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:
Access the Fyle Netsuite Integration
Login to your Fyle account as an administrator
Go to Admin Settings
Navigate to the Integrations tab > Native Apps
From the list of apps you can connect Fyle with, click on Netsuite
Connect to your NetSuite account
You will land on the Netsuite integration's home screen
Click on the Connect button
Enter the credentials required to establish a connection between Fyle and Netsuite
Read here to learn how to generate all the credentials required for this connection.
Configure Fyle NetSuite app
Select NetSuite Subsidiary
Once you've connected Fyle with Netsuite, select a Subsidiary
Configuring the Integration
Export Settings
Configuring export settings is mandatory for the Integration and can be tailored to your needs, allowing you to export Reimbursable Expenses/Corporate Card Expenses, or both.
Export of Reimbursable Expenses
Enable Reimbursable Expenses Export:
Turn on the toggle to enable exporting reimbursable expenses from Fyle. This action will open a section for gathering more details on exporting these expenses to Netsuite.
Choose Export Type:
Decide how reimbursable expenses should be exported to Netsuite.
Options include Expense Report, Bill, and Journal Entry. The choice here is critical for employee mapping and chart of account imports.
Based on your selection, configure the relevant default account where the entries should be posted (applies only to certain export modules).
Employee Mapping:
Determine how employees should be represented in Netsuite. For Journal Entry exports, you can configure this setting. For Expense Report and Bill exports, it's auto-configured as Employee and Vendor, respectively.
The Integration can also automatically map employees in Fyle to their counterparts in Netsuite based on unique parameters such as name, email address, or employee code.
Define Export Stage:
Specify the stage at which expenses should be ready for export from Fyle to Netsuite. Options include when expenses are approved and awaiting payment clearance (processing) or when they are paid out (paid)
Once expenses reach the selected stage (Payment Processing/Paid), the Integration will automatically import the data in real time, making it ready for export with a single click. (The below option can be found in the dashboard after you complete the integration setup)
Set Transaction Date:
Choose the date of the transaction in Netsuite as one of the following options:
Current Date (the date of export)
Verification Date (the date of report verification)
Spend Date (the expense date)
Approval Date (the report approval date)
Last Spend Date (the date of the last spent expense in a report)
Note: Using Spend Date as the expense date may result in separate expense line items or reports in Netsuite if spend dates are unique. For exporting reports in Netsuite where each expense is a line item within a report, we recommend using Current Date, Approval Date, or Last Spend Date.
Group Expenses:
Determine how expenses should be grouped when posted to Netsuite. Options include:
Report (each report with multiple line items/expenses will be exported as a record)
Expense (each expense from a report will be exported as an individual record)
Export of Corporate Credit Card Expenses
Enable Corporate Credit Card Expenses Export:
Turn on the toggle to enable exporting Corporate Credit Card expenses from Fyle. This action will open a section for gathering more details on exporting these expenses to Netsuite.
Choose Export Type:
Decide how Corporate Credit Card expenses should be exported to Netsuite.
Options include Expense Report, Bill, Journal Entry, and Credit Card Charge. Based on your selection, configure the relevant default account where the entries should be posted (applies only to certain export modules).
Define Export Stage:
Specify the stage at which expenses should be ready for export from Fyle to Netsuite. Options include when expenses are approved and awaiting closure (approved) or when they are settled (closed).
Once expenses reach the selected stage (Approved/Closed), the Integration will automatically import the data in real time, making it ready for export with a single click. (The below option can be found in the dashboard after you complete the integration setup)
Set Transaction Date:
Choose the date of the transaction in Netsuite as one of the following options (options may vary based on the export module selected)
Current Date (the date of export)
Verification Date (the date of report verification)
Spend Date (the expense date)
Approval Date (the report approval date)
Last Spend Date (the date of the last spent expense in a report)
Card Transaction Post Date (the date the expense was posted on your credit card/bank account - this option is available only when exporting expenses as Credit Card Charges)
Note: Using Spend Date as the expense date may result in separate expense line items or reports in Netsuite if spend dates are unique. For exporting reports in Netsuite where each expense is a line item within a report, we recommend using Current Date, Approval Date, or Last Spend Date.
Group Expenses:
Determine how expenses should be grouped when posted to Netsuite. Options include:
Report (each report with multiple line items/expenses will be exported as a record)
Expense (each expense from a report will be exported as an individual record)
Note: For Credit Card Charges, 'Expense' is auto-selected by default.
Import Settings
This section covers the key aspects of importing and mapping Netsuite dimensions in the Fyle-Netsuite Integration.
Import Netsuite Dimensions
Netsuite dimensions are automatically mapped to their corresponding Fyle fields. Turning on the import for these dimensions would make them available as selectable options in a dropdown for employees when creating expenses. Here's how the mapping works:
Chart of Accounts in Netsuite is auto-mapped to Fyle's category field. Chart of Account here means the Expense Categories.
Employees set up on Netsuite are imported as Fyle-Employees
Vendors in Netsuite are mapped to the Merchant field in Fyle.
You can also import other expense dimensions such as Class, Project, Location, and Department, etc from Netsuite and map them with any existing Fyle expense field or create new custom expense fields
Note: Dimensions such as Classes, Departments, Locations, Projects, etc are importable to Fyle only if these dimensions are set on your Netsuite account.
Understanding the Difference Between Mapping and Importing:
When a mapping is established between a Netsuite dimension and a Fyle field, values entered by employees in Fyle will be exported to the corresponding dimension in Netsuite, regardless of whether the import feature is turned on or off. The integration offers these options to accommodate different needs:
Mapping only:
If you have a large number of accounts or values in Netsuite but only need a few in Fyle, you can manually add them in Fyle and map them in the integration. This approach is suitable when you don't want to import all Netsuite values into Fyle.
Suppose you have complex account names in Netsuite and want to simplify terminology for employees in the expense form. In that case, you can create these values with simpler names in Fyle and map them to their Netsuite counterparts using the integration mapping page. This option provides more control over the naming conventions in Fyle.
Mapping and Importing: If you want all employees to have access to specific accounts or values without restrictions, you can turn on the import feature. It ensures that all accounts or values are auto-synced every 24 hours, eliminating the need for manual updates. This functionality keeps both systems aligned: when a new value is added in Netsuite, it's automatically imported to Fyle, and if an existing value is deactivated in Netsuite, it's disabled in Fyle to prevent employee usage.
Advanced Settings
Automation: You can automate the export and sync of your data in this section.
Schedule Automatic Export: Set a frequency based on how often you want your expenses in Fyle to be exported to Netsuite.
Send Error Notification to: Select or add an email address to notify upon import failure or integration error.
Auto-Sync Payment: You can set the sync preference based on whether you're handling the payments for your employees within Fyle or outside Fyle.
Other Preferences: Based on your preference, you can choose whether you want to create any new records in Netsuite from Fyle. (when there is no employee record found, or when the accounting period is closed)
Auto-Create Merchant: When a matching vendor/employee record is not found for an employee in Fyle, the integration will auto-create a new record in Netsuite.
Post Entries in the Current Accounting Period: If there are expenses for which the accounting period is closed in Netsuite, you can export those to the current month by enabling this option.
Customization: In this section, you can customize the data that you'd like to export from Fyle to Netsuite. You can choose what data points need to be exported and what shouldn't be.
Set the Description Field in Netsuite: You can choose from a list of available data points that you'd like to export to the description field in Netsuite and re-order them as per your requirement.
Skip Selective Expenses from being Exported to Netsuite: The integration will export all the expenses once they reach their export state. If you'd like to skip a few expenses from being exported, set up a conditional rule here.
Default Values: If you've set up any field as a mandatory field in Netsuite and don't collect a value from your employees for the same, you can configure a value here that will be added to all your expenses.
Launch the Integration
Now that you've configured all the necessary steps, click Save and Continue to complete the setup. Next, hit Launch Integration to access the dashboard featuring the latest synced data between Fyle and Netsuite. Here, you can effortlessly export expenses, tweak settings, manage mappings and more.