1. NetSuite Setup (Token Based) in SimplePay (Recommended and Mandatory for 2 Factor Authentication)
    1. Login to your SimplePay account
    2. Go to Add-Ons >> NetSuite
    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
      1. For NetSuite OneWorld you can find account number in your NetSuite OneWorld account on following page
        1. Setup > Custom > NC Product Registration
      2. For Simple NetSuite you can find account number in your NetSuite account on following page
        1. Setup > Integration > Web Services Preferences
    6. Select Account type (NetSuite / NetSuite OneWorld)
    7. If you have selected NetSuite OneWorld Account you will also have to select a Subsidiary
  2. NetSuite Setup (Basic) in SimplePay
    1. This method only works if NetSuite 2 factor auth is not enabled
    2. Login to your SimplePay account
    3. Go to Add-Ons >> NetSuite
    4. Select Basic from Authentication Mode options
    5. Enter your NetSuite Login information
    6. Enter Account Number
      1. For NetSuite OneWorld you can find account number in your NetSuite OneWorld account on following page
        1. Setup > Custom > NC Product Registration
      2. For Simple NetSuite you can find account number in your NetSuite account on following page
        1. Setup > Integration > Web Services Preferences
    7. Select Account type (NetSuite / NetSuite OneWorld)
    8. If you have selected NetSuite OneWorld Account you will also have to select a Subsidiary
  3. Payroll Data Export Formats
    1. Payroll data can be exported from SimplePay to NetSuite in following formats
      1. Journal Entry
        1. A separate journal for each employee
        2. Journal entry grouped by Team for each pay period
          1. Employees can be grouped in teams from Employee Setup page
        3. Journal entry grouped by Department for each pay period
          1. Employees can be grouped in departments from Employee Setup page
        4. A separate journal for each pay period
      2. Paycheck Journal
        1. A separate journal for each employee
        2. Paycheck Journal feature cannot be selected for Non-Canadian Subsidiaries in NetSuite One World account
    2. Format can be selected from Account Settings page in SimplePay
    3. Restrictions
      1. You MUST choose Journal Entry format if you plan to integrate TribeHr with the 2 systems
  1. Payroll Data as Journal Entry
    1. In Account Settings page select Export Payroll as Journal Entry
    2. Dropdowns will be filled by Chart of Accounts created in NetSuite
      1. Accounts which have currency other than CAD will be disabled and cannot be selected
    3. Select appropriate accounts against SimplePay payroll fields
    4. Create Chart of Accounts in NetSuite
      1. Chart of Accounts can be created in NetSuite in following screen
      2. Setup > Accounting > Chart of Accounts
    5. IMPORTANT ALERT for TribeHr clients
      If you plan to use NetSuite and TribeHr with your SimplePay account, you MUST choose 'Journal Entry' option.
  1. Multiple Wage Accounts Selection

    If employees are managed in different `Wage Accounts` in NetSuite, it can be selected in SimplePay Account Settings. (for both Journal Entry and Paycheck Journal)

    1. Select Multiple Wage Account option in and press Save button
    2. After Saving the settings, Manage Wage Accounts tab will appear in top right
    3. Click on the link, page will be loaded, to assign wage accounts to employees, steps are
      1. Select Wage Account, page will be reloaded
      2. Select Employee(s), you can select one or more employees for single wage account
      3. Select Class, if required, you can also manage employees in one Wage Account with different Classes or vice versa
      4. Press Add button
      5. Employees will be moved to panel on right side, now selected Account and Class is assigned to these employees
    4. List is also available to view employees in different accounts, click on View link to see details

Steps for Paycheck Journal Settings

  1. Export Payroll Data as Paycheck Journal
  2. Enable the Paycheck Journal feature in NetSuite
  3. Create Payroll Items in NetSuite
  4. Payroll Items / Accounts Synchronization
  5. Export Employees from SimplePay to NetSuite
  6. Import Employees from NetSuite to SimplePay
  7. Synchronize Employees after Import /Export
  1. Export Payroll Data as Paycheck Journal
    1. In Account Settings page select Export Payroll as Paycheck Journal
    2. Dropdowns will be filled by Payroll Items created in NetSuite
  2. Enable the Paycheck Journal feature in NetSuite
    1. Login to your NetSuite account
    2. Go to Setup > Company > Enable Features
    3. Click on Employees Tab
    4. Select the Paycheck Journal feature checkbox and press Save button to enable Paycheck Journal in NetSuite
  3. Create Payroll Items in NetSuite
    1. Once Paycheck Journal feature is enabled in NetSuite , you can create Payroll Items in NetSuite
    2. Go to List > Employees > Payroll Items > New to create Payroll Items
    3. These Payroll Items will be available in SimplePay for selection against SimplePay fields in NetSuite Account Settings page
  4. Payroll Items / Accounts Synchronization
    1. After you have set up NetSuite in SimplePay, you can synchronize Payroll Items and Accounts
    2. Go to Add-Ons >> NetSuite >> Account Settings page
    3. All Payroll Items / Accounts created in NetSuitewill be available in drop downs, select required Payroll Items / Accounts and press Save Settings button
  5. Export Employees from SimplePay to NetSuite
    1. Go to Add-Ons >> NetSuite >> Export Data
    2. Click Export Employees button, to export data from SimplePay to NetSuite
    3. SimplePay also shows number of employees not exported to NetSuite
    4. All employees in SimplePay will be exported to NetSuite
    5. The Employee information exported to NetSuite:
      • Last Name
      • First Name
      • Phone
      • External Id
      • Email
      • Middle Name
      • Mobile Phone
      • Subsidiary
      • Labor Cost
      • Birth Date
      • Hire Date
      • Release date
      • Title
      • Social Insurance Number
      • Address Book
        • Address1
        • City
        • Phone
        • State
        • Zip
      • Department
        • Name
        • Subsidiary
    6. You can view exported employees in NetSuite from List > Employees
  6. Import Employees from NetSuite to SimplePay
    1. To import employee from NetSuite, click Import Employees button
    2. The Employee information imported from NetSuite:
      • Internal Id
      • Email
      • First Name
      • Last Name
      • Middle Name
      • Address Book
        • Address1
        • Address2
        • City
        • Phone
        • State
        • Zip
      • Mobile Phone
      • Birth Date
      • Hire Date
      • Release Date
      • Department Name
      • Title
      • Social Insurance Number
    3. SimplePay also shows number of employees not imported from NetSuite
    4. Select employee(s) using check box, which are to be imported in SimplePay
    5. Update the information retrieved from NetSuitebefore saving in SimplePay
    6. IMPORTANT ALERT 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 same employees in both the apps.
  7. Synchronize Employees after Import /Export
    1. Employees updated in NetSuite
      1. SimplePay provides option, to synchronize data for employees which have been updated in NetSuite.
        1. Employees for which data has been updated in NetSuite, will be listed under Synchronize Employees panel.
        2. User can press Synchronize Employees button to update employee data in SimplePay.
        1. Following fields are updated from NetSuite to SimplePay :
          NetSuite SimplePay
          Internal Id > Custom Id
          First Name > First 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
    2. Employees Updated in SimplePay
      1. After employees are exported / imported, if user changes any employee information in SimplePay, Employee information will be auto updated in NetSuite
      2. Following fields are updated on user request from SimplePay to NetSuite:
        SimplePay NetSuite
        Custom Id > Internal Id
        Last Name > Last Name
        Given Name > First Name
        Initial > Middle Name
        Email > Email
        Phone > Phone
        Phone (Cell) > Mobile Phone
        Subsidiary will be added if One World account is selected in setup.
        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
        Default Billing address book will be updated is present. Otherwise a new address book will be created.
        Address > Address 1
        City > City
        Phone > Phone
        Province > State
        Post Code > Zip
  1. Payroll Data Export to NetSuite
    1. After accounts setup, Payroll data can be exported to NetSuite
    2. For Paycheck Journal export, employee synchronization between both applications is mandatory
    3. For Journal Entry export, you can export payroll data separately for each employee or group by Teams, Teams can be created and assigned in Employee Setup page.
    4. Go to Add-Ons >> NetSuite >> Export Data page
    5. Select Pay period type
    6. Select End date or date range
    7. Press Export button
    8. Data will be exported to NetSuite and you can view data in your NetSuite account
  2. View Payroll Exported data in NetSuite
    1. To view exported data in your NetSuite account, Login to your NetSuite account
    2. View Payroll data exported as Paycheck Journal
      1. Go to Transactions > Employees > Paycheck Journal > List
      2. Click on View / Edit to see details
    3. View Payroll data exported as Journal Entry
      1. Go to Transaction > Financial > Make Journal Entries > List
      2. Click on View / Edit to see details
  1. Business Payments export to NetSuite
    1. If business payments have been made in your SimplePay account, Business Payments account settings will be available
    2. All accounts created from Chart of accounts in NetSuite will be available in drop downs
    3. Select required accounts and press Save Settings button
    4. After accounts have been saved, go to Export Data page
    5. Select date range
    6. Press Export button
    7. Business payments will be exported to NetSuite
    8. To view your exported Business Payments in NetSuite
    9. Go to Transactions > Financial > Make Journal Entries > List
    10. All exported Business payments will be available
    11. Click on View / Edit to see details
  1. NetSuite Single SignOn to SimplePay
    1. Login to NetSuite.
    2. Go to Customization->SuiteBundler->Search & Install Bundle.
    3. In 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 bundle will be displayed. Click Install Bundle (Available at bottom right of screen).
    6. Confirmation message will appear, 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 bundle is installed. Refresh the page to monitor the status.
    9. Now login to SimplePay.ca, go to Add-Ons >> NetSuite >> Setup page
    10. Generate a connection point url. Copy this 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 first time for confirmation.
    16. It will take about 5 to 10 minutes to show SimplePay.ca link in NetSuite Lists->Accounting menu.

Updating NetSuite Authentication Method to Token-Based

  1. Create an Integration Record
    1. Log in to NetSuite. Navigate to Setup > Integration > Mange Integrations > new :
    2. Name: Your application name.
    3. state: Enabled.
    4. Authentication sublist: Token-Based Authentication.
    5. After you create the record you will need to copy the consumer key and consumer secret in to notepad.
  2. Enable Token Based Authentication

    In NetSuite, you'll need to grant a user the token-based authentication role:

    1. Navigate to Setup > Company > Enable Features > SuiteCloud Sublist > Manage Authentication .
    2. Enable Token-Based Authentication option.
    3. Make sure “Token Based Authentication” is enabled, and Save.
  3. Create a Token Role

    The administrator does not have token permissions by default.

    1. In NetSuite, go to Setup > users/Roles > Mange Roles > new
    2. Enter a Name for your application - for example "SimplePay TBA".
    3. Enter a Description, if desired - for example "SimplePay Token-Based Authentication".
    4. Permisssions Sublist > Transactions
      Add Permisssions for the things you will do using the token (you can always edit and add stuff later) Example:
      • Paycheck Journal: Full
      • Make Journal Entry: Full
    5. Permisssions Sublist > Lists
      Add Permisssions for the things you will do using the token (you can always edit and add stuff later) Example:
      • Employees: Full
      • Employee Record: Full
      • Accounts: Full
      • Classes: Full
      • Departments: Full
      • Locations: Full
      • Subsidiaries: Full
      • Currency: Full
      • Payroll Items: Full
    6. Sublist Permissions > Setup
      • Log in using Access Tokens: Full
      • Access Token Management: Full
      • User Access Tokens: Full
      • Web Services: Full
  4. Add Token Management Permissions

    The administrator does not have token permissions by default.

    1. In NetSuite, go to Lists > Employees > Employees > new
    2. Create a new employee, you can call it OAuth Token Employee.
    3. Access Sublist > Roles.
    4. Add the Token auth role you just created
  5. Create Access Tokens

    1. In NetSuite, go to Setup > Users/Roles > Access Tokens > new
    2. Application Name: Select the integration we created earlier.
    3. User: Select the OAuth Token Employee we created earlier.
    4. Role: Select the Token Based Role we create for this employee
    5. After you create the record you will need to copy the token ID and token secret in to a notepad file.
You've now successfully generated and copied down the NetSuite token values needed in SimplePay.
Now that we have our authentication details, we can use these details to continue our integration at NetSuite Setup .