You are now ready to prepare your payables on Spendesk and export them to NetSuite.
Bookkeep your payables
You can bookkeep your expenses using all of your familiar NetSuite accounts and values. Once you are ready to export your expenses to NetSuite, navigate to Bookkeep > Export and select the desired period to export.
Before an invoice or a card purchase is exported, we check if the supplier is mapped to a NetSuite vendor. If such mapping is missing, then we do not attempt to export this payable and return an export error with the description of the missing vendor (that needs to be created in NetSuite manually).
When exporting an expense claim, we check if the corresponding Spendesk member is mapped to a NetSuite employee. If such mapping is missing, then we do not attempt to export this expense claim and return an export error with the description of the missing employee (that needs to be created in NetSuite).
Important notes:
Spendesk exports recognized expenses - expenses that passed all configured approval flows and were prepared by finance. We do not create any accounting entries for expenses that are still under review.
All payables and payments are exported to NetSuite in wallet currency by default (using Spendesk's conversion rate).
Settlements are exported automatically every 10 minutes to NetSuite (in case the corresponding payable had already been exported).
Push your payables to NetSuite
You will see a preview of the payables ready to be exported. Click Push to NetSuite to export them in bulk. You can also export a single payable. With NetSuite, payables will be exported either as Expense reports, Vendor bills, Vendor credits or Journal entries, see below more each payable type. Payments will be exported as Payments.
Expense claims are exported to NetSuite as Expense reports. Reimbursement of expense claims via Spendesk results in Bill payment created in NetSuite, matched with the corresponding Expense report.
Invoices are exported to NetSuite as Vendor bills. Invoice payments create Bill payments in NetSuite, which are matched with the corresponding Vendor bill.
Credit notes are exported to NetSuite as Vendor credits. Once a credit note is applied to an invoice in Spendesk, we apply the corresponding Vendor credit to the corresponding Vendor bill in NetSuite.
Card purchases are exported to NetSuite as Vendor Bill with a corresponding Bill payment. Card reversals and refunds are exported as Vendor credits and Journal entries respectively.
FX, ATM & other fees are exported to NetSuite as Journal entries.
You should now be all set up to use this integration with NetSuite and export your payables every month or when you need to.