When exporting expenses from Payhawk to Oracle NetSuite, the exported expense data includes the document date (bill or journal Date in Oracle NetSuite).
By default, if the document date and the service period chosen in Payhawk are in different months, when trying to export in NetSuite, an error message will show up and the export will fail.
However, you can export both document date and service period when they are in different months by enabling the Allow transaction date outside the posting period setting in NetSuite under the Accounting preferences setup.
When Allow transaction date outside the posting period setting is enabled and the service period in Payhawk falls into a closed posting period in Oracle NetSuite, Payhawk will set the Default Posting period as Current period or First open period based on the setting under Accounting preferences setup.
For example, assume that today is 17 November 2023, you have an invoice from 15 September 2023 (Document date), and you set a Service period date of 15 October 2023 in Payhawk.
Based on the configuration you have set in Oracle NetSuite, you will have the following scenarios:
Scenario 1.
If ALLOW TRANSACTION DATE OUTSIDE OF POSTING PERIOD is set to DISALLOW, the export will fail with an error message in Payhawk.
Scenario 2.
If ALLOW TRANSACTION DATE OUTSIDE OF POSTING PERIOD is set to ALLOW:
If the Posting (Service) period set to October in NetSuite is open, the Document date is 15 September 2023 and the Posting period is October 2023.
If the Posting (Service) period set to October in NetSuite is closed, then Payhawk will read the DEFAULT POSTING PERIOD WHEN TRANSACTION DATE IN CLOSED PERIOD setting as it follows:
If Current Period:
If the current period is open: the Document date is 15 September and the Posting (Service) period is the current month (November).If the current period is closed: The export will fail.
If First Open Period:
If November is open: the Document date is 15 September and the Posting (Service) period is November.
If November is closed: the Document date is 15 September and the Posting (Service) period is December (if it's the first open).
As the service period for payments cannot be selected, Payhawk applies the definitions described above:
Payhawk will use the Settlement date as the Bill payment (payment date) in NetSuite and for the posting period of the payment Payhawk will use the Service period from the expense by using the described logic for defining the posting period.
However, if the payment's settlement comes after the expense's posting period, Payhawk will use the settlement date for both the Bill payment date and Posting period.