SimplePay

Integration with NetSuite

Overview: This guide completes the following steps:

NetSuite Setup

Token Based Authentication [TBA]
Basic Authentication

Multiple Wage Accounts
Export Settings:

Journal Entry
Paycheck Journal

Export and View Data
Business Payments
Single SignOn

NetSuite Setup [Token Based Authentication -TBA]

[Recommended and mandatory for 2 Factor Authentication]

1. Login to SimplePay
2. Go to Add-Ons > NetSuite > Setup

3. Select Token Based from Authentication Mode options

4. Enter your NetSuite Token ID, Token Secret, Consumer Key and Consumer Secret.

[Updating NetSuite Authentication Method to Token-Based]

5. Enter Account Number

a. For NetSuite OneWorld you can find account number in your NetSuite OneWorld account here:

I. Setup > Custom > NC Product Registration

b. For standard NetSuite you can find account number here:

I. Setup > Integration > Web Services Preferences

6. Select Account type (NetSuite / NetSuite OneWorld)

7. If NetSuite OneWorld Account is selected, Subsidiary selection is mandatory.

NetSuite Setup [Basic Authentication]

This method only works if NetSuite 2 factor auth is not enabled

1. Login to SimplePay

2. Go to Add-Ons > NetSuite > Setup

3. Select Basic from Authentication Mode options
4. Enter your NetSuite Login information
5. Enter Account Number

1. For NetSuite OneWorld find account number here:

1. Setup > Custom > NC Product Registration

2. For standard NetSuite find account number here:

1. Setup > Integration > Web Services Preferences
6. Select Account type (NetSuite / NetSuite OneWorld)

7. If NetSuite OneWorld selected. Subsidiary selection is required.

Payroll export options

1. Payroll can be exported from SimplePay to NetSuite as:

a. Journal Entry

I. A separate journal for each employee

II. Journal entry grouped by Team for each pay period

III. Journal entry grouped by Department for each pay period

IV. A separate journal for each pay period

b. Paycheck Journal

I. A separate journal for each employee

II. Paycheck Journal feature cannot be selected for Non-Canadian Subsidiaries in NetSuite One World account

2. Set Export Type from Add-Ons>Accounting>NetSuite> Account Settings

Export as Journal Entry

1. In Account Settings, select Export Payroll as Journal Entry

2. Chart of Accounts will be populated from NetSuite. Every SimplePay expense and liability will be mapped to a chart of
accounts imported from NetSuite in drop lists.

a. Accounts which have currency other than CAD will be disabled and cannot be selected

3. Create Chart of Accounts in NetSuite

b. Chart of Accounts can be created in NetSuite from:

I. Setup > Accounting > Chart of Accounts

Multiple Wage Accounts setup

If employees are managed in multiple Wage Accounts in NetSuite, they can be mapped in SimplePay NetSuite>Account

Settings [for both Journal Entry and Paycheck Journal].

1. for Journal Entry, Multiple Wage Account option is available for all Expense and Liabilities.

2. for Paycheck Journal, Multiple Wage Account option is available only for Payroll Liability [Net Pay].

3. Select Multiple Wage Account option and Save

4. After Save, Manage Wage Accounts menu will appear

5. Load Multiple Wage Accounts screen to assign accounts to employees

a. Select Wage Account Type
b. Select Posting Account
c. Click Load
d. Select Employee(s). One or more employees can be selected for a single posting account.
e. Select Class, Location and Department if required, you can also manage employees in one Wage Account with different Classes, Locations and Departments or vice versa
f. Click Add
g. Employees will be moved to the Assigned Employees panel for selected Posting Account.

6. List is also available to view employees in different accounts. Click View to see details

7. Click Remove to delete employees assignments.

Export as Paycheck Journal

1. Set export to Paycheck Journal in SimplePay

a. Go to NetSuite>Account Settings. Set Export Payroll = Paycheck Journal

2. Dropdowns will be populated with payroll Items created in NetSuite

3. Enable Paycheck Journal in NetSuite

a. Login to your NetSuite account

b. Go to Setup>Company>Enable Features
c. Click on Employees Tab
d. Select Paycheck Journal checkbox and click Save to enable Paycheck Journal in NetSuite

4. Create Payroll Items in NetSuite

a. Once Paycheck Journal feature is enabled in NetSuite , you can create payroll items
b. Go to List>Employees>Payroll Items>New to create payroll items
c. These payroll items will be available in SimplePay for mapping in AddOns>NetSuite>Account Settings screen.
5. Payroll Items / Accounts Synchronization

a. After NetSuite has been connected with SimplePay, Payroll Items and Accounts can be synchronized
b. Go to Add-Ons>NetSuite>Account Settings
c. All Payroll Items / Chart of Accounts NetSuite will be available in drop downs. Set Payroll Items / Chart of Accounts for all Expenses & Liabilities and click Save.

6. Export employees from SimplePay to NetSuite

a. Go to Add-Ons>NetSuite>Export Data
b. Click Export Employees
c. All employees in SimplePay will be exported to NetSuite. SimplePay also shows number of employees not exported
d. Employee information exported to NetSuite:

I.    Last Name
II.    First Name
III.    Phone
IV.    External Id
V.    Email
VI.    Middle Name
VII.    Mobile Phone
VIII.    Subsidiary
IX.    Labor Cost
X. Birth Date
XI. Hire Date
XII. Release date
XIII. Title
XIV. Social Insurance Number
XV  Address Book

·         Address1
·         City
·         Phone
·         State
·         Zip
XVI. Department

·         Name
·         Subsidiary
e.    You can view exported employees in NetSuite from List > Employees

7. Import employees from NetSuite to SimplePay

a. To import employee from NetSuite, click Import Employees button

b. The Employee information imported from NetSuite:

I.    Internal Id
II.    Email
III.    First Name
IV.    Last Name
V.    Middle Name
VI.    Address Book

·         Address1
·         Address2
·         City
·         Phone
·         State
·         Zip

VII.    Mobile Phone
VIII.    Birth Date
IX.    Hire Date
X. Release Date
XI. Department Name
XII. Title
XIII. Social Insurance Number

c. SimplePay also shows number of employees not imported from NetSuite

d.    Select employee(s) using check box, which are to be imported in SimplePay
e.    Update the information retrieved from NetSuitebefore saving in SimplePay
f.    IMPORTANT for employee import/export
For the 2 apps to work together, employees must be created in 1 app and exported to the other. DO NOT create
the same employees in both apps.

8. Synchronize employees after import / export

a. Employees updated in NetSuite

I. SimplePay provides an option to synchronize employees which have been updated in NetSuite.
II. Employees for which data has been updated in NetSuite will be listed under Synchronize
Employees panel.

III. Clicking Synchronize Employees will update employee data in SimplePay.
IV. Following fields are updated from NetSuite to SimplePay:
NetSuite SimplePay
Internal Id Custom Id
First Name Given Name
Last Name Last Name
Middle Name Middle Initials
Address 1 + Address 2 Address
City City
State Province
Zip Post Code
Phone Phone (Res)
Mobile Phone Phone (Cell)
Job Title Job (Created new if not present)
Department > Name Department (Created new if not present)
Email Email

NetSuite	SimplePay
Internal Id	Custom Id
First Name	Given Name
Last Name	Last Name
Middle Name	Middle Initials
Address 1 + Address 2	Address
City	City
State	Province
Zip	Post Code
Phone	Phone (Res)
Mobile Phone	Phone (Cell)
Job Title	Job (Created new if not present)
Department > Name	Department (Created new if not present)
Email	Email

b. Employees Updated in SimplePay

I. After exported / imported, if any employee information is changed in SimplePay, employees will be
automatically updated in NetSuite.
II. Following fields are updated on user request from SimplePay to NetSuite: [missing?]
SimplePay NetSuite
Custom Id Internal Id
Given Name First Name
Last Name Last Name
Middle Initials Middle Initials
Email Email
Phone (Res) Phone
Phone (Cell) Mobile Phone

III. Subsidiary will be added if One World account is selected in setup.

SimplePay NetSuite
Date of Birth Birth Date
Date of Hire Hire Date
Department Name Department Name (Created if not present)
Job Name Job Title
Last Salary Profile Rate Labor Cost
Date of Termination Release Date
Phone Phone (Cell)

IV. Default Billing address book will be updated if present. Otherwise a new address book will be created.
SimplePay NetSuite
Address Address 1
City City
Phone Phone
Province State
Post Code Zip

SimplePay	NetSuite
Custom Id	Internal Id
Given Name	First Name
Last Name	Last Name
Middle Initials	Middle Initials
Email	Email
Phone (Res)	Phone
Phone (Cell)	Mobile Phone

SimplePay	NetSuite
Date of Birth	Birth Date
Date of Hire	Hire Date
Department Name	Department Name (Created if not present)
Job Name	Job Title
Last Salary Profile Rate	Labor Cost
Date of Termination	Release Date
Phone	Phone (Cell)

SimplePay	NetSuite
Address	Address 1
City	City
Phone	Phone
Province	State
Post Code	Zip

Export payroll to NetSuite

After accounts setup, payroll can be exported to NetSuite

For Paycheck Journal export, employee synchronization between both applications is mandatory

For Journal Entry export, payroll can be exported separately for each employee or grouped by Teams.

Go to Add-Ons>NetSuite>Export

Select Pay Period [active if more than one]

Select End Date or Date Range

Click Export

Data exported to NetSuite and can be viewed in NetSuite

View payroll imported in NetSuite

To view payroll exported in NetSuite, login to your NetSuite account

View as Paycheck Journal

a. Go to Transactions>Employees>Paycheck Journal>List
b. Click View / Edit to see details

3. View as Journal Entry

a. Go to Transaction>Financial>Make Journal Entries>List
b. Click on View / Edit to see details

Business Payments export to NetSuite

1. If vendors or contractors [Business Payments] were paid from SimplePay, Business Payments Account Settings will be
available

2. All Chart of accounts in NetSuite will be available in drop downs. Set and click Save Settings
3. Go to Add-Ons>NetSuite>Export Data
4. Select date range
5. Press Export

6. Business Payments will be exported to NetSuite.
7. To view, Go to Transactions>Financial>Make Journal Entries>List

8. All exported Business Payments will be available.
9. Click View / Edit to see details

NetSuite Single SignOn [SSO] to SimplePay

1. Login to NetSuite
2. Go to Customization>SuiteBundler>Search & Install Bundle
3. In the Keywords text field, type SimplePay SSO and search
4. Install SimplePay SSO Bundle
5. A preview of files to be copied/added to your account with the bundle will be displayed. Click Install Bundle [bottom right of screen]
6. Click OK to continue
7. Installed bundles list will be displayed, wait for SimplePay SSO bundle to be installed
8. The status will change to a tick mark when the bundle is installed. Refresh the page to monitor status
9. In SimplePay, go to Add-Ons>NetSuite>Setup
10. Generate a connection point url. Copy the URL. (Only Company admins can generate connection point URL in
SimplePay).
11. Go to your NetSuite Account
12. Go to Setup->Integration->SuiteSignOn. Edit Login to SimplePay record
13. Paste copied url to URL field under Connection Points subtab (Replace existing url).
14. Go to Lists>Accounting>SimplePay.ca. A new page will open where you can login to SimplePay
15. You need to login to your Simplepay account for the first time for confirmation
16. It will take about 5 to 10 minutes to show SimplePay.ca link in NetSuite Lists>Accounting menu.