Sync Reimbursable expenses to NetSuite from Rydoo

Sync Non-Reimbursable expenses to NetSuite from Rydoo

Expenses in NetSuite

What information will be imported to NetSuite?

Export negative expenses

Sync Reimbursable expenses to NetSuite from Rydoo

Once an expense went through the approval flow in Rydoo it is ready to be synced to NetSuite.

  1. From the Finance role, you will see expenses that are ready to be exported under the "To Report" tab

2. To trigger the sync you will have to click on the "Sync Netsuite" button. The export cannot be automated, it will have to be manually triggered from Finance role.

3. You can filter the sync by Branch or determine an end date for the sync, which means only expenses up until the selected date will be synced, starting from the oldest expense date.

4. Click on the "Sync" button

5. You will be directed to the "Reports" page where you can follow the sync status.

6. While the sync is running it will show the status "Pending"

7. After successful sync it will change to status "Ready" and display the number of successfully synced expenses.

In case of error, you will see the status "Failed (info)", indicating the number of successfully synced expenses and the number of expenses failed together with the error message. Here you can review the Possible Errors article.

Sync Non-Reimbursable expenses to NetSuite from Rydoo

Precondition in Netsuite:

  1. Feature Allow non-reimbursable expenses should be activated.

Setup > Accounting > Accounting Preferences > Time & Expenses in Netsuite.

*Info:

If you did not use non-reimbursable expenses prior to NetSuite 18.2, they are no longer available to enable or disable. > In this case this step can be skipped.

If you used non-reimbursable expenses prior to NetSuite 18.2 you can choose to set the availability when entering expense reports.

2. Enable the "Export non-reimbursable expenses" option in Rydoo Integration settings

  • "Paid with personal funds"
    Personal payment method (in this case regular expense report will be created in NetSuite but with the “Non-Reimbursable” mark)

  • "Paid with company card"
    Linked company payment method. In this case, the expense should be paid by the imported NetSuite card or Rydoo card linked to the NetSuite card.
    See in this article.

  • "Account for expenses paid with Central payment"
    The default account for expenses paid with Central payment method.

  • "Use default setting from NetSuite (account for corporate card expenses for a subsidiary)"

    Any NetSuite credit card could be set as default for the subsidiary. In case the feature is enabled the expenses paid with an unlinked company card (without bank account set) expenses will be exported under default for the subsidiary company card.

3. Employees Expense Report Currency should be configured in the Employee card.

Employee card > Human Resources > Expense Report Currencies

Expenses in NetSuite

What information will be imported to NetSuite?

Rydoo will import expenses to NetSuite as Expense Reports.

By default only reimbursable expenses are exported to NetSuite, the export of non-reimbursable expenses is optional and can be enabled for each integration setting separately.

Any type of expense could be exported: mileage, per diem, regular expense.

Please see the mapping of imported values to NetSuite with the corresponding Rydoo field:

Rydoo

NetSuite

Date

Date

Merchant

Merchant

Category

Category

Tax information (Tax group or code)

Tax code

Amount

Amount

Comment

Memo field

Groups

Department

Project

Customer / Project

Non-reimbursable

Non- Reimbursable: Yes

User

Employee

Unique Rydoo reference (XPD number)

Memo field

Currency

Currency

Exchange Rate

Exchange Rate

Branch

Subsidiary

Account (Credit Card)

Account for Corporate Card expenses

Please note that Rydoo currently does not export any Custom field or Receipt images to NetSuite.

Export negative expenses

Ideally, Rydoo will not sync negative transactions. But there are some cases such expenses can be synced.

As long as the total of the expense report is positive, the expenses with a negative amount can be created in NetSuite.

Refunds are exported only together with positive expenses and the total amount of positive expenses should be bigger than the total amount of negative.

Currency exchange rates in NetSuite

Example:

We can see on the screenshot that the exchange rate is copied from the Rydoo: 10 USD= 8.53 EUR

Here is the same expense report in the overview:

This amount is 9,48 in dollars but it differs from Rydoo one because it is converted from the currency of report (8.53 EUR) into the currency of overview (USD) using the inner NetSuite rate which differs from Rydoo one.
Rydoo can only influence the values set for expense report details but cannot influence the overview value.

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