Linking Workforce Management Fields with NetSuite
Refer to the subsections to know more about how to link WFM fields for timebills with NetSuite.
Timebill field linking options from WFM to NetSuite include but are not limited to:
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WFM location to a NetSuite location
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WFM location to a NetSuite project
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WFM location to a NetSuite department
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WFM job to a NetSuite department
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WFM job to a NetSuite project task or service item
Guidelines for Linking WFM Fields
Note the following guidelines.
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The default setup is different to what is described below, so please make sure these settings match exactly below.
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If you use Infinet Cloud Payroll, the payroll subsidiary and timebill wage options are not available.
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When mapping WFM locations and jobs, ensure the correct wage rate is paid to staff for locations they work at and jobs they do.
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Record and report on time against projects, tasks, or other NetSuite fields.
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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:
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Go to Workforce Management.
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Go to Setup > NetSuite Integration > Settings.
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Click the Configuration subtab.
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Refer to the actions in the Settings for Linking WFM and NetSuite Fields table.
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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.
|
|
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.
Changing the Leave/Time-Off handling method may require you to adjust the linking of Leave/Time-Off objects, as the possible cardinality of linked objects depends upon the direction of data flow. For example, it is not possible to 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 that should be used for normal salary hours. |
|
Salaried employees |
Salary overtime |
Leave blank. This field lets you select the payroll item that should be used for salary overtime hours. |
|
Salaried employees |
Public holiday time |
Leave blank. This field lets you select the payroll item that should be used 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 newly created revisions. The system will generate a notification when a new revision has been created for any linked agreements, regions, or location overrides. |
Configuring WFM Time Fields for NetSuite
In WFM, you can configure added time fields so that you can track additional time segments in timebill records.
You can define the following:
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Fields to be used to send additional data to NetSuite
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Additional fields that will be visible to employees when they punch in
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The order that WFM displays the fields
Managers can select appropriate values during the approval process. Any subsequent record types that have a reference to a previous record type will result in the available list being filtered based on the previous selection.
Shifts configured with additional fields cannot be automatically approved using the automatch feature in WFM. If your shifts have additional time fields, you must manually approve them. For more information about automatch, see Automatch Settings in WFM.
To configure WFM fields to link with NetSuite:
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Go to Workforce Management
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Go to Setup > NetSuite Integration > Settings.
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Click the Time Fields subtab.
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Click Configure fields...
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On the Fields for Timebill window, complete the required details for each field.
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Field label – Enter the label of the field. If left blank, this label defaults to the record name, purpose, or field name.
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Record type – Enter the record name associated with the field label in NetSuite. Do not include spaces
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Field name – Enter the field name that is on the timebill.
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Value – Enter True or False.
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Purpose – Select the purpose of using this field.
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Required for export – If there are additional 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, an employee who completes additional time fields, project, project task, or service task must also complete the custom field so the data can be exported.
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(Optional) If you want to add a field, click Create new field.
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Click Submit.
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From the Available panel, click and drag the corresponding menu icon of the fields that you want to appear to the Time Field Order panel.
Important:Fields that are associated with the record type are automatically selected and placed in the Available panel.
Fields that are not mirrored cannot be selected and are not displayed on the panel.
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(Optional) Reorder the fields that you moved to the Time Field Order panel.
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Set the visibility of the fields you added.
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Click the pencil icon beside the field name.
A window appears.
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Choose how you want the field to appear for customers.
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Do not show in Time & Attendance– Choose this button if you want to hide the field.
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Show in Time & Attendance– Choose this button if you want to display the field but completing it is optional. Managers can also select the additional time data field before they submit the time to NetSuite.
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Require selection in Time & Attendance– Choose this button if you want to display the field and require that employees complete it.
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Setting up Employees for WFM
After your NetSuite configuration has been completed, you will need to complete additional Workforce Management set ups for employees:
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Add additional Locations other than their Primary Location that they can work at.
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Set up the WFM Jobs that employees can do.
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Assign the correct access levels.
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Send a welcome message to your staff.
The links to our online user manual below will provide guidance.
Can work at Locations
This allows you to assign additional locations that staff may be able to work at.
For more information, see Employment.
Jobs
This allows you to assign any additional Jobs that staff may be assigned to work.
For more information, see Jobs.
WFM Access Levels
This allows you to set your employees access group or levels within WFM. All employees are default to the lowest assigned level, Staff.
For more information, see WFM Access.
Send Welcome email
After your employees have been configured and you are ready for them to begin using the platform you may want to send them a welcome email to allow them to create their usernames and passwords in the system.
For more information, see Templates.