Overview: This guide completes the following steps:        


  • NetSuite Setup
  1. Token Based Authentication [TBA]
  2. Basic Authentication
  • Multiple Wage Accounts
  • Export Settings:
  1. Journal Entry
  2. 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
  1.              a. Select Wage Account Type
  2.              b. Select Posting Account
  3.           c. Click Load
  4.           d. Select Employee(s). One or more employees can be selected for a single posting account.
  5.           e. Select Class, if required, you can also manage employees in one Wage Account with different Classes or vice              versa
  6.           f. Click Add
  7.           g. Employees will be moved to the Assigned Employees panel for selected Posting Acco

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:
NetSuiteSimplePay
Internal IdCustom Id
First NameGiven Name
Last NameLast Name
Middle NameMiddle Initials
Address 1 + Address 2Address
CityCity
StateProvince
ZipPost Code
PhonePhone (Res)
Mobile PhonePhone (Cell)
Job TitleJob (Created new if not present)
Department > NameDepartment (Created new if not present)
EmailEmail

     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?]
    SimplePayNetSuite
    Custom IdInternal Id
    Given NameFirst Name
    Last NameLast Name
    Middle InitialsMiddle Initials
    EmailEmail
    Phone (Res)Phone
    Phone (Cell)Mobile Phone

    III. Subsidiary will be added if One World account is selected in setup.
            
      SimplePayNetSuite
      Date of BirthBirth Date
      Date of HireHire Date
      Department NameDepartment Name (Created if not present)
      Job NameJob Title
      Last Salary Profile RateLabor Cost
      Date of TerminationRelease Date
      PhonePhone (Cell)

      IV.  Default Billing address book will be updated if present. Otherwise a new address book will be created.
    1. SimplePayNetSuite
      AddressAddress 1
      CityCity
      PhonePhone
      ProvinceState
      Post CodeZip





Export payroll to NetSuite


  1. After accounts setup, payroll can be exported to NetSuite
  2. For Paycheck Journal export, employee synchronization between both applications is mandatory
  3. For Journal Entry export, payroll can be exported separately for each employee or grouped by Teams.
  4. Go to Add-Ons>NetSuite>Export
  5. Select Pay Period [active if more than one]
  6. Select End Date or Date Range
  7. Click Export
  8. Data exported to NetSuite and can be viewed in NetSuite
       



View payroll imported in NetSuite
  1. To view payroll exported in NetSuite, login to your NetSuite account
  2. View as Paycheck Journal
  a. Go to Transactions>Employees>Paycheck Journal>List
  b. Click View / Edit to see details