Synchronizing Expense Categories from NetSuite Expense Categories

When integrating Nexonia with NetSuite, your NetSuite Expense Categories will be synchronized into Nexonia and automatically create corresponding Expense Categories. The Expense Category in Nexonia can then be set with expense policy, rules, and conditions.

Once the Expense Category is created in NetSuite, it can be synchronized into Nexonia either via the scheduled Configuration Sync or can be synced immediately by the administrator using the "Synchronize Now" button in the Configuration Sync.

The integration of the Expense Categories is managed in the Nexonia Configuration Parameters.

Link: How to Create NetSuite Expense Categories

Syncing the NetSuite Expense Categories into Nexonia

In Nexonia, navigate to the NetSuite > Configuration Sync. Click the Synchronize Now button to trigger a manual sync. Once the sync is complete, the NetSuite Expense Categories will have synced into Nexonia as Expense Categories.

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

Once integrated, the expense categories can be viewed or edited in Nexonia under the Gear icon > Company > Expenses > Categories.

Note: The name for the expense category is controlled at the source, in NetSuite. If the name needs to be different than the one displayed, you will need to update the Expense Category name in NetSuite and re-sync Nexonia.

Integration Settings: Expense Categories

The integration settings for your account control the import of the NetSuite expense categories. 

To review the expense category integrations settings:

Navigate to NetSuite*> Integration Setup > navigate to Configuration Data, click on Edit Parameters. You should now see the Configuration Sync settings for your account.

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

Under the General tab, ensure that Synchronize Expenses is set to "Yes".

A tab will appear at the top of the window titled Expense Categories. Click on that tab to open the Expense Category options.

These settings define the defaults of the expense categories being created in Nexonia, based on the expense categories in NetSuite. Typically, the defaults are left as they are by most customers.

Some of the key settings here:

Synchronize Expense Categories - this will be defaulted to "Yes". The other option is to "Filter by User". If selected, it allows filtering of the expense categories using a NetSuite Field ID. 

Name: this defines how Nexonia will name the imported Expense Categories. You can choose whether to display the NetSuite Expense Category Name (default) or use the NetSuite Expense Category Description as an alternative.

For any of these next values, you can set the universal default for all newly imported categories, but you can alter the defaults for specific categories in Nexonia later:

Memo: typically set to Optional (default) or Required, this field sets the memo field completion requirement for an expense item of any category. This setting can be changed later for one or more expense categories in Nexonia.

Paid By and Reimbursable Settings: typically left at the default values, these define that Employee expenses are reimbursable, Company (ie Company Credit Card) expenses are non-reimbursable.

Receipt Default = typically set to Yes(default), this defines the receipt requirement for your categories. This can be edited for specific categories later.

If you're making changes to any of these settings, be sure to click the OK button to save your selections.