Connector for NetSuite (Prepaid)

Map NetSuite fields such as Accounts, Vendors, Classes, Departments and Locations to PEX tags. Custom fields are also supported. Receipt images are stored directly in the NetSuite Journal Entry (or Vendor Bill, for reimbursements) to serve as your system of record. To configure this integration, you don’t even need to wait for your account manager. You can get started right away with just your NetSuite and PEX credentials.

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Connect PEX and NetSuite

To connect your PEX and your NetSuite accounts from the PEX Marketplace follow these steps:

• Log in to http://dashboard.pexcard.com/
• Navigate to Apps > Available
• Locate Connector for NetSuite.
• Click More info > Install > Launch.
  • You’ll be re-directed to a Connect tab.
• Click Connect.

Note: To install the connector, you need to enable the following permissions: Edit business settings & apps, Manage cardholder, View card transactions. You can enable them in My Profile -> Permissions.

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NetSuite Set Up

PEX provides clear step-by-step instructions to help you get set up in NetSuite. Note: Permanent Admin permissions in NetSuite are required to complete the following setup.

• PEX will open a new popup window.
• Click on the AccountLink Bundle active link.
  • You are redirected to your NetSuite account. If you aren’t logged in already, please log in and click on the AccountLink Bundle active link again.
• Click Install.
• If there are any conflicts on the Bundle Installation page (like the screenshot below), please select the “Replace Existing Object” Option. Otherwise, you may run into a “Your NetSuite Bundle is outdated” error.
• If no conflicts, click Next.
• Click on the Enable Features Page active link.
• Navigate to the SuiteCloud tab.
• Enable the following features:
  • SuiteBuilder - CUSTOM RECORDS
  • SuiteScript - CLIENT SUITESCRIPT
  • SuiteScript - SERVER SUITESCRIPT
  • SuiteTalk (Web Services) - REST WEB SERVICES
  • Manage Authentication - TOKEN-BASED AUTHENTICATION
• Click Save.
• Click Next.
• Check the I have successfully followed all the steps checkbox and click Continue.
• Click Allow.
• You will see the Connected: Ready status.

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Configure Transaction Settings

On the Transaction Settings card, you can configure the Start Date and End Date. Start date:

• Must be less than 1 year ago (if today is Nov 30, 2024 then you can not go further back than Nov 30, 2023).
• Leave empty to default 2 months back.
• Auto-sync will always process 2 months back.

End Date:

• Leave empty to default to the time of sync.
• Temporarily pick a small date range for testing and reconciliation purposes.

For PEX to know which subsidiary to sync transactions to, select a NetSuite subsidiary if it is not already prepopulated. Ensure you have at least one active subsidiary to select from the list. Select a NetSuite bank account to represent your PEX account balance.

• The dropdown lists all accounts of a bank type from the NetSuite account.
• Transfers to PEX will be added to this account.
• Purchases in PEX will be deducted from this account.
• Fees in PEX will be deducted from this account (both business account fees and ISA fees).
• Rebates from PEX will be added to this account.
• Reimbursements will not use this account. They will be paid from the separate Bank Account you select in the Sync reimbursements section.

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Sync purchases

To sync purchases to NetSuite, enable the toggle Create journal entries in NetSuite for cardholder purchases. Configure the following:

• Sync all purchases or only approved purchases
  • “Only sync approved purchases” means that purchases must be approved in PEX before syncing to NetSuite.
• Sync purchase attachments
  • If this box is checked, purchase receipts will sync to NetSuite.
• Use settlement dates or purchase dates
  • Purchases sync only once settled, but you can choose either the settlement or purchase date as the posting date in NetSuite.
• Create a NetSuite vendor for each unique merchant.
  • Leave unchecked to map the vendor to a static NetSuite vendor or a PEX tag in the Mappings table below.
  • If this box is checked, PEX will record purchases with existing vendors in your NetSuite account or auto create a new vendor if one doesn’t exist.
    • Update vendors with the chosen subsidiary if needed.
      • If vendors do not include the chosen subsidiary, transactions will fail to sync.
        • For example, if the vendor Walmart does not include your chosen subsidiary in NetSuite but the purchase is from Walmart, checking this checkbox will automatically assign your chosen subsidiary to the vendor in NetSuite, allowing the purchase to successfully sync. If the checkbox is unchecked, you’ll need to manually add your chosen subsidiary to the Walmart vendor, or the purchase will fail to sync.
    • Use standardized vendor names.
      • If this box is checked, PEX will record purchases like “Walmart23455” and “Walmart-Brooklyn223” simply as “Walmart” in NetSuite, instead of using the non-standardized vendor names.

Purchase Field Mappings Map NetSuite fields with PEX tags. Fields can be mapped to static values or PEX Tags. If you choose to use PEX tags, you must create them in advance, following the logic described in the “Create PEX tags for NetSuite” article. These mappings are also used to code reimbursement bill lines, see the Sync reimbursements section. For example, the “Expense Account” is one of the fields on your Purchase:

• Mapping the “Expense Account” field to a static value means that you can select one account out of the many presented in NetSuite, and that value (“Advertising” in our example below) will be applied to all PEX purchases.\ Note that a purchase will not be tagged with this static value. You will not see this static value on the purchase details. The static value will be used only when syncing a purchase to NetSuite.
• Mapping the “Expense Account” field to a PEX tag (“Expense Account” in our example below) means that you and your cardholders can select one of the tag values for each purchase.\ For that go to the “Transactions” menu -> locate a purchase -> click on it -> select a tag value (“Office Supplies” in our example below) of the “Expense Account” tag -> click “Save”. Note that you and your cardholders can select one of the tag values for each purchase once you finish the NetSuite connector setup and sync tag options from NetSuite to PEX. When mapping to a tag, you can also specify a default “Expense Account” value: for example, Uncategorized, as highlighted below. Note that a purchase will not be tagged with this default value (“Uncategorized” in our example) on the purchase details. It means that if you or your cardholders forget to tag a purchase before it is synced to NetSuite, the default value (“Uncategorized” in our example) will be applied to this purchase during the sync. If you or your cardholders do tag a purchase with the tag option from the tag chosen in the highlighted field below, that specific purchase will be recorded against the expense account (“Accounting” in our example below) you tagged the purchase with. Tags take precedence over default values.
• Enable the sync toggle to sync field values from NetSuite into PEX as tag options. For example, the values for the PEX tag “Expense Account” (in Tag Manager) will be populated with the names of your NetSuite accounts.

If you have left the “Create a NetSuite vendor for each unique merchant” unchecked, you can map the vendor to a single static NetSuite vendor called “PEX”. Select “Static” for Vendor and “PEX” in the Value column.

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Custom Segments

PEX imports custom segments from NetSuite to support complete and accurate transaction coding.

1. PEX supports custom segments of the List/Record type.
2. PEX displays a custom segment in the Mappings table even if it is hidden or disabled.
   1. You can sync a transaction with such a custom segment to NetSuite, but to view it in NetSuite, you must change its Display Type to Normal.
3. When a custom segment is applied to a Journal Entry (Transactions → Application & Sourcing → Application → “Applied” is checked for “Journal Entry”), PEX syncs the transaction with the custom segment and displays it under the Classification section in NetSuite.\
4. PEX does not display a custom segment in the Mappings table if:
   1. Custom segment is inactive in NetSuite.
   2. Custom segment is not applied to Journal Entry (Transactions -> Application & Sourcing -> Application -> “Applied” is not checked for “Journal Entry”).
5. PEX does not display inactive custom segment values in the Mappings table dropdown lists, nor does it sync them as tag options in Tag Manager.

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Transaction Body Fields

PEX imports transaction body fields from NetSuite to support complete and accurate transaction coding.

• The following types of transaction body fields are currently supported:
  • Check Box
  • Currency
  • Decimal Number: Maximum of 10 characters (including commas and dots).
  • Document, static only?
  • Email Address: Must include @ and .com
  • Free-Form Text: Up to 200 characters.
  • Hyperlink: Must start with http://, https://, ftp://, or file://; maximum of 200 characters.
  • Image
  • Integer Number: Maximum of 10 characters (including commas and dots).
  • List/Record
    • PEX does not display custom fields of the list type that have no options in the Mappings table.
  • Long Text
  • Password: Maximum of 15 characters.
  • Percent: Maximum of 15 characters, NetSuite automatically adds % (e.g., 5.123456789123 becomes 5.1235%).
  • Phone Number: Maximum of 32 characters, NetSuite automatically adds + or +1 at the beginning if not already included.
  • Rich Text: Up to 200 characters.
  • Text Area: Up to 200 characters.
• PEX displays a transaction body field in the Mappings table even if it is hidden or disabled.
  • You can sync a transaction with such a transaction body field to NetSuite, but to view it in NetSuite, you must change its Display Type to Normal.
• Ensure that Store Value is checked so the transaction body field appears as a column under the Lines section.\
• PEX does not display a transaction body field in the Mappings table if:
  • Transaction body field is inactive in NetSuite.
  • Transaction body field is not applied to Journal (Applies To -> “Journal” is not checked).

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Transaction Line Fields

PEX imports transaction line fields from NetSuite to support complete and accurate transaction coding.

• The following types of custom fields are currently supported:
  • Boolean
  • Currency
  • Decimal: Maximum of 10 characters (including commas and dots).
  • List
    • PEX does not display custom fields of the list type that have no options in the Mappings table.
  • Free-form text: Up to 200 characters.
  • Text area: Up to 200 characters.
  • Hyperlink: Must start with http://, https://, ftp://, or file://; maximum of 200 characters.
  • Date: Format must be YYYY-MM-DD.
  • Email address: Must include @ and .com
  • Integer Number: Maximum of 10 characters (including commas and dots).
  • Password: Maximum of 15 characters.
  • Percent: Maximum of 15 characters, NetSuite automatically adds % (e.g., 5.123456789123 becomes 5.1235%).
  • Phone number: Maximum of 32 characters, NetSuite automatically adds + or +1 at the beginning if not already included.
• PEX displays a transaction line field in the Mappings table even if it is hidden or disabled.
  1. You can sync a transaction with such a transaction line field to NetSuite, but to view it in NetSuite, you must change its Display Type to Normal.
• Ensure that Store Value is checked so the transaction line field appears as a column under the Lines section.
• PEX does not display a transaction line field in the Mappings table if:
  1. Transaction line field is inactive in NetSuite.
  2. Transaction line field is not applied to Journal (Applies To -> “Journal” is not checked).

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Sync fees

To sync business & cardholder fees to NetSuite, enable the toggle Create journal entries in NetSuite for business & cardholder fees. Fee Field Mappings Map NetSuite fields so the connector knows which values to use when syncing fees to NetSuite. The fields can only be mapped to static values. PEX fee transactions that sync to NetSuite will debit the account selected in the “Value” column (“Advertising” in our example below). The same account can be used for both purchases and fees.

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Sync transfers

To sync business transfers to NetSuite, enable the toggle Create journal entries in NetSuite for business transfers. Transfer Field Mappings Map NetSuite fields so the connector knows which values to use when syncing transfers to NetSuite. The fields can only be mapped to static values. PEX transfer transactions that sync to NetSuite will credit the bank account selected in the “Value” column (“Checking” in our example below).

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Sync rebates

To sync business rebates to NetSuite, enable the toggle Create journal entries in NetSuite for business rebates. Rebate Field Mappings Map NetSuite fields so the connector knows which values to use when syncing rebates to NetSuite. The fields can only be mapped to static values. PEX rebate transactions that sync to NetSuite will credit the income account selected in the “Value” column (“Income” in our example below).

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Sync reimbursements

To sync cardholder reimbursements to NetSuite, enable the toggle Automatically import cardholder reimbursements as paid vendor bills. Each reimbursement is posted as a NetSuite Vendor Bill with Approval Status = Approved. Once the PEX payment to the cardholder settles, a Vendor Payment is created for the full amount so the bill shows as Paid In Full. Configure the following:

• Bank Account (required)
  • Use this as the bank to pay bills in NetSuite. The Vendor Payment for each reimbursement is deducted from this account, dated with the PEX payout date.
• A/P Account (required)
  • Use this payable account for all reimbursement bills.
• Default Expense Account (optional)
  • Reimbursements must be tagged before syncing to NetSuite; otherwise, they’ll sync to the default expense account. If there is no tag and no default expense account, the reimbursement will not sync.
  • This default is separate from the purchase Expense Account default.
• Automatically import reimbursement attachments as bill attachments into NetSuite
  • If this box is checked, reimbursement receipts are attached to the Vendor Bill (not the Vendor Payment).
• Create a vendor for each unique cardholder
  • Leave unchecked to map the vendor to a static NetSuite vendor below.
    • When unchecked, a required NetSuite Vendor selector appears; every reimbursement bill will post to this vendor.
  • If checked, PEX will use existing NetSuite vendors or create new vendors as needed, matching cardholders to vendors by name.
    • Note: name variations (for example “John Smith” vs. “Smith, John”) may result in duplicate vendors, and two cardholders with the same name will share one vendor. The payee is always a NetSuite Vendor; no employee or contact records are created.

Reimbursement field mappings There is no separate mapping for reimbursements. Reimbursement bills use the same mappings as purchases. How reimbursements sync

• A reimbursement whose payment is still in flight is posted as an unpaid bill first; once the payment settles, PEX pays that same bill using the actual payout date.
• If a reimbursement payment is returned or cancelled by PEX before it settles, the connector deletes the bill (and payment, if one exists) from NetSuite.
• If a NetSuite approval workflow leaves the bill unapproved or pending approval, PEX retries on a later sync and pays the bill once it is approved. A rejected bill is reported as an error. Before paying, PEX checks the bill total against the amount actually disbursed and blocks payment if they no longer match.

Click “Save”. PEX will redirect you to the Sync tab.

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Sync Tab

In the Sync tab, you can:

1. View the last synchronization time.
2. Manually sync transactions/tag options by clicking Execute.
3. View Connection info.
4. Enable/disable auto-sync.
   • Enabled: Transactions sync automatically every 24 hours.
   • Disabled: Transactions will not sync automatically.
5. Disconnect.
6. View the History of transactions synced to your NetSuite account.
7. View Settings information
8. Edit settings if necessary.

Auto-sync
Auto-sync will always process transactions based on the start date specified on the Connect tab, with a maximum limit of 2 months back from today. If there is no start date specified on the Connect tab then auto-sync will sync transactions up to 2 months back from today. Manual sync
Manual sync will process transactions based on the start date specified on the Connect tab, with a limit of 1 year back from today. If there is no start date specified on the Connect tab then manual sync will process transactions only up to 2 months back from today.

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Auto Tagger

The Auto Tagger app is a great complement to NetSuite. It allows you to create rules that auto-tag purchases. Learn more.

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View Synced Transactions in NetSuite

Log into your NetSuite account and navigate to Transactions -> Financial -> Make Journal Entries -> List to view synced transactions. Purchase transaction memos are automatically populated with the following details: Vendor, Subsidiary, Cardholder, Purchase ID, Date, Transaction Description, and Amount.

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View Synced Reimbursements in NetSuite

Log into your NetSuite account and navigate to Transactions -> Payables -> Enter Bills -> List to view reimbursement bills. To view the payment for a bill, open the bill and go to the Related Records tab. Each bill shows Approval Status = Approved and, once the payment settles, Paid In Full. Reimbursement bill memos are automatically populated with the following details: PEX, Business Account name, Cardholder, Reimbursement ID, Purchase Date, Description, and Amount. The Vendor Payment memo contains Business Account name, Cardholder, Reimbursement ID and Payment Date.

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View Synced Receipts in NetSuite

Log into your NetSuite account and navigate to Transactions -> Financial -> Make Journal Entries -> List -> -> click View to open your transaction -> -> scroll to Files and click on the receipt to view it. To view reimbursement receipts, log into your NetSuite account and navigate to Transactions -> Payables -> Enter Bills -> List -> click View to open the reimbursement bill -> scroll to Files and click on the receipt to view it.

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Frequently asked questions

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Support & Inquiries

For any questions or for more information, please email appsupport+netsuite@pexcard.com