This article explains how data from NetSuite is imported into Sage Expense Management You’ll understand what types of accounting dimensions are supported, how import behavior works, and key considerations for a smooth setup.
Prerequisites
You can import fields from NetSuite either:
During initial onboarding (while setting up the integration), or
Later, as and when required.
To import data, first connect your NetSuite account with Sage Expense Management. Refer to this guide to connect Sage Expense Management with NetSuite.
Supported import fields and dimensions
Sage Expense Management supports importing a wide range of dimensions from NetSuite. These fields can be mapped to standard or custom fields in Sage Expense Management and are used during expense creation and export.
Dimension | Imported as |
Expense Accounts | Imported as Categories (no custom mapping) |
Expense Categories | Imported as Categories (no custom mapping) |
Items | Mapped to Cost Center, or Custom Field |
Vendors | Imported as Merchants (no custom mapping) |
Customers | Mapped to Project, Cost Center, or Custom Field |
Projects | Mapped to Project, Cost Center, or Custom Field |
Locations | Mapped to Project, Cost Center, or Custom Field |
Custom lists/records/segments | Mapped to Project, Cost Center, or Custom Field |
Best practice recommended is to map the Project or Customer dimension in NetSuite to the Project field in Sage Expense Management, as this allows restricting certain projects to specific employees.
Limiting which values are available to employees
If you have a large list of values in NetSuite and don't want all of them available to your employees in Sage Expense Management, you can handle this in one of two ways:
1. Disable unrequired values in SEM
Disable the values you don't need directly in Sage Expense Management. They'll stay disabled unless you re-enable them, so you can keep only the smaller list of required values active.
2. Turn off the import toggle, but keep mapping on
Disable the import toggle for the required field in your import settings, but keep the mapping on. This means the dimension in NetSuite must still have a field mapped to it in SEM.
This lets you manually create values in SEM and map them to the required values in NetSuite, using the mapping page available for that dimension. It gives you the flexibility to add only relevant values in SEM, and to use naming that's different from NetSuite so it's easier for your employees to understand.
Mapping rules:
One value in SEM can only be mapped to one value in NetSuite.
Multiple values in SEM can be mapped to the same value in NetSuite.
Set up your values accordingly.
Note: With this approach, any new values added in NetSuite won't get imported to SEM automatically, and changes like disabling an existing value won't sync to SEM automatically either. You'll need to manage these manually.
Auto-sync behavior
Sage Expense Management regularly syncs data from NetSuite to keep your fields up to date. Most fields are refreshed automatically every 24 hours, but you can also perform a manual sync when needed.
Here’s how each type of field behaves when changes are made in NetSuite (like disabling, renaming, or re-creating values).
Behavior | Chart of Accounts | Vendor (Merchant) | Other Dimensions (Dept, Location, Class, etc.) |
Import rule | Only active values | Only active vendors | Only active values |
Disable in NetSuite | Disabled in Sage Expense Management | Removed from merchant options | Disabled in Sage Expense Management |
Rename in NetSuite | Old value disabled, new value added | Old value deleted, new value added | Old value disabled, new value added |
Delete & recreate in NetSuite | Record updated with correct internal ID | Record updated with internal ID | Record updated with internal ID |
Manual additions in Sage Expense Management | Not applicable | Preserved | Preserved |
Re-import after deletion in Sage Expense Management | Will be re-imported if still active | Will not be re-imported | Will not be re-imported |
Tips & best practices
If you’ve made changes in NetSuite, trigger a manual sync in Sage Expense Management to ensure updates are reflected immediately.
Always make changes in NetSuite and sync them to Sage Expense Management—avoid modifying imported fields directly in Sage Expense Management
Turn on import toggles for all essential fields to keep your data accurate and up to date.
Troubleshooting import issues
Issue | Resolution |
Missing values | Trigger a manual sync. Automated sync runs every 24 hours. |
Field not updating | Try deleting and re-importing the mapping if needed. |
Need help setting this up? Reach out to us at [email protected], and we’ll be happy to assist you.