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.
Note: Article covers syncing transaction post NetSuite Account Set-up and Integration. If you have not done the set-up please view this article.
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.
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).
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.
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.