Configure and run the flows in Expense to Reimbursement template for Concur Expense and NetSuite

Contents

• Create custom fields in the NetSuite
  • Entity field for “Skip sync to Concur Expense”
  • Other record field for “Concur Expense department ID”
  • Other record field for “Skip sync to Concur Expense”
  • Transaction Body field for “Expense report ID”
• Integration flows
  • Concur Expense users to NetSuite employees (add or update)
  • NetSuite employees to Concur Expense users (add or update)
  • Concur Expense org unit lists to NetSuite departments (add or update)
  • NetSuite departments to Concur Expense org unit lists (add or update)
  • Concur Expense reports to NetSuite expense reports (add or ignore)
  • Concur Expense attachments to NetSuite expense report (add or update)
  • Concur Expense reports to NetSuite journal entries (add or ignore)
• Run your flow

The business process automation template automates syncing employee expense reports, users, organization units, expense attachments, and expense lines between Concur Expense and NetSuite accounts.

Note that all of your flows are disabled when first installed. After configuring the flows, you may enable them in your Flows dashboard or in Flow Builder with the Off/On toggle button. then run or schedule each flow.

Create custom fields in the NetSuite

Entity field for “Skip sync to Concur Expense”

1. Login to your NetSuite account.
2. Navigate to Customization > Lists, Records, & Fields > Entity Fields > New.
3. On the “Custom Entity Field” page, enter the name in the Label field as Skip sync to Concur Expense.
4. In the ID field, enter the value as _skip_sync_to_concur_expense.
5. Select the field type in the Type drop-down menu as Check Box.
6. In the “Applies To” tab, check the Employee check box.
7. Click Save.

Other record field for “Concur Expense department ID”

1. Login to your NetSuite account.
2. Navigate to Customization > Lists, Records, & Fields > Other Record Fields > New.
3. On the “Other Record Field” page, from the Record Type drop-down menu, select Department.
4. On the “Other Record Field” page, enter the name in the Label field as Coupa Expense Department ID.
5. In the ID field, enter the value as  _concur_expense_department_id.
6. Select the field type in the Type drop-down menu as Free-Form Text.
7. Click Save.

Other record field for “Skip sync to Concur Expense”

1. Login to your NetSuite account.
2. Navigate to Customization > Lists, Records, & Fields > Other Record Fields > New.
3. On the “Other Record Field” page, from the Record Type drop-down menu, select Department.
4. On the “Other Record Field” page, enter the name in the Label field as Skip sync to Concur Expense.
5. In the ID field, enter the value as  _skip_sync_to_concur_expense.
6. Select the field type in the Type drop-down menu as Check Box.
7. Click Save.

Transaction Body field for “Expense report ID”

1. Login to your NetSuite account.
2. Navigate to Customization > Lists, Records, & Fields > Transaction Body Fields > New.
3. On the “Transaction Body Field” page, enter the name in the Label field as Expense report ID.
4. In the ID field, enter the value as  _concur_expense_report_id.
5. Select the field type in the Type drop-down menu as Free-Form Text.
6. In the “Applies To” tab, check the Expense Report and Journal checkboxes.
7. Click Save.

Integration flows

Concur Expense users to NetSuite employees (add or update)

The flow adds or updates Concur Expense users as employees to NetSuite. If an employee already exists in NetSuite, the flow updates the existing employee record. 

• Export source: Concur
• Import destination: NetSuite
• Built-in export: Get users from Concur Expense - The export gets users from Concur Expense.
• Built-in import 1: Get additional user information from Concur Expense - The import gets additional information such as an address, phone number, supervisor, and org unit/department details from Concur Expense.
• Built-in import 2: Post employees to NetSuite - The import posts employees to NetSuite.

NetSuite employees to Concur Expense users (add or update)

The flow adds or updates NetSuite employees as users to  Concur Expense. If a user already exists in Concur Expense, the flow updates the existing user record. 

• Export source: NetSuite
• Import destination: Concur
• Built-in export: Get employees from NetSuite - The export gets employees from NetSuite.
• Built-in import: Post users to Concur Expense - The import posts users to Concur Expense.

Concur Expense org unit lists to NetSuite departments (add or update)

The flow adds or updates org unit lists from Concur Expense to NetSuite departments. The flow also syncs department-related information to NetSuite.

• Export source: Concur
• Import destination: NetSuite
• Built-in export: Get department items by list ID from Concur Expense - The export gets department lines by list ID from Concur Expense.
• Built-in import: Post department to NetSuite - The import posts departments to NetSuite.

Configure settings

1. Go to Settings > General.
2. In the Select Concur Expense departments setting, select one or more Concur Expense departments that correspond to the list of departments in your organization.
3. Click Save.

NetSuite departments to Concur Expense org unit lists (add or update)

The flow adds or updates NetSuite departments to Concur Expense org unit lists. When a department is created in NetSuite, the flow syncs it to the Concur Expense org unit based on the org unit level that you set up.

• Export source: NetSuite
• Import destination: Concur
• Built-in export: Get departments from NetSuite - The export gets departments from NetSuite.
• Built-in import 1: Post departments to Concur Expense org unit lists - The import posts departments to Concur Expense org unit lists.
• Built-in import 2: Write Concur Expense list item IDs back to NetSuite - The import writes Concur Expense list item IDs back to NetSuite departments.

Configure settings

1. Go to Settings > General.
2. In the Select Concur Expense departments setting, select one or more Concur Expense departments that correspond to the list of departments in your organization.
3. Click Save.

Concur Expense reports to NetSuite expense reports (add or ignore)

The flow adds or ignores approved Concur Expense reports as expense reports to NetSuite.

• Export source: Concur
• Import destination: NetSuite
• Built-in export: Get approved reports from Concur Expense -  The export gets reports from Concur Expense.
• Export lookup name: Lookup Concur Expense report details - The lookup gets report details from Concur Expense.
• Built-in import: Post expense reports to NetSuite - The import posts expense reports to NetSuite.

Concur Expense attachments to NetSuite expense report (add or update)

The flow adds or updates approved attachments from Concur Expense reports to NetSuite expense reports as a PDF. If an image, receipt, or attachment is updated in the Concur Expense report, the flow also updates it to the NetSuite expense report.

• Export source: Concur
• Import destination: NetSuite
• Built-in export: Get reports from Concur Expense - The export gets reports from Concur Expense.
• Export lookup name 1: Look up Concur Expense report details - The lookup gets report details from Concur Expense.
• Export lookup name 2: Get attachments from Concur Expense - The lookup gets attachments from Concur Expense.
• Built-in import 1: Post attachments to NetSuite - The import posts the attachments to NetSuite as a PDF file.
• Built-in import 2: Link attachments to the NetSuite expense report - The import links attachments to NetSuite expense reports.

Concur Expense reports to NetSuite journal entries (add or ignore)

The flow adds or ignores expense lines from Concur Expense reports as journal entries to NetSuite. You can define the expense category type and NetSuite accounts (debit and credit) in the Map Concur Expense category to the NetSuite account setting. For every journal entry record, a Concur Expense report ID is created in NetSuite.

• Export source: Concur
• Import destination: NetSuite
• Built-in export: Get reports from Concur Expense -  The export gets expense lines from Concur Expense reports.
• Export lookup name: Lookup Concur Expense report details - The lookup gets report details from Concur Expense.
• Built-in import: Post journal entries to NetSuite - The import posts journal entries to NetSuite.

Configure flow settings

1. Go to Settings. 
2. In the Map Concur Expense types to NetSuite accounts setting, map the Concur Expense category types to NetSuite accounts. Provide a 1:1:1 mapping among the Concur Expense Category, NetSuite Credit, and NetSuite Debit accounts.
   Example: Travel - 1234 (travel expense NetSuite debit account) - 5678 (Liability NetSuite credit account)

Run your flow

You need to enable the flow for it to run and perform the sync between your apps.

1. From your integrator.io home page, click on the Expense to Reimbursement template for Concur Expense - NetSuite tile.
2. In the Flows tab, next to the appropriate flow, enable the On/Off toggle button. 
3. On the confirmation window, click Yes.
4. Click Run next to the appropriate flow.