Expense Reports (Expense Reports) Export Workflow

The Expense Reports (Expense Reports) export workflow lets you create new expense reports and follow the approval in SuiteProjects Pro, and then export approved expense reports to NetSuite. SuiteProjects Pro expense reports are exported to NetSuite as:

Expense report transaction records (Transactions > Employees > Enter Expense Reports > List), if the employee record associated with the expense report in SuiteProjects Pro was imported using the Employees (Employees) import workflow and if there is matching employee record in NetSuite. See Employees (Employees) Import Workflow.
Vendor bill transaction records (Transactions > Payables > Enter Bills > List), if the employee record associated with the expense report in SuiteProjects Pro was imported using the Employees (Vendors) import workflow and if there is matching vendor record in NetSuite. The vendor bill can be associated with an individual , a parent vendor or a subcontracting company. See Employees (Vendors) Import Workflow.

All receipts in the SuiteProjects Pro expense report are exported to NetSuite as expense lines on the expense report (Expenses subtab) or vendor bill (Expenses and Items subtab). Expense line items cannot be grouped when exporting expense reports from SuiteProjects Pro to NetSuite.

You can include tax breakouts on the expense reports and vendor bills exported from SuiteProjects Pro to NetSuite. The tax breakout is based on the tax locations specified for each receipt or expense item. See Enable tax export on expense reports.

Important:

The Expense Reports (Expense Reports) export workflow is not fully compatible with the SuiteTax feature:

Tax amounts are calculated correctly when exporting SuiteProjects Pro expense reports to NetSuite as vendor bills.
When exporting SuiteProjects Pro expense reports to NetSuite as expense reports, however, tax details need to be entered manually in NetSuite when using the SuiteTax engine. See Entering Expense Reports with Tax Impact in SuiteTax (external link to NetSuite SuiteAnswers | Answer ID: 65664)

Note that SuiteTax compatibility testing is currently in progress. You should test the NetSuite <> SuiteProjects Pro integration with the SuiteTax feature on sandbox accounts before you enable the feature in your NetSuite production account. See Known Limitations of SuiteTax (external link to NetSuite SuiteAnswers | Answer ID: 98937). See also Legacy Tax or SuiteTax.

Important:

Changes made to expense reports and receipts in SuiteProjects Pro after the initial export are not exported to NetSuite. The Expense Reports (Expense Reports) export workflow can be used to create new expense reports or vendor bills in NetSuite but not to update already integrated expense report or vendor bills.

For information about workflow specific settings, see Expense Reports (Expense Reports) Export Workflow Settings.

For information about field mapping definitions for this workflow, see Expense Reports (Expense Reports) Export Field Mapping Definition.

Requirements and Downstream Dependencies

Matching employee, project and expense item (category) records must exist in both NetSuite and SuiteProjects Pro before you can export expense reports from SuiteProjects Pro to NetSuite as expense reports.

To export expense reports from SuiteProjects Pro to NetSuite as vendor bills, you must import NetSuite vendors into SuiteProjects Pro as employees first. See Employees (Vendors) Import Workflow.

Note:

You can use the Expense Reports (Expense Reports) export workflow and either the POs (Vendor Bills) or POs (Purchase Orders) import workflow in conjunction to export expense reports from SuiteProjects Pro to NetSuite as vendor bills and to import vendor bills or purchase orders from NetSuite into SuiteProjects Pro as purchase orders. See POs (Purchase Orders) Import Workflow and POs (Vendor Bills) Import Workflow.

Importing purchase orders or vendor bills from NetSuite into SuiteProjects Pro as purchase orders requires matching vendor records in both application. To use both workflows in conjunction, enable the Vendors (Vendors) import workflow and use the SuiteProjects Pro: User or Vendor [custentity_oa_user_or_vendor] field on the vendor record in NetSuite to determine whether the vendor should be imported into SuiteProjects Pro as a vendor or as an employee (user). See Vendors (Vendors) Import Workflow.

Matching SuiteProjects Pro employee records and NetSuite vendor records as well as matching project and expense item (category) records must exist before you can export expense reports from SuiteProjects Pro to NetSuite as vendor bills.

Important:

If you use NetSuite OneWorld, the vendor must have the same NetSuite subsidiary as the project.

After you export expense reports from SuiteProjects Pro to NetSuite as expense reports or vendor bills, you can:

Reimburse expenses to employees and pay vendor bills, then use the Reimbursements (Expense Reports Reimbursements) import workflow to import reimbursement information into SuiteProjects Pro. See Reimbursements (Expense Report Reimbursements) Import Workflow.
Bill customers for expenses in your invoices. When you export invoices from SuiteProjects Pro to NetSuite, billable expenses from SuiteProjects Pro expense reports exported to NetSuite as expense reports or vendor bills are listed in the Billable Expenses subtab on the invoice transaction record in NetSuite. See Invoices (Invoices) Export Workflow.

Supported Features

Workflow Settings

Filters

Advanced Mapping

Real-Time

SuiteProjects Pro Within NetSuite

Monitored Fields

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(Expense Report and Vendor Bill mapping groups)

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(On Approval)

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Run the integration manually, use a scheduled integration run to create the NetSuite expense report or vendor bill transaction record after the expense report is approved in SuiteProjects Pro. See Running the Bulk Import and Export Integration on Demand and Scheduling the Integration to Run Automatically.
Setup the real-time integration to create the expense report or vendor bill transaction record when the Expense Report is approved in NetSuite. See Configuring Real-Time Record Export from SuiteProjects Pro to NetSuite.
View and edit the SuiteProjects Pro expense report record from the NetSuite UI using the SuiteProjects Pro Within NetSuite (SuiteProjects Pro NetSuite Single Sign-On Integration) feature. See Enabling Access to SuiteProjects Pro From Within NetSuite.

Setting up the Expense Reports (Expense Reports) Export Workflow

The Expense Reports (Expense Reports) workflow is available as standard.

To export of expense reports

To set up the Expense Reports (Expense Reports) export workflow in NetSuite

In NetSuite, go to Setup > Accounting > Accounting Preferences, and click the Time & Expenses subtab.
Clear the Combine Detail Items on Expense Reports box under the Expenses section.

Important:
Expense line items cannot be grouped when exporting expense reports from SuiteProjects Pro to NetSuite. When the Combine Detail Items on Expense Reports is checked, the Expense Reports (Expense Reports) export workflow results in an integration error.
(Optional) Enable the export of SuiteProjects Pro expense reports to NetSuite as vendor bills. To do so:
1. In NetSuite, go to Setup > Company > General Preferences, and click the Custom Preferences subtab.
2. Check the Expense Report — Vendor Bill Integration box under the SuiteProjects Pro SRP Integration section.
3. Click Save.
Important:
Make sure the export of SuiteProjects Pro expense reports to NetSuite as vendor bills is also enabled in SuiteProjects Pro
(Optional) Configure NetSuite to use the SuiteProjects Pro Tracking number instead of the auto-generated record number for expense reports in NetSuite. To do so:
1. In NetSuite, go to Setup > Company >Auto-Generated Numbers, and click the Document Numbers subtab.
2. Check the box under the Allow Override column for Expense Report. When checked, exported expense reports have the same number in both NetSuite and SuiteProjects Pro.
3. Click Save.

To set up the Expense Reports (Expense Reports) export workflow in SuiteProjects Pro

(Optional) Enable the export of SuiteProjects Pro expense reports to NetSuite as vendor bills. To do so:
1. In SuiteProjects Pro, go to the NetSuite Connector administration form.
2. Check the Employees (Vendors) box under the Imports section of the form. See Employees (Vendors).
3. Check the Enable SuiteProjects Pro expense reports to NetSuite vendor bill integration box.
Important:
Make sure the export of SuiteProjects Pro expense reports to NetSuite as vendor bills is also enabled in NetSuite
In SuiteProjects Pro, go to Administration > NetSuite Connector > Mapping.
Click New workflow then Expense Reports (Expense Reports).
Click Expense Reports (Expense Reports) in the list of integration workflows.
Click Workflow settings to view and modify the settings specific to this workflow. For more information about the workflow settings, see Expense Reports (Expense Reports) Export Workflow Settings.
Modify the field mapping definition tables for the Expense Reports (Expense Reports) export workflow as required. See Mapping SuiteProjects Pro Fields and NetSuite Fields and Expense Reports (Expense Reports) Export Field Mapping Definition.
Click the switch next to the workflow name to activate or to deactivate the workflow.
Click Save.
(Optional) Add the Expense Reports (Expense Reports) export workflow to a workflow group and schedule it to run automatically. See Scheduling the Integration to Run Automatically.