Permission Required: Users with the Admin Profile, External Accountant and Custom Profile can access this feature
Regional Availability: Australia, India, Indonesia, Singapore, United States
Overview
Our integration with NetSuite allows you to easily transfer information from Volopay to NetSuite, ensuring your spend data is current and accurate.
Enhanced integration features include:
Vendor Creation: Volopay has the capability to recognize and add new vendors that are not yet listed in your NetSuite instance. These new vendors will be displayed in NetSuite's Vendor column labeled as "New:..." and will be created during the synchronization process.
Custom Fields and Segments: Volopay is equipped to import all relevant fields from NetSuite, including any custom fields, to ensure thorough transaction coding.
Default AP Account: You have the option to designate a default Accounts Payable (AP) account for reimbursements that are synchronized from Volopay.
Note: Depending on your requirements for NetSuite integration additional charges may apply. Please discuss with your Customer Success Manager
NetSuite Setup
Step 1: Enable the required SuiteScript features and Authentication
Enable the following features:
Under Setup > Company > Setup Tasks > Enable Features navigate to the SuiteCloud subtab. Enable the required features:
SuiteScripts
Client SuiteScript
Server SuiteScript
Manage Authentication
Token Based Authentication
OAUTH 2.0
Step 2: Create and set up a role for the user based on the required permissions.
Creating a new Role
Under Setup > Users/Roles> Manage Role > New, create a role with the following permissions.
Enter a name for your role. Eg. Volopay Suiterole
Under Permissions > Transactions add the following permissions
Under Permissions > Lists add the following permissions.
Under Permissions > Setup add the following permissions.
Click on Save
Assign this role to the User
Under Setup > Users/Roles > Manage User select your user and navigate to the Access tab.
Assign the role you just created to this user by clicking on add
Click on Save.
Step 3: Creating the Integration Record
Note: Very Important! At the end of this step, you must save the values for Consumer Key and Consumer Secret. You will not be able to retrieve them once you leave the confirmation screen. If you do not save these values, you will need to repeat Step 3 again.
Before connecting with a token, an integration record is required for authentication. A new integration record should be used and can be created by navigating to Setup > Integrations > Manage Integrations > New.
The name field should be filled in along with ensuring that the ‘TOKEN-BASED AUTHENTICATION (TBA)’ checkbox is checked. You can uncheck 'USER CREDENTIALS' if you want users to authenticate only using tokens. You may name the integration whatever you wish, such as "Volopay Integration" or "Volopay App".
Upon saving you will be given a Consumer Key / Consumer Secret.
Note: Save these values for Consumer Key and Consumer Secret. You will not be able to retrieve them once you leave this screen. If you do not save these values, you will need to repeat Step 3 again.
Step 4: Creating the Token
Note: Very Important! At the end of this step, you must save the values for Token ID and Token Secret. You will not be able to retrieve them once you leave the confirmation screen. If you do not save these values, you will need to repeat Step 4 again.
Under Setup > Manage > Access Tokens > New, you can create an Access Token
Enter Integration name
Enter Employee
Enter the above role
Click on Save
Note: Save these values for Token ID and Token Secret. You will not be able to retrieve them once you leave this screen. If you do not save these values, you will need to repeat Step 4 again
Step 5: Fetching your Account ID
You can find your Account ID under Setup > Company > Company Information.
Step 6: Setting up the connection
Reach out to us through your Customer Success Manager or [email protected] to help set up the connection and generate an External URL.
Step 7: Upload and Deploy Script
Working with Customer Success Manager they will provide you with a script which you can upload and deploy in NetSuite.
Go to Customization > Scripting > Scripts > New
Upload the script provided by the Volopay Team
Once uploaded then deploy script
Then select role, employees and change the status from Testing to released
Once done, retreive the Script ID and Deploy ID
Note: In the example above, the Script ID will be 1017 and the Deploy Version is 1
Step 8: After the above steps, you should have the following details which you will need to setup NetSuite in Volopay.
Account ID
Consumer Key
Consumer Secret
Token ID
Token Secret
External URL
Script ID
Deploy Version
Setup in Volopay
Login to Volopay and navigate to Accounting > Integrations and Select ‘Connect to NetSuite’
Enter the required keys and details and click on ‘Connect’.
Once the connection is successful, choose your Netsuite subsidiary and click on Continue.
Sync your Chart of Accounts, Tax Codes and Tracking Categories.
Select default Credit bank account.
Syncing Transaction in NetSuite
Cards
Transactions made with Volopay cards are recorded as Journals in NetSuite. To view these transactions, navigate to:
Transactions -> Financials -> Journals
Upon accessing a transaction, the following information synced from Volopay will be visible:
Transaction-level fields: Subsidiary and Vendor
Expense-level fields: Account, department, class, memo
Receipt: Any attached receipts can be found under Communication -> Files
Sync Dates: Transactions are synced using the transaction date. You can also choose an accounting date for syncing.
Syncing Steps:
Ensure the expense is settled by checking for a ledger date.
Select the appropriate NetSuite category and verify the transaction.
Once verified, proceed with syncing the transaction.
You also have the option to bulk select and verify/sync multiple transactions.
Reimbursements
Reimbursement transactions are also recorded as Journals in NetSuite. To view these transactions, follow the same path:
Transactions -> Financials -> Journals
Details from Volopay that you'll see include:
Transaction-level fields: Subsidiary and Vendor (Employee Username)
Expense-level fields: Account, department, class, memo
Receipt: Attached receipts are accessible under Communication -> Files
Sync Dates: Reimbursements are synced using the transaction date, with an option to select the accounting date.
Bill Pay
Payments made through Volopay for bills are logged in NetSuite in the default AP Account of that subsidiary. Depending on how the payment was processed:
If paid through the Volopay account, both a bill (marked as paid) and a bill payment are synced.
If marked as Manual Pay in Volopay, only the bill (marked Open) is synced.
NetSuite handles the default AP account selection as follows:
Default AP Account for Vendor Bills: Set on the Vendor Record. Once a Vendor Bill is created with a selected Vendor, the AP defaults to the account associated with the Vendor record.
Last Vendor Bill Default: If no AP is associated with the Vendor, the system defaults to the AP used on the last saved Vendor Bill per Subsidiary.
Sync Dates: Bills and/or bill payments are synced using the invoice date. For bills, navigate to Transactions -> Payables -> Enter Bills -> List.
Additional Info: Extra details are added to the memo line (e.g., user, merchant, memo).
Others
Other financial activities such as top-ups, invoice payments, adjustments, and other credits/debits can be synced to NetSuite as Journal.
To sync the other transactions:
Choosing the appropriate NetSuite category and verifying the transaction.
Once verified, you can proceed to sync the transaction.
There is also the option to bulk select transactions and verify/sync them simultaneously.