Admin guide: How reimbursements sync to Netsuite

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:

  1. After the report receives final approval and the status transitions to “Awaiting payment” in Airwallex, an unpaid bill is created in Netsuite
  2. Whenever a transfer payment is created for the “Awaiting payment” report, it is synced over and matched to the relevant Netsuite bill
  3. 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:

  1. Reimbursement description: This field syncs to the Netsuite line item Description field for each individual reimbursement
  2. Vendor: This field also syncs to the Netsuite line item Description field for each individual reimbursement
  3. 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
  4. Final approval date: The final approval date in Airwallex syncs to the Netsuite Due Date field
  5. Report ID: This field syncs to the Netsuite Reference field
  6. Transaction amount (or amount claimed for foreign transactions): This field syncs to the Netsuite Amount field
  7. Expense Category: This field syncs to the Netsuite Account field
  8. Tax: This field syncs to the Netsuite line item Tax Rate field for each individual reimbursement
  9. Department, Class, Location: These fields sync to the corresponding Netsuite line item fields for each individual reimbursement
  10. 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

 

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