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 Nestuite as Journal.
To sync the other transactions:
Choosing the appropriate Xero 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.