NetSuite Sync Setup Guide

This guide will walk through setting up the sync with NetSuite.

Table of Contents

Sync Overview

The following image shows what objects sync and in which direction.

Record types and known limitations

Record Type NetSuite to PayMaker PayMaker to NetSuite Known Limitations
Vendors Yes Yes - Vendors with Access enabled in NetSuite need to be updated in NetSuite
Customers Yes Yes - PayMaker 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
Locations Yes Yes
Classes Yes Yes
Items Yes Yes - Items created in PayMaker and synced to NetSuite use the subtype: For Resale
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 PayMaker. Custom fields will be preserved in NetSuite but will not be visible in PayMaker
Currency USD only USD only Multi-currency is not supported.
- PayMaker does not support the setup for International Netsuite Accounts
Payment Terms No No
Attachements Yes No
Partners No No
Bills Unpaid bills only Yes - Partially and fully paid bills do not sync from NetSuite to PayMaker
- Syncing bills from NetSuite to PayMaker 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 PayMaker to NetSuite
- Vendor Credit applications (applying, un-applying, and reapplying) only sync from PayMaker 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 PayMaker can be disabled in Bill.com Preferences within 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 PayMaker 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 to NetSuite will always use the same Department, Class, and/or Location per subsidiary, based on selection in PayMaker sync preferences
Purchase Orders Once converted to unpaid Bill N/A - The purchase order can not be viewed in PayMaker
- 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 p or the corresponding NetSuite bill will be unlinked from the PO
Commissions No No
Receivables No No - AR transactions (Invoices, Credit Memos, Sales Orders, Invoice Payments) are not supported.

Sync Setup

The setup process will take at least 90-120 minutes, more if syncing multiple subsidiaries. There will be periods of down-time while waiting for the bundle to install, or for records to sync into PayMaker, which happens at the end of each section. While we recommend completing the setup in one sitting, it is okay to take a break at the end of a given section. To get started, please note the following requirements:

  • A brand new PayMaker account with a verified bank account (bank account not mandatory).

  • Administrator access to the NetSuite account

  • Administrator or Accountant access to the PayMaker account

  • Access to the bundle in NetSuite. Contact PayMaker Customer Support and provide the NetSuite Account ID to get access.

  • NetSuite Account ID

    • To find this in NetSuite, hover over Setup > Integration and click Web Services Preferences. Account ID is displayed on the top left.

    • Write this value down (it will be used several times during set up)

  • Ensure the following settings are made within the NetSuite account:

    1. Hover over Setup > Company > Click Enable features
    2. Click SuiteCloud
    3. Make sure all options under SuiteBuilder are enabled
    4. Enable the following options:
      • Under the SuiteScript section
        • Client SuiteScript
        • Server SuiteScript
      • Under the SuiteFlow section
        • Suiteflow
      • Under the Manage Authentication section
        • Token-Based Authentication
    5. Click I agree on the SuiteCloud Terms of Service page
    6. Click Save

Create a new integration

A NetSuite Administrator will need to create an integration in NetSuite that will allow us to obtain the Consumer Key and Consumer Secret that is required to connect the sync.

  1. In NetSuite, hover over Setup > Integrations > Manage Integrations > Click New
  2. Ensure State field is Enabled
  3. Enter Billcom in the Name field
  4. Check the box for Token-Based Authentication
  5. Click Save
  6. Copy and Save the Consumer Key and Consumer Secret, both will be required to connect the sync
    • Important: This will not be viewable again after navigating away from the page

Create access tokens

A NetSuite Administrator will need to create access tokens in NetSuite that will also be required to connect the sync.

  1. Click Manage Access Tokens from the Settings box on the Home page in NetSuite
  2. Click New My Access Token
  3. Enter Billcom in the Application Name field
    • The Token Name will autofill with the Administrator name
  4. Click Save
  5. Copy and Save the Token ID and Token Secret, both will be required to connect the sync
    • Important: This will not be viewable again after navigating away from the page

Install the bundle in NetSuite

The bundle only needs to be installed once per NetSuite Account.

  1. In NetSuite, hover over Customization > SuiteBundler, click Search & Install Bundles. Do not click “List”.
  2. Type “Bill.com” into the Keywords field
  3. Click search
  4. Click the most recently created Bill.com Sync for NetSuite bundle
  5. Click Install
  6. Read through the Bill.com SuiteBundle Terms, click I Agree to continue
  7. Click Install Bundle. Do not change any of the Preference dropdowns.
  8. Click Refresh, or refresh the browser, to update the installation’s progress

Once the bundle is fully installed, move onto the next section.

Subsidiaries

If syncing subsidiaries, the following 3 sections need to be performed once per PayMaker account / NetSuite subsidiary pair. The setup will require the NetSuite Account ID, as well as the Subsidiary ID for each subsidiary that will be syncing. To find the Subsidiary ID:

  1. In NetSuite, hover over Setup > Company under Classifications > click Subsidiaries
  2. Click View for the subsidiary that will sync with this PayMaker account
  3. Locate the Internal ID - this is the NetSuite Subsidiary ID !

Connect the sync

If syncing subsidiaries, the following will need to be performed once per PayMaker account / NetSuite subsidiary pair.

  1. In PayMaker, click setttings
  2. Under Accounting, click Preferences
  3. Click Edit
  4. Set the Accounting Preferences as follows: (Do not make additional changes unless instructed by PayMaker Support)
    • Do not enable a classification that will not be used
    • If using Departments, Locations, Classes, Customers, and/or Items on payables, choose Yes for that classification
    • If Vendor IDs and Customer IDs are automatically generated with a particular naming scheme in NetSuite, click the dropdown for Vendor Sequence ID and select Use auto-numbering
  5. Click Save
  6. In PayMaker, click the setttings
  7. Under Sync, click Setup
  8. Click Connect
  9. Click Continue
  10. On the Sync Login page, enter the following:
    • Consumer Key: Paste the Consumer Key that was copied and saved
    • Consumer Secret: Paste the Consumer Secret that was copied and saved
    • OAuth Token: Paste the Token ID that was copied and saved
    • Token Secret: Paste the Token Secret that was copied and saved
    • Account ID: Enter the Account ID of the NetSuite account.
    • Subsidiary ID: If using OneWorld, enter the Internal ID of the Subsidiary that this PayMaker account will sync with. If it is not a OneWorld account, leave this field blank.
  11. Click Save to perform the first sync. This will sync the Vendors and Chart of Accounts. The sync can take some time depending on how many records are syncing - if there are more than 1,000 Vendors and/or Accounts, take a break while it’s running.
  12. Once the sync is complete, set Sync Preferences in PayMaker by selecting the NetSuite accounts to use for the following settings:
    • Sync Automatically
      • This ensures the sync is run at least once daily. The sync will run approximately 24 hours from the last sync time. However, the sync can always be run manually via the Sync Now button at any time.
    • Sync Only Approved Bills and Vendor Credits
      • Do not select this setting, this is set up in Bill.com Preferences within NetSuite
    • Unallocated Expense Account
      • This is where bills with no GL accounts specified in PayMaker will post to during the sync.
    • Default Bank Account in Accounting Software
      • This is the default bank account used to record any payments made outside of PayMaker.
    • Deposit To Account
      • Ex: Undeposited Funds is frequently used to record check payments received, but not yet deposited.
      • This is the default account to record payments received outside of PayMaker.
    • GL Account For Bank Account XXXX
      • This is where payments made/received through the specified bank account will post
    • Master In Case of Conflict
      • If a record is updated with different values in PayMaker and the accounting software before the next sync, only the values for the record set as master will be kept.
  13. Click Save

Bill.com Preferences in NetSuite

If syncing subsiaries, the following will need to be performed once per PayMaker account / NetSuite subsidiary pair.

Lists Subtab

  1. In NetSuite, hover over Customization > Lists, Records, & Fields, click Record Types
  2. Find record called Bill.com Preferences. Click List for that row, which will be on the right side of the page.
  3. On the Bill.com Preferences list page, find Bill.com Preferences record for the subsidiary the sync is being set up for and click Edit
  4. On Bill.com Preferences Edit page, go through each of the following steps (Do not make additional changes unless instructed to do so by a Customer Support representative):
    • Record Types to Sync
      • If using customers, items, locations, departments, and/or classes in AP transactions, check the box for that particular classification. This will allow that record type to sync for use on transactions in PayMaker.
      • Do not enable the sync for a classification if it will not be used on AP transactions. This can increase the amount of time the sync takes, as well as cause unnecessary sync errors.
    • Item Subtypes
      • If syncing Items for use on payables, but do not want a particular item subtype to appear in PayMaker, check the box for that item subtype. This will prevent items with that subtype from syncing into PayMaker.
    • Configuration
      • Check Lists Preferences Setup Complete
  5. Click Save

Transactions Subtab

  1. On the Bill.com Preferences list page, find Bill.com Preferences record for the subsidiary the sync is being set up for and click Edit
  2. On Bill.com Preferences Edit page, click Transactions subtab
  3. Go through each of the following steps (Do not make additional changes unless instructed to do so by a Customer Support representative):
    • Records to Sync (Note: this field is NOT editable once set)
      • Payables Sync Start Date: set this to the starting date of the most recent open period
        • Bills, Vendor Credits and Payments, will adhere to the following Start Date logic:
          • Entity = Date used for Start Date
          • Bill = Invoice Date
          • Vendor Credit = Credit Date
          • Sent Pay/Payment = Process Date
      • Bypass Start Date for Unpaid Bills/Unapplied Credits: Enables bills with invoice dates prior to the sync start date to sync from NetSuite to PayMaker
      • Ignore Customers in Bills/Credits: Prevents Customers selected on bill/credits from syncing to PayMaker. Customer selection will be preserved in NetSuite but will not be visible on the bill/credit in PayMaker.
      • Don't Sync Unpaid Bills / Unapplied Credits from NetSuite: prevents bills and vendor credits to sync from NetSuite to PayMaker. Bills and credits will only sync from PayMaker to NetSuite.
      • Sync payments made in NetSuite: this setting is not active (do not select)
      • Enable document sync from NetSuite: Enables attachments associated to Bills to sync from NetSuite to PayMaker. (Attachments will not sync from PayMaker to NetSuite)
    • Sync Only Approved
      • Only Sync Approved Bills/Credits from PayMaker: If using approvals in PayMaker, prevents syncing of bills/vendor credits from PayMaker to NetSuite until they are fully approved
      • Only Sync Approved Bills from NetSuite: If using approvals in NetSuite, prevents syncing of bills from NetSuite to PayMaker until they are fully approved
    • Default Classifications
      • If Classifications: Classes, Locations, and/or Departments on Payables transactions are set as required/mandatory within NetSuite settings, choose those defaults for these classifications
      • Note: Default Classifications applies to all Payables transaction types, including bills and vendor credits
    • Configuration
      • Check Transactions Preferences Setup Complete

Miscellaneous Subtab

  1. On the Bill.com Preferences list page, find Bill.com Preferences record for the subsidiary the sync is being set up for and click Edit
  2. On Bill.com Preferences Edit page, click Miscellaneous subtab
  3. In the browser, copy the browser’s current URL and paste it into the NetSuite Domain field
    • After pasting it into the NetSuite Domain field, delete everything in the URL that appears after the “.com”
  4. Click Save
  5. In PayMaker, hover over the sync icon, click Sync Now to sync classifications and transactions

The sync setup is complete!

Set up a sync button in NetSuite

You can set up a sync button right on the NetSuite homepage. This button will make initiating a manual sync right from within NetSuite so that you do not have to navigate away if you don't want to. This step is optional.

  1. In NetSuite, click the Home icon
  2. Click Personalize
  3. Click Custom Portlet
  4. Hover over the three dots, click Set up
  5. Select Bill.com Sync Portlet on the Source field in the Custom Content Box
  6. Click Save

Now, you can click Sync Now to initiate a manual sync from within NetSuite.

If you do not see the described feature available in PayMaker, you may not have access to the feature based on permissions for your role and/or your plan does not have this feature. If you wish to get access to the feature, please review the available plans for PayMaker and upgrade accordingly or contact the Administrator of your PayMaker account. Changes in monthly user fees may apply.