NetSuite: Sync Preparation

Audience: ERP Admin and Accounting Manager

Summary: Reviews what you should know and do to prepare to sync with NetSuite

NetSuite is a cloud-based ERP system. It has two editions that sync with MineralTree - NetSuite (standard) and NetSuite OneWorld. NetSuite allows for management of one organization while NetSuite OneWorld allows for the management of multiple subsidiaries within that organization. Once selected and synched, it cannot be changed. Even if you do not think you have subsidiaries, you might still have OneWorld. The best practice is to sign into NetSuite and search for “subsidiaries.” If nothing pops up, you do not have OneWorld. Since there is no longer a pricing distinction between the two from Oracle (NetSuite parent company), more organizations are opting for OneWorld.

Before the Sync

Determine How Subsidiaries Should Sync (OneWorld). Choose which subsidiaries you want to be under the same MineralTree company. You can have several or all subsidiaries and their children in the same MineralTree company (recommended for a centralized accounting team) or one subsidiary per MineralTree company (recommended for when you have an accounting manager per subsidiary). See the NetSuite Integration Guide for more information.

Once you choose the subsidiaries to sync to MineralTree, you cannot add additional subsidiaries to that MineralTree company later on.

Engaging the NetSuite Admin. If you have a large number of integrations with NetSuite and your NetSuite subscription does not allow for that, it could be exceeding your limit of “calls” between applications and NetSuite. Have a NetSuite Administrator navigate to Setup > Integration > Integration Governance. From there, you can see if there were any rejected requests along with the account concurrency limit and peak concurrency. If your limit is reached, you should contact NetSuite to increase the amount of “calls” allowed. If this is not done, it can cause payments to silently fail once the application is up and running.

Large Data Quantities. NetSuite Admins should inform MineralTree if they have more than 250,000 of the following:

Company Items, Customers, Purchase Orders, Departments, Classes, Locations, Projects/Jobs, GL Accounts, Open Bills or Vendors

In cases where there are large quantities of the above items, these will need to be uploaded into the system prior to the initial sync.

Prepare the NetSuite Environment. The NetSuite administrator must prepare the NetSuite environment for MineralTree to sync. This includes enabling SuiteTalk as well as downloading the MineralTree bundle.

Expense Reports. We have the ability to sync your NetSuite expense reports. Expense reports are a special type of AP Invoice that comes from an “Employee” type vendor in NetSuite. If enabled, these invoices will sync in from NetSuite and can be paid in MineralTree. Syncing of expense reports is set up before you sync.  If you disable after synching, the existing expense invoices will still appear in MineralTree and will have to be deleted manually.  You may not want this if you do not want employees to be able to see other employees’ expense reports in MineralTree.

Document sync. MineralTree allows documents to sync over from MineralTree to NetSuite but not vice versa. This can also be enabled after the sync, but it is not retroactive. If you have a storage limit in NetSuite, this is something should consider before enabling this feature.

Gather Your Resources. People required at the sync call:

• An Accounting Manager user.
• A NetSuite Admin. The NetSuite administrator should have full administrator access to NetSuite and come to the sync call with the Account ID for your organization as well as the Token and Token Secret.

During the Sync

Please familiarize yourself with the NetSuite Integration Guide prior to the call. Syncs are always completed during off-peak hours. The initial and historical syncs have the largest quantity of data that has to be transferred between systems. Syncing after hours provides the best customer experience by not risking a slow-down of service due to this large data transfer. The sync user can log into MineralTree at any time to add their credentials and the token. However, the initial sync of data will not begin until after business hours.

Features Enabled Post-Sync

Expanded Dimensions. Accounting Managers can enable this feature by navigating to Settings > Company Profile and selecting the fields that should appear on invoices along with whether or not they should be mandatory. In order for these fields to appear in MineralTree, they must be created and displayed in NetSuite. This is not retroactive on bills that have already synced over to MineralTree.

Vendor Categories. NetSuite allows for vendors in their system to have a Vendor Category associated with them. MineralTree can recognize these categories and Administrator users of MineralTree can actually determine which categories they do not want to sync over in the future. For example: If you don’t want bills for vendors with the category “1099” to sync over, this can prevent them from doing so.

This can be done by navigating to Settings > Company Settings and clicking on the Settings tab. From there, deselect the Vendor Categories you do not wish to sync over. Because this can only be determined after the sync, any bills for the vendor categories that were unselected after the sync must be manually deleted.