Before you can start importing expenses from Fyle and exporting them to NetSuite, you must follow the onboarding process to set up the integration.Follow these steps to set up the integration:
1. Sign in to the Fyle NetSuite Integration app
Go to https://netsuite.fyleapps.com. Click on Sign in with Fyle.
If you're already signed into your Fyle account on another tab, you'll be signed in to the integration app automatically. If not, enter your Fyle account credentials to sign in.
2. Connect to your Fyle Account
After entering your login credentials, you need to allow the integration app to access your Fyle Account.
If you have multiple organizations on your Fyle Account, select the Organization from which you wish to import and export expenses.
Click on Allow.
3. Connect to your NetSuite account
Once you've logged in successfully to the integration app, you need to connect to your NetSuite account.
Click on Connect NetSuite
Enter the required credentials. Read here to learn how to generate all the credentials required for this connection.
4. Configure Fyle NetSuite app
4.1 - Select NetSuite Subsidiary
After connecting to NetSuite, you'll be redirected back to the Dashboard. Next, you must select your NetSuite Subsidiary. Click on Select Subsidiary.
Select your NetSuite Subsidiary
4.2 Configure General Settings
After selecting NetSuite Subsidiary, you'll be redirected back to the Dashboard. Next, you must configure the app. Click on Configure Fyle NetSuite App.
The features from Fyle (expenses, employees, projects, etc.) may be referred to by different terminologies on NetSuite.
On this page, you need to map the features/fields from Fyle to their equivalent features on NetSuite.
For example, your organization may refer to employees as Vendors and reimbursable expenses as Bills on NetSuite. Select the correct references and map the Fyle features to their equivalent features on NetSuite.
Mapping corporate card expenses, projects, and cost centers is optional. You can configure them if your organization uses those features on Fyle.
In General Settings, you can also configure Auto Sync Payments.
Auto Sync Payments will Sync Payment Status between Fyle and NetSuite every 24 hours.
You have two options in Auto Sync Payments.
Export Fyle ACH Payments to NetSuite - If you enable this option and export reimbursable expenses as Expense Reports or Vendor Bills when an expense report is reimbursed in Fyle, the corresponding Bill Payment will be automatically created in NetSuite
Import NetSuite Payments into Fyle - If reimbursing outside of Fyle, this feature will update the status of the expense report in Fyle from PAYMENT_PROCESSING to PAID when the respective Expense Report is paid in NetSuite.
(Set up the next two fields if your organization uses Expense Custom fields on Fyle and Custom List / Records in Netsuite)
4.3 Configure Expense Fields
On this page, map Expense Fields from Fyle to Expense Fields in NetSuite.
4.4 Configure NetSuite Expense Fields
5. Map Fyle Fields to NetSuite
Lastly, you have to set up the mappings.
On this page, you need to:
Select the NetSuite Location if you want to map expenses in Fyle to a Location or select None.
Select the Accounts Payable or Bank Account on NetSuite ****to which all the imported expenses from Fyle should be assigned to.
Select the Default Credit Card Account on NetSuite to which all the card expenses imported from Fyle should be assigned to.
On this page, click on Create Employee Mapping and:
Select an Employee from the Fyle App.
Map that employee to the corresponding NetSuite vendor (or whatever is the equivalent of Employee on NetSuite)
Select the credit card account to which all the card expenses made by that employee should be assigned.
Create mappings for all your employees from the Fyle app.
On this page, click on Create Category Mapping and:
Select a Category from the Fyle App.
Map that category to the corresponding NetSuite Account.
Create mappings for all the expense categories you use on Fyle.
(Set up the next mappings based on your Expense Field Configurations)
On this page, click on Create Project Mapping and:
Select a Project from the Fyle App.
Map that category to the corresponding NetSuite Department / Class.
Create mappings for all the company projects configured on Fyle.
Cost Center Mappings:
On this page, click on Create Cost Center Mapping and:
Select a Cost Center from the Fyle App.
Map that category to the corresponding NetSuite Department / Class**.**
Create mappings for all the company cost centers configured on Fyle.
Expense Field Mappings:
On this page, click on New Custom Field Mapping and:
Select a Custom Field from the Fyle App.
Map that field to the corresponding NetSuite equivalent**.**
Create mappings for all the expense custom field configured on Fyle.
Once these mappings are configured, you are ready to start importing and exporting expenses through the integration app. Learn how to import and export expenses.