Our direct integration with NetSuite allows us to have full control over the data exchanged between Payhawk and NetSuite. If you haven't connected your NetSuite subsidiary to Payhawk, you can follow this guide.

Here's a diagram of all the data that NetSuite and Payhawk are sharing.

Transactions automatically exported to NetSuite

For accounting reasons, we export only settled transactions. Hence, if the payment has been authorized but not settled, we will not export it. Once a transaction is settled, its settlement date and the amount will be automatically exported to the Payhawk bank account in NetSuite as a bank line item. This includes:

  • Card transactions

  • Bank transfers

Types of expenses exported to NetSuite

Whem you Mark as reviewed an expense this will push the expense to NetSuite.

  • Card expenses are exported as Vendor Bills

  • Cash expenses are exported as Vendor Bills.

  • Reimbursable expenses can be exported either as Vendor Bills or as Expense Reports

  • Supplier bank expenses are exported as Vendor Bills.

Payhawk data fields that are exported to NetSuite

  • Supplier - if the vendors not in NetSuite, Payhawk creates a new vendor automatically

  • Category - mapped to the NetSuite chart of accounts.

  • Document number

  • Document date

  • Due date - for all bank expenses Payhawk exports the due date. If there is no due date entered, the date of the expense is used as due date.

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

  • Document image

  • Amount - this is the total minus the tax rate for the expense.

  • Currency

  • VAT Rate - the tax rate provided from NetSuite.

  • Classifications - Payhawk imports NetSuite classifications and let's use them as expense fields

  • Fees are applied as journal entries.

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