We advise that you deactivate existing approval flows in NetSuite and utilize Spendesk's to prevent conflicts. As you process requests in Spendesk, it is more appropriate to establish approval flows directly within the Spendesk platform before payments are made. In certain specific cases, it may be relevant for you to maintain an existing approval flow in NetSuite, with a mandatory Requestor field on your Standard forms.

Some clients have successfully created NetSuite approval flows with a specific bypass option for payables processed through Spendesk that have already been approved.

You can consult your NetSuite integrator to explore and assist in setting up this option. The configuration would likely look as follows:

To prevent duplicates in the export, it is not feasible to retain both options. When connected to NetSuite, you will forfeit the ability to manually export expenses in the Export tab. However, in specific cases where you are unable to export payables as desired, you can choose to mark them as "Manually exported." This action will remove them from the list of payables intended for export.

You are correct: suppliers and vendors need to be linked for payables to be exported. In this specific case where you don't want to create a specific vendor in NetSuite, you have the option to use the Miscellaneous Vendors account in NetSuite for all card payments.

This can be activated on the Settings > Accounting page, just under the Switch integration drop-down.

You won't be able to export the same payables twice. Consequently, payables exported to your Sandbox can't be exported a second time in your production environment. We advise that you discuss this with your account manager, who has the ability to manually export some payables for you. This will allow you to export them manually to your NetSuite production environment while testing the export through the integration on your Sandbox. This manual export can only be performed by your account manager and strictly before you connect NetSuite.

Card purchases are always exported in the wallet' currency.

Exporting card purchases in the original (payment) currency is not possible due to the exchange rate. If we export card payables in the original currency, Netsuite will convert the amount to its base (G/L) currency using the internal Netsuite exchange rate. However, this is not exactly the exchange rate Spendesk will use. Consequently, when reconciling Bill Payments and Spendesk account statements, they may not reconcile due to small differences in exchange rates between Spendesk and Netsuite.

For invoices, a specific toggle can be activated by your account manager to export them in their original currency, especially if you intend to pay them outside of Spendesk. This will not impact reconciliation.

As switching to Netsuite implies collecting master data from Netsuite, the previous data registered in Spendesk will be replaced. For this reason, all expenses in the “Export” tab that have not yet been exported will move back to the “Prepare” tab, as we receive new master data from NetSuite, which may differ from the information you manually entered before (e.g., charts of accounts, suppliers, etc.).

To avoid the need to re-enter this information, all you have to do is export the expenses that have already been prepared before transitioning to the Netsuite integration.

The following settings remain unchanged when switching to file-based exports:

NetSuite has a feature to allow posting in the current period (or the next open period) even if posting date falls into a closed period.

Setup>Accounting>Accounting Preferences: By allowing this, expenses that are from a previous period and that are exported later on, will be posted on the current open period.

The preparation of payables is no different from what it is with a file-based export. For this reason, as of today, it is not possible to export payments without previously preparing and exporting the related payable.

If you export the payable without a receipt attached but that the receipt is attached a posteriori, this receipt won’t be pushed to NetSuite as the export of a receipt is directly linked with the payable. For this specific case, we invite you to upload your receipt directly in NetSuite manually.

There are many reasons for which settlements might fail to export. Before all, you should check:

- on Spendesk's side that you have selected a bank account to export them on Settings > Accountings > Bank Accounts.

- on NetSuite's side check that “Standard Bill Payment” is the preferred form for Bill Payments in Setup > Users/Roles > Manage Roles > "Spendesk native integration" (Forms subtab). You can then click Refresh settings on Settings>Accounting on Spendesk. Once you have checked this, if you still encounters errors check the specific error message to get insights on what has gone wrong. One frequent case is when the settlements were previously exported via a bank journal download (before connecting to NetSuite). In this case we can’t re-export the settlement to NetSuite in order to avoid double accounting.

For some reasons, you might not want to push some expenses into NetSuite that you have prepared. If you want to remove these expenses from the Export Tab, you can click on them so that a bouton will be displayed to allow you to “Mark it as manually exported”.

As opposed to NetSuite, Spendesk allows the same expense category to be linked to different expense accounts. Based on our discussions with clients, this is an option they do not want to lose while using Spendesk. Maintaining this option requires continuing to request the expense account even if the expense category has already been selected.

For all transactions, excluding expense reports, you will still need to select an expense account in Spendesk, even if you have selected an expense category already linked to an expense account in NetSuite. When importing to NetSuite, the expense account selected in Spendesk will be considered, and not the one linked in NetSuite.

For expense reports, thing are different as the standard form for Expense Reports in NetSuite doesn’t have a field for Expense Account but only for the Expense Category. In this case, the expense account will be determined based on the Expense Category, directly in NetSuite.

You do not have to match NetSuite departments with Spendesk cost centers and it is something we do not advise you to do. Indeed, cost centers are handled differently than other analytical fields. Since a cost center has an owner and a co-owner defined in Spendesk, the integration is not able to create new cost centers automatically.

If you do map Cost centers with Department, then we will try to match departments coming from NetSuite with cost centers in Spendesk.

Matching values will get a NetSuite internal ID stored in the database.

Values that didn’t match any NetSuite value cannot be used to export payables to NetSuite. No new cost centers will be created.

N.B.: Custom fields in NetSuite have nested values. For example, if a department is called Marketing with parent = France : Operations, then the right value for the cost center in Spendesk is France : Operations : Marketing.

The alternative option we recommend is for you to create a dedicated “Department” analytical field in Spendesk to match with NetSuite departments. This way your list of departments from NetSuite will be imported into Spendesk.

For now, SuiteTax is not supported by our integration.

A NetSuite vendor is a NetSuite item in which are stored different data about one of your supplier, whereas the Account Payable is the accounting in which the payable related to this supplier will be bookept.

NetSuite offers a special feature to help you reconcile payments at the end of the month. You will find it in Transactions>Bank>Match Bank Data. There, you can upload your account statement you have previously downloaded from Spendesk in Settings>Your Wallet>Account Statements.

NetSuite native integration with Spendesk implies sometimes to deep dive in some specific tabs.

As we know sometimes that you don’t have an integrator by your side, we prepared this troubleshooting guide for you. It aims at listing the most common set-up use cases where you may need support. And if you still have some queries, our CS team stays as always at your disposal to help you unlock situations.

The installation of our bundle should automatically make Standard transaction forms as the preferred forms for the "Spendesk native integration" role.

These are the forms we advice you to choose as our integration has been designed to ensure full compatibility with them.

The bundle sets the following five forms as preferred:

What we noticed is that sometimes there is no preferred form for Bills setup, which means that our exports default to some custom form.

Check that the Standard Vendor Bill form is set as Preferred for Bills.

To access it, go to Setup > Users/Roles > Manage Roles > "Spendesk native integration" (Forms subtab):

💡 Sometimes, standard forms are inactive and NetSuite does not designate a form as preferred for the "Spendesk native integration." This can cause exports to fail. You can either make standard forms active again and designate them as preferred for the "Spendesk native integration" role, or make other custom forms preferred.

Standard forms cannot be customized at the form level (meaning by entering the settings of the form itself). However it is possible to edit the settings of the fields Class, Department, and Location in order to decide if these fields should be mandatory or optional for standard forms, or if you want them at the line item level. Other custom segments can be applied to transaction forms at either body/transaction level or line level (please refer below to “Check that the mapping level is the one expected” for more details on body level and line level).

These limitations of how standard form can be customized makes that very often custom forms are being created in NetSuite (e.g. "Spendesk - Vendor Bill") with specific fields.

**However Spendesk is unable to adapt to each custom form created.

The following are the only four customizations that we support** for NetSuite exports:

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Once these settings are configured, they will be applied to all 5 exported transactions: Bills, Bill Credits, Bill Payments, Expense Reports, and Journal Entries. Therefore, these 5 transaction forms must have the same custom segments on them.

Note: Bill Payments do not have expense lines (so all segments are exported in the transaction body irrespectively of the customization in Spendesk).

Spendesk analytical fields can be mapped with their NetSuite equivalent called Segments in Settings>Accountings>Analytical fields.

On NetSuite side we have to make a distinction between :

- Class, Department, and Location which are default Segments all customers have access to - they are often referred to as “Classifications” ;

- Custom Segments which can be created by each customers and will be as a result different for all customers These custom segments can be integrated both to Standard forms and to custom forms.

The important thing for everything to work well is simply to ensure that your setups are similar both on NetSuite and Spendesk.

You need to make sure that the Segment you have mapped is expected on the preferred form or, as opposite, that you have mapped all mandatory segments in your forms with Spendesk analytical fields

If the custom segment is expected on the transaction form (and is mandatory) but is not in the export, NetSuite will throw an error. Likewise, is you are sending a Segment that is not on the form, NetSuite will throw an error.

You can check which field are mandatory by looking at all the fields with a red star in the Expenses and Items tab of a Bill for example, as in the example below:

Expense lines with mandatory Department, Class and Location fields

If your mapping is incorrect, meaning that you either try to send a value that is not expected or that you are not sending a mandatory value, you might have an error message of the following kind:

Here the error message specifically states that the Location is not expected in the form it is sent to.

There are two possible solutions:

In summary, all five transaction forms must comply with the four customizations available in Spendesk. While Standard Forms are the default preference, any other form can be manually set as preferred. To do this, navigate to Setup > Users/Roles > Manage Roles > Edit "Spendesk native integration" role > Forms subtab.

The goal is always the same: to ensure that preferred forms setup in Spendesk conforms to the customization set up in NetSuite. This includes the Class/Department/Location per line or in the transaction body, as well as other required custom segments in the transaction body.