When you connect your Payhawk account to Oracle NetSuite, Payhawk pulls your Oracle NetSuite classes and locations as Payhawk custom fields. You can also export your Oracle NetSuite custom segments, custom records, transaction line fields, and transaction body fields as Payhawk custom fields.
Required settings for Oracle NetSuite custom fields
To allow Payhawk to pull your Oracle NetSuite custom segments, custom records, transaction line fields, and transaction body fields as Payhawk custom fields, you need to apply specific settings to these fields in the ERP system.
Custom segments
To allow Payhawk to pull your custom segments, make sure you have defined the following settings in the ERP:
Provide a name (LABEL) for the custom segment, for example, Pizza Shop.
The values of the custom segment have to be defined as a simple list.
The custom segment must be applied to Purchase transactions, Expense report, Journal entry, and Vendor payment.
Custom records
To allow Payhawk to pull your custom records, make sure you have defined the following settings in the ERP:
Define a Custom Column or a Custom Segment that will use the custom record.
Make sure that the custom record is applied to the transaction form (ideally, the default form).
Payhawk will check if the custom record applies to the form. If so, the custom record will be displayed as a custom field in Payhawk. If not, the system will not be able to fetch it.
Transaction line fields
Payhawk will pull your transaction line fields of TYPE List/Record, Date, or Free-form text.
For fields of TYPE List/Record, make sure you have defined the following settings in the ERP:
For the custom record, provide a name (LABEL), for example, Onboarding Buddy. Employees are available as a source without the need for custom record creation.
Provide a line item field, for example, Jane Doe.
The values of the custom record have to be defined as List/Record TYPE.
The transaction line field must be applied to a Journal, Expense, or Expense report and also applied to the forms you will be using.
Transaction body fields
Payhawk will pull your transaction body fields of TYPE List/Record, Date, or Free-form text.
For fields of TYPE List/Record make sure you have defined the following settings in the ERP:
For the custom record, provide a name (LABEL), for example, Onboarding Buddy. Employees are available as a source without the need of custom record creation)
Provide a body field, for example, Jane Doe.
The values of the custom record have to be defined as List/Record TYPE.
The transaction body field must be applied to a Journal, Expense, or Expense report and also applied to the forms you will be using.
Updating classes from Oracle NetSuite
If you update your Oracle NetSuite classes after the connection between the two systems has been established, you have to manually update that data in Payhawk.
To manually update your classes in Payhawk:
In the Payhawk web portal, go to Settings > Expense fields.
Go to Tracking categories from NetSuite and click on Class.
Click on Update from NetSuite.
Updating custom fields from Oracle NetSuite
To sync Oracle NetSuite custom segments, custom records, and transaction line fields as Payhawk custom fields:
In Oracle NetSuite, create a custom column or segment that uses a custom record for its List/Record source.
Add this segment or column to any transaction form:
Vendor bill
Vendor credit
Expense report
Journal entry
Vendor payment
Trigger manual sync on the Payhawk side.
As a result, the custom record is now visible in the Payhawk list of tracking categories, and the custom record value is synced to the respective object such as a bill or expense report.
Updating custom fields from Oracle NetSuite in bulk
To sync Oracle NetSuite custom segments, records, and transaction line and body fields with Payhawk tracking categories, trigger a manual sync in Payhawk. This will make the custom fields visible in Payhawk's list of tracking categories and will sync custom record values to the corresponding objects, such as bills or expense reports.