Nexonia and NetSuite Integration Overview

The following is an overview of how Nexonia and NetSuite integrate. For any assistance on configuring your NetSuite account, please contact your NetSuite representative.

Nexonia integrates with NetSuite via SuiteTalk web services. The SuiteTalk API allows Nexonia to use NetSuite as a source of record/validation table - NetSuite dimensions and values are integrated into Nexonia and can be used in Nexonia for coding of expenses, timesheets and workflow.

Nexonia’s integration with NetSuite supports export of fully approved expense items and timesheets into NetSuite.

The integration may be triggered by an automated daily sync, or on-demand.

Nexonia Integration: Imported Data

Nexonia can integrate with the standard NetSuite Dimensions:

• Customers
• Projects
• Employees
• Vendors
• Departments
• Locations
• Classes
• Items

There are a number of other NetSuite values we can integrate with. Some of the most common:

Expense Categories

Project Managers

Project Resourcing 

Project Tasks: task resourcing, synchronizing tasks with service items

Employees: supervisors, defaults for department, location, class

Billable: billable flag, tasks in NetSuite will be linked to service items

Custom Fields can integrated from NetSuite 

Advanced Field Mapping can be used with Expenses to map Nexonia values to NetSuite fields, such as mapping the credit card merchant for a transaction to a custom field.

Nexonia integrates with single entity and One World multi-entity environments, as well as offering multi-currency support.

Integrated NetSuite Features

These are some key NetSuite features that would need to be enabled in order for Nexonia to integrate with your NetSuite account:

SuiteTalk WebServices - Required

SuiteTalk WebServices must be enabled in order for Nexonia to connect with NetSuite via the web services application program interface (API).

Time & Expenses: Expense Reports - Required for Expenses

The Expense feature must be enabled in order to integrate Nexonia Expenses. For expenses, this is the module where expense categories are created with associated general ledger accounts and integrated with Nexonia. This feature also allows Nexonia to export expense reports as NetSuite expense reports.

Note: even if employees are being reimbursed via vendor bills, this feature must be enabled, as this is where Nexonia will integrate the expense categories from.

Time & Expenses: Time Tracking - Required for Timesheets

In order for Nexonia Timesheets to integrate, this feature must be enabled in NetSuite.

Integrated Exports to NetSuite: Employee Paid Expenses

Employee Expense Reports

Employee paid expenses can be exported from Nexonia to NetSuite as an Expense Report. We would need the Nexonia user being reimbursed to have an employee record in NetSuite. A PDF of the expense report and the associated receipts can be exported from Nexonia to NetSuite as an attachment.

Payables: Vendor Bill

Employee paid expenses can be exported from Nexonia to NetSuite as a Vendor Bill. We would need the Nexonia user being reimbursed to have a vendor record in NetSuite. A PDF of the expense report and the associated receipts can be exported from Nexonia to NetSuite as an attachment.

Note that the Expense Reports feature is still required in order to integrate the expense categories from NetSuite.

Integrated Exports to NetSuite: Company Paid Expenses (Credit Cards)

Payables: Vendor Bill

Company paid credit card expenses can be exported from Nexonia to NetSuite as a Vendor Bill associated with the credit card vendor. A PDF of the expense report and the associated receipts can be exported from Nexonia to NetSuite as an attachment.

Integrated Exports to NetSuite: Timesheets

Time & Expenses - Staff Timesheets

Nexonia timesheets will be exported to NetSuite as Timesheets in the Time & Expense module.

Additional Integrations

PDF Export

Nexonia can export a PDF of an expense report into NetSuite where it can be linked as an attachment at the Expense Report or Bill level.

Additional Exports 

Nexonia allows for additional exports, such as a .csv file based on a reporting template. Exports can apply filtering for what should be included or not in the export file.

Payment Status

Nexonia can import the Payment Status from NetSuite for any exported expenses. Once payment has been issued in NetSuite, we can import the payment status back into Nexonia via the sync, with an option to notify the employee of the details.

Implementation: Things To Consider Before You Start

The NetSuite environment should be configured to the point where you are able to create and successfully post an Expense Report and/or Vendor bill in your NetSuite environment for Expenses, and create and successfully save a Staff Timesheet for the Timesheet module.

If you cannot successfully perform a function manually when logged into NetSuite, then Nexonia will not be able to do so through the web services API.

For example, if you can’t choose Departments when you try to create an Expense Report in NetSuite, then we wouldn’t be able to use “Departments” as part of the integration in Nexonia.

You don’t have to have all your employees, expense categories, projects or tasks created in order to do the initial synchronization. Some initial values will be enough to get started and configure the account. New values will be brought in later via the integration.

Implementation: Requirements for Expenses

Prior to integrating Nexonia Expenses with your NetSuite Environment the following requirements must be in place:

1. Expense Reports must enabled with Expense Categories created.
2. Web Services must be enabled.
3. Any employees who will be using Nexonia need to be created in NetSuite as either an Employee (when using Expense Reports) or as a Vendor (when sending expense reports to NetSuite’s Payables as Bills).
• The record needs to at minimum include the first name, last name, and the email address for that user to be integrated with Nexonia.
• If integrating Vendors as users, Nexonia will need to filter which Vendors should be integrated. Create a Custom Field in NetSuite on the Vendor and Nexonia can filter using the Field ID. Filtering is also an option for the Employee records.
4. Nexonia’s implementation will require the customer’s contact who will be leading the setup with Nexonia to have full Administrator access to that NetSuite account. 

Implementation: Requirements for Timesheets

Prior to integrating Nexonia Timesheets with your NetSuite Environment the following minimum requirements must be in place:

1. Time Tracking must enabled with Project Tasks and Service Items created.
2. Web Services must be enabled.
3. NetSuite’s Timesheets needs to be active and configured to the point you can create and save a timesheet.
4. Nexonia will create user accounts based on employee records. Any employee who will be creating a timesheet will need to be created in NetSuite as an employee. The employee needs to at minimum include a first name, last name, and email address as part of the contact info.
• Note: if you only want select employee records to be imported to Nexonia as users, you can use an NetSuite custom field to identify which records should be filtered.
5. Nexonia’s implementation will require the customer’s contact who will be leading the setup with Nexonia to have full Administrator access to that NetSuite account.

Implementing a Nexonia Integration with NetSuite

A typical implementation of Nexonia will involve the following steps once your NetSuite environment is configured:

1. Configure the Nexonia and NetSuite Integration in Nexonia;
2. Run the initial Nexonia configuration sync;
3. Configure the Nexonia export to NetSuite;
4. Create and export a test transaction;
5. Configure the Nexonia account settings, such as expense policy rules and approval processes.

Commonly Asked Questions

Does someone need to be an NetSuite User in order to use Nexonia?

No - we would need the person to be set up as either an Employee or Vendor in NetSuite in order to generate a Nexonia User account for them.

We would need at least one NetSuite User with Administrator credentials in order to integrate Nexonia and NetSuite. This allows us to have the permission to integrate via web services.

Will Nexonia bring in all my Employees and Vendors?

It doesn’t have to be all or nothing - by default, we will bring in all the values for an NetSuite dimension, but we can also filter which values should be imported. For Employee and Vendors, we can use an NetSuite custom field on the dimension to support filtering. If that custom field is checked off on the dimension, and we’re filtering for that Field ID, that can filter whether that value is imported into Nexonia or not.

Vendor must be filtered

What if I delete or deactivate an Employee in NetSuite?

Once Nexonia syncs with NetSuite, if the employee record is no longer active then the corresponding Nexonia User record will be rendered Inactive as well.

What if I change an NetSuite value in Nexonia?

Nexonia’s sync with NetSuite doesn’t author new dimension values in NetSuite. NetSuite is our source of record in the integration, acting as a validation table: if the value in Nexonia isn’t valid in NetSuite, then it would be rendered Inactive once Nexonia is synced with NetSuite. If Nexonia tries to export an expense with an invalid dimension value, then an export error will occur.

Can I add customers or projects in Nexonia?

No - any changes to any integrated dimensions and values would be done on NetSuite, then once Nexonia syncs that value will be updated in Nexonia. For example, you would add new customers, employees, or projects in NetSuite, and that value will be integrated into Nexonia via the sync.

What if I use Timesheets and Expenses, but reimburse employee expenses via Accounts Payable as Vendors? (rare)

We can support that. Timesheets requires an NetSuite employee value. If your employees are using timesheets and their expenses are being reimbursed via Vendor Bills, we would need to:

• Integrate their Nexonia user profile from an employee record
• For expenses, we would add the NetSuite Vendor dimension at the report level in Nexonia to identify the vendor needed to create the Vendor Bill.

You can set the user’s default vendor in Nexonia and make the field read only for the user group.

How will I know if my configuration synchronization or export fails?

All syncs and exports are logged on Nexonia. If a failure occurs, the administrator will be able to see the error message, which will give details on what item failed and why. Administrators can troubleshoot the error themselves, they can look for a solution in the Nexonia online Help Center, or contact Nexonia’s Support Desk for additional help if needed.

 Administrators can also be automatically sent an e-mail notification in the event of a sync or export error.

What if I need to fix an expense item in NetSuite after it was exported?

Best practices is for the entire approval process to occur in Nexonia, as any changes made to exported items in NetSuite are not reflected in Nexonia. However, if you have an exported item that needed a correction, an administrator would be able to correct the item in Nexonia and re-export it. You will need to delete the erroneous item from NetSuite first, otherwise you may create a duplicate expense item.

You can also manually update each record individually: in Nexonia and in Netsuite.

What if I need to fix a timesheet entry in NetSuite after it was exported?

Best practice is for the entire approval process to occur in Nexonia, as any changes made to exported items in NetSuite are not reflected in Nexonia.

However, if you have an exported item that needed a correction, an administrator would be able to correct the item in Nexonia and re-export it. You will need to delete the entire timesheet for that period if your NetSuite configuration doesn’t permit duplicates.

You can also manually update each record individually: in Nexonia and in Netsuite.