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]
- Login to SimplePay
- Go to Add-Ons > NetSuite > Setup
- Select Token Based from Authentication Mode options
- Enter your NetSuite Token ID, Token Secret, Consumer Key and Consumer Secret.
[Updating NetSuite Authentication Method to Token-Based]
- Enter Account Number
- For NetSuite OneWorld you can find account number in your NetSuite OneWorld
account here:
- Setup > Custom > NC Product Registration
- For standard NetSuite you can find account number here:
- Setup > Integration > Web Services Preferences
- Select Account type (NetSuite / NetSuite OneWorld)
- 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
- Login to SimplePay
- Go to Add-Ons > NetSuite > Setup
- Select Basic from Authentication Mode options
- Enter your NetSuite Login information
- Enter Account Number
- For NetSuite OneWorld find account number here:
- Setup > Custom > NC Product Registration
- For standard NetSuite find account number here:
- Setup > Integration > Web Services Preferences
- Select Account type (NetSuite / NetSuite OneWorld)
- If NetSuite OneWorld selected. Subsidiary selection is required.
Payroll export options
- Payroll can be exported from SimplePay to NetSuite as:
- Journal Entry
- A separate journal for each employee
- Journal entry grouped by Team for each pay period
- Journal entry grouped by Department for each pay period
- A separate journal for each pay period
- Paycheck Journal
- A separate journal for each employee
- Paycheck Journal feature cannot be selected for Non-Canadian
Subsidiaries in
NetSuite One World account
- Set Export Type from Add-Ons>Accounting>NetSuite> Account Settings
Export as Journal Entry
- In Account Settings, select Export Payroll as Journal Entry
- 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.
- Accounts which have currency other than CAD will be disabled and cannot be
selected
- Create Chart of Accounts in NetSuite
- Chart of Accounts can be created in NetSuite from:
- 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].
- for Journal Entry, Multiple Wage Account option is available for all Expense and
Liabilities.
- for Paycheck Journal, Multiple Wage Account option is available only for Payroll
Liability
[Net Pay].
- Select Multiple Wage Account option and Save
- After Save, Manage Wage Accounts menu will appear
- Load Multiple Wage Accounts screen to assign accounts to employees:
- Select Wage Account Type
- Select Posting Account
- Click Load
- Select Employee(s). One or more employees can be selected for a single posting
account.
- Select Class, if required, you can also manage employees in one Wage Account
with different
Classes or vice versa
- Click Add
- Employees will be moved to the Assigned Employees panel for selected Posting
Account.
- List is also available to view employees in different accounts. Click View to see
details
- Click Remove to delete employees assignments.
Export as Paycheck Journal
- Set export to Paycheck Journal in SimplePay
- Go to NetSuite>Account Settings. Set Export Payroll = Paycheck Journal
- Dropdowns will be populated with payroll Items created in NetSuite
- Enable Paycheck Journal in NetSuite
- Login to your NetSuite account
- Go to Setup>Company>Enable Features
- Click on Employees Tab
- Select Paycheck Journal checkbox and click Save to enable Paycheck Journal in
NetSuite
- Create Payroll Items in NetSuite
- Once Paycheck Journal feature is enabled in NetSuite , you can create payroll
items
- Go to List>Employees>Payroll Items>New to create payroll items
- These payroll items will be available in SimplePay for mapping in
AddOns>NetSuite>Account
Settings screen.
- Payroll Items / Accounts Synchronization
- After NetSuite has been connected with SimplePay, Payroll Items and Accounts can
be
synchronized
- Go to Add-Ons>NetSuite>Account Settings
- 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.
- Export employees from SimplePay to NetSuite
- Go to Add-Ons>NetSuite>Export Data
- Click Export Employees
- All employees in SimplePay will be exported to NetSuite. SimplePay also shows
number of
employees not exported
- 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
- You can view exported employees in NetSuite from List > Employees
- Import employees from NetSuite to SimplePay
- To import employee from NetSuite, click Import Employees button
- 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
- SimplePay also shows number of employees not imported from NetSuite
- Select employee(s) using check box, which are to be imported in
SimplePay
- Update the information retrieved from NetSuitebefore saving in
SimplePay
- 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.
- Synchronize employees after import / export
- Employees updated in NetSuite
- SimplePay provides an option to synchronize employees
which have been updated in NetSuite.
- Employees for which data has been updated in NetSuite
will be listed under Synchronize
Employees panel.
- Clicking Synchronize Employees will update employee
data in SimplePay.
- 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
|
- Employees Updated in SimplePay
- After exported / imported, if any employee information
is
changed in SimplePay, employees
will be automatically updated in NetSuite.
- 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
|
- 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)
|
- 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
|
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
- Go to Transactions>Employees>Paycheck
Journal>List
- Click View / Edit to see details
- View as Journal Entry
- Go to Transaction>Financial>Make Journal
Entries>List
- Click on View / Edit to see details
Business Payments export to NetSuite
- If vendors or contractors [Business Payments] were paid
from
SimplePay, Business
Payments Account Settings will be available
- All Chart of accounts in NetSuite will be available in
drop
downs. Set and click
Save Settings
- Go to Add-Ons>NetSuite>Export Data
- Select date range
- Press Export
- Business Payments will be exported to NetSuite
- To view, Go to Transactions>Financial>Make Journal
Entries>List
- All exported Business Payments will be available
- Click View / Edit to see details
NetSuite Single SignOn [SSO] to SimplePay
- Login to NetSuite
- Go to Customization>SuiteBundler>Search & Install
Bundle
- In the Keywords text field, type SimplePay SSO and
search
- Install SimplePay SSO Bundle
- A preview of files to be copied/added to your account
with
the
bundle will be
displayed. Click Install Bundle [bottom right of screen]
- Click OK to continue
- Installed bundles list will be displayed, wait for
SimplePay
SSO bundle to be
installed
- The status will change to a tick mark when the bundle
is
installed. Refresh the page
to monitor status
- In SimplePay, go to Add-Ons>NetSuite>Setup
- Generate a connection point url. Copy
the
URL.
(Only Company admins can generate connection point URL
in
SimplePay).
- Go to your NetSuite Account
- Go to Setup->Integration->SuiteSignOn. Edit Login to
SimplePay
record
- Paste copied url to URL field under Connection Points
subtab
(Replace existing url).
- Go to Lists>Accounting>SimplePay.ca. A new page will
open
where
you can login to
SimplePay
- You need to login to your Simplepay account for the
first
time
for confirmation
- It will take about 5 to 10 minutes to show SimplePay.ca
link in
NetSuite
Lists>Accounting menu.