Today, all key reimbursement actions (e.g., submission, approval, payment) occur on a report basis. Syncing to Netsuite follows this pattern: after final approval, reports are synced as a bill in Netsuite, with a line item representing each individual reimbursement. This means that all Expense Category, Department, Class, Location and Tax Rate data are correctly attributed based on the selections for each individual reimbursement. All attached receipts will also be synced across.
In more detail, reports sync to Netsuite at multiple points in the workflow:
- After the report receives final approval and the status transitions to “Awaiting payment” in Airwallex, an unpaid bill is created in Netsuite
- Whenever a transfer payment is created for the “Awaiting payment” report, it is synced over and matched to the relevant Netsuite bill
- Whenever the status updates on a previously created transfer payment
The Netsuite bill is mapped to a Netsuite vendor using the submitter’s name. If this employee does not already exist as a vendor, Airwallex will create one. If a contact already exists, Airwallex will not create duplicates (all future reimbursements will be synced to that same vendor, barring a name change in Airwallex). Please see below for a description of how each individual value syncs over:
- Reimbursement description: This field syncs to the Netsuite line item Description field for each individual reimbursement
- Vendor: This field also syncs to the Netsuite line item Description field for each individual reimbursement
- Submitted date: This field syncs to the Netsuite Date field. Please note that this is not the actual listed transaction date – it’s the date the user submitted it for reimbursement in Airwallex
- Final approval date: The final approval date in Airwallex syncs to the Netsuite Due Date field
- Report ID: This field syncs to the Netsuite Reference field
- Transaction amount (or amount claimed for foreign transactions): This field syncs to the Netsuite Amount field
- Expense Category: This field syncs to the Netsuite Account field
- Tax: This field syncs to the Netsuite line item Tax Rate field for each individual reimbursement
- Department, Class, Location: These fields sync to the corresponding Netsuite line item fields for each individual reimbursement
- Receipts: Any receipt attachments will be attached to the Netsuite bill as a file
Payment information is synced to Netsuite whenever a transfer payment is created for the “Awaiting payment” reimbursement report and whenever a previously created transfer payment’s status updates.