Airwallex offers two ways of syncing card expenses to Netsuite: syncing as a check or as a bill. Learn more about both options below.
Regardless of syncing preference, card expenses are synced one of two ways:
- Automatically, upon final approval: sync is triggered in real-time and should appear in your accounting provider within seconds
- Manually by any admin: admins may use the ‘sync’ button on an expense to manually sync prior to approval (or to update an expense after an automatic sync). This is helpful for cases where admins are waiting for missing requirements to be attached by the submitter, but still need the expense recorded for month-end close. These expenses may be synced again later if additional information is attached.
This article includes:
Vendor setting (applicable regardless of syncing preference)
If you have allowed employees to select NetSuite vendors: If the selected merchant is an existing Netsuite vendor, the Netsuite check is mapped to that Netsuite vendor. If the merchant is new (i.e., does not exist in Netsuite as a vendor), the check is mapped to a default vendor created by Airwallex, “Airwallex Expenses”. This behaviour is in place to safeguard against the creation of duplicate/unnecessary vendors that otherwise may occur.
If you have not allowed employees to select NetSuite vendors: All checks will be mapped to a default vendor created by Airwallex, “Airwallex Expenses”.
You may check your vendor setting by navigating to Connections > Imported accounting data > Vendor in the Airwallex web application.
Sync card expenses as Netsuite checks
Please find a mapping between Airwallex and Netsuite fields below:
- Description: Memo (line item)
- Expense Category: Chart of account (line item)
- Tax: Tax code (line item)
- Department: Department (line item)
- Class: Class (line item)
- Location: Location (line item)
- Attachments: Communication > Files
- Cardholder name, last 4 digits of card: Memo (header)
Please find an example Airwallex card expense and its corresponding check synced to Netsuite below:
Sync card expenses as NetSuite Vendor Bills
Please find a mapping between Airwallex and Netsuite fields below:
- Vendor: This field either syncs to the default Airwallex vendor “Airwallex Expenses”, or the imported vendor if vendor import is enabled.
- Memo: This field syncs to the NetSuite Bill memo field from the expense memo
- Subsidiary: This field syncs to the NetSuite Subsidiary field from the expense subsidiary ID
- Currency: This field syncs to the NetSuite Currency field using the expense transaction funding currency
- Transaction Date: This field syncs to the NetSuite Transaction Date field from the expense date
- Location: This field syncs to the NetSuite Location field (header or line item level based on configuration)
- Department: This field syncs to the NetSuite Department field (header or line item level based on configuration)
- Class: This field syncs to the NetSuite Classification field (header or line item level based on configuration)
- Account: This field syncs to the NetSuite Account field for each line item from the expense line item account ID
- Line Item Amount: This field syncs to the NetSuite line item Amount field (tax inclusive or exclusive based on configuration)
- Tax Code: This field syncs to the NetSuite Tax Code field for each line item when tax is applicable
- Custom Fields: These fields sync to NetSuite Custom Fields at both header and line item levels
- Approval Status: This field syncs to NetSuite with "Approved" status (internal ID "2")
Attachments: All receipts sync to NetSuite as file attachments to the Bill record