The NetSuite Data Sync allows you to automatically synchronise reference data from NetSuite into ExpenseIn, helping keep your Admin area up to date and reducing the need for manual updates.
This optional feature of the NetSuite integration allows you to continue posting expenses and invoices to NetSuite as normal.
To use the NetSuite Data Sync, it must be enabled and configured in the ExpenseIn Admin area. See our Configure NetSuite Data Sync Help Article for setup steps.
Note: You can disable all or part of the Data Sync configuration at any time.
How the NetSuite Data Sync works
The sync is one-way:
Changes made in NetSuite update ExpenseIn.
Changes made in ExpenseIn do not update NetSuite.
If a change is made directly in ExpenseIn to a field included in the sync, it will be overwritten at the next sync unless the same change is also made in NetSuite.
Sync requirements
At least one item must be enabled in the Data Sync configuration for a sync to occur.
Sync schedule
An initial sync occurs when you click Save & Sync.
An immediate sync occurs after configuration changes when clicking Save & Sync.
Clicking Save only stores configuration changes (no sync is initiated).
A daily sync occurs at approximately 4:00 AM GMT (time subject to change).
Synced fields
When the NetSuite Data Sync is enabled, Categories, Projects, Departments, Tax Rates, and Suppliers can be kept aligned with your NetSuite account based on your configuration.
a. Categories
ExpenseIn Data Field | NetSuite Data Field* |
Category Name | Account Name or Expense Category Name |
Category Reference | Account Number or Expense Category Name |
* Determined by the source selected in the Data Sync configuration.
Accounts or Expense Categories created or updated in NetSuite will create or update Categories in ExpenseIn.
Note:
Renaming an Account updates the Category Name (if the Account Number remains the same).
Changing the Account Number creates a new Category in ExpenseIn.
Renaming an Expense Category creates a new Category in ExpenseIn.
Deleting an Account or Expense Category in NetSuite does not delete the Category in ExpenseIn.
New Categories created apply to 'Purchase Expenses' only by default.
If any of the Category settings need to be adjusted, you can edit the category.
The Category will retain any edits made to fields other than the Category Name and Category Reference in ExpenseIn.
b. Projects
ExpenseIn Data Field | NetSuite Data Field* |
Project Name | Class Name, Company Name, or Project Name |
Project Reference | Class Name, Customer ID, or Job ID |
* Determined by the source selected in the Data Sync configuration.
Classes, Customers, or Projects created or updated in NetSuite will create Projects in ExpenseIn.
Note:
Renaming a Class, Customer, or Project creates a new Project.
Deleting a Class, Customer, or Project in NetSuite does not delete the Project in ExpenseIn.
New Projects created apply to all expense types (and invoicing) by default.
If any of the Project settings need to be adjusted, you can edit the project.
The Project will retain any edits made to fields other than the Project Name and Project Reference in ExpenseIn.
c. Departments
ExpenseIn Data Field | NetSuite Data Field* |
Department Name | Class Name, Department Name, or Location Name |
Department Reference | Class Name, Department Name, or Location Name |
* Determined by the source selected in the Data Sync configuration.
Classes, Departments, or Locations created or updated in NetSuite will create Departments in ExpenseIn.
Renaming a Class, Department, or Location creates a new Department.
Deleting a Class, Department, or Location in NetSuite does not delete the Department in ExpenseIn.
If any of the Department settings need to be adjusted, you can edit the department.
The Department will retain any edits made to fields other than the Department Name and Department Reference in ExpenseIn.
d. Tax Rates (SuiteTax not supported)
ExpenseIn Data Field | NetSuite Data Field |
Tax Rate Name | Tax Code Name |
Tax Rate Reference | Tax Code Name |
Tax Rate (%) | Tax Rate |
Tax Codes created or updated in NetSuite will create Tax Rates in ExpenseIn.
Note:
Renaming a Tax Rate creates a new Tax Rate.
Updating the Tax Rate (%) in NetSuite does not update or create a Tax Rate in ExpenseIn; the existing Tax Rate remains unchanged.
Deleting a Tax Rate in NetSuite does not delete the Tax Rate in ExpenseIn.
If any of the Tax Rate settings need to be adjusted, you can edit the tax rate.
The Tax Rate will retain any edits made to fields other than the Tax Rate Name and Tax Rate Reference in ExpenseIn.
As SuiteTax is not currently supported via the NetSuite Data Sync, SuiteTax codes may appear in the preview; however, the rate will not sync.
e. Suppliers (Invoicing module only)
ExpenseIn Data Field | NetSuite Data Field |
Supplier Name | Company Name |
Supplier Reference | Vendor ID |
Vendors created or updated in NetSuite will create or update Suppliers in the ExpenseIn Invoicing module.
Note:
Renaming a Vendor creates a new Supplier in ExpenseIn if the Vendor ID matches the Company Name. If the Vendor ID differs, the existing Supplier Name is updated.
Deleting a Vendor in NetSuite does not delete the Supplier in ExpenseIn.
If any of the supplier settings need to be adjusted, you can edit the supplier.
The Supplier will retain any edits made to fields other than the Supplier Name and Supplier Reference in ExpenseIn. The only exception is the 'Inactive' field; if a supplier is marked as inactive in ExpenseIn but active in NetSuite, this will be overwritten during the next sync.
Additional Information
If you have any questions about the NetSuite Data Sync or the required setup, contact our Support team for assistance.