How to connect the NetSuite Accounting software to Abacus
Abacus supports an automatic integration with NetSuite that syncs over both reimbursable expenses as well as corporate card expenses. When reimbursable expenses are approved in Abacus, we will sync over a Bill & Bill payment into NetSuite to reconcile those expenses. When corporate card expenses are approved, we push in individual journal entries for those charges. The journal entry will include two line items: 1) a debit against the account and 2) an offsetting credit against your corporate card account.
Below are instructions on how to integrate Abacus with your NetSuite account. The process takes approximately 15 minutes.
Step 1 - Enabling Features in NetSuite
Log into NetSuite as an Admin. We will need you to enable a few options to allow Abacus and NetSuite to communicate. When you are logged in, go to...
Setup > Company > Enable Features
The navigation looks like this:
When on this page, make sure you go to the SuiteCloud tab and then check off three options that we need 'on' in order to sync data.
- Client SuiteScript
- Server SuiteScript
- Token-based Authentication
Those options will look like:
Step 2 - Installing Abacus in Your NetSuite
Now we will need you to install the "Abacus Bundle" in your NetSuite account. This is the integration package. In the main navigation, go to...
Customization > SuiteBundler > Search & Install Bundles
When on this page you can search for "Abacus" and when it appears as a search result, select it then click on Install and Install Bundle.
Here is what it will look like:
You will then click 'Ok' on the following prompt:
This will then take you to a page called 'Preview Bundle Update' where you will select Update Bundle:
You will then click 'OK' on a second prompt:
This will bring you to the 'Installed Bundles' page where you will see the download of Abacus pending. It will take a minute or two to download. We recommend waiting until it has loaded completely before moving on to the next step!
Step 3 - Abacus Settings in NetSuite
Now you will assign an Abacus "Role" to a NetSuite user. This will be the user log-in that you use later to initiate the connection between Abacus & NetSuite. So make it one that you have the log-in credentials for (preferably a system admin).
We recommend that you create a NEW NetSuite user, ascribe the Abacus permissions to that user and then auth them. This will allow the account to remain usable if someone leaves your accounting team.
- Navigate to... Setup > Users/Roles > Manage Users
- Select the user you want to assign the role to
- Click on "Edit"
- Select the Access Tab
- Under "Roles," Add "Abacus Integration"
The "manage user" bar will look like this:
The edit button on User account will look like this in the top left of the screen:
It will look like this when you add the role:
Step 4 - Connecting Abacus to NetSuite
Now you are ready to go to the Abacus website and log in as an Administrator.
- When logged in, go to your Accounting Sync settings here: https://www.abacus.com/organization/accounting_integration
- Click on "Connect to NetSuite"
- Use the Username and Password of the NetSuite account that was registered to the "Abacus Role" from earlier before.
- Click on "Next"
It will look like this:
You will now be asked to pick which company in NetSuite you would like to connect to. If this login can only access one company there will only be one option in this list. If the list is empty it means none of the companies have a user with the Abacus Integration role (See Step 3).
Once your NetSuite integration has been connected, you will need to set up the mapping of your Abacus categories to your account categories existing in NetSuite. To do this, go to your 'Accounting Sync' tab under your 'Settings'. You will first have to select a category from your NetSuite chart of accounts for the expenses that do not have a category. This step is very important before your expenses start to export into NetSuite!
Underneath the 'Categories' section on that page, you will see an area called 'Reimbursable Expenses.' From here, you will need to select the bank register you would like to sync your Bill Payments to, the 'Accounts Payable Account' (if applicable), and the Vendor for the Bill. For the Vendor for Bill, you should select 'Abacus.' The first time Abacus syncs a bill to NetSuite, the Abacus vendor will be created.
Step 5 - Syncing Corporate Cards to NetSuite
If you have corporate cards you are managing in Abacus, we can sync transactions into NetSuite as individual Journal Entries or Credit Card Transactions. You can specify what field you'd like the Abacus merchant to sync into. You have three options: Memo field, Name field from Other Names list, or Name field from Vendor list. Make a selection at the bottom of your Accounting sync page, and click save:
Step 7 - NetSuite Connection Complete!
Now you have successfully connected to NetSuite! You can finish the integration steps by following the prompts on the Abacus screen to configure the basic settings and map your Abacus Categories to your NetSuite Chart of Accounts. Should you have any questions, get in touch with us at firstname.lastname@example.org
Syncing Custom Fields to NetSuite (Location, Department, and Class)
You can create custom Team or Expense Fields in Abacus and sync them to Location, Department, and Class fields in NetSuite. For more information on how to set this up, check out these two support articles:
- Team Fields are customizable fields that you can add to a user's profile, like Department or Team. This data will be attached to employees expenses automatically.
- Expense Fields are customizable fields that you can add to the expense submission form. You can create a custom drop down menu on the expense form for your employees to fill out while submitting their expenses.