NetSuite integration instructions

Start by setting up your accounts and tax codes

In the Zevoy Hub under Settings, head over to the Accounting tab:

Start by adding a mandatory contra account.
Add your accounts and make sure they match your accounts in NetSuite. Read more here on how to add ledger accounts.
Add your VAT accounts.
Make sure that your tax codes are correctly added and that they match your NetSuite tax codes.

Next, add your categories and tags

Once you've added your accounts and tax codes, create categories from which cardholders can choose from when making purchases. Make sure that all expenses have a category assigned to them before exporting your expenses.

Create your tags and make sure that they match the ones in NetSuite.

Please find instructions for NetSuite tag import here.

After setting up, you can activate the integration

Open your NetSuite environment.
In the Zevoy Hub, go to Settings and from there to Export.
Find NetSuite in the list of available integrations and select Activate.
Fill in the requested fields:
1. Account ID
  You can find you NetSuite account ID under Setup → Company → Company Information. Your account ID can also be found in your NetSuite home page URL, right next to “app.netsuite.com”. For example, if your URL is “1234567.app.netsuite.com”, your account ID would be 1234567.
2. Client ID and Client Secret
  To get these data points, you have to create a Zevoy integration in NetSuite. Go to Setup → Integration → Manage Integrations → New.Name the integration something you will recognize later (Like “Zevoy TBA” for Zevoy Token-Based Authentication). You only need to have the "Token-based authentication" box ticked. When you press “Save”, you will see the Client ID and Client Secret parameters. After creating the application, make sure to copy the Client credentials (Client ID and Client Secret), since these will not be visible after leaving the page.
3. Token and Token Secret
  To create an access token, you will first need to define which rights the token will have. Go to Setup → Users/Roles → Manage roles → New. Name the role something you will remember later (like “Zevoy Role”). Tick the “Web Services Only Role” box. After you’ve created your role, head over to Setup → Users/Roles → Access Tokens → New. For Application name, choose the integration we created in step 1. Choose a user, and then choose the Zevoy Role you created earlier in this section. When you press “Save”, you will see the Token ID and Token Secret parameters. Copy and paste these into the Zevoy authentication window (these will no longer be visible after you leave this window).
4. Subsidiary
  Here you can set your preferred subsidiary. Please make sure to use the internal id of the subsidiary, and not the name.
5. VAT codes
  You need to set the VAT codes for each home country VAT class. These fields will determine which VAT code will be used on which VAT percentage on the expense. You can also force certain VAT codes for certain categories by setting the VAT code in the Settings → Categories tab. By leaving the VAT code field empty in Zevoy, the VAT code is determined based on these VAT percentage mappings.
6. Folder ID
  When exporting to NetSuite, the receipt PDF attachment will be sent into a file cabinet folder of your choice. You can find the folder ID by hovering over it in the NetSuite file cabinet UI.
After filling in all the above fields, click Connect to NetSuite.

Permissions required

	Permission	Level
Transactions:	Make Journal Entry	Create
Lists:	Accounts	View
	Classes	View
	Departments	View
	Documents and Files	Create
	Locations	View
	Tax Records	View
Setup:	Customer Segments	View
	SOAP Web Services	Full
	User Access Tokens	Full

Custom records: Please choose any custom records, like cost centres or projects, that you wish to use in Zevoy. Zevoy only needs “View” permissions for these.

How to export your expenses directly to NetSuite

In the Zevoy Hub head over to Export.
Choose the wanted timeframe for your Approved expenses.
Click Export to NetSuite.
You'll receive a success message when the expenses have been successfully exported!

If the integration hasn't yet been activated, or it has been deactivated, you'll be prompted to add your NetSuite ID's and connect the systems before you can send an export.

After the export, where in NetSuite can I find my expenses?

In NetSuite, hover over the Transactions tab. Go from there to Financial → Make Journal Entries → List. Here, you will find the exported Zevoy transactions.

Note that your NetSuite layout may be customised. However, the expenses will be found if you search on "Journal".

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