In this guide we are going to enable mapping your TravelBank expense categories to your Chart of Accounts and sync paid expense reports to NetSuite as Journal Entries/Bills making it easier to automate your accounting processes.
What do I need before I start?
You will need a login to your NetSuite account and an understanding of your company’s Chart of Accounts.
What are the steps to complete the integration?
First, we need to configure your NetSuite account to facilitate integration, link your NetSuite account to TravelBank, and then map out your categories to your Chart of Accounts.
How do I configure NetSuite?
In order to integrate a NetSuite environment with TravelBank, we need to take some initial steps to make sure NetSuite is configured in the manner we expect.
All actions performed within NetSuite by the TravelBank app will be taken by a specific user account. We recommended that a specific user be created for this purpose so that all TravelBank transactions and line items are clearly identified.
The account being used in the integration also needs to have sufficient permissions within NetSuite to perform the actions needed by TravelBank. The generic Administrator role cannot be used for this purpose, as a specialized "Web Services Only" user and role can be created.
- Create a new role by navigating to “Setup > Users/Roles > Manage Roles > New”
- Name the role “TravelBank Integration”
- Set the Center Type to “System Administrator Center”
- If you are OneWorld customer, select the appropriate subsidiaries. This is not required if you are not a OneWorld Netsuite customer
- Ensure the “Web Services Only Role” is checked
6. Populate the Permissions tab per the table below
7. Click Save
8. Create a new user, add only the "TravelBank Integration" role to it, and save.
a. Go to List
b. Employees > Employees
c. Select "New" and fill in the information
Next, we need to ensure the user account has web services permissions enabled. Navigate to Setup > Integration > Web Services Preferences and add the user account/role to a new row if it is not already present.
Be sure to record the ID two additional pieces of information from this screen which you will need later: the Account ID associated with your environment.
Finally, we need to create an integration record for TravelBank inside of NetSuite. Navigate to Setup > Integration > Manage Integration > New Integration
Once you've saved the integration, be sure to record the Application ID assigned to you by NetSuite.
How do I Link NetSuite?
Go to Company Settings and click on Create New Integration > General Ledger > NetSuite and populate your credentials, account ID, and application ID. Once you hit Submit, be sure to enable Expense Report Sync, and select the appropriate General Ledger categories that TravelBank will sync to.
How do I map my expense categories to my Chart of Accounts?
Click on Manage Categories to bring up your list of TravelBank expense categories. From here you can select the General Ledger category to map.
After you create the integration go to Company Settings to the Integration that you have set up and set the default to have Trip Saving and enable (This will need to be filled out)