NetSuite Spend: Overview

NetSuite Spend connection syncs Airwallex Expenses and Bills to NetSuite for reconciliation. It also imports your NetSuite accounting data into Airwallex, so employees can code spend with the appropriate accounting values before it syncs back to NetSuite.

Before you start

Set up NetSuite Bank Feed first

NetSuite Bank Feed is a prerequisite for NetSuite Spend connection. It establishes the shared connection to NetSuite and the mappings between:

• Airwallex entities and NetSuite subsidiaries
• Airwallex wallet currencies and NetSuite bank accounts

Follow the NetSuite Bank Feed setup guide to:

1. Install the Airwallex: Bank Feed, Expenses and Bills bundle (Bundle ID: 486224).
2. Enable the required NetSuite features.
3. Generate the NetSuite credentials needed to authorise Airwallex.
4. Connect and map your entities, currencies, and NetSuite bank accounts.

If Bank Feed is already connected, review its entity, currency, and bank-account mappings before continuing. Expenses and Bills uses the same mappings.

Use the current Airwallex NetSuite bundle

Use Airwallex: Bank Feed, Expenses and Bills (Bundle ID: 486224), version 2024.11.5 or later.

If you previously used separate NetSuite bundles for Bank Feed and Expenses and Bills, follow the Airwallex Guide to Upgrade your Existing NetSuite Integration before setting up or reconnecting Expenses and Bills.

Set up NetSuite Spend Connection

1. Log in to your Airwallex account.
2. Go to Settings > Connections.
3. Select the NetSuite tile.
4. Find NetSuite Spend, select See details, then select Connect.
5. Review the shared NetSuite connection and mappings:
   • Confirm that each Airwallex entity is mapped to the correct NetSuite subsidiary.
   • Confirm that each Airwallex wallet currency account is mapped to the correct NetSuite bank account.
   • Create any required NetSuite bank accounts before continuing.
6. Import your NetSuite accounting data into Airwallex. Available data includes:
   • Vendors
   • Chart of accounts, including expense and asset accounts
   • Classes
   • Locations
   • Departments
   • Tax codes
7. Select a default vendor.
8. Choose which imported accounting values employees can use when coding Expenses and Bills, and update their display names in Airwallex if needed. The accounting values available to an Airwallex entity are determined by the NetSuite subsidiary mapped to that entity.

Choose a default vendor

A default vendor is used when an Expense or Bill is not coded to an existing vendor in NetSuite. We recommend creating a dedicated vendor in NetSuite, such as Airwallex expenses, for this purpose. To create and select a default vendor:

1. Create a standard vendor record in NetSuite, if you do not already have one for uncategorised Expenses and Bills.
2. Return to the NetSuite Spend connection in Airwallex.
   
   
    
3. Select Refresh vendor list to load the new record.
4. Select the vendor as the default vendor.

You can update this selection later from the NetSuite Spend connection page.

Next steps

If you want employees to code Expenses and Bills with NetSuite custom fields or custom segments, see NetSuite Spend: Custom Fields & Segments.

If your NetSuite account uses localisation, tax, approval, or third-party SuiteApp logic that depends on a specific transaction form, configure a custom transaction form for Airwallex-synced Expenses and Bills. See NetSuite Spend: Using custom transaction forms for localisation for setup instructions.