The process of exporting payables and settlements to NetSuite has been streamlined for efficiency and accuracy. Here's an overview of how the export works and the criteria involved:
When clicking “Push to NetSuite” on Bookkeep>Export, payables are exported to NetSuite. Settlements are exported automatically every 10 minutes (in case the corresponding payable had already been exported).
🕦 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).
Before a payable is exported, we check that the values of analytical fields have NetSuite internal IDs in our database. It is impossible to export a payable to NetSuite containing an analytical field value without a NetSuite ID.
Here is how Spendesk payables and payments are exported to NetSuite:
Invoices are exported to NetSuite as Vendor Bills. Invoice payments create Bill Payments in NetSuite, which are applied to (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.
Expense claims are exported to NetSuite as Expense Reports. Reimbursement of expense claims via Spendesk results in Bill payment created in NetSuite, applied to (matched with) the corresponding Expense Report.
Bank fees are exported to NetSuite as journal entries.
Late returns (aka cash returns or wire transfer failures) are not exported to NetSuite. In other words if a payment has been made in Spendesk and immediately exported to NetSuite as Bill Payment, we do not void it (due to a technical limitation) when a late return notification comes. Customers will need to void Bill Payments manually in NetSuite when they are notified or a late return or detect a late return during monthly reconciliation exercise.
Vendor Bills are created in NetSuite in Expenses and Items (as opposed to Items, since Spendesk operates in terms of expenses):
Card purchases and expense reports are always exported in wallet currency. If our option “Export in declared currency” feature is granted by your CSM or support team, then we export invoices in their declared currency (as opposed to wallet currency).
Documentary evidence (receipts and invoices) is attached to Vendor Bills and Expense reports under the Communication>Files sub-tab.
Attached files are stored in NetSuite File Cabinet and count in customers' NetSuite storage quota.
Export error messages
They will usually appear in the Export tab when you try to export payables. They are mostly due to closed periods on Netsuite, or permissions/rights (check out our other articles on Netsuite for more information).
Let's take an example:
when the "Department" field isn't configured properly on Spendesk or on Netsuite, this error message can be displayed.