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

Gogula R Bhavana
Updated

The template automates to sync employee expense reports, users, departments, and expense line attachments between Coupa 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 and saved search in NetSuite

Entity body field for “Coupa user ID”

  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 Coupa user ID.
  4. In the ID field, enter the value as _coupa_user_id.
  5. Select the field type in the Type drop-down menu as Free-Form Text.
  6. In the “Applies To” tab, check the Employee check box.
  7. Click Save.
Coupa_user_ID_field.jpg

Entity body field for “Skip sync to Coupa”

  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 Coupa.
  4. In the ID field, enter the value as _skip_sync_to_coupa.
  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.
Entity_skip_sync_to_CE.jpg

Other record fields for “Coupa 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 department ID.
  5. In the ID field, enter the value as _coupa_department_id.
  6. Select the field type in the Type drop-down menu as Free-Form Text.
  7. Click Save.
Other_department_ID.jpg

Other record fields for “Skip sync to Coupa”

  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 Coupa.
  5. In the ID field, enter the value as _skip_sync_to_coupa.
  6. Select the field type in the Type drop-down menu as Check Box.
  7. Click Save.
Other_skip_sync_to_Coupa.jpg

Transaction body fields 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 _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.
Transaction_body_report_ID.jpg

Transaction body fields for “Synced to Coupa”

  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 Synced to Coupa.
  4. In the ID field, enter the value as _synced_to_coupa.
  5. Select the field type in the Type drop-down menu as Check Box.
  6. In the “Applies To” tab, check the Vendor Payment checkboxes.
  7. Click Save.
Transaction_body_synced_to_coupa.jpg

Create a saved search in NetSuite

  1. Login to your NetSuite account.
  2. Navigate to Lists > Search > Saved Searches > New.
  3. On the New Saved Search page, scroll down and click Transaction.
  4. On the Saved Transaction Search page, in the Search Title field, enter Transaction Search (Coupa).
  5. Check the Public, Available as List View, and Show in Menu check boxes. 
  6. In the Criteria tab > Standard sub-tab, add the following rows and click Add.
    1. In the Filter, enter Type, and a Saved Transaction Search window is opened.
    2. From the Type menu, select Bill Payment.
    3. Click Set.
      Payment_saved_search_1.jpg

      Filter

      Description

      Type

      Is Bill Payment

      Applied to Transaction : Expense report ID (Custom Body)

      Is not empty
  7. Go to Results tab > Columns sub-tab, add the following fields:
    Payment_saved_search_2.jpg
    Field

    Transaction number

    Applied To Transaction : Expense report ID (Custom Body)

    Paid amount

    Paid transaction
    Date
  8. Click Save.

Configure subsidiary mapping

Before you run any of the following flows, configure the subsidiary mapping:

  • Coupa departments to NetSuite departments (add or update)
  • Coupa users to NetSuite employees (add or update)
  • NetSuite departments to Coupa departments (add or update) - Post departments to Coupa
  • NetSuite employees to Coupa users (add or update) - Post users to Coupa
  1. Go to Flows > Company.
  2. Next to the appropriate flow, click Mappings.
  3. Configure the following mapping

    Source record field (Coupa)

    Destination record field (NetSuite)
     

    Subsidiaries (InternalId)
  4. Next to the mapping, click Settings.
    Subsidiary_mapping.jpg
  5. On the Settings window, in the Field mapping type setting, choose Hard Coded.
  6. From the Value drop-down menu, select the appropriate subsidiary.
  7. Click Save.

Integration flows

Coupa users to NetSuite employees (add or update)

The flow syncs users from Coupa as employees to NetSuite according to the schedule that you define. If an employee record does not exist in NetSuite, the flow creates a new employee record in NetSuite. If an employee record already exists in NetSuite, the flow syncs the updated information from Coupa to the NetSuite employee.

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

NetSuite employees to Coupa users (add or update)

The flow syncs employees in real-time from NetSuite as users to Coupa. When a new employee is added to NetSuite, if the flow is enabled, the flow is auto-triggered and creates Coupa users. If a user record already exists in Coupa, the flow syncs the updated information from NetSuite to the Coupa user.

  • Export source: NetSuite
  • Import destination: Coupa
  • Built-in export 1: Get employees from NetSuite - The export gets employees from NetSuite.
  • Built-in export 2: Lookup users from Coupa - The lookup gets the users from Coupa. The lookup gets only one user record at a time.
  • Built-in import 1: Post users to Coupa -  The import posts users to Coupa.
  • Built-in import 2: Write back Coupa user ID to NetSuite - The import writebacks the Coupa user ID to the NetSuite employee.

Coupa departments to NetSuite departments (add or update)

The flow syncs departments from Coupa to NetSuite according to the schedule that you define. When a department is created in Coupa, the flow creates the NetSuite departments. If the department already exists in NetSuite, the flow updates the department information from Coupa to NetSuite.

  • Export source: Coupa
  • Import destination: NetSuite
  • Built-in export: Get departments from Coupa - The export gets departments from Coupa.
  • Built-in import: Post departments to NetSuite - The import post departments to NetSuite.

NetSuite departments to Coupa departments (add or update)

The flow syncs departments in real-time from NetSuite to Coupa. When a department is created in NetSuite and if the flow is enabled, it is auto-triggered and creates the Coupa departments. If the department already exists in Coupa, the flow updates the department information from NetSuite to Coupa. This is a scheduled flow.

  • Export source: NetSuite
  • Import destination: Coupa
  • Built-in export 1: Get departments from NetSuite - The export gets departments from NetSuite.
  • Built-in export 2: Lookup departments in Coupa - The lookup gets the departments from Coupa. The lookup gets only one department record at a time.
  • Built-in import 1: Post departments to Coupa - The import posts department to Coupa.
  • Built-in import 2: Write back Coupa department ID to NetSuite - The import writes back the Coupa department ID to the NetSuite department.

Coupa reports to NetSuite expense reports (add or ignore)

The flow syncs the export reports from Coupa to NetSuite. If the expense reports already exist in NetSuite, the flow ignores to sync of those records. This is a scheduled flow.

  • Export source: Coupa
  • Import destination: NetSuite
  • Built-in export: Get expense report from Coupa - The export gets expense reports from Coupa Expense.
  • Built-in import: Post expense reports to NetSuite - The import posts expense reports to NetSuite.

Coupa line attachments to NetSuite expense report attachments (add or update)

The flow syncs the expense line attachments from the approved expense report in Coupa as expense report images to NetSuite. When an image, receipt, or attachment is updated to the expense report, the flow updates the respective NetSuite export report images. This is a scheduled flow.

  • Export source: Coupa
  • Import destination: NetSuite
  • Built-in export 1: Get expense lines from Coupa - The export gets the expense lines from Coupa.
  • Built-in export 2: Get expense line attachment from Coupa - The export gets the line attachments from Coupa.
  • Built-in import 1: Post attachment to NetSuite - The import posts attachments to NetSuite.
  • Built-in import 2: Link attachment to the expense report in NetSuite - The import links the attachments from Coupa to the NetSuite expense report.

Coupa report to NetSuite journal entries (add or update)

The flow syncs the export report lines from Coupa as journal entries to NetSuite. If an expense line is updated in Coupa, the flow updates the expense line information to the NetSuite journal entry. This is a scheduled flow.  

  • Export source: Coupa
  • Import destination: NetSuite
  • Built-in export: Get expense reports from Coupa - The export gets the expense reports from Coupa.
  • Built-in import: Post journal entries to NetSuite - The import posts journal entries to NetSuite.

Configure flow settings

  1. Go to Flows > Expense report.
  2. Click on the Coupa report to NetSuite journal entries (add or update) flow
  3. On the Flow Builder page, on the top-right, click Settings.
  4. On the Settings window, click Custom.
  5. In the Coupa types to NetSuite accounts setting, select the Type, Account (Debit), and Account (Credit) from the respective drop-down menu.
  6. Click Save.
Journal_entry_flow_settings.jpg

NetSuite bill payment to Coupa report (add or update)

The flow syncs the payment details from NetSuite to the expense report in Coupa. If the payment details are updated in NetSuite, the flow syncs the updated information to the Coupa report. This is a scheduled flow.

  • Export source: NetSuite
  • Import destination: Coupa
  • Built-in export: Get payment details from NetSuite - The export gets payment details from NetSuite.
  • Built-in import: Post expense report to Coupa - The import posts payment details to the Coupa report.
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