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Oracle NetSuite Sync - Best Practices and Additional Information

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Amelia Goldberg
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This article provides more information about how the sync works, and outlines our best practices for syncing between Bill.com and Oracle NetSuite. 

For instructions on setting up the sync between Bill.com and Oracle NetSuite, visit our Setup Guide below: 

Oracle NetSuite Sync Setup Guide

 

Table of Contents

  1. Introduction
  2. Best Practices and Additional Information

 

1. Introduction

 

This section covers the high-level overview of the following:

  • List of objects that sync from Bill.com to Oracle NetSuite, and vice versa
  • Known limitations 

 

Record Types and Known Limitations

 

Record Type

Oracle NetSuite to Bill.com

Bill.com to Oracle NetSuite

Known Limitations

General

Vendors

Yes

Yes

- Vendors with Access enabled in Oracle NetSuite cannot be updated by Bill.com

- Vendors shared across subsidiaries need to be updated in Oracle Netsuite

Customers

Yes

Yes

- Customers with Access enabled in Oracle NetSuite cannot be updated by Bill.com

- Bill.com does not support more than one subsidiary per customer.

Chart of Accounts

Yes

Yes

- Summary accounts are not supported.

Departments

Yes

Yes

 

Locations

Yes

Yes

 

Classes

Yes

Yes

  

Items

Yes

Yes

- Items created in Bill.com and synced to Oracle NetSuite use the subtype: For Resale.

- Sales Tax Items are not supported.

Jobs/Projects

Yes

No

- Requires Bundle 3.1 or later

Custom Fields

No

No

- Custom fields do not sync from Oracle NetSuite to Bill.com.

- When creating custom fields in Oracle NetSuite, assign a default value to avoid any conflicts.

*Custom fields are ignored by the sync. They will not prevent the bills from syncing to Bill.com. Custom fields will be preserved in Oracle NetSuite but will not be visible in Bill.com.

Currency

Yes

Yes

- Multi-currency setting must be enabled in both Bill.com and Oracle NetSuite

Payment Terms

No

No

- Payment Terms do not sync to/from Oracle NetSuite.

Attachments

Yes

No

- Attachments sync from Oracle NetSuite to Bill.com

- Attachments will not sync from Bill.com to Oracle NetSuite.

Partners

No

No 

- Partners do not sync to/from Oracle NetSuite.

Payables

Bills

Unpaid bills only *

Yes

- Partially- and fully-paid bills do not sync from Oracle NetSuite to Bill.com.


* You can disable import of unpaid bills from Oracle NetSuite to Bill.com.  See Sync your transactions for more details.

Vendor Credits

Unapplied vendor credits only **

Yes

- Partially and fully-applied vendor credits do not sync from Oracle NetSuite to Bill.com.

- Vendor Credit applications (applying, un-applying, and reapplying) do not sync from Oracle NetSuite to Bill.com.

- If you would like the sync to be able to apply vendor credits in Oracle NetSuite, when the period is closed, you will want to enable Non-GL Changes to the Accounting Period in Oracle NetSuite:

  • Setup > Accounting > Manage Accounting Periods
    Click on the period in which the vendor credit is dated in order to edit the base period
    Ensure "Allow Non-G/L Changes" is checked on as true

** You can disable import of unapplied vendor credits from Oracle NetSuite to Bill.com. See Sync your transactions for more details.

Approval Status

No

Limited***

*** You can opt to only sync bills/vendor credits approved in Bill.com into Oracle NetSuite. However, approval status is not kept in sync. See Best Practices and Additional Information for more details.   

Bill Payments

No

Yes

- Payments made in Oracle NetSuite do not sync to Bill.com.

- Payments synced from Bill.com to Oracle NetSuite will always use the same Department, Class, and/or Location, per subsidiary, as applicable. See Best Practices and Additional Information for more details.

Purchase Orders

Yes, once converted to unpaid bills

N/A

- You cannot view original Purchase Order in Bill.com.

- The Purchase Order number will appear on bills and vendor credits that originated from POs in Oracle NetSuite.

- Bills created from POs from Oracle NetSuite should not be edited in Bill.com. See Best Practices and Additional Information for more details.

AP Funds Transfers

No

Yes

- Funds Transfers synced from Bill.com to Oracle NetSuite will always use the same Department, Class, and/or Location, per subsidiary, as applicable. See Best Practices and Additional Information for more details.

Commissions

No

No

- Commissions do not sync to/from Oracle NetSuite

Receivables

Transactions

No

No

- AR transactions (Invoices, Credit Memos, Sales Orders, Invoice Payments, AR Funds Transfers)  are not supported.

 IMPORTANT: With bundles prior to 3.0.3.c, for list objects (Customers, Chart of Accounts, Departments, Locations, Classes, Items), certain hierarchies are not supported. Please refer to Oracle NetSuite Sync: Hierarchies Best Practices for more details. 

 

 2. Best Practices and Additional Information

 

General Best Practices

 

Keeping the Bill.com Bundle Up-to-Date

  • The Oracle NetSuite bundle now updates automatically! Nothing manual from you needed--we'll handle it. 

 

Preferred Forms and Required Fields

  • When syncing records from Bill.com to Oracle NetSuite, the sync will use the preferred form for that record type.  
  • Fields that do not sync with Bill.com cannot be set as required fields on the preferred form for a given record type.

 

Locked and Closed Periods

  • If Books Closed date setting is enabled, we will match Books Closed functionality in the Oracle NetSuite
  • If Books Closed date setting is not enabled, the sync cannot use periods that are closed.  If a period is closed, the sync will use the most recent open period.
  • The sync will be able to write to periods that have been locked.  If this is an issue, we recommend that you completely close periods you would not like the sync to be able to change.

 

Amortization Schedules

  • When an amortization schedule is in use, the Bill.com sync will not change line items for bills and vendor credits covering sublists, expenses, and items.
    • Any changes to line items for bills/vendor credits should be made in Oracle NetSuite. 

 

Best Practices for Each Record Type

 

Vendors

General

From Oracle NetSuite to Bill.com

From Bill.com to Oracle NetSuite
  • Bill.com supports vendors shared across subsidiaries (with bundle 3.2.0 or later). If a single vendor spans across multiple subsidiaries, that vendor record will sync over to each Bill.com account linked to a subsidiary the vendor is shared with.
    • Vendors shared across subsidiaries need to be updated in Oracle Netsuite
  • Enabling access for a vendor will cause sync errors when that vendor is updated in Bill.com.
    • Vendors with access enabled need to be managed in Oracle NetSuite.
  • The Oracle NetSuite character limit for Vendor IDs is 83 characters. The sync with Bill.com recognizes the full Vendor ID length.
  • When Vendor Auto-Numbering is On in both Oracle NetSuite and Bill.com, the vendor ID generated in Oracle NetSuite will sync to Bill.com.
  • Vendor as a Tax Agency will sync to Bill.com when it is first created. Any subsequent changes will not sync. 
  • For vendors of type: Company, Company Name is required to sync to Oracle NetSuite.
  • For vendors of type: Individual, First Name and Last Name are required to sync to Oracle NetSuite.
    • If the first and last name fields are left blank, then we will split vendor name with " " and use the first part of the name as Oracle NetSuite’s first Name and the remaining part as Oracle NetSuite’s last Name.
    • If we can’t split the name, we will repeat the vendor name for first name and last name.



 

Customers

General

From Oracle NetSuite to Bill.com

From Bill.com to Oracle NetSuite
  • Child customer will sync even if subsidiary does not have access to the parent. 
  • Enabling access for a customer will cause sync errors when that customer is updated in Bill.com.
    • Vendors with access enabled need to be managed in Oracle NetSuite.
  • The Oracle NetSuite character limit for Character IDs is 83 characters. The sync with Bill.com recognizes the full Character ID length.
  • For OneWorld users: 
    • The Bill.com sync has no limit on Customer hierarchy. 
  • For non-OneWorld users:
    • The Bill.com sync limits Customer hierarchy to 3 levels deep.
  • When Customer Auto-Numbering is On in both Oracle NetSuite and Bill.com, the customer ID generated in Oracle NetSuite will sync to Bill.com.
  • For customers of type: Company, Company Name is required to sync to Oracle NetSuite.
  • For customers of type: Individual, First Name and Last Name are required to sync to Oracle NetSuite.
    • If the first and last name fields are left blank, then we will split customer name with " " and use the first part of the name as Oracle NetSuite’s first Name and the remaining part as Oracle NetSuite’s last Name.
    • If we can’t split the name, we will repeat the customer name for first name and last name.



 

Chart of Accounts

General

From Bill.com to Oracle NetSuite
  • Bill.com does not support Summary accounts
  • Account Numbers are required for syncing an account from Bill.com to Oracle NetSuite



 

Departments

General
  • Child department will sync even if the subsidiary does not have access to the parent. 



 

Locations

General
  • Child locations will sync even if the subsidiary does not have access to the parent.



 

Classes

General
  • Child classes will sync even if the subsidiary does not have access to the parent. 



 

Items

General

From Bill.com to Oracle NetSuite
  • Sales Tax items are not supported.
  • Child items will sync even if the subsidiary does not have access to the parent.
  • Items created in Bill.com will sync to Oracle NetSuite with the subtype: For Resale.
    • If an item needs to have a different subtype, it must be created in Oracle NetSuite.

 

 

 

Custom Fields

General
  • Custom fields do not sync from Oracle NetSuite to Bill.com.
    • Custom fields are ignored by the sync. They will not prevent the bills from syncing to Bill.com.
    • Custom fields will be preserved in Oracle NetSuite but will not be visible in Bill.com.
  • When creating custom fields in Oracle NetSuite, assign a default value to avoid any conflicts.

 

 

 

Currency

From Oracle NetSuite to Bill.com

From Bill.com to Oracle NetSuite
  • Transactions in Oracle NetSuite that are not in US dollars will be ignored by the sync.
  • Transactions in Bill.com will always sync to Oracle NetSuite using the US dollar currency.



 

Attachments

  

From Oracle NetSuite to Bill.com

From Bill.com to Oracle NetSuite
  • Upload and handle your documents in Oracle NetSuite. Attachments will sync from Oracle NetSuite to Bill.com.
  • Attachments will not sync from Bill.com to Oracle NetSuite.



 

Bills

General 

From Oracle NetSuite to Bill.com

From Bill.com to Oracle NetSuite
  • All users, regardless of their assigned role, have access to the View in Bill.com button in Oracle NetSuite
  • Customers coded in the bill line items can be prevented from syncing to/from Oracle NetSuite
  • If a bill is created from a PO, it will sync to Bill.com
    • Do not edit these bills in Bill.com; doing so will unlink the bill from its PO in Oracle NetSuite.  The Description field for the line item in Bill.com will indicate if the bill is connected to a PO in Oracle NetSuite.
  • If a bill is partially or fully paid in Oracle NetSuite, it will not sync from Oracle NetSuite to Bill.com
  • If the currency for a bill is not US dollars, it will not sync from Oracle NetSuite to Bill.com
  • Documents/files attached to bills in Oracle NetSuite will sync to Bill.com
  • Bills in Oracle NetSuite can be classified both in the general section of the bill, as well as the line items of the bill.  Bill.com only supports classifications in the line items of a bill.
    • When bills sync from Bill.com to Oracle NetSuite, the general section of the bill will use whatever is set as the Default Payables classification in the Bill.com Preferences record.
    • To make it easier to reclassify these records (as needed), you can create a department, location, and/or class called “Unclassified”, or “Uncoded”, or similar, and set that as your Default Payables classification.  This will allow you to run a report to isolate the bills that need to be reclassified.
  • If Oracle NetSuite's “Only Sync Approved Bills/Credits from Bill.com" is selected, bills will not sync from Bill.com to Oracle NetSuite unless their Approval Status is Approved.
    • When bills sync to Oracle NetSuite, their status will automatically be set as: 
      • “Approved” in Oracle NetSuite, if Oracle NetSuite approvals are turned off
      • "Pending Approval" if Oracle NetSuite approvals are turned on
    • Once a bill is approved in Bill.com and syncs to Oracle NetSuite, changes to the approval status will not sync.
  • If Bill.com’s “Sync only approved Bills/ Vendor Credits” preference is selected, bills will not sync to Oracle NetSuite unless their Approval Status is Approved in Bill.com.
    • When bills sync to Oracle NetSuite with this enabled, their Oracle NetSuite approval status will not be changed.
    • Once a bill is approved in Bill.com and syncs to Oracle NetSuite, changes to the approval status will not sync.



 

Vendor Credits

General 

From Oracle NetSuite to Bill.com

From Bill.com to Oracle NetSuite
  • Customers coded in the Vendor Credit line items can be prevented from syncing to/from Oracle NetSuite.
  • If a vendor credit is partially applied or fully applied in Oracle NetSuite, it will not sync from Oracle NetSuite to Bill.com
  • If the currency for a vendor credit is not US dollars, it will not sync from Oracle NetSuite to Bill.com
  • Vendor credits in Oracle NetSuite can be classified both in the general section of the vendor credit, as well as the line items of the vendor credit.  Bill.com only supports classifications in the line items of a vendor credit.
    • When vendor credits sync from Bill.com to Oracle NetSuite, the general section of the vendor credit will use whatever is set as the Default Payables classification in the Bill.com Preferences record.
    • To make it easier to reclassify these records (as needed), you can create a department, location, and/or class called “Unclassified”, or “Uncoded”, or something similar, and set that as your Default Payables classification.  This will allow you to run a report to isolate the vendor credits that need to be reclassified.
    • Vendor credit application syncs along with the bill to which it has been applied.
  • If “Only Sync Approved Bills/Credits from Bill.com" is selected, vendor credits will not sync from Bill.com to Oracle NetSuite unless their Approval Status is Approved.
    • When vendor credits sync to Oracle NetSuite their status will automatically be set as:
      • “Approved” in Oracle NetSuite, if Oracle NetSuite approvals are turned off
      • "Pending Approval" if Oracle NetSuite approvals are turned on
    • Once a vendor credit is approved in Bill.com and syncs to Oracle NetSuite, changes to the approval status will not sync.
  • If Bill.com’s “Sync only approved Bills/ Vendor Credits” preference is selected, vendor credits will not sync to Oracle NetSuite unless their Approval Status is Approved in Bill.com.
    • When vendor credits sync to Oracle NetSuite with this enabled, their Oracle NetSuite approval status will not be changed.
    • Once a vendor credit is approved in Bill.com and syncs to Oracle NetSuite, changes to the approval status will not sync.
  • If you would like the sync to be able to apply vendor credits in Oracle NetSuite, when the period is closed, you will want to enable Non-GL Changes to the Accounting Period in Oracle NetSuite:
    • Setup > Accounting > Manage Accounting Periods
      Click on the period in which the vendor credit is dated in order to edit the base period
      Ensure "Allow Non-G/L Changes" is checked on as true



 

Bill Payments

General

From Oracle NetSuite to Bill.com

From Bill.com to Oracle NetSuite
  • If a bill is paid outside of Bill.com, you should mark it as paid in Bill.com and allow that payment record to sync into Oracle NetSuite.
    • Recording the payment in Oracle NetSuite first will cause sync errors.
  • Payments made in Bill.com can be edited in Oracle NetSuite.
  • All users, regardless of their assigned role, have access to the View in Bill.com button in Oracle NetSuite
  • Bill Payments do not sync from Oracle NetSuite into Bill.com.
  • Bill.com does not support departments, locations, and/or classes on bill payments.
  • When a payment is voided in Bill.com, the void will sync to Oracle NetSuite.
  • When bill payments sync from Bill.com to Oracle NetSuite, they will use whatever is set as the Default Payables classification in the Bill.com Preferences record.
  • To make it easier to reclassify these records (as needed), you can create a department, location, and/or class called “Unclassified”, or “Uncoded”, or something similar, and set that as your Default Payables classification.  This will allow you to run a report to isolate the bill payments that need to be reclassified.
  • A payment made in Bill.com can ONLY be voided in Bill.com
  • Supported Payment Methods: 
    • Bank Account
    • Checks
    • Vendor Credits




 

Purchase Orders

General
  • The purchase order record does not exist in Bill.com, and therefore cannot be viewed there.
    • When you create a bill from a purchase order in Oracle NetSuite, that bill will sync into Bill.com, with the Purchase Order number as a read-only field.  You can then pay that bill in Bill.com.
    • Do not edit the line items for these bills in Bill.com; doing so will unlink the bill from its purchase order in Oracle NetSuite. The Description field for the line item in Bill.com will indicate if the bill is connected to a purchase order in Oracle NetSuite.
  • The field PO Number on bills in Bill.com will populate with the bill's Oracle NetSuite Purchase Order number. Once a bill is connected via PO number, the bill should ONLY be edited in Oracle NetSuite, or errors will occur. 
    • Ex: Description: Linked to Oracle NetSuite Record - do not change account, item, or classifications.
    • This information is also available on a line item basis. 



 

AP Funds Transfers

From Bill.com to Oracle NetSuite
  • AP funds transfers sync to Oracle NetSuite as journal entries.
  • Bill.com does not support departments, locations, and/or classes on AP funds transfers.
    • When AP funds transfers sync from Bill.com to Oracle NetSuite, they will use whatever is set as the Default Payables classification in the Bill.com Preferences record.
    • To make it easier to reclassify these records (as needed), you can create a department, location, and/or class called “Unclassified”, or “Uncoded”, or something similar, and set that as your Default Payables classification.  This will allow you to run a report to isolate the AP funds transfers that need to be reclassified.



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