NetSuite Expenses and Bills: Using custom transaction forms for localization

Airwallex can use custom NetSuite transaction forms when syncing Expenses and Bills. This is useful when your NetSuite account has localization, tax, approval, or third-party SuiteApp logic attached to specific transaction forms.

Why this matters

Some NetSuite modules rely on transaction forms to expose fields, trigger workflows/scripts, or apply localized behavior.

For example, Israeli localization solutions commonly include statutory forms, VAT reports, withholding tax reports, payment formats, SHAAM integrations, and other Israel-specific accounting features. Using the correct transaction form helps ensure Airwallex-created Bills or Checks are created with the fields and automations expected by the IL localization bundle.

The same pattern can apply to other SuiteApps, such as tax, EDI, AP automation, approval, or regional localization modules that add custom fields, lists, or transaction-form behavior. NetSuite’s EMEA Localization SuiteApp, for example, adds custom lists and fields on transaction forms for localized tax reporting.

Option 1: Set the preferred form globally

Use this if the form should be the default for all users without role-specific form preferences.

1. In NetSuite, go to Customization > Forms > Transaction Forms.
2. Find the relevant transaction type, such as Vendor Bill, or Check, depending on the use-case.
3. Mark the form you wish to be used as Preferred, and save.

Option 2: Set the preferred form for Airwallex role only

Recommended if the form is only needed for Airwallex syncs.

1. In NetSuite, go to Setup > Users/Roles > Manage Roles.
2. Edit Airwallex Bank Feed Role.
3. Open the Forms subtab.
4. Under transaction forms, find the relevant type, such as Vendor Bill or Check.
5. Enable the required custom form.
6. Mark it as Preferred for the role and save.

Role-level preferred forms override the general preferred form set on Customization > Forms > Transaction Forms.

When to use this

Use a dedicated Airwallex form when:

• Regional localization (such as Israel) requires specific transaction forms or fields.
• A tax/localization SuiteApp depends on form-level fields.
• Workflows or scripts are scoped to a specific transaction form.
• Approval logic depends on the form used.
• Required custom body or line fields must appear on Airwallex-created transactions.
• You want Airwallex sync behavior to differ from normal user-entered transactions.