Overview of shared data with Oracle NetSuite

Learn what data is pulled and pushed between Payhawk and Oracle NetSuite.

Nikolay Pohlupkov avatar
Written by Nikolay Pohlupkov
Updated over a week ago

The direct integration between Payhawk and Oracle NetSuite allows you to have full control over the data exchanged between the two systems.

Payhawk performs data synchronization when connected to Oracle NetSuite for the first time. Optionally, Payhawk administrators can trigger the data sync on demand.

The integration creates or maps a bank account for each active currency in Payhawk. You will also specify the starting date of the balances that you would like to synchronize between Payhawk and Oracle NetSuite.

Master data and custom fields

The following diagram shows the maser data and custom fields that are automatically synced between the systems.

Reviewed expenses and settled payments

The following diagram shows the exchanged data regarding reviewed expenses and settled payments between the Payhawk and Oracle NetSuite systems.

Pushing payments to Oracle NetSuite

For accounting reasons, Payhawk exports only settled transactions. This means that if a payment has been authorized, but not settled yet, Payhawk will not export it to Oracle NetSuite.

Once a transaction is settled by the bank, its settlement date and amount will be automatically exported to the Payhawk bank account in Oracle NetSuite as a bank statement line, which includes card transactions and bank transfers.

For more information on Payhawk-Oracle NetSuite accounts integration, see the article about syncing accounts with Oracle NetSuite.

Pushing deposits to Oracle NetSuite

By default, once a deposit has been received, Payhawk automatically pushes the deposit transaction as a deposit transaction in Oracle NetSuite.

Sometimes the automatic export of deposits is not desired due to required pre-defined settings. In such cases, contact Payhawk to disable the automatic deposit export feature.

Pushing expenses to Oracle NetSuite

Once an expense is marked as reviewed with the Mark as reviewed option, Payhawk will push that expense to Oracle NetSuite.

These conventions will apply to the following specific expenses:

  • Card expenses will be exported as Vendor Bills.

  • Cash expenses will be exported as Vendor Bills.

  • Supplier bank expenses will be exported as Vendor Bills.

  • Refunds can be exported to Oracle NetSuite as Bill Credits.

    Imported Bill Credits are not applied to the Vendor Bills.

During the connection between Payhawk and Oracle NetSuite, you can choose whether to export Reimbursable expenses as Vendor Bills or as Expense Reports. This configuration will apply for all reimbursement, mileage, and per diem expenses.

  • If you opt for exporting reimbursements as vendor bills, Payhawk will create the employee as a supplier and use this supplier for all reimbursable expenses.

  • If you opt for exporting reimbursements as expense reports, during the export Payhawk will search through the employee records in Oracle NetSuite for an employee with the same external ID.

    • If the employee doesn't have an external ID in Payhawk, Payhawk will search in Oracle NetSuite based on email and employee name.

    • If the employee cannot be found or matched, you will get an error message.

Linking invoices to payments

When a purchase invoice is posted and if the expense has been paid through Payhawk, Payhawk will automatically create and link a payment journal entry.

Exported data fields to Oracle NetSuite

Payhawk exports the following data fields to the Oracle NetSuite system:

  • Supplier - If the supplier does not exist yet in the Oracle NetSuite, Payhawk will notify the user that this may be a new supplier and will display the option to create it from Payhawk or, if the user role is Employee, to request so from an Administrator role.

  • Category - Mapped to the Oracle NetSuite chart of accounts.

  • Document number

  • Document date

  • Service period (Posting period in Oracle NetSuite) - By default, once a Payhawk administrator changes the Service period date in Payhawk, it will overwrite the Document date of the expense posted in the ERP system unless the Allow transaction date outside the posting period option in Oracle NetSuite has been enabled.

  • Due date - For all bank expenses, Payhawk exports the due date. If no due date has been entered, Payhawk uses the expense date as a due date.

  • Note - The cardholder's explanatory note for the expense is shown in the Memo field of the expense in Oracle NetSuite.

  • Document image

  • Amount - The total amount minus the tax rate for the expense.

  • Currency

  • VAT Rate - The tax rate provided by Oracle NetSuite.

  • Classifications - Payhawk imports Oracle NetSuite classifications and allows you to use them as expense fields.

  • Fees - When there is a fee to the transaction, that fee will create a separate payment journal entry in the dedicated account during the connection to the ERP system.

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