SVB T&E supports a direct integration with NetSuite that syncs over both reimbursable expenses as well as corporate card expenses. When reimbursable expenses are approved in SVB T&E, we will sync over a Bill & Bill payment into NetSuite to reconcile those expenses. When corporate card expenses are approved, we push in individual entries for those charges. The entry will include two line items: 1) a debit against the account and 2) an offsetting credit against your corporate card account. You also have an option to sync on an accrual basis.
Below are instructions on how to integrate SVB T&E with your NetSuite account.
Step 1 - Enabling Features in NetSuite
Log into NetSuite as an Admin. We will need you to enable a few options to allow SVB T&E and NetSuite to communicate. When you are logged in, go to:
Setup > Company > Enable Features
When on this page, make sure you go to the SuiteCloud tab and then check off four options that we need 'on' in order to sync data.
- Client SuiteScript
- Server SuiteScript
- Token-based Authentication
- SuiteSignOn
Those options will look like:
Step 2 - Installing 'Abacus Bundle' in Your NetSuite
Now we will need you to install the "Abacus Bundle" in your NetSuite account. While we call it, Abacus, this is the integration package for SVB T&E. In the main navigation, go to:
Customization > SuiteBundler > Search & Install Bundles
When on this page you can search for "Abacus" and when it appears as a search result, select it then click on Install and Install Bundle.
Here is what it will look like:
You will then click 'OK' on the following prompt:
This will then take you to a page called 'Preview Bundle Update' where you will select Update Bundle:
You will then click 'OK' on a second prompt:
This will bring you to the 'Installed Bundles' page where you will see the download of the Abacus bundle pending. It will take a minute or two to download. We recommend waiting until it has loaded completely before moving on to the next step!
Step 3 - Abacus Settings in NetSuite
Now you will assign an Abacus "Role" to a NetSuite user. This will be the user log-in that you use later to initiate the connection between SVB T&E and NetSuite, so the credentials should be accessible and preferably be for a system admin.
We recommend that you create a NEW NetSuite user, ascribing the Abacus permissions to that user. This will allow the account to remain usable if someone leaves your accounting team.
- Navigate to: Setup > Users/Roles > Manage Users
- Select the user you want to assign the role to
- Click on "Edit"
- Select the Access Tab
- Under "Roles," Add "Abacus Integration"
The "manage user" bar will look like this:
The edit button on User account will look like this in the top left of the screen:
It will look like this when you add the role:
Please note-- If you have multiple subsidiaries make sure the user you are assigning the Abacus Integration role is assigned to the exact subsidiary you will be connecting to SVB T&E!
Step 4 - Connecting SVB T&E to NetSuite
You're now ready to go to the SVB T&E website and log in as an Administrator:
- When logged in, go to your Accounting Sync settings
- Click on "Connect to NetSuite"
- Use the username and password of the NetSuite account that was registered to the "Abacus Role" from earlier
- Click on "Next"
It will look like this:
You will now be asked to pick which company in NetSuite you would like to connect to. If this login can only access one company there will only be one option in this list. If the list is empty it means none of the companies have a user with the Abacus Integration role (See Step 3).
- Select the company from the dropdown menu
- Click on "Connect"
Step 5 - Select a default expense account
Once SVB T&E is connected to your Netsuite, the next step is customizing the integration with your Netsuite. First, select a default expense account. For any expenses that are missing a category in SVB T&E, this default expense account will be applied. This should be something like 'miscellaneous' or 'other expense' in your chart of accounts. Keep in mind that if any items in your GL change in NetSuite, they'll also need to be updated in SVB T&E.
Step 6 - Select sync mode and bank account
Here is where you will select Cash or Accrual method of syncing. For more information on these options, read this article on Accrual accounting. Once this is set, select the bank account that's being used to reimburse your expenses.
Step 7 - Select an AP account (optional)
This is the AP account that you want associated with the Bill and Bill payment.
Step 8 - Syncing Corporate Cards to NetSuite
SVB T&E can sync SVB transactions to a single card feed, or multiple card feeds at the program or individual card level, which requires mapping.
Step 9 - Customize your Corporate Card sync
You have several customization options for the corporate card sync, depending on how you'd like the data to sync.
For Transaction type, you can choose to sync card transactions to NetSuite as either Journal Entries, or Corporate Card transactions. For the vendor/merchant, you can opt to sync that information into the Memo field, or the Name field. For the Name field, choose whether you want the vendor name stored in your Other Names list, or the Vendor list.
TIP: many customers choose to sync the vendors to the Name field from the Other Names list, to avoid making a mess of your vendor list!
Step 10 - Select default mappings for Class, Location, and Department
SVB T&E pulls in Class, Location, and Department information from your NetSuite account as well as any other custom fields you may have in place. You have the option to create custom fields in SVB T&E and map them to these fields in NetSuite. Read more about setting up custom fields and mapping them to your NetSuite here.
You can optionally add default mappings for Class, Location and Departments in your Accounting Sync settings page. Each expense that's missing this field will be associated with the default item you select here.
Step 11 - Map your categories
To complete the integration, navigate to your Categories page, and map each item to the corresponding expense account. Now you have successfully connected to NetSuite!
Syncing Custom Fields to NetSuite (Location, Department, and Class)
You can create custom Team or Expense Fields in SVB T&E and sync them to Location, Department, and Class fields in NetSuite.
- Team Fields are customizable fields that you can add to a member's profile, like Department or Team. This data will be attached to employees expenses automatically.
- Expense Fields are customizable fields that you can add to the expense submission form. You can create a custom drop-down menu on the expense form for your employees to fill out while submitting their expenses.