How Does the NetSuite Integration Work?

Emburse Spend has a seamless integration with NetSuite for both reimbursable expenses and corporate card expenses. Once the integration is set up, it will eliminate time-consuming manual data entry. Because NetSuite is a cloud-based accounting system, data syncs automatically every hour.

Using this integration, you may sync expenses from Emburse Spend to NetSuite, and you may sync fields from NetSuite to Emburse Spend to apply to your expenses as Team and Expense fields in Emburse Spend.

How Does the Sync Work for Reimbursable Expenses (Cash Mode)? 

  • Emburse Spend processes reimbursements via batched ACH transfers. 
  • When we kick off the ACH transfer, we push a Vendor Bill & Vendor Bill Payment into NetSuite of the same transfer amount for easy reconciliation. 
  • We use a Bill and a Bill Payment to make it efficient for you to reconcile the periodic bank debits, while still giving you the full line-item details for each expense that you need to properly roll up to the income statement (e.g., Account, Class, etc.) A bill may only have one vendor; Emburse Spend is that vendor because we are responsible for the reimbursements. 

Here is what the bills will look like in NetSuite:

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When you click to view the bll, it will include line-item level detail for each expense included in the bill. Most importantly, each expense will already be booked to the correct Expense Account. Not shown in this screenshot are values for Department, Class, and Location, which are also fields that you can map.

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Here is the Bill Payment.

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How Does the Sync Work for Reimbursable Expenses (Accrual Mode)? 

When you select Accrual Mode in your Accounting Sync settings, we will sync your expenses based on the date of the expense rather than the date of the reimbursement. 

The first time Emburse Spend syncs to NetSuite in accrual mode, an Emburse Spend clearing account will be created in NetSuite (the account type is Other Current Liability). Debits sync to NetSuite the same night you approve a batch of expenses. For each expense, we create a journal entry increasing the balance in that amount, and one bank transfer that will match the total amount of the debit. 

We will sync to the following fields for each individual expense: 

  • Date
  • Number
  • Type
  • Payee
  • Account
  • Memo 
  • Amount
The integration with NetSuite does not support exporting receipts. The Memo field of each expense line item includes the Emburse Spend member name, business purpose, vendor, and a link to the original expense so that you may view the receipt image.

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Do not change the name of the clearing account; Emburse Spend will create a new clearing account next time expense data is synched to NetSuite.

The bank transfer will offset the expenses so that the balance of the account is zero. However, expenses dated in the future will cause a balance in the account.

Each expense will be booked to the correct chart of account.

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If an expense is split, each part of the split expense will each have its own journal entry in NetSuite.

How Does the Sync Work for Corporate Card Expenses? 

You have the option to sync corporate card transactions as either journal entries or credit card transactions. You can determine this in Settings > Accounting Sync.

Here's what a journal entry will look like.

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 Navigate to your list of Corporate Card transactions in Netsuite and view the transactions in a list.

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The details of the Corporate Card transaction look like this. 

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Supported Account Types

AccountType AccountTypeId Category Balance Type Available in Categories Available in Bank Available in Corporate Cards Available in Corporate Cards Only Available in AP
Accounts Payable AcctPay Liability Credit         x
Accounts Receivable AcctRec Asset Debit          
Bank Bank Asset Debit   x x    
Cost of Goods Sold COGS Expense Debit x        
Credit Card CredCard Liability Credit     x x  
Deferred Expense DeferExpense Asset Debit x        
Deferred Revenue DeferRevenue Liability Credit          
Equity Equity Equity Credit x        
Expense Expense Expense Debit x        
Fixed Asset FixedAsset Asset Debit x        
Income Income Income Credit x        
Long Term Liability LongTermLiab Liability Credit          
Other Asset OthAsset Asset Debit x        
Other Current Asset OthCurrAsset Asset Debit x        
Other Current Liability OthCurrLiab Liability Credit x        
Other Expense OthExpense Expense Debit x        
Other Income OthIncome Income Credit          
Unbilled Receivable UnbilledRec Asset Debit          
Non Posting NonPosting              

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