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NetSuite Sync Setup Guide

This guide will walk you through setting up the sync between NetSuite and Bill.com. For more information on how the sync works (which objects sync, known limitations, and best practices), check out the following article: 

NetSuite Sync - Best Practices and Additional Information

 

Table of Contents

  1. Introduction
  2. Sync Setup
  3. Conclusion

 

1. Introduction

 

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

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

Record Types and Known Limitations

 

Record Type

NetSuite to Bill.com

Bill.com to NetSuite

Known Limitations

General

Vendors

Yes

Yes

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

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

Customers

Yes

Yes

Customers with Access enabled in 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 NetSuite use the subtype: For Resale.

- Sales Tax Items are not supported.

Jobs

No

No

- Jobs do not sync to/from NetSuite.

Custom fields No No

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

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

 

Currency

USA only

USA only

- Multi-currency is not supported.

Payment Terms

No

No

- Payment Terms do not sync to/from NetSuite.

Attachments

Yes

No

- Attachments sync from NetSuite to Bill.com.

- Attachments do not sync from Bill.com to NetSuite.

Partners

No

No 

- Partners do not sync to/from NetSuite.

Payables

Bills

Unpaid bills only *

Yes

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


* You can disable import of unpaid bills from 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 NetSuite to Bill.com.

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

- If you would like the sync to be able to apply Vendor Credits in NetSuite, when the period is closed, you will want to enable Non-GL Changes to the Accounting Period in 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 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 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 NetSuite do not sync to Bill.com.

- Payments synced from Bill.com to 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 NetSuite.

- Bills created from POs from 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 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 NetSuite

Receivables

Transactions

No

No

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

 IMPORTANT: Without bundle 3.0.3.c or newer, for list objects (Customers, Chart of Accounts, Departments, Locations, Classes, Items), certain hierarchies are not supported. Please refer to NetSuite Sync: Hierarchies Best Practices for more details. 

2. Sync Setup


The setup process will take at least 90-120 minutes, more if you’re syncing multiple subsidiaries.  There will be periods of down-time while you’re waiting for the bundle to install, or for records to sync into Bill.com, which happens at the end of each section.  While we recommend that you complete the setup in one sitting, it’s okay to take a break at the end of a given section. To get started, you will need:

  • A brand new Bill.com account with a verified bank account (bank account not mandatory).
  • Administrator access to the NetSuite account
  • Administrator or Accountant access to the Bill.com account
  • Access to the bundle in NetSuite. Contact Bill.com Customer Support to get access; you will need to provide your NetSuite Account ID.
  • Your NetSuite Account ID
    • To find this in NetSuite, hover over Setup > Integration and click Web Services Preferences.  Account ID is displayed on the top left. 
    • Write this value down (it will be used several times during set up)
  • Ensure the following settings are made within the NetSuite account: 
    1. Go to Setup > Company > Click Enable featuresSuiteCloud
    2. Make sure all options under SuiteBuilder are enabled, and under SuiteScript, enable the following options: Client SuiteScript, Server SuiteScript, and SuiteFlow.

Install the bundle in NetSuite

You only need to install the bundle once per NetSuite Account. 

  1. In NetSuite, hover over Customization > SuiteBundler and click Search & Install Bundles. Do not click “List.”
  2. Type “Bill.com” into the Keywords field and search.
  3. Click on Bill.com Sync for NetSuite (Bundle ID 42594)
  4. Click Install
  5. Read through the Bill.com SuiteBundle Terms, and click I Agree to continue.
  6. Click Install. Do not change any of the Preference dropdowns.
  7. Click Refresh, or refresh your browser, to update the installation’s progress.
  8. Once the bundle is fully installed, move onto the next section.

 

The following 3 sections need to be performed once per Bill.com account / NetSuite subsidiary pair.  You’ll need your NetSuite Account ID, as well as the Subsidiary ID for each subsidiary that will be syncing.  To find your Subsidiary ID:

  1. In NetSuite, hover over Setup > Company under Classifications > Subsidiaries
  2. Click View for the subsidiary that will sync with this Bill.com account.
  3. Locate the Internal ID - this is your NetSuite Subsidiary ID.
    • If you cannot find the Internal ID field, look at the URL for the page in your browser -- it will contain “id=” followed by a number.  That number is the NetSuite Subsidiary ID.

Connect your sync

This section needs to be performed once per Bill.com account / NetSuite subsidiary pair.  You will need your NetSuite Account ID and Subsidiary ID; to find your Subsidiary ID, see above.

  1. In Bill.com, hover over the gear icon  at the top right and click Settings.  In the Accounting section, click Preferences.
  2. In the Accounting Preferences page, click the edit icon  on the right.
  3. In the Accounting Preferences Edit page, set your Accounting Preferences as follows: (Do not make additional changes unless instructed by Bill.com Support)
    • Do not enable a classification that you are not using
    • Do not enable Jobs - the sync does not support payables with Jobs.
    • If you are using Departments, Locations, Classes, Customers, and/or Items on your payables, choose Yes for that classification.
    • If your Vendor IDs and Customer IDs are automatically generated with a particular naming scheme in NetSuite, click the dropdown for Vendor Sequence ID and select Use auto-numbering.
  4. Click Save to save your Accounting Preferences.
  5. In Bill.com, hover over the gear icon  and click Settings.
  6. Under Sync, click Setup.
  7. Click Connect.
  8. Click Continue.
  9. On the Sync Login page, enter the following:
    • Email: Enter the email address that a NetSuite Administrator uses to log into NetSuite.
    • Password: Enter the password for that NetSuite Administrator to log into NetSuite.
    • Account ID: Enter the Account ID of the NetSuite account.
    • Subsidiary ID: If you’re using OneWorld, enter the Internal ID of the Subsidiary that this Bill.com account will sync with. If it is not a OneWorld account, leave this field blank.
  10. Click Save to perform the first sync.  This will sync your Vendors and Chart of Accounts.  The sync can take some time depending on how many records are syncing - if you’ve got more than 1,000 Vendors and/or Accounts you can take a break while it’s running.
  11. Once the sync is complete, click Okay, and set your Sync Preferences in Bill.com.
    • Do not select the "Sync only approved bills and vendor credits" setting, this is set up in Bill.com Preferences within NetSuite
  12. Review your Bill.com Sync Preferences.  If you have questions regarding a particular setting, hover over the blue ‘?’ icon for more information.

 

Sync your classifications

This section needs to be performed once per Bill.com account / NetSuite subsidiary pair.  You will need your NetSuite Account ID and Subsidiary ID; to find your Subsidiary ID, see above.

 

  1. In NetSuite, hover over Customization > Lists, Records, & Fields, and click Record Types.
  2. Find the record called Bill.com Preferences.  Click the List link for that row, which will be on the right side of the page. 
  3. In the Bill.com Preferences List page, find the Bill.com Preferences record for the subsidiary whose sync you’re setting up and click the Edit link for that record.
  4. In the Bill.com Preferences Edit page, go through each of the following steps (Do not make additional changes unless instructed to do so by Bill.com Customer Support):
    • In the "Record Types to Sync" section: if you are using customers, items, locations, departments, and/or classes in your AP transactions, check the box for that particular classification.  This will allow that record type to sync for use on your transactions in Bill.com.
      • Do not enable the sync for a classification if you do not use it on your AP transactions.  This can increase the amount of time your sync takes, as well as cause unnecessary sync errors.
    • In the Configuration section: check the Lists Preferences Set Up Complete checkbox. (This allows you to set up additional preferences later and cannot be skipped) 
    • In the Lists Subtab:
    • In the Item Subtypes section: if you will be syncing Items for use on your payables, but do not want a particular item subtype to appear in Bill.com, check the box for that item subtype.  This will prevent items with that subtype from syncing into Bill.com.
  5. Click Save to save the Bill.com Preferences record with these settings.
  6. Return to Settings in Bill.com.  In the Sync section, click Sync Now.  This will sync any additional classifications you are using.
  7. Once the sync has completed, address any errors that were encountered.  Do not continue until your errors have been addresse unless otherwise advised by Bill.com Support.

Sync your transactions

This section needs to be performed once per Bill.com account / NetSuite subsidiary pair.  You will need your NetSuite Account ID and Subsidiary ID; to find your Subsidiary ID, see above.

  1. In NetSuite, hover over Customization > Lists, Records, & Fields
  2. Click Record Types
  3. Find the record called Bill.com Preferences.  
  4. Click the List link for that row, which should be on the right side of the page. 
  5. In the Bill.com Preferences List page, find the Bill.com Preferences record for the subsidiary whose sync you’re setting up and click the Edit link for that record.
  6. In the Bill.com Preferences Edit page, go through each of the following steps: (Do not make additional changes unless instructed by Bill.com Support)
    • Records to Sync
      • Note: this field is NOT editable once set
      • Bills, Vendor Credits, Payments, and Funds Transfers will adhere to the following Start Date logic: 

        Entity

        Date used for Start Date: 
        Bill

        Invoice Date

        Vendor Credit

        Credit Date

        Sent Pay/Payment

        Process Date

        Funds Transfer

        Process Date

      • Payables Sync Start Date: set this to the starting date of your most recent open period
      • Bypass Start Date for Unpaid Bills/Unapplied Credits: Enables bills with invoice dates prior to the sync start date to sync from NetSuite to Bill.com
      • Ignore Customers in Bills/Credits: Prevents Customers selected on bill/credits from syncing to Bill.com. Customer selection will be preserved in NetSuite but will not be visible on the bill/credit in Bill.com.
      • Don't Sync Unpaid Bills / Unapplied Credits from NetSuite: prevents bills and vendor credits to sync from NetSuite to Bill.com. Bills and credits will only sync from Bill.com to NetSuite.
      • Sync payments made in NetSuite: this setting is not active (do not select)
      • Enable document sync from NetSuite: Enables attachments associated to Bills to sync from NetSuite to Bill.com. (Attachments will not sync from Bill.com to NetSuite)
    • Sync Only Approved 
      • Only Sync Approved Bills/Credits from Bill.com: If using approvals in Bill.com, prevents syncing of bills/vendor credits from Bill.com to NetSuite until they are fully approved 
      • Only Sync Approved Bills from NetSuite: If using approvals in NetSuite, prevents syncing of bills from NetSuite to Bill.com until they are fully approved 
    • Default Classifications 
      • If you are using Classes, Locations, and/or Departments on your Payables, choose a default for that classification.
    • Configuration 
      • Select the Transactions Preferences Set Up Complete checkbox. (This checkbox allows transactions to sync and cannot be skipped). 
    • Transactions Subtab
    • Miscellaneous Subtab
      • Example: assume the browser’s current URL is “https://system.na1.netsuite.com/app/common/custom/custrecordentry.nl?rectype=650”.  Once it has been pasted, everything after the “.com” is deleted.  The field now reads: “https://system.na1.netsuite.com”. 
      • In your browser, copy your browser’s current URL and paste it into the NetSuite Domain field.
      • After pasting it into the NetSuite Domain field, delete everything in the URL that appears after the “.com”
  7. Click Save to save the Bill.com Preferences record with these settings.
  8. In Bill.com, hover over the gear icon and click Settings.  
  9. Under Sync, click Sync Now; this will sync your transactions.
  10. Once the sync has completed, address any errors.  Once they are addressed, you are finished!

 

 

3. Conclusion

 

Congratulations! You have finished setting up the sync between Bill.com and NetSuite.

 

 

 

 

 

 

 

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