Linking Workforce Management Fields with NetSuite

Learn more about linking WFM fields for timebills with NetSuite.

Guidelines for Linking WFM Fields
Configuring WFM Fields to Link with NetSuite
Settings for Linking WFM Fields
Configuring WFM Time Fields for NetSuite
Linking Workforce Management Records with NetSuite

Timebill field linking options from WFM to NetSuite include but aren't limited to:

WFM location to a NetSuite location
WFM location to a NetSuite project
WFM location to a NetSuite department
WFM job to a NetSuite department
WFM job to a NetSuite project task or service item

Guidelines for Linking WFM Fields

Keep these guidelines in mind.

The default setup is different from what's described below, so make sure your settings match exactly.
If you use Infinet Cloud Payroll, the payroll subsidiary and timebill wage options aren't available.
When mapping WFM locations and jobs, ensure that employees get the right wage rate for the locations they work at and the jobs they do.
Record and report time against projects, tasks, or other NetSuite fields.
Adapt time-based billing.

Configuring WFM Fields to Link with NetSuite

Follow the procedure to configure WFM fields.

To configure WFM fields to link with NetSuite:

Go to Workforce Management.
Go to Setup > NetSuite Integration > Settings.
Click the Configuration subtab.
Refer to the actions in the Settings for Linking WFM and NetSuite Fields table.
After setting configurations, click Save.

Settings for Linking WFM Fields

Refer to the actions on the table to link WFM fields with NetSuite.

Section	Field	Action
Staff	Push staff member changes to NetSuite	Clear the box.
Staff	Single Subsidiary	Choose from the payroll subsidiary options. Check the Single Subsidiary box – If your mapped employees will be paid from one subsidiary, check the box. If you check this box, all exported staff will be linked with the selected subsidiary. Clear the Single Subsidiary box – You will need to select a subsidiary when exporting staff.
Staff	Pay from subsidiary	If you checked the Single Subsidiary box, select the subsidiary name that will be used for exporting staff.
Timebill Wage	Send rate	Check the box. If unchecked, no rate data will be sent to NetSuite with the timesheet information.
Timebill Wage	Send blended overtime	Check the box. This setting calculates blended overtime for each eligible employee across the export period.
Timebill Wage	Send combined penalties	Check the box. This setting combines penalties and segments to get an effective rate for each segment.
Timebill Wage	Payroll Item Record	Select an option.
Timebill Wage	Timebill Record	Select an option.
Timebill Wage	Allowance Record	Select an option.
Timebill Wage	Penalty Record	Select an option.
Leave/Time-Off	Handling	Select the leave or time-off method. No action – If you use Infinet Cloud Payroll, select this option and reach out to your NetSuite account manager, if needed. Pull approved Leave/Time-Off from Time Management (Adi Insights) – Select this option if leave is requested and approved in NetSuite. Push approved Time-Off to Time Management (Adi Insights) – Select this option if your leave is requested and approved from within Time Management. Changing the Leave/Time-Off handling method might mean you need to adjust how Leave/Time-Off objects are linked. The relationships between linked objects depends on the data flow direction. For example, you can't import multiple Leave/Time-Off balances into a single Leave/Time-Off type.
Leave/Time-Off	Leave/Time-off Type Record	Select an option.
Leave/Time-Off	Leave/Time-off Request Record	Select an option.
Hourly-paid employees	Hourly time	Leave blank.
Salaried employees	Send salary hours	Clear the box. If checked, salary hours are sent to NetSuite. If you send salary hours, you need to ensure that employees are set up to be on a salary. Overtime hours are excluded.
Salaried employees	Normal time	Leave blank. This field lets you select the payroll item for normal salary hours.
Salaried employees	Salary overtime	Leave blank. This field lets you select the payroll item for salary overtime hours.
Salaried employees	Public holiday time	Leave blank. This field lets you select the payroll item for salary public holiday hours.
Revisions	Auto link new revisions	Check the box. With this setting, you can automatically relink allowances, penalties, rates, and multipliers from new revisions. WFM notifies you when a new revision is created for any linked agreements, regions, or location overrides.

Section

Field

Action

Staff

Push staff member changes to NetSuite

Clear the box.

Staff

Single Subsidiary

Choose from the payroll subsidiary options.

Check the Single Subsidiary box – If your mapped employees will be paid from one subsidiary, check the box. If you check this box, all exported staff will be linked with the selected subsidiary.
Clear the Single Subsidiary box – You will need to select a subsidiary when exporting staff.

Staff

Pay from subsidiary

If you checked the Single Subsidiary box, select the subsidiary name that will be used for exporting staff.

Timebill Wage

Send rate

Check the box.

If unchecked, no rate data will be sent to NetSuite with the timesheet information.

Timebill Wage

Send blended overtime

Check the box.

This setting calculates blended overtime for each eligible employee across the export period.

Timebill Wage

Send combined penalties

Check the box.

This setting combines penalties and segments to get an effective rate for each segment.

Timebill Wage

Payroll Item Record

Select an option.

Timebill Wage

Timebill Record

Select an option.

Timebill Wage

Allowance Record

Select an option.

Timebill Wage

Penalty Record

Select an option.

Leave/Time-Off

Handling

Select the leave or time-off method.

No action – If you use Infinet Cloud Payroll, select this option and reach out to your NetSuite account manager, if needed.
Pull approved Leave/Time-Off from Time Management (Adi Insights) – Select this option if leave is requested and approved in NetSuite.
Push approved Time-Off to Time Management (Adi Insights) – Select this option if your leave is requested and approved from within Time Management.

Changing the Leave/Time-Off handling method might mean you need to adjust how Leave/Time-Off objects are linked. The relationships between linked objects depends on the data flow direction.

For example, you can't import multiple Leave/Time-Off balances into a single Leave/Time-Off type.

Leave/Time-Off

Leave/Time-off Type Record

Select an option.

Leave/Time-Off

Leave/Time-off Request Record

Select an option.

Hourly-paid employees

Hourly time

Leave blank.

Salaried employees

Send salary hours

Clear the box.

If checked, salary hours are sent to NetSuite. If you send salary hours, you need to ensure that employees are set up to be on a salary. Overtime hours are excluded.

Salaried employees

Normal time

Leave blank.

This field lets you select the payroll item for normal salary hours.

Salaried employees

Salary overtime

Leave blank.

This field lets you select the payroll item for salary overtime hours.

Salaried employees

Public holiday time

Leave blank.

This field lets you select the payroll item for salary public holiday hours.

Revisions

Auto link new revisions

Check the box.

With this setting, you can automatically relink allowances, penalties, rates, and multipliers from new revisions.

WFM notifies you when a new revision is created for any linked agreements, regions, or location overrides.

Configuring WFM Time Fields for NetSuite

In WFM, you can set up added time fields to track more time segments in timebill records.

You can set up the:

Fields to be used to send additional data to NetSuite
Additional fields that employees will see when they punch in
The order that WFM shows the fields

Managers can select the right values during approval. Any later record types that reference a previous one will have their available list filtered based on the earlier selection.

Important:

Shifts with additional fields can't be approved using the automatch feature. If your shifts have added time fields, you must manually approve them. For more information, see Automatch and Rounding Settings in WFM.

To configure WFM fields to link with NetSuite:

Go to Workforce Management
Go to Setup > NetSuite Integration > Settings.
Click the Time Fields subtab.
Click Configure fields...
On the Fields for Timebill window, complete the required details for each field.
- Field label – Enter the field's label. If you leave it blank, it'll default to the record name, purpose, or field name.
- Record type – Enter the record name linked to the field label in NetSuite without any spaces.
- Field name – Enter the field name from the timebill.
- Value – Enter True or False.
- Purpose – Select why you're using this field.
- Required for export – If there are added custom fields that the employee or manager needs to complete when approving time, check this box.
  
  For the record to export, the custom field must contain data. For example, if an employee fills out extra time fields, project, project task, or service task, they also need to complete the custom field so the data can be exported.
(Optional) If you want to add a field, click Create new field.
Click Submit.
From the Available panel, drag the fields that you want to show into the Time Field Order panel.

Important:
Fields linked to the record type are automatically selected and placed in the Available panel.

Fields that aren't mirrored can't be selected and won't show up on the panel.
(Optional) Reorder the fields that you moved to the Time Field Order panel.
Set the visibility for the added fields.
1. Click the pencil icon next to the field name.
  
  A window appears.
2. Choose how you want the field to show up for customers.
  - Do not show in Time & Attendance– If you want to hide the field, choose this button.
  - Show in Time & Attendance– If you want to show the field and make it optional, choose this button. Managers can also select the added time data field before submitting time to NetSuite.
  - Require selection in Time & Attendance– If you want to show this field as required, choose this button.

Setting up Employees for WFM

After you've finished your NetSuite setup, set up the following employee configuration:

Set additional locations, other than their Primary Location, where they can work.
Set up the WFM jobs that they can do.
Assign the right access levels.
Send a welcome message to employees.

Can Work at Locations

Assign added locations where employees can work.

For more information, see Employment.

Jobs

Assign any added jobs that employees can work.

For more information, see Jobs.

WFM Access Levels

Assign employees to WFM access groups or levels. All employees start at the lowest level, Staff.

For more information, see Employee Access in WFM.

Send Welcome email

After you've set up your employees and they're ready to start using the platform, send a welcome email so they can create their usernames and passwords.

For more information, see Templates.

General Notices