Controlling the NetSuite GL Posting Date of Exported Expenses and Bills

When expenses are exported from Nexonia to NetSuite Time & Expenses or Accounts Payable, they become Expense Reports or Bills, respectively. In both cases, the line items on the NetSuite Expense Report or Bill have individual transaction dates, all line items share a single GL Posting Date that is set on the parent object. 

To determine the GL Posting Date of the expense report or bill, some configured logic is used to determine a date. In the Nexonia integration configuration, this is called the Posting Period Date. 

Settings that control the logic that determines the Posting Period Date (and thus the GL Posting Date of the exported Expense Report or Bill) are located in Nexonia in the integration settings. 

In Nexonia, navigate to NetSuite* > Integration Setup > Edit Parameters > Expenses 1 > Posting Periods. 

*this tab is where your Integration settings are found and may be relabelled in your profile

This reveals four different options.

1. No means Nexonia will not try to set the posting date at all, allowing NetSuite to decide what posting period to put the expense report or bill into.
2. Explicit creates an Expenses custom field at the report level after a configuration sync. The posting period sent to NetSuite is the one set in the custom field. If no posting period is selected in the custom field, then NetSuite will decide what posting period to put the expense report or bill into.
   Also, the Adjust Item Dates for Posting Period becomes available in the integration setup, and if enabled, will force the exported transaction date of expense items to be within the posting period, with the smallest difference possible to the actual transaction date.
3. Hidden sets the posting date based on what is entered in the Posting Period Date field (see below).
4. Overridable will bring in the list of posting periods from NetSuite after a configuration sync, and add a field to the report header. The field defaults to blank, and Nexonia will use the Posting Period Date field (see below) to set the posting period unless an administrator changes the report level custom field to a specific posting period.

NetSuite Posting Period Date

This setting controls the baseline logic used to determine a Posting Period Date for each expense report or bill exported to NetSuite. 

To help understand these settings, consider an example expense report that was created on June 7. It contains two expense items, dated July 14 and July 27. The expense report was exported to NetSuite on August 29. 

NetSuite* > Integration Setup > Edit Parameters > Expenses 1 > Posting Period Date:

• Export Date sets the Posting Period Date to be the date on which the export from Nexonia to NetSuite took place
• For the example report, the GL Posting Date in NetSuite would be August 29. 

• Oldest Item Date sets the Posting Period Date to be the oldest line-item transaction date in the Nexonia expense report
• For the example report, the GL Posting Date in NetSuite would be July 14.

• Newest Item Date sets the Posting Period date to be the newest line-item transaction date in the Nexonia expense report
• For the example report, the GL Posting Date in NetSuite would be July 27.
• this is the most commonly-selected option

If you change this setting, click OK to save your selection, then initiate a configuration sync from NetSuite* > Configuration Sync > Synchronize Now. 

Changing this setting will only affect expense reports exported going forward.