and select Advanced Element Suppression.

ICF - Supress.png

3. If your custom field is a Transaction Body field in NetSuite:

  • Set Expense Report Creation Visibility to Show.
  • Set Expense Line Visibility to Hide.
  • Do not list any Category Exceptions.

If your custom field is a Transaction Line field in NetSuite:

  • Set Expense Report Creation Visibility to Hide.
  • Set Expense Line Visibility to Show.
  • If the field is required for all expense lines in NetSuite, do not create any Category Exceptions. 
    • Creating a Category Exception will hide the field if users select that category when creating or editing the expense line.
  • If the field is optional in NetSuite, you may create Category Exceptions if the field does not need to appear when users select a particular expense category.

4. Click Save.

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