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NetSuite Sync 2.0 User Guide Version 2.0
August/2015
This document is supplied as and intended to be a reference document for users of Bill.com. The document is periodically updated and may contain data that does not apply to user’s specific product or that is obsolete. If questions exist regarding the applicability of the data relative to your product, contact Bill.com Customer Support. Copyright © 20072015 Bill.com, Inc. All Rights Reserved. No part of this document may be reproduced or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without prior written permission of Bill.com, Inc. Bill.com is a registered trademark of Bill.com, Inc. All other trademarks, service marks, or registered trademarks appearing in this guide are the trademarks or service marks of their respective owners.
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Document Objective The objective of this document is to provide important details before you sync NetSuite with your Bill.com account.
Table of Contents 1. Introduction 1.1. Record Types and Known Limitations 2. How do I set up my account? 2.1. Install the bundle in NetSuite 2.2. Connect your sync 2.3. Sync your classifications 2.4. Sync your transactions 3. Best Practices and Additional Information 3.1. General Best Practices 3.2. Best Practices for Each Record Type 3.3. Hierarchy Best Practice Example 4. Conclusion
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1. Introduction This section covers the highlevel overview of the following: ● List of objects that sync from Bill.com to NetSuite, and vice versa ● Known limitations
1.1. Record Types and Known Limitations
Record Type
NetSuite to Bill.com
Bill.com to NetSuite
Known Limitations
General
Vendors
Yes
Yes
Bill.com does not support more than one subsidiary per vendor. Vendors with Access enabled in NetSuite cannot be updated by Bill.com Vendor ID cannot be more than 20 characters long.
Customers
Yes
Yes
Customer ID cannot be more than 20 characters long. Customers with Access enabled in NetSuite cannot be updated by Bill.com Certain hierarchy setups are not supported. See Best Practices and Additional Information for more details.
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Payables
Chart of Accounts
Yes
Yes
Summary accounts are not supported. Certain hierarchy setups are not supported. See Best Practices and Additional Information for more details.
Departments
Yes
Yes
Certain hierarchy setups are not supported. See Best Practices and Additional Information for more details.
Locations
Yes
Yes
Certain hierarchy setups are not supported. See Best Practices and Additional Information for more details.
Classes
Yes
Yes
Certain hierarchy setups are not supported. See Best Practices and Additional Information for more details.
Items
Yes
Yes
Items created in Bill.com and synced to NetSuite use the subtype: For Resale. Sales Tax Items are not supported. Certain hierarchy setups are not supported. See Best Practices and Additional Information for more details.
Currency
USA only
USA only
Multicurrency is not supported.
Payment Terms
No
No
Payment Terms do not sync to/from NetSuite.
Attachments
No
No
Attachments do not sync to/from NetSuite.
Bills
Unpaid bills only (1)
Yes
Partially and fullypaid bills do not sync from NetSuite to Bill.com. (1) You can disable import of unpaid bills from NetSuite to Bill.com. See Sync your transactions for more details.
Vendor Credits Unapplied vendor credits only (2)
Yes
Partially and fullyapplied vendor credits do not sync from NetSuite to Bill.com. Vendor Credit applications (applying, unapplying, and reapplying) do not sync from NetSuite to Bill.com. (2) You can disable import of unaplied vendor credits from NetSuite to Bill.com. See Sync your transactions for more details.
Approval Status
No
Limited*
* You can opt to only sync bills/vendor credits approved in Bill.com. However, approval status is not kept in sync. See Best Practices and Additional Information for more details.
Bill Payments
No
Yes
Payments made in NetSuite do not sync to Bill.com. Payments synced from Bill.com to NetSuite will always use the same Department, Class, and/or Location, per
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subsidiary, as applicable. See Best Practices and Additional Information for more details.
Receivables
Purchase Orders
Yes, once converted to unpaid bills
N/A
You cannot view original Purchase Order in Bill.com. Bills created from POs from NetSuite cannot be edited in Bill.com.
AP Funds Transfers
No
Yes
Funds Transfers synced from Bill.com to NetSuite will always use the same Department, Class, and/or Location, per subsidiary, as applicable. See Best Practices and Additional Information for more details.
Transactions
No
No
AR transactions (Invoices, Credit Memos, Sales Orders, Invoice Payments, AR Funds Transfers) are not supported.
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2. How do I set up my account? The setup process will take at least 90120 minutes, more if you’re syncing multiple subsidiaries. There will be periods of downtime while you’re waiting for the bundle to install, or for records to sync into Bill.com, which happens at the end of each section. While we recommend that you complete the setup in one sitting, it’s okay to take a break at the end of a given section. To get started, you will need: ● A brand new Bill.com account with at least one verified bank account. ● Administrator access to the NetSuite account ● Administrator or Accountant access to the Bill.com account ● Access to the bundle in NetSuite. Contact Bill.com Customer Support to get access; you will need to provide your NetSuite Account ID. ● Your NetSuite Account ID ○ To find this in NetSuite, hover over Setup > Integration and click Web Services Preferences . Account ID is displayed on the top left.
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○
Write this value down (it will be used several times during set up)
Section 2.1. only need to be performed once per NetSuite account.
2.1. Install the bundle in NetSuite 1. In NetSuite, hover over Customization > SuiteBundler and click Search & Install Bundles . Do not click “List.”
2. Type “Bill.com” into the Keywords field and search. 3. Click on Bill.com Sync for NetSuite (Bundle ID 42594)
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4. Click Install .
5. Read through the Bill.com SuiteBundle Terms, and click I Agree to continue. 6. Click Install . Do not change any of the Preference dropdowns.
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7. Click Refresh , or refresh your browser, to update the installation’s progress. Once the bundle is fully installed, move onto the next section. Sections 2.2., 2.3., and 2.4. need to be performed once per Bill.com account / NetSuite subsidiary pair. You’ll need your NetSuite Account ID, as well as the Subsidiary ID for each subsidiary that will be syncing. To find your Subsidiary ID, go through the following: 1. In NetSuite, hover over Setup > Company and click C lassifications > Subsidiaries.
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2. Click View for the subsidiary that will sync with this Bill.com account. 3. Locate the Internal ID this is your NetSuite Subsidiary ID. ○ If you cannot find the Internal ID field, look at the URL for the page in your browser it will contain “id=” followed by a number. That number is the NetSuite Subsidiary ID.
2.2. Connect your sync 1. 2. 3. 4. 5. 6. 7. 8. 9.
In Bill.com, hover over the gear icon , and then click Settings . Under Accounting, click Chart of Accounts . Click on the Bill.com Money Out Clearing account. Click the edit icon. Enter an Account Number that is not already used in your Chart of Accounts in NetSuite. Click Save . Repeat steps 15 for the Bill.com Money In Clearing account. In Bill.com, hover over the gear icon at the top right and click Settings. In the Accounting section, click Preferences. In the Accounting Preferences page, click the Edit icon on the right. In the Accounting Preferences Edit page, set your Accounting Preferences as follows: (Do not make additional changes unless instructed by Bill.com Support) a. If you are using Departments, Locations, Classes, Customers, and/or Items on
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your payables, choose Yes for that classification. 1. Do not enable a classification that you are not using 2. Do not enable Jobs the sync does not support payables with Jobs. b. If your Vendor IDs and Customer IDs are automatically generated with a particular naming scheme in NetSuite, click the dropdown for Vendor Sequence ID and select Use autonumbering. 10. Click Save to save your Accounting Preferences. 11. In Bill.com, hover over the gear icon , and then click Settings . 12. Under Sync, click Setup . 13. Click Connect . 14. Click Continue . 15. On the Sync Login page, enter the following: a. Email : Enter the email address that a NetSuite Administrator uses to log into NetSuite. b. Password : Enter the password for that NetSuite Administrator to log into NetSuite. c. Account ID : Enter the Account ID of the NetSuite account. d. Subsidiary ID : If you’re using OneWorld, enter the Internal ID of the Subsidiary that this Bill.com account will sync with. If it is not a OneWorld account, enter 1. 16. Click Save to perform the first sync. This will sync your Vendors and Chart of Accounts. The sync can take some time depending on how many records are syncing if you’ve got more than 1000 Vendors and/or Accounts you can take a break while it’s running. 17. Once the sync is complete, click Okay , and set your Sync Preferences. 18. Review your sync preferences. If you have questions regarding a particular setting, hover over the blue ‘?’ icon for more information.
2.3. Sync your classifications 19. In NetSuite, hover over Customization > Lists, Records, & Fields and click Record Types.
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20. In the Record Types List page, find the record called Bill.com Preferences. Click the List link for that row, which should be on the right side of the page.
21. In the Bill.com Preferences List page, find the Bill.com Preferences record for the subsidiary whose sync you’re setting up, and click the Edit link for that record. 22. In the Bill.com Preferences Edit page, go through each of the following steps: (Do not make additional changes unless instructed by Bill.com Support)
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a. In the Lists Subtab: 1. In the Record Types to Sync section: if you are using customers, items, locations, departments, and/or classes in your AP transactions, check the box for that particular classification. This will allow that record type to sync for use on your transactions in Bill.com. ● Do not enable the sync for a classification if you do not use it on your AP transactions. This can increase the amount of time your sync takes, as well as cause unnecessary sync errors. 2. In the Item Subtypes section: if you will be syncing Items for use on your payables, but do not want a particular item subtype to appear in Bill.com, check the box for that item subtype. This will prevent items with that subtype from syncing into Bill.com. 3. In the Configuration section: check the Lists Preferences Set Up Complete checkbox. (This allows you to set up additional preferences later and cannot be skipped)
23. Click Save to save the Bill.com Preferences record with these settings. 24. Return to Settings in Bill.com. In the Sync section, click Sync Now. This will sync any additional classifications you are using. 25. Once the sync has completed, address any errors that were encountered. Do not continue until your errors have been addressed, unless otherwise advised by Bill.com Support.
2.4. Sync your transactions 26. In NetSuite, hover over Customization > Lists, Records, & Fields and click Record Types. Bill.com NetSuite Sync 2.0 User Guide
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27. In the Record Types List page, find the record called Bill.com Preferences. Click the List link for that row, which should be on the right side of the page.
28. In the Bill.com Preferences List page, find the Bill.com Preferences record for the subsidiary whose sync you’re setting up, and click the Edit link for that record. 29. In the Bill.com Preferences Edit page and go through each of the following steps: (Do not make additional changes unless instructed by Bill.com Support)
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a. Transactions Subtab 1. In the Records to Sync section: Set the Payables Sync Start Date to the starting date of your most recent open period. 2. If you are using NetSuite’s approvals system for transactions that will not be syncing with Bill.com, check the Only Sync Approved Bills/Credits checkbox. 3. If you want bills and vendor credits to only sync 1 way from Bill.com to NetSuite, i.e., you don't want any bills / vendor credits created in NetSuite to sync to Bill.com, check the Don't Sync Unpaid Bills / Unapplied Credits from NetSuite checkbox. 4. In the Default Classifications section: If you are using Classes, Locations, and/or Departments on your Payables, choose a default for that classification. 5. In the Configuration section: Check the Transactions Preferences Set Up Complete checkbox. (This checkbox allows transactions to sync and cannot be skipped).
b. In the Miscellaneous Subtab 1. In your browser, copy your browser’s current URL and paste it into the NetSuite Domain field. 2. After pasting it into the NetSuite Domain field, delete everything in the URL that appears after the “.com” ● Example: assume the browser’s current URL is “https://system.na1.netsuite.com/app/common/custom/custrecorde ntry.nl?rectype=650”. Once it has been pasted, everything after the “.com” is deleted. The field now reads:
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“ https://system.na1.netsuite.com ”.
30. Click Save to save the Bill.com Preferences record with these settings. 31. In Bill.com, hover over the gear icon and click Settings. In the Sync section, click Sync Now. This will sync your transactions. 32. Once the sync has completed, address any errors that were encountered. Once they are addressed, you are finished!
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3. Best Practices and Additional Information 3.1. General Best Practices ●
●
●
Preferred forms and required fields ○ When syncing records from Bill.com to NetSuite, the sync will use the preferred form for that record type. ○ Fields that do not sync with Bill.com cannot be set as required fields on the preferred form for a given record type. Locked and Closed periods ○ The sync cannot use periods that are closed. If a period is closed, the sync will use the most recent open period. ○ The sync will be able to write to periods that have been locked. If this is an issue, we recommend that you create an additional user in NetSuite with full permissions except “ Override Period Restrictions”. ■ When you connect the sync, you would use this new NetSuite user’s login credentials instead o f using the login credentials of a NetSuite Administrator user. ■ If your sync is already connected, you must first disconnect the sync. When you reconnect, you will be able to change the login credentials.
3.2. Best Practices for Each Record Type Vendors General ●
●
●
From NetSuite to Bill.com
Bill.com only supports ● one subsidiary per vendor. If a single vendor spans across multiple subsidiaries, you must make one instance of the vendor for each subsidiary. Enabling access for a vendor will cause sync errors when that vendor is updated in Bill.com. Vendors with access enabled need to be managed in NetSuite.
Vendor ID cannot be longer than 20 characters. Any additional characters will be ignored automatically when a vendor syncs from NetSuite to Bill.com.
From Bill.com to NetSuite ●
●
For vendors of type: Company, Company Name is required to sync to NetSuite. For vendors of type: Individual, First Name and Last Name are required to sync to NetSuite.
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Customers General ●
●
From NetSuite to Bill.com
All parent customers in a ● given hierarchy must be accessible by a given subsidiary in order to sync child customer. See Hierarchy Best Practice Example for an example. Enabling access for a vendor will cause sync errors when that vendor is updated in Bill.com. ○ Vendors with access enabled need to be managed in NetSuite.
Customer ID cannot be longer than 20 characters. Any additional characters will be ignored automatically when a customer syncs from NetSuite to Bill.com.
From Bill.com to NetSuite ●
●
For customers of type: Company, Company Name is required to sync to NetSuite. For customers of type: Individual, First Name and Last Name are required to sync to NetSuite.
Chart of Accounts General
From Bill.com to NetSuite
●
●
●
Bill.com does not support Summary accounts. All parent accounts in a given hierarchy must be accessible by a given subsidiary in order to sync child accounts. See Hierarchy Best Practice Example for an example. ○ All bank accounts in a given hierarchy must all have the same subsidiary in order to sync. A parent bank account cannot have a different subsidiary than its child accounts.
Account Numbers are required for syncing an account from Bill.com to NetSuite
Departments
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General ●
All parent departments in a given hierarchy must be accessible by a given subsidiary in order to sync child departments. See Hierarchy Best Practice Example for an example.
Locations General ●
All parent locations in a given hierarchy must be accessible by a given subsidiary in order to sync child locations. See Hierarchy Best Practice Example for an example.
Classes General ●
All parent classes in a given hierarchy must be accessible by a given subsidiary in order to sync child classes. See Hierarchy Best Practice Example for an example.
Items General
From Bill.com to NetSuite
● ●
●
Sales Tax items are not supported All parent items in a given hierarchy must be accessible by a given subsidiary in order to sync child items. See Hierarchy Best Practice Example for an example.
Items created in Bill.com will sync to NetSuite with the subtype: For Resale. ○ If an item needs to have a different subtype, it must be created in NetSuite.
Currency From NetSuite to Bill.com ●
Transactions in NetSuite that are not in US dollars will be ignored by the sync.
From Bill.com to NetSuite ●
Transactions in Bill.com will always sync to NetSuite using the US dollar currency.
Attachments
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General ●
Upload and handle your documents in Bill.com using Bill.com’s Inbox.
Bills From NetSuite to Bill.com ●
●
●
●
From Bill.com to NetSuite
If a bill is created from a PO, it will sync ● to Bill.com ○ Do not edit the line items of these bills in Bill.com; doing so will unlink the bill from its PO in NetSuite. The Description field for the line item in Bill.com will notify you if the bill is connected to a PO in NetSuite. If a bill is partially or fully paid in NetSuite, it will not sync from NetSuite to Bill.com If the currency for a bill is not US dollars, it will not sync from NetSuite to Bill.com Approval status does not affect what does or does not sync from NetSuite to Bill.com ●
Bills in NetSuite can be classified both in the general section of the bill, as well as the line items of the bill. Bill.com only supports classifications in the line items of a bill. ○ When bills sync from Bill.com to NetSuite, the general section of the bill will use whatever is set as the Default Payables classification in the Bill.com Preferences record. ○ To make it easier to reclassify these records (as needed), you can create a department, location, and/or class called “Unclassified”, or “Uncoded”, or something similar, and set that as your Default Payables classification. This will allow you to run a report to isolate the bills that need to be reclassified. If you are using NetSuite’s “Only Sync Approved Bills/Credits” is checked, bills will not sync to NetSuite unless their Approval Status is Approved. ○ When bills sync to NetSuite with this enabled, their status will automatically be set as “Approved” in NetSuite. ○ Once a bill is approved in Bill.com and syncs to NetSuite, changes to the approval status will not sync.
Vendor Credits From NetSuite to Bill.com
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From Bill.com to NetSuite
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●
●
●
●
If a bill is created from a PO, it will sync ● to Bill.com ○ Do not edit the line items of these bills in Bill.com; doing so will unlink the bill from its PO in NetSuite. The Description field for the line item in Bill.com will notify you if the bill is connected to a PO in NetSuite. If a bill is partially or fully paid in NetSuite, it will not sync from NetSuite to Bill.com If the currency for a bill is not US dollars, it will not sync from NetSuite to Bill.com Approval status does not affect what does or does not sync from NetSuite to Bill.com
●
Vendor credits in NetSuite can be classified both in the general section of the vendor credit, as well as the line items of the vendor credit. Bill.com only supports classifications in the line items of a vendor credit. ○ When vendor credits sync from Bill.com to NetSuite, the general section of the vendor credit will use whatever is set as the Default Payables classification in the Bill.com Preferences record. ○ To make it easier to reclassify these records (as needed), you can create a department, location, and/or class called “Unclassified”, or “Uncoded”, or something similar, and set that as your Default Payables classification. This will allow you to run a report to isolate the vendor credits that need to be reclassified. If you are using NetSuite’s “Only Sync Approved Bills/Credits” is checked, vendor credits will not sync to NetSuite unless their Approval Status is Approved. ○ When vendor credits sync to NetSuite with this enabled, their status will automatically be set as “Approved” in NetSuite. ○ Once a vendor credit is approved in Bill.com and syncs to NetSuite, changes to the approval status will not sync.
Bill Payments General
From NetSuite to Bill.com
From Bill.com to NetSuite
●
●
●
If a bill is paid outside of Bill.com, you should mark it as paid in Bill.com and allow that payment to sync into NetSuite. ○ Recording the payment in
Bill Payments do not sync to Bill.com to NetSuite.
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Bill.com does not support departments, locations, and/or classes on bill payments. ○ When bill payments sync from Bill.com to NetSuite, they will use whatever is set
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NetSuite first will cause sync errors.
○
as the Default Payables classification in the Bill.com Preferences record. To make it easier to reclassify these records (as needed), you can create a department, location, and/or class called “Unclassified”, or “Uncoded”, or something similar, and set that as your Default Payables classification. This will allow you to run a report to isolate the bill payments that need to be reclassified.
Purchase Orders General ●
●
The purchase order record does not exist in Bill.com, and therefore cannot be viewed there. ○ When you create a bill from a purchase order in NetSuite, that bill will sync into Bill.com. You can then pay that bill in Bill.com. ○ Do not edit the line items for these bills in Bill.com; doing so will unlink the bill from its purchase order in NetSuite. The Description field for the line item in Bill.com will notify you if the bill is connected to a purchase order in NetSuite. If a purchase order has documents in NetSuite that needs to be attached to the bill in Bill.com, you must upload and attach the document separately in Bill.com.
AP Funds Transfers From Bill.com to NetSuite
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● ●
AP funds transfers sync to NetSuite as journal entries. Bill.com does not support departments, locations, and/or classes on AP funds transfers. ○ When AP funds yransfers sync from Bill.com to NetSuite, they will use whatever is set as the Default Payables classification in the Bill.com Preferences record. ○ To make it easier to reclassify these records (as needed), you can create a department, location, and/or class called “Unclassified”, or “Uncoded”, or something similar, and set that as your Default Payables classification. This will allow you to run a report to isolate the AP funds transfers that need to be reclassified.
3.2. Hierarchy Best Practice Example In this example, we have two subsidiaries: Acme Inc. and Acme Mfg (which is a subsubsidiary of Acme Inc). Acme Mfg is the subsidiary that is syncing with Bill.com. We’ll look at three accounts: ● 5000 Travel Expense ● 5100 Travel Expense : Air Travel ● 5110 Travel Expense : Air Travel : Fees 5000 and 5100 are only accessible by Acme, Inc. 5110 is accessible by both Acme, Inc. and Acme Mfg. As it currently stands, 5110 will not b e able to sync from NetSuite to Bill.com, because Acme Mfg is the subsidiary that is syncing, and it does not have access to 5000 and 5100. You would need to edit 5000 and 5100 and grant Acme Mfg access once you’ve done that, 5110 will be able to sync.
4. Conclusion Congratulations on setting up the Bill.com sync with your NetSuite account!
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