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Reimbursements & Netsuite

  • Updated

Float’s integration with NetSuite simplifies your expense management by automatically syncing your reimbursement reports to NetSuite as itemized vendor bills. Here’s how to set up the integration and understand the sychronization process.


1: Connecting NetSuite

Begin by connecting Netsuite to Float. This can be done for both CAD and USD accounts. Follow the steps outlined in this guide to set up the connection.

Note: Reimbursements can currently only be paid out in CAD.


2: Setting Up Your Accounts Payable & Clearing Accounts

Setting up your Accounts Payable and Clearing accounts is an easy process. After connecting NetSuite, go to Settings > Reimbursement Settings, and configure your AP and Clearing accounts. 

  • The Accounts Payable account must be the type "Accounts Payable" 
  • The Clearing Account must be the type "Accounts Receivable"


3: Syncing Vendors and Configuring Banking Details

Once NetSuite is connected to Float your vendors will automatically sync from NetSuite to Float. This includes any users set up as vendors for reimbursements, ensuring they are ready for payout. See: Mapping Spenders to Vendors

To receive direct reimbursement payouts, users must configure their bank details. See: Configuring Bank Details for Reimbursement Payments


4: Exporting Reimbursements to NetSuite

Once a reimbursement report has been approved, it moves to the Ready to Review section in the Reimbursements tab. Here, you can review and update the report to ensure it’s correctly coded (e.g., GL codes, tags, tax codes and vendor) to ensure a successful export.

You only need to assign the requester’s synced vendor to a reimbursement report once. After that, Float will automatically use that vendor for all their future reports. If you update the vendor on one of their reports, the new one will apply going forward.

 

Export reimbursements to NetSuite in one of three ways: 

  • Use the overflow menu (three dots) on the right-hand side of a single reimbursement and click “export as unpaid” to export it .
  • Click on a report to open it, then click the "Export as Unpaid" button to export only that report.
  • Use the checkboxes to select one or more reimbursement reports that are ready for export, then click the “Export as unpaid” button.

If a reimbursement report is not ready for export, the NetSuite logo in the sync column will be grey and attempting to export it will produce an error message explaining what needs to be fixed in order for it to be exportable

When a report is ready to export, the NetSuite logo in the sync column will turn green, indicating that the reimbursement is ready for export.

Once exported, the reimbursement will move to the “Unpaid” tab and an itemized unpaid vendor bill will be created in NetSuite.


5: Issuing Direct Payouts or Marking Reimbursements as Paid

Paying from Float Balance (Direct Payout): If you’ve scheduled the reimbursement for payment in Float, it will move to the Payments tab and be paid from your Float balance on the scheduled date. Once paid, the reimbursement will be marked as paid in Float, moved to the All Reports tab, and the corresponding itemized vendor bill in NetSuite will be marked as paid. 

See: Reimbursement Payouts


Paying Externally (Mark as Paid): If you pay the reimbursement externally, you’ll need to manually mark the report as paid in Float and in NetSuite. This can be done in the Unpaid tab after the reviewing process, or in the Payments tab (if the reimbursement was scheduled for payment but is now being paid externally). Once marked as paid in Float and moved to the All Reports tab, the bill should also be manually marked as paid in NetSuite (reimbursements which are marked as paid are not automatically updated in NetSuite). 

See: Marking Reports as Paid/Unpaid for Reimbursements

 

Alternate Workflow: Export using CSV

  1. Export Reimbursement Data:
  2. Import into NetSuite:

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