Set up the NetSuite integration

Overview

The integration supports the following:

• Export of card expenses, reimbursements & invoices 
• Vendor-based bookkeeping
• Multi-entities
• Tags, Categories and Tax codes
• Customer Description

Preparation

Create the following accounts in NetSuite

• Pleo Bank Account - to track transactions made with Pleo Cards and Pleo Account.
  Type: Bank Account 
• Pleo out-of-pocket Account - to track any out-of-pocket expenses or reimbursements made by employees
  Type: Other Current Liability
• Pleo External Reimbursement Account - to track any reimbursements made outside of Pleo's direct reimbursement functionality
  Type: Other Current Liability

To create the accounts

1. In Netsuite, access the Set up page
2. Click on Accounting
3. Select Chart of Accounts
4. Click New

Connection

1. In Pleo, navigate to Settings
2. Click Accounting 
3. Search for NetSuite 
4. In the NetSuite app, click Connect 
5. Authorise Pleo and NetSuite for the transfer of data
6. Update Script deployments in NetSuite
   1. Access Customisation 
   2. Click Scripting and Scriptdeployments
   3. Add a Scheduledfilter for the deployment Type
   4. Make the following edits for the Pleo - Scheduled checks and Pleo - Receipt Schedule scripts:
      • Set PRIORITY to High
      • Change STARTTIME to 12:00 AM
      • Ensure REPEAT is set to Every 15 min
      • Save

Configuration

Accounting configuration

1. In Netsuite, go to Transactions
2. Select Pleo 
3. Access Dashboard 
4. Click on the edit pencil 
5. Connect the accounts

Tax codes

You can apply VAT in Pleo by creating a tax code and attaching it to a specific category.

1. In Netsuite, go to Transactions
2. Select Pleo 
3. Access Dashboard 
4. Click on Data Mapping Information
5. Select Tax Codes
6. In Pleo, go to Settings 
7. Click Accounting 
8. Select Setup 
9. Under Tax codes, map the NetSuite Internal ID to Code
   
10. In the tax code table, add all the VAT rates

Categories

1. In Netsuite, go to Transactions
2. Select Pleo 
3. Access Dashboard 
4. Navigate to Advanced Options 
5. Click Sync Chart of Accounts
6. Wait 15 minutes for the chart of accounts to be synced 
7. In Pleo, go to Settings 
8. Click Accounting 
9. Select Categories 
10. Create categories 
11. For every category:
    • Map NetSuite Internal ID to Account
    • Select a tax code from the dropdown

Good to know: Chart of accounts will synced once a day.

Tags and Tag groups 

1. In Netsuite, go to Transactions
2. Select Pleo 
3. Access Tag Management
4. Decide if you want the tags to be populated on Netsuite’s Transaction Body fields or Transaction Line fields (see below)
5. Under Transaction Body or Line fields, select the Dimensions
6. Click Create tag group and Update
7. Wait 15 minutes for the tag group to be created in Pleo and the tags to be synced

Advanced options

• Upload receipts
• Bypass transaction date
• Scheduled export run
• Populate tax code
• Customise Memo
• Passing Employee information
• Vendor tagging

Upload receipts

1. In Netsuite, access Documents
2. Under Files, select Files Cabinet
3. Under Pleo, click Receipts
   
4. Under the subtab Pleo within a Journal Entry, click Download External Pleo Document
   Note: If you decide not to upload your receipts to NetSuite, your receipts will have a URL to the expense on Pleo

Bypass transaction date

Import transactions from Pleo where the original transaction date is within a closed accounting period.

1. In Netsuite, check the box Bypass transaction date
2. Access the Setup page
3. Select Accounting 
4. Click Set Up Accounting
   • Set Default posting period when transaction date is in a closed period to: Current Period or First Open Period
   • Set Allow transaction outsideof posting period to: Allow or Warn

Schedule export run

After you trigger an export, Suiteapp will process the information every 15 minutes, or according to the timeframe set in the configuration.

Populate tax code

Check the populate tax code to populate the tax code on the same journal line instead of a separate journal line.

Add customise Memo

1. In NetSuite, go to Transactions
2. Select Pleo
3. Select Customise Memo
4. Pick a Subsidiary and field(s) to add to the Memo

Passing Employee information

To automatically populate the employee name in NetSuite, make sure the Employee Code in Pleo matches the Employee’s Internal ID in NetSuite. 

• To find the Employee's Internal ID in NetSuite:
  1. In NetSuite, go to Lists
  2. Select Employees and click Employees 
  3. Click Customize view
  4. Add Internal ID to the overview
  5. Click Save
• Add Employee code in Pleo
  1. In Pleo, navigate to People
  2. Select the Employee you want to add the employee code for
  3. Click Edit next to Employee code
  4. Enter the Internal ID from NetSuite

Vendor tagging

• Admins can choose the bookkeeping method (Journal or Accounts Payable) for card expenses
• Select a vendor for each card expense and invoice
• Vendors are synced from NetSuite into Pleo
• New vendors can be created from Pleo into NetSuite

Turn on Sync Vendors

1. In NetSuite, go to Transaction 
2. Select Pleo
3. Access Advanced Configurations
4. Turn on Sync Vendors

Activate Vendor Tagging

1. In Pleo, go to Settings
2. Access Accounting 
3. Click Activate Vendor Tagging
4. Select a default vendor from the list
   Note: This vendor will be used automatically if no specific vendor is selected for an expense or invoice

Select a relevant vendor

1. On Pleo, access an expense detail
2. Select Bookkeeping Method
3. Select a vendor 

Export an expense

After setting up the integration, it's important to export an expense to see if the integration is configured correctly.