NetSuite: Best Practices and Additional Information

This article provides more information about how the sync works with NetSuite, and outlines our best practices for syncing between Bill.com and NetSuite.

Table of Contents

Record types and known limitations

Record Type NetSuite to Bill.com Bill.com to NetSuite Known Limitations
Vendors Yes Yes - Vendors with Access enabled in NetSuite need to be updated in NetSuite
Customers Yes Yes - Bill.com supports only one subsidiary per customer
- Customers with Access enabled in NetSuite need to be updated in NetSuite
Chart of Accounts Yes Yes - Summary accounts are not supported
Departments Yes Yes - No known limitations
Locations Yes Yes - No known limitations
Classes Yes Yes - No known limitations
Items Yes Yes - Items created in Bill.com and synced to NetSuite use the subtype: For Resale
- Sales Tax Items are not supported
Jobs/Projects Yes No - Requires Bundle 3.1 or later
Custom Fields No No - When creating custom fields in NetSuite, assign a default value to avoid any conflicts
- Custom fields are ignored by the sync. They will not prevent the bills from syncing to Bill.com. Custom fields will be preserved in NetSuite but will not be visible in Bill.com
Currency USD only USD only Multi-currency is not supported.
Bill.com does not support the setup for International NetSuite Accounts
Payment Terms No No - Payment Terms do not sync to/from NetSuite
Attachements Yes No - Attachments sync from NetSuite to Bill.com
- Attachments will not sync from Bill.com to NetSuite.
Partners No No - Partners do not sync to/from NetSuite
Bills Unpaid bills only Yes - Partially and fully paid bills do not sync from NetSuite to Bill.com
- Syncing bills from NetSuite to Bill.com can be disabled in Bill.com Preferences within NetSuite
Vendor Credits Unapplied vendor credits only Yes - Partially and fully applied vendor credits only sync from Bill.com to NetSuite
- Vendor Credit applications (applying, un-applying, and reapplying) only sync from Bill.com to NetSuite
- To configure the sync to apply vendor credits in NetSuite when a period is closed, enable Non-GL Changes
- Syncing vendor credits from NetSuite to Bill.com can be disabled in Bill.com Preferences within NetSuite
Approval Status No Limited - The option to only sync bills/vendor credits that have been approved is available in Bill.com Preferences within NetSuite
Bill Payments No Yes - Payments synced from Bill.com to NetSuite will always use the same Department, Class, and/or Location per subsidiary, based on selection in Bill.com sync preferences
Purchase Orders Once converted to unpaid Bill N/A - The purchase order can not be viewed in Bill.com
- The Purchase Order number will appear on bills and vendor credits that originated from POs in NetSuite
- Bills created from POs from NetSuite should not be edited in Bill.com or the corresponding NetSuite bill will be unlinked from the PO
AP Funds Transfers No No - Funds Transfers synced from Bill.com to NetSuite will always use the same Department, Class, and/or Location per subsidiary, based on selection in Bill.com sync preferences
Commissions No No - Commissions do not sync to/from NetSuite
Receivables No No - AR transactions (Invoices, Credit Memos, Sales Orders, Invoice Payments, AR Funds Transfers) are not supported.

General best practices

Keeping the sync Bundle Up-to-Date

  • The NetSuite bundle updates automatically. NetSuite will alert users each time the bundle is updated.

Preferred Forms and Required Fields

  • When syncing records from Bill.com to NetSuite, the sync will use the preferred form for that record type
  • Fields that do not sync with Bill.com cannot be set as required fields on the preferred form for a given record type

Locked and Closed Periods

  • If Books Closed date setting is enabled, we will match Books Closed functionality in the accounting software
  • If Books Closed date setting is not enabled, the sync cannot use periods that are closed. If a period is closed, the sync will use the most recent open period.
  • The sync will be able to write to periods that have been locked. If this is an issue, we recommend completely closing periods to prevent the sync from making changes.

Amortization Schedules

  • When an amortization schedule is in use, the Bill.com sync will not change line items for bills and vendor credits covering sublists, expenses, and items
    • Any changes to line items for bills/vendor credits should be made in NetSuite

Best practice by record type

Vendors

General

  • Bill.com supports vendors shared across subsidiaries (with bundle 3.2.0 or later). If a single vendor spans across multiple subsidiaries, that vendor record will sync over to each Bill.com account linked to a subsidiary the vendor is shared with.
  • Vendors with Access enabled in NetSuite need to be updated in NetSuite. Updating the vendor in Bill.com will cause sync errors.

From NetSuite to Bill.com

  • The NetSuite character limit for Vendor ID is 83 characters. The sync with Bill.com recognizes the full Vendor ID length.
  • When Vendor Auto-Numbering is enabled in both NetSuite and Bill.com, the vendor ID generated in NetSuite will sync to Bill.com
  • Vendor as a Tax Agency will sync to Bill.com when it is first created. Any subsequent changes will not sync.

From Bill.com to NetSuite

  • For vendors of type: Company, Company Name is required to sync to NetSuite
  • For vendors of type: Individual, First Name and Last Name are required to sync to NetSuite
    • If the first and last name fields are left blank, then we will split vendor name with " " and use the first part of the name as first Name in NetSuite and the remaining part as the last Name in NetSuite
    • If we cannot split the name, we will repeat the vendor name for first name and last name

Customers

General

  • Child customer will sync even if subsidiary does not have access to the parent
  • Customers with Access enabled in NetSuite need to be updated in NetSuite. Updating the customer in Bill.com will cause sync errors.

From NetSuite to Bill.com

  • The NetSuite character limit for Character ID is 83 characters. The sync with Bill.com recognizes the full Character ID length.
  • For OneWorld users:
    • The Bill.com sync has no limit on Customer hierarchy
  • For non-OneWorld users:
    • The Bill.com sync limits Customer hierarchy to 3 levels deep
  • When Customer Auto-Numbering is enabled in both NetSuite and Bill.com, the customer ID generated in NetSuite will sync to {P.

From Bill.com to NetSuite

  • For customers of type: Company, Company Name is required to sync to NetSuite
  • For customers of type: Individual, First Name and Last Name are required to sync to NetSuite
    • If the first and last name fields are left blank, then we will split customer name with " " and use the first part of the name as the first Name in NetSuite and the remaining part as the last Name in NetSuite
    • If we can’t split the name, we will repeat the customer name for first name and last name

Chart of Accounts

From NetSuite to Bill.com

  • Bill.com does not support Summary accounts

From Bill.com to NetSuite

  • Account Numbers are required for syncing an account from Bill.com to NetSuite

Departments

  • Child department will sync even if subsidiary does not have access to the parent

Locations

  • Child location will sync even if subsidiary does not have access to the parent

Classes

  • Child classes will sync even if subsidiary does not have access to the parent

Items

  • Sales Tax items are not supported
  • Child items will sync even if subsidiary does not have access to the parent

From Bill.com to NetSuite

  • Items created in Bill.com will sync to NetSuite with the subtype: For Resale
    • If an item needs to have a different subtype, it must be created in NetSuite

Custom Fields

  • Custom fields do not sync from NetSuite to Bill.com
    • Custom fields are ignored by the sync. They will not prevent the bills from syncing to Bill.com.
    • Custom fields will be preserved in NetSuite but will not be visible in Bill.com
  • When creating custom fields in NetSuite, assign a default value to avoid any conflicts

Currency

From NetSuite to Bill.com

  • Transactions in NetSuite that are not in USD (US dollar) will not sync to Bill.com, unless Multi-Currency is enabled in both Bill.com and NetSuite.

From Bill.com to NetSuite

  • Transactions in Bill.com will always sync to NetSuite in USD, unless Multi-Currency is enabled in both Bill.com and NetSuite.

Attachments

From NetSuite to Bill.com

  • Upload and handle documents in NetSuite. Attachments will sync from NetSuite to Bill.com.

From Bill.com to NetSuite

  • Attachments will not sync from Bill.com to NetSuite

Bills

General

  • All users, regardless of their assigned role, have access to the View in Bill.com button in NetSuite
  • Customers coded in the bill line items can be prevented from syncing to/from NetSuite

From NetSuite to Bill.com

  • If a bill is created from a PO, it will sync to Bill.com
    • Edit line items for these bills in NetSuite, editing in Bill.com will unlink the bill from the PO in NetSuite. The Description field for the line item in Bill.com will indicate the bill is connected to a PO in NetSuite.
  • If a bill is partially or fully paid in NetSuite, it will not sync from NetSuite to Bill.com
  • If the currency for a bill is not US dollars, it will not sync from NetSuite to Bill.com, unless Multi-Currency is enabled in both Bill.com and NetSuite
  • Documents/files attached to bills in NetSuite will sync to Bill.com

From Bill.com to NetSuite

  • Bill.com only supports classifications in the line items of a bill. Bills in NetSuite can be classified both in the general section of the bill, as well as the line items of the bill
    • When bills sync from Bill.com to NetSuite, the general section of the bill will use the selections that are set as the Default Payables classification in the Bill.com Preferences
    • To make it easier to reclassify these records (as needed), create a department, location, and/or class called Unclassified, Uncoded or something similar, and set that as the Default Payables classification. This will allow a report to be run in order to isolate the bills that need to be reclassified.
  • If NetSuite’s “Only Sync Approved Bills/Credits” is enabled, bills will not sync to NetSuite unless their Approval Status is Approved
    • When bills sync to NetSuite, their status will automatically be set as:
      • Approved in NetSuite, if NetSuite approvals are turned off
      • Pending Approval if NetSuite approvals are turned on
    • Once a bill is approved in Bill.com and syncs to NetSuite, changes to the approval status will not sync.
  • If Bill.com’s “Sync only approved Bills/ Vendor Credits” preference is selected, bills will not sync to NetSuite unless their Approval Status is Approved in Bill.com
    • When bills sync to NetSuite with this enabled, their NetSuite approval status will not be changed
    • Once a bill is approved in Bill.com and syncs to NetSuite, changes to the approval status will not sync

Vendor Credits

General

  • Customers coded in Vendor Credit line items can be prevented from syncing to/from NetSuite

From NetSuite to Bill.com

  • If a vendor credit is partially applied or fully applied in NetSuite, it will not sync from NetSuite to Bill.com
  • If the currency for a vendor credit is not US dollars, it will not sync from NetSuite to Bill.com, unless Multi-Currency is enabled in both Bill.com and NetSuite

From Bill.com to NetSuite

  • Bill.com only supports classifications in the line items of a vendor credit. Vendor credits in NetSuite can be classified both in the general section of the bill, as well as the line items of the bill
    • When vendor credits sync from Bill.com to NetSuite, the general section of the vendor credit will use the classification that is set as the Default Payables classification in the Bill.com Preferences
    • To make it easier to reclassify these records (as needed), create a department, location, and/or class called Unclassified, Uncoded or something similar, and set that as the Default Payables classification. This will allow a report to be run in order to isolate the vendor credits that need to be reclassified.
    • Vendor credit application syncs along with the bill to which it has been applied
  • If NetSuite's “Only Sync Approved Bills/Credits from Bill.com" is selected, vendor credits will not sync from Bill.com to NetSuite unless their Approval Status is Approved
    • When vendor credits sync to NetSuite their status will automatically be set as:
      • Approved in NetSuite, if NetSuite approvals are turned off
      • Pending Approval if NetSuite approvals are turned on
    • Once a vendor credit is approved in Bill.com and syncs to NetSuite, changes to the approval status will not sync
  • If Bill.com’s “Sync only approved Bills/ Vendor Credits” preference is selected, vendor credits will not sync to NetSuite unless their Approval Status is Approved in Bill.com
    • When vendor credits sync to NetSuite with this enabled, their NetSuite approval status will not be changed
    • Once a vendor credit is approved in Bill.com and syncs to NetSuite, changes to the approval status will not sync
  • To configure the sync to apply vendor credits in NetSuite when a period is closed, enable Non-GL Changes to the Accounting Period in NetSuite:
    1. Hover over Setup > Accounting, click Manage Accounting Periods
    2. Click the period in which the vendor credit is dated in order to edit the base period
    3. Check Allow Non-G/L Changes

Bill Payments

General

  • If a bill is paid outside of Bill.com, mark it as paid in Bill.com and allow that payment record to sync into NetSuite
    • Recording the payment in NetSuite first will cause sync errors
  • Payments made in Bill.com can be edited in NetSuite
  • All users, regardless of their assigned role, have access to the View in Bill.com button in NetSuite

From NetSuite to Bill.com

  • Bill Payments do not sync from NetSuite into Bill.com

From Bill.com to NetSuite

  • Bill.com does not support departments, locations, and/or classes on bill payments
  • When a payment is voided in Bill.com, the void will sync to NetSuite
  • When bill payments sync from Bill.com to NetSuite, they will use the classification that is set as the Default Payables classification in the Bill.com Preferences
  • To make it easier to reclassify these records (as needed), you can create a department, location, and/or class called Unclassified, or Uncoded, or something similar, and set that as the Default Payables classification. This will allow a report to be run in order to isolate the bill payments that need to be reclassified.
  • A payment made in Bill.com can ONLY be voided in Bill.com