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, Location and Department if required, you can also manage employees in one Wage Account with different Classes, Locations and Departments or vice versa
  6.           f. Click Add
  7.           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