NetSuite Spend: Custom Fields & Segments

Import supported NetSuite custom fields and custom segments into Airwallex, then use them alongside standard accounting fields when coding Expenses and Bills. The associated coding syncs back to NetSuite with the spend item.

This setup guide covers:

• Before you start
• Supported custom fields and segments
• Requirements
• Configure a custom segment
• Configure a custom field
• Code spend with free-text fields

Before you start

Complete the base setup first

Before configuring custom fields or segments, set up NetSuite Bank Feed and NetSuite Expenses and Bills.

Bank Feed establishes the shared NetSuite connection and mappings. Expenses and Bills imports the accounting data that your team uses to code spend.

Use the current Airwallex NetSuite bundle

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

If you are upgrading from the former separate NetSuite bundles, follow the Airwallex Guide to Upgrade your Existing NetSuite Integration before continuing.

Supported custom fields and segments

Airwallex supports NetSuite custom fields and custom segments that use a selectable value or free text:

• List/Record fields: supported as single-select fields.
• Multiple Select fields: supported as multi-select fields.
• Free-Form Text fields: supported as free-text fields.

Free-text values entered when coding an Expense or Bill sync back to NetSuite with the spend item. Free-text fields are also supported in the Bill import process.

Supported selectable-value sources include:

• Custom Lists
• Custom Segments
• Custom Record Types used as a List/Record source
• Supported native NetSuite record lists: Employee, Contact, Customer, Vendor, Project/Job, Accounting Period, Item, Sales Tax Item, and Account

There is no current limit on the number of custom fields and segments you can use. However, adding many fields can make Expense and Bill forms difficult to complete.

Requirements

For a custom field or segment to be imported:

• It must be available to the Airwallex Bank Feed Role.
• It must apply to Expense and Purchase Item.
• Custom fields must be either:
  • a Transaction Column Field applied to expenses, or
  • a Transaction Body Field applied to purchases when header-level custom fields are enabled.
• Only Free-Form Text is supported among text field types.
• Free-text field import requires the Expense Submission Forms feature to be enabled.

Configure a custom segment

Follow these steps for both selectable and free-text custom segments.

1. In NetSuite, find the Transaction Line Field you want to import.
2. Edit the field.
3. On the Applies To tab, select Expense and Purchase Item.
   
   
    
4. If the field is free text, confirm that its type is Free-Form Text.
5. On the Permissions tab, add Airwallex Bank Feed Role with the following access:
   
   
    
   • Value Management Access Level: Full
   • Record Access Level: Edit
   • Search/Reporting Access Level: Edit
6. Save the custom segment.

Configure a custom field

1. In NetSuite, find the Transaction Line Field you want to import.
2. Edit the field.
3. On the Applies To tab, select Expense and Purchase Item.
   
   
    
4. On the Access tab, add Airwallex Bank Feed Role with:
   
   
    
   • Access Level: Edit
   • Level for Search/Reporting: Edit
5. Save the Transaction Line Field.

Code spend with free-text fields

After a free-text field has been imported, it appears on your Airwallex Expense and Bill forms with the other custom fields.

1. Enter the required value when coding the Expense or Bill.
2. Submit the item as usual.

The entered value syncs to NetSuite with the spend item.