The Sage Expense Management-NetSuite integration allows Admins to seamlessly import employee records from NetSuite to Sage Expense Management, ensuring accurate data synchronization. This integration not only creates employees in Sage Expense Management but also automatically updates or disables employees when changes occur in NetSuite, eliminating the need for manual updates.
Benefits of Importing Employees via the Integration
Automated Employee Sync: Imports employee records and disables them in Sage Expense Management if marked as Inactive/Terminated in NetSuite.
Real-Time Data Updates: Auto-syncs key details such as name, email, supervisor, department, and location every 24 hours.
Existing Employees Mapping: If employees already exist in Sage Expense Management, their data (e.g., Primary Approver, Department) will be updated based on NetSuite records.
How to Import Employees from NetSuite to Sage Expense Management
Select Employees to Import from NetSuite
Ensure the latest version of the Sage Expense Management-NetSuite bundle is installed. (Check how to update it here)
In NetSuite, go to Lists > Employees > Employees.
Open an employee record, navigate to Access, and check "Allow Access to Sage Expense Management".
Click Save.
Only employees with this option enabled will be imported. For bulk updates, follow the steps in the provided video.
Enable Auto-Create Employee in Sage Expense Management
Log in to Sage Expense Management-NetSuite Integration as an Admin.
Navigate to Configuration > Advanced Settings.
Enable Auto Create Employee in Sage Expense Management and click Save.
Once enabled, the integration will begin importing new employees or mapping existing ones in Sage Expense Management This process may take a few seconds, depending on the number of employees being imported.
Auto-Sync of Employee Data
With auto-sync enabled, the following fields in Sage Expense Management will be updated based on NetSuite:
Employee Name
Primary Approver (Supervisor in NetSuite)
Email ID (Required for import)
Department
Location
Employee Status (Employees will be disabled in Sage Expense Management if they are marked Inactive/Terminated in NetSuite.)
Sync Frequency: Every 24 hours (or manually by clicking the Sync button in the Integration).
Important Considerations
Email ID is mandatory for import; employees without an email in NetSuite will not be imported.
Email IDs must be unique—duplicate emails will cause import failures.
Supervisors (Primary Approvers) must be active in NetSuite for successful import.
Employee mapping between Sage Expense Management and NetSuite will be completed only after employees verify their Sage Expense Management account.
For any assistance, contact [email protected].