From this article you will learn:

• How the integration works
• How to set up the integration between Rossum and NetSuite

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How does the integration work?

Currently, the integration is suitable for a variety of accounts payable use cases. Its main principle is to export the reviewed data from Rossum to NetSuite and create a new vendor bill (a NetSuite name for an incoming invoice) that is ready for further processing. Rossum imports the most recent NetSuite records every night.

The integration uses this data to pre-match and pre-fill basic values, such as vendor names, custom fields (ABNs, requester person, approver, SKUs, etc.), and items or expenses. Once data is captured from a document, automatic pre-filling and matching occurs. When finished, an AP specialist reviews the data and clicks the confirm button. After that, the document is automatically exported to NetSuite as a new vendor bill. NetSuite File Cabinet stores the original file image.

How to set up the integration between Rossum and NetSuite

Step 1: Log in.

• Log in with your Rossum account credentials on the NetSuite extension webpage on the NetSuite extension webpage.

Step 2: Fill in your Account information

In the Add Netsuite Account tab, your NetSuite Admin must first enter basic information for your account. You will need to prepare credentials for an application created by your NetSuite admin in NetSuite. This integration app should have rights to communicate with SOAP Web Services and access Netsuite lists (e.g. list of currencies).

The following lists are always imported from your NetSuite into Rossum:

• vendors
• subsidiaries
• items
• sales tax items

When you set up the integration via the app, these lists are always imported (you can choose which lists to import via the API):

• accounting periods
• accounts
• classes
• departments
• employees
• expense categories
• locations
• vendor bills

Step 3: Set up your Account configuration

You can set up your timezone, File Cabinet Folder ID and Rossum-NetSuite Field Mapping in the Account configuration section. Your NetSuite account data is automatically updated daily at 2 am, so you need to set up the correct timezone.

File Cabinet is used to store your actual invoice files. Rossum sends the PDF files of incoming invoices there, so you need to provide Rossum with the folder ID. Your NetSuite admin will know.

The Rossum-NetSuite field mapping is critical because this is where you determine what information you want to export from Rossum to NetSuite. To set up the field mapping, you should first ensure that you have set up the Rossum schema accordingly.

Step 3.1: Setting up the Rossum schema

Which Rossum schema you need depends largely on what data you require to create a vendor bill in NetSuite. Therefore, we cannot provide you with the exact schema you need in this guide, but we will try to explain the principles and the necessary fields. If any of the fields required for each NetSuite instance are missing, they are automatically added to your schema, so make sure not to delete them.

You can use this example schema to help you get started.

Look at the table below to check all the required fields:

Field label	Field ID	Type	Note
Invoice number	invoice_id	Header	On new schemas, this may be called document_id
Vendor match	company_match	Header	The name of the matched vendor in your NetSuite
Subtotal	amount_total_base	Header	Total without tax
Total tax	amount_total_tax	Header
Total amount	amount_total	Header
Item type	item_type	Line item	Can be expense or item
Expense category	item_expense_category	Line item	Only for expenses, depends on your NetSuite
Description	item_description	Line item	Item description which is matched to a description in NetSuite
Item search	item_search_override	Line item	Non-required but useful for matching items whose description doesn’t match what is in NetSuite
NetSuite Item Code	item_match	Line item
Quantity	item_quantity	Line item
Unit price without Tax	item_amount_base	Line item
Item tax rate	item_rate	Line item
Unit price incl. Tax	item_amount	Line item
Item total base	item_total_base	Line item
Item total amount	item_amount_total	Line item

Step 3.2: Map the fields between Rossum and NetSuite

The mapping tells the integration what field in the Rossum schema matches which field in the NetSuite account. For that, we have a simple JSON configuration called Rossum-Netsuite Field Mapping.
NetSuite distinguishes four types of fields:

1. Recordref fields are a reference to other information, so they contain an ID, which we can use to retrieve that information.
2. Simple refers to invoice fields that contain an actual value, such as the due date, not just an ID referring to an actual value as in the case of recordref.
3. Custom refers to custom line item fields specific to your NetSuite configuration.
4. List refers to fields stored as a list in NetSuite. We do not currently use this in any scenario.

For each field in the mapping, we are saying the Rossum name, NetSuite name, data type, and whether we need this field to create a line item in NetSuite or match an existing one.

Let us look at the first field – company_match – in detail:

• company_match is a field in Rossum that identifies a company from a predefined list. So it contains the company name.
• entity is a field that contains the company name on the NetSuite side, as we can read from “netsuite_key”.
• type defines what kind of data we use. The string we see here is (in simple terms) the way the developers say “text”.
• required_on_item_creation defines whether we need to include this information when creating a line item in NetSuite. A line item must be created before sending a vendor bill to NetSuite if it does not already exist.
• required_on_item_match specifies whether we need to include this information to match line items on vendor bill to items existing in NetSuite.

3.3: Examples:

The following tables show what we have in this JSON code.

Recordref

Rossum field	NetSuite field	Meaning	Type	Required on item creation	Required on item match	Default Schema
company_match	entity	company name	string	no	no	no
currency	currency	currency	string	no	no	yes

Simple

Rossum field	NetSuite field	Meaning	Type	Required on item creation	Required on item match	Default schema
invoice_id	tranId	code identifying the specific invoice	string	no	no	yes
date_due	dueDate	the date the invoice is due	datetime	no	no	yes
amount_total_tax	taxTotal	Total Tax	float	no	no	yes
vat_exchange_rate	exchangeRate	Exchange rate used for amounts conversion on the invoice	float	no	no	no

Custom

Rossum field	NetSuite field	Meaning	Type	Required on item creation	Required on item match	Default schema
date_issue	custbody_cb_issue_date	Issue date of the invoice	datetime	no	no	yes

Vendor Bill Item Collection

The last thing you can see in the mapping JSON is the VendorBillItemCollection. It identifies the line items section. For the matching to work, you need to check two things:

1. Whether the Rossum fields are named exactly as they are in the default settings (see your Rossum schema).
2. If the NetSuite fields have the same names as in the default settings (check the NetSuite settings with your NetSuite admin).

Item tax code is a recordref which again means it is just an ID referring to some value of a tax code.

Rossum field	NetSuite field	Meaning	Type	Required on item creation	Required on item match	Default schema
item_tax_code	taxCode	Item Tax Code	string	yes	no	no

Simple

Simple refers to individual values in a line item which are standard to any NetSuite implementation.

Rossum field	NetSuite field	Meaning	Type	Required on item creation	Required on item match	Default schema
item_description	description	Item description	string	yes	yes	yes
item_amount_total	grossAmt	Total amount per item	float	no	yes	yes
item_quantity	quantity	Item quantity	float	no	yes	yes
item_match	itemId	NetSuite Item Code	string	no	yes	no

Step 4: Queues configuration

First, select the item type that you process the most frequently. It’s necessary because when you validate the invoice, you’ll have to manually specify whether each line item is an item or an expense. The type you choose here will be pre-filled to save you time.

Second, select the queues for which you want to use this NetSuite account’s data and click Done.

Step 5: Create hooks

Once the account configuration is successfully stored, proceed to the Create hooks tab. Select the queues for which you want the integration to be active, then click Create.

Once the hooks are successfully created, wait overnight for the records to be imported from NetSuite into the Rossum database. In the meantime, get in touch with your Rossum contact. We will help you with the necessary setup to ensure a smooth integration. After that, you can start using the integration.

What if you selected the wrong queue, made an account configuration error, or don’t need the integration anymore? In this case, go to the Remove account tab to delete all account-related data from the database.

Step 6: See the integration in action.

You’ll notice new fields in your schema when you open Rossum’s validation screen. You can test the integration right away – upload the first documents, confirm them, and watch them being exported to NetSuite as vendor bills. Before deploying the integration to production, test it in your sandbox account. If you have any problems, don’t hesitate to contact your Rossum technical representative.

You can try this feature for free. However, it will be limited in the future based on your subscription plan.