Airwallex enables two ways of syncing reimbursements to Netsuite: syncing as a Vendor Bill or Expense Report.
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
This article includes:
Sync as a Vendor Bill
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 on how each individual value syncs to Netsuite:
- 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.
Sync as an Expense Report
Please see below for a description on how each individual value syncs to Netsuite when the preferred sync method is set to Expense Report:
- Employee: This field either syncs to the beneficiary/employee that submitted the report, searched in Netsuite by email address, if no Netsuite Employee exists it is created with name and email address.
- Memo: This field syncs to the NetSuite Expense Report memo field from the report name
- Entity: This field syncs to the NetSuite Employee field (finds or creates employee from associated AWX user email)
- Subsidiary: This field syncs to the NetSuite Subsidiary field from the selected subsidiary
- Currency: This field syncs to the NetSuite Expense Report Currency field from the report currency code
- Transaction Date: This field syncs to the NetSuite Transaction Date field from the report posting 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 expense line from reimbursement line items
- Line Item Amount: This field syncs to the NetSuite expense line Amount field from reimbursement amounts
- 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 for both accounting and supervisor approval
- Attachments: All receipts sync to NetSuite as file attachments to the Expense Report record