Create and Sync a NetSuite Custom Field

If you need to track a field in NetSuite that is not Department, Class, or Location, you can create a custom field in NetSuite that can be synced with Emburse Spend and tagged on expenses. 

Only Transaction Line Fields may be customized in NetSuite.

Before starting, make sure you already have a list in NetSuite with all of the items for the field you want to create. Then follow the steps below in order to create and sync a NetSuite custom field.

Create the Field

1. Select the Customization tab in the top navigation bar, then go to Lists, Records & Fields > Transaction Line Fields and select New.

NetSuite Setup Manager with the Customization menu open, highlighting Transaction Line Fields then New.

2. Give the field a label that will be recognizable to you.

3. Under Type select List/Record.

4. Under List, select the appropriate list where you store the information you want to be included in this field. 

5. Be sure that the Store Value box is checked.

NetSuite Transaction Line Field setup screen showing a custom field labeled “Test Custom Field,” with Store Value checked and Journal selected under Applies To.

6. At the bottom of the new Transaction Line Field screen, under Applies to, be sure these items are checked:

  • Expense
  • Purchase Item
  • Journal

NetSuite “Applies To” tab with Expense, Purchase Item, and Journal checked.

7. Select Save.

You have now created the custom that field Emburse Spend will populate when expenses sync. 

Enable the Field for Bills

1. On the top toolbar, go to Transactions > Payables > Enter Bills.

2. Select Customize in the upper right-hand corner, then select Customize Form.

NetSuite Bill entry form showing vendor, date, subsidiary, location, class, currency, account, and other fields, with the Customize option highlighted in the top right corner.

3. On the Custom Transaction Form screen, scroll down and select the Screen Fields tab.

4. Select the Expenses tab (not Expenses & Items).

5. Scroll to the field you have created and select the checkbox in the Show column next to it.

NetSuite Screen Fields tab showing the Expenses subtab with fields like Category, Account, and Amount, some marked as visible with the Show checkbox.

6. Select Save.

7. If you are overriding a default NetSuite field, uncheck Show on the default, native NetSuite field, and check Show for the custom-created Emburse Spend field mapped to that NetSuite field.

Enable the Field for Journal Entries

1. On the top toolbar, go to Transactions > Financial > Make Journal Entries.

2. Select Customize in the upper right-hand corner, then select Customize Form. 

NetSuite Journal entry form with fields for custom form, entry number, currency, and subsidiary, showing the Customize menu expanded.

3. Scroll down and select the Screen Fields tab, then select the Lines tab.

4. Next to the custom field that you created, select Show. 

NetSuite Screen Fields tab under Lines, showing fields such as Subsidiary, Account, Debit, and Credit, with checkboxes for visibility.

5. Select Save. 

Whenever you enter a Bill or Journal Entry, the field will appear as an option.

NetSuite Journal entry form with the Lines section open, displaying columns like Department, Class, Location, and a highlighted custom field “Abacus Employee Name.”

Create the Field in Emburse Spend

Your final step is syncing the field over to Emburse Spend so that it can be tagged on expenses. You can do this in the Company Settings menu via either the Team Fields screen or the Expense Fields screen.

1. Select Create New Field and select Sync from NetSuite.

2. Select the field you have created in NetSuite.

3. Select Create, and the field will be ready for tagging employees or expenses.

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