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, and transaction line fields as Payhawk custom fields.
Required settings for Oracle NetSuite custom fields
To allow Payhawk to pull your Oracle NetSuite custom segments, custom records, and transaction line 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.
Provide an entity field for the custom segment, for example, Dominos.
The values of the custom segment have to be defined as a simple list.
The custom segment must be applied to Purchase transactions or Expense report.
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
To allow Payhawk to pull your transaction line fields, make sure you have defined the following settings in the ERP:
Provide a name (LABEL) for the custom record, for example, Onboarding Buddy.
Provide a line item field, for example, Jane Doe.
The values of the custom record have to be defined as a List/Record TYPE.
As Payhawk currently supports only employees as a source, define the LIST/RECORD value to an employee.
The custom segment must be applied to an Expense or Expense report.
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.