Oracle NetSuite: Best Practices and Additional Information

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

Table of Contents

Record types and known limitations

Record Type Oracle NetSuite to PayMaker PayMaker to Oracle NetSuite Known Limitations
Vendors Yes Yes - Vendors with Access enabled in Oracle NetSuite need to be updated in Oracle NetSuite
- Vendors shared across subsidiaries need to be updated in Oracle Netsuite
Customers Yes Yes - PayMaker supports only one subsidiary per customer
- Customers with Access enabled in Oracle NetSuite need to be updated in Oracle 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 PayMaker and synced to Oracle 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 Oracle 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 Oracle 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 Oracle NetSuite Accounts
Payment Terms No No - Payment Terms do not sync to/from Oracle NetSuite
Attachements Yes No - Attachments sync from Oracle NetSuite to PayMaker
- Attachments will not sync from PayMaker to Oracle NetSuite.
Partners No No - Partners do not sync to/from Oracle NetSuite
Bills Unpaid bills only Yes - Partially and fully paid bills do not sync from Oracle NetSuite to PayMaker
- Syncing bills from Oracle NetSuite to PayMaker can be disabled in Bill.com Preferences within Oracle NetSuite
Vendor Credits Unapplied vendor credits only Yes - Partially and fully applied vendor credits only sync from PayMaker to Oracle NetSuite
- Vendor Credit applications (applying, un-applying, and reapplying) only sync from PayMaker to Oracle NetSuite
- To configure the sync to apply vendor credits in Oracle NetSuite when a period is closed, enable Non-GL Changes
- Syncing vendor credits from Oracle NetSuite to PayMaker can be disabled in Bill.com Preferences within Oracle NetSuite
Approval Status No Limited - The option to only sync bills/vendor credits that have been approved is available in Bill.com Preferences within Oracle NetSuite
Bill Payments No Yes - Payments synced from PayMaker to Oracle 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 Oracle NetSuite
- Bills created from POs from Oracle NetSuite should not be edited in PayMaker or the corresponding Oracle NetSuite bill will be unlinked from the PO
AP Funds Transfers No No - Funds Transfers synced from PayMaker to Oracle NetSuite will always use the same Department, Class, and/or Location per subsidiary, based on selection in PayMaker sync preferences
Commissions No No - Commissions do not sync to/from Oracle 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 Oracle NetSuite bundle updates automatically. Oracle NetSuite will alert users each time the bundle is updated.

Preferred Forms and Required Fields

  • When syncing records from PayMaker to Oracle NetSuite, the sync will use the preferred form for that record type
  • Fields that do not sync with PayMaker 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 PayMaker 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 Oracle NetSuite

Best practice by record type

Vendors

General

  • PayMaker 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 PayMaker account linked to a subsidiary the vendor is shared with
  • Vendors shared accross subsidies in Oracle NetSuite need to be updated in Oracle NetSuite. Updating the vendor in PayMaker will cause sync errors
  • Vendors with Access enabled in Oracle NetSuite need to be updated in Oracle NetSuite. Updating the vendor in PayMaker will cause sync errors

From Oracle NetSuite to PayMaker

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

From PayMaker to Oracle NetSuite

  • For vendors of type: Company, Company Name is required to sync to Oracle NetSuite
  • For vendors of type: Individual, First Name and Last Name are required to sync to Oracle 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 Oracle NetSuite and the remaining part as the last Name in Oracle 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 Oracle NetSuite need to be updated in Oracle NetSuite. Updating the customer in PayMaker will cause sync errors

From Oracle NetSuite to PayMaker

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

From PayMaker to Oracle NetSuite

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

Chart of Accounts

From Oracle NetSuite to PayMaker

  • PayMaker does not support Summary accounts

From PayMaker to Oracle NetSuite

  • Account Numbers are required for syncing an account from PayMaker to Oracle 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 PayMaker to Oracle NetSuite

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

Custom Fields

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

Currency

From Oracle NetSuite to PayMaker

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

From PayMaker to Oracle NetSuite

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

Attachments

From Oracle NetSuite to PayMaker

  • Upload and handle documents in Oracle NetSuite. Attachments will sync from Oracle NetSuite to PayMaker

From PayMaker to Oracle NetSuite

  • Attachments will not sync from PayMaker to Oracle NetSuite

Bills

General

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

From Oracle NetSuite to PayMaker

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

From PayMaker to Oracle NetSuite

  • PayMaker only supports classifications in the line items of a bill. Bills in Oracle 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 PayMaker to Oracle NetSuite, the general section of the bill will use the selections that are set as the Default Payables classification in the PayMaker 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 Oracle NetSuite’s “Only Sync Approved Bills/Credits” is enabled, bills will not sync to Oracle NetSuite unless their Approval Status is Approved
    • When bills sync to Oracle NetSuite, their status will automatically be set as:
      • Approved in Oracle NetSuite, if Oracle NetSuite approvals are turned off
      • Pending Approval if Oracle NetSuite approvals are turned on
    • Once a bill is approved in PayMaker and syncs to Oracle NetSuite, changes to the approval status will not sync
  • If PayMaker’s “Sync only approved Bills/ Vendor Credits” preference is selected, bills will not sync to Oracle NetSuite unless their Approval Status is Approved in PayMaker
    • When bills sync to Oracle NetSuite with this enabled, their Oracle NetSuite approval status will not be changed
    • Once a bill is approved in PayMaker and syncs to Oracle 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 Oracle NetSuite

From Oracle NetSuite to PayMaker

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

From PayMaker to Oracle NetSuite

  • PayMaker only supports classifications in the line items of a vendor credit. Vendor credits in Oracle 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 PayMaker to Oracle NetSuite, the general section of the vendor credit will use the classification that is set as the Default Payables classification in the PayMaker 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 Oracle NetSuite's “Only Sync Approved Bills/Credits from Bill.com" is selected, vendor credits will not sync from PayMaker to Oracle NetSuite unless their Approval Status is Approved
    • When vendor credits sync to Oracle NetSuite their status will automatically be set as:
      • Approved in Oracle NetSuite, if Oracle NetSuite approvals are turned off
      • Pending Approval if Oracle NetSuite approvals are turned on
    • Once a vendor credit is approved in PayMaker and syncs to Oracle NetSuite, changes to the approval status will not sync
  • If PayMaker’s “Sync only approved Bills/ Vendor Credits” preference is selected, vendor credits will not sync to Oracle NetSuite unless their Approval Status is Approved in PayMaker
    • When vendor credits sync to Oracle NetSuite with this enabled, their Oracle NetSuite approval status will not be changed
    • Once a vendor credit is approved in PayMaker and syncs to Oracle NetSuite, changes to the approval status will not sync
  • To configure the sync to apply vendor credits in Oracle NetSuite when a period is closed, enable Non-GL Changes to the Accounting Period in Oracle 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 PayMaker, mark it as paid in PayMaker and allow that payment record to sync into Oracle NetSuite
    • Recording the payment in Oracle NetSuite first will cause sync errors
  • Payments made in PayMaker can be edited in Oracle NetSuite
  • All users, regardless of their assigned role, have access to the View in Bill.com button in Oracle NetSuite

From Oracle NetSuite to PayMaker

  • Bill Payments do not sync from Oracle NetSuite into PayMaker

From PayMaker to Oracle NetSuite

  • PayMaker does not support departments, locations, and/or classes on bill payments
  • When a payment is voided in PayMaker, the void will sync to Oracle NetSuite
  • When bill payments sync from PayMaker to Oracle NetSuite, they will use the classification that is set as the Default Payables classification in the PayMaker 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 PayMaker can ONLY be voided in PayMaker