Oracle NetSuite: Best practices and additional information

This article provides more information about how the sync works with Oracle NetSuite, and outlines our best practices for syncing between Key CashFlow and Oracle NetSuite.

Table of Contents

Record types and known limitations

Record Type Oracle NetSuite to Key CashFlow Key CashFlow to Oracle NetSuite Known Limitations
Vendors Yes Yes - Vendors with Access enabled in Oracle NetSuite need to be updated in Oracle NetSuite
- Vendors shared across subsidiaries need to be updated in Oracle Netsuite
Customers Yes Yes - Key CashFlow supports only one subsidiary per customer
- Customers with Access enabled in Oracle NetSuite need to be updated in Oracle NetSuite
Chart of Accounts Yes Yes - Summary accounts are not supported
- Cost of Goods Sold (COGS) account types don't sync
Departments Yes Yes - No known limitations
Locations Yes Yes - No known limitations
Classes Yes Yes - No known limitations
Items Yes Yes - Items created in Key CashFlow and synced to Oracle NetSuite use the subtype: For Resale
Jobs/Projects Yes No - Requires Bundle 3.1 or later
Custom Fields No No - When creating custom fields in Oracle NetSuite, assign a default value to avoid any conflicts
- Custom fields are ignored by the sync. They won't prevent the bills from syncing to Key CashFlow. Custom fields will be preserved in Oracle NetSuite but won't be visible in Key CashFlow
Currency USD only USD only Multi-currency isn't supported.
- Key CashFlow doesn't support the setup for International Oracle Netsuite Accounts
Payment Terms No No - Payment Terms don't sync to/from Oracle NetSuite
Attachments Yes No - Attachments sync from Oracle NetSuite to Key CashFlow
- Attachments won't sync from Key CashFlow to Oracle NetSuite.
Partners No No - Partners don't sync to/from Oracle NetSuite
Bills Unpaid bills only Yes - Partially and fully paid bills don't sync from Oracle NetSuite to Key CashFlow
- $0 bills in Oracle NetSuite will sync to Key CashFlow as unpaid bills if they don't have payments on them in Oracle NetSuite
- Syncing bills from Oracle NetSuite to Key CashFlow can be disabled in Bill.com Preferences within Oracle NetSuite
- Oracle NetSuite doesn't support using Cost Of Goods accounts as a bill expense
Vendor Credits Unapplied vendor credits only Yes - Partially and fully applied vendor credits only sync from Key CashFlow to Oracle NetSuite
- Vendor Credit applications (applying, un-applying, and reapplying) only sync from Key CashFlow to Oracle NetSuite
- To configure the sync to apply vendor credits in Oracle NetSuite when a period is closed, enable Non-GL Changes
- Syncing vendor credits from Oracle NetSuite to Key CashFlow can be disabled in Bill.com Preferences within Oracle NetSuite
- To configure the sync to apply vendor credits in Oracle NetSuite when a period is closed, enable Non-GL Changes
- Syncing vendor credits from Oracle NetSuite to Key CashFlow can be disabled in Preferences within Oracle NetSuite
Approval Status No Limited - The option to only sync bills/vendor credits that have been approved is available in Bill.com Preferences within Oracle NetSuite
Bill Payments No Yes - Payments synced from Key CashFlow to Oracle NetSuite will always use the same Department, Class, and/or Location per subsidiary, based on selection in Key CashFlow sync preferences
Purchase Orders Once converted to unpaid Bill N/A - The purchase order can not be viewed in Key CashFlow
- The Purchase Order number will appear on bills and vendor credits that originated from POs in Oracle NetSuite
- Bills created from POs from Oracle NetSuite shouldn't be edited in Key CashFlow or the corresponding Oracle NetSuite bill will be unlinked from the PO
Commissions No No - Commissions don't sync to/from Oracle NetSuite
Receivables No No - AR transactions (Invoices, Credit Memos, Sales Orders, Invoice Payments, AR Funds Transfers) aren't supported.

General best practices

Keeping the sync Bundle Up-to-Date

  • The Oracle NetSuite bundle updates automatically. Oracle NetSuite will alert users each time the bundle is updated.

Preferred Forms and Required Fields

  • When syncing records from Key CashFlow to Oracle NetSuite, the sync will use the preferred form for that record type
  • Fields that don't sync with Key CashFlow cannot be set as required fields on the preferred form for a given record type

Locked and Closed Periods

  • The sync cannot use periods that are closed. If a period is closed, the sync will use the most recent open period.
  • The sync will be able to write to periods that have been locked. If this is an issue, we recommend completely closing periods to prevent the sync from making changes.

Amortization Schedules

  • When an amortization schedule is in use, the Key CashFlow sync won't change line items for bills and vendor credits covering sublists, expenses, and items
    • Any changes to line items for bills/vendor credits should be made in Oracle NetSuite

Best practice by record type

Vendors

General

  • Key CashFlow supports vendors shared across subsidiaries (with bundle 3.2.0 or later). If a single vendor spans across multiple subsidiaries, that vendor record will sync over to each Key CashFlow account linked to a subsidiary the vendor is shared with
  • Vendors shared across subsidies in Oracle NetSuite need to be updated in Oracle NetSuite. Updating the vendor in Key CashFlow will cause sync errors
  • Vendors with Access enabled in Oracle NetSuite need to be updated in Oracle NetSuite. Updating the vendor in Key CashFlow will cause sync errors

From Oracle NetSuite to Key CashFlow

  • The Oracle NetSuite character limit for Vendor ID is 83 characters. The sync with Key CashFlow recognizes the full Vendor ID length
  • When Vendor Auto-Numbering is enabled in both Oracle NetSuite and Key CashFlow, the vendor ID generated in Oracle NetSuite will sync to Key CashFlow
  • Vendor as a Tax Agency will sync to Key CashFlow when it's first created. Any future changes won't sync

From Key CashFlow to Oracle NetSuite

  • For vendors of type: Company, Company Name is required to sync to Oracle NetSuite
  • For vendors of type: Individual, First Name and Last Name are required to sync to Oracle NetSuite
    • If the first and last name fields are left blank, then we'll split vendor name with " " and use the first part of the name as first Name in Oracle NetSuite and the remaining part as the last Name in Oracle NetSuite
    • If we cannot split the name, we'll repeat the vendor name for first name and last name

Customers

General

  • Child customer will sync even if subsidiary doesn't have access to the parent
  • Customers with Access enabled in Oracle NetSuite need to be updated in Oracle NetSuite. Updating the customer in Key CashFlow will cause sync errors

From Oracle NetSuite to Key CashFlow

  • The Oracle NetSuite character limit for Character ID is 83 characters. The sync with Key CashFlow recognizes the full Character ID length
  • For OneWorld users:
    • The Key CashFlow sync has no limit on Customer hierarchy
  • For non-OneWorld users:
    • The Key CashFlow sync limits Customer hierarchy to 3 levels deep
  • When Customer Auto-Numbering is enabled in both Oracle NetSuite and Key CashFlow, the customer ID generated in Oracle NetSuite will sync to Key CashFlow

From Key CashFlow to Oracle NetSuite

  • For customers of type: Company, Company Name is required to sync to Oracle NetSuite
  • For customers of type: Individual, First Name and Last Name are required to sync to Oracle NetSuite
    • If the first and last name fields are left blank, then we'll split customer name with " " and use the first part of the name as the first Name in Oracle NetSuite and the remaining part as the last Name in Oracle NetSuite
    • If we can’t split the name, we'll repeat the customer name for first name and last name

Chart of Accounts

From Oracle NetSuite to Key CashFlow

  • Key CashFlow doesn't support Summary accounts

From Key CashFlow to Oracle NetSuite

  • Account Numbers are required for syncing an account from Key CashFlow to Oracle NetSuite

Departments

  • Child department will sync even if subsidiary doesn't have access to the parent

Locations

  • Child location will sync even if subsidiary doesn't have access to the parent

Classes

  • Child classes will sync even if subsidiary doesn't have access to the parent

Items

  • Sales Tax items aren't supported
  • Child items will sync even if subsidiary doesn't have access to the parent

From Key CashFlow to Oracle NetSuite

  • Items created in Key CashFlow will sync to Oracle NetSuite with the subtype: For Resale
    • If an item needs to have a different subtype, it must be created in Oracle NetSuite

Custom Fields

  • Custom fields don't sync from Oracle NetSuite to Key CashFlow
    • Custom fields are ignored by the sync. They won't prevent the bills from syncing to Key CashFlow
    • Custom fields will be preserved in Oracle NetSuite but won't be visible in Key CashFlow
  • When creating custom fields in Oracle NetSuite, assign a default value to avoid any conflicts

Currency

From Oracle NetSuite to Key CashFlow

  • Transactions in Oracle NetSuite that aren't in USD (US dollar) won't sync to Key CashFlow

From Key CashFlow to Oracle NetSuite

  • Transactions in Key CashFlow will always sync to Oracle NetSuite in USD

Attachments

From Oracle NetSuite to Key CashFlow

  • Upload and handle documents in Oracle NetSuite. Attachments will sync from Oracle NetSuite to Key CashFlow

From Key CashFlow to Oracle NetSuite

  • Attachments won't sync from Key CashFlow to Oracle NetSuite

Bills

General

  • All users, regardless of their assigned role, have access to the View in Bill.com button in Oracle NetSuite
  • Customers coded in the bill line items can be prevented from syncing to/from Oracle NetSuite

From Oracle NetSuite to Key CashFlow

  • If a bill is created from a PO, it'll sync to Key CashFlow
    • Edit line items for these bills in Oracle NetSuite, editing in Key CashFlow will unlink the bill from the PO in Oracle NetSuite. The Description field for the line item in Key CashFlow will show the bill is connected to a PO in Oracle NetSuite
  • If a bill is partially or fully paid in Oracle NetSuite, it won't sync from Oracle NetSuite to Key CashFlow
  • If the currency for a bill isn't US dollars, it won't sync from Oracle NetSuite to Key CashFlow
  • Documents/files attached to bills in Oracle NetSuite will sync to Key CashFlow

From Key CashFlow to Oracle NetSuite

  • Key CashFlow only supports classifications in the line items of a bill. Bills in Oracle NetSuite can be classified both in the general section of the bill, as well as the line items of the bill
    • When bills sync from Key CashFlow to Oracle NetSuite, the general section of the bill will use the selections that are set as the Default Payables classification in the Key CashFlow Preferences
    • To make it easier to reclassify these records (as needed), create a department, location, and/or class called Unclassified, Uncoded or something similar, and set that as the Default Payables classification. This will allow a report to be run to isolate the bills that need to be reclassified
  • If Oracle NetSuite’s “Only Sync Approved Bills/Credits” is enabled, bills won't sync to Oracle NetSuite unless their Approval Status is Approved
    • When bills sync to Oracle NetSuite, their status will automatically be set as:
      • Approved in Oracle NetSuite, if Oracle NetSuite approvals are turned off
      • Pending Approval if Oracle NetSuite approvals are turned on
    • Once a bill is approved in Key CashFlow and syncs to Oracle NetSuite, changes to the approval status won't sync.
  • If Key CashFlow’s “Sync only approved Bills/ Vendor Credits” preference is selected, bills won't sync to Oracle NetSuite unless their Approval Status is Approved in Key CashFlow
    • When bills sync to Oracle NetSuite with this enabled, their Oracle NetSuite approval status won't be changed
    • Once a bill is approved in Key CashFlow and syncs to Oracle NetSuite, changes to the approval status won't sync

Vendor Credits

General

  • Customers coded in Vendor Credit line items can be prevented from syncing to/from Oracle NetSuite

From Oracle NetSuite to Key CashFlow

  • If a vendor credit is partially applied or fully applied in Oracle NetSuite, it won't sync from Oracle NetSuite to Key CashFlow
  • If the currency for a vendor credit isn't US dollars, it won't sync from Oracle NetSuite to Key CashFlow

From Key CashFlow to Oracle NetSuite

  • Key CashFlow only supports classifications in the line items of a vendor credit. Vendor credits in Oracle NetSuite can be classified both in the general section of the bill, as well as the line items of the bill
    • When vendor credits sync from Key CashFlow to Oracle NetSuite, the general section of the vendor credit will use the classification that's set as the Default Payables classification in the Key CashFlow Preferences
    • To make it easier to reclassify these records (as needed), create a department, location, and/or class called Unclassified, Uncoded or something similar, and set that as the Default Payables classification. This will allow a report to be run to isolate the vendor credits that need to be reclassified
    • Vendor credit application syncs along with the bill to which it's been applied
  • If Oracle NetSuite's “Only Sync Approved Bills/Credits from Bill.com" is selected, vendor credits won't sync from Key CashFlow to Oracle NetSuite unless their Approval Status is Approved
    • When vendor credits sync to Oracle NetSuite their status will automatically be set as:
      • Approved in Oracle NetSuite, if Oracle NetSuite approvals are turned off
      • Pending Approval if Oracle NetSuite approvals are turned on
    • Once a vendor credit is approved in Key CashFlow and syncs to Oracle NetSuite, changes to the approval status won't sync
  • If Key CashFlow’s “Sync only approved Bills/ Vendor Credits” preference is selected, vendor credits won't sync to Oracle NetSuite unless their Approval Status is Approved in Key CashFlow
    • When vendor credits sync to Oracle NetSuite with this enabled, their Oracle NetSuite approval status won't be changed
    • Once a vendor credit is approved in Key CashFlow and syncs to Oracle NetSuite, changes to the approval status won't sync
  • To configure the sync to apply vendor credits in Oracle NetSuite when a period is closed, enable Non-GL Changes to the Accounting Period in Oracle NetSuite:
    1. Hover over Setup > Accounting, select Manage Accounting Periods
    2. Select the period in which the vendor credit is dated to edit the base period
    3. Select Allow Non-G/L Changes

Bill Payments

General

  • If a bill is paid outside of Key CashFlow, mark it as paid in Key CashFlow and allow that payment record to sync into Oracle NetSuite
    • Recording the payment in Oracle NetSuite first will cause sync errors
  • Payments made in Key CashFlow can be edited in Oracle NetSuite
  • All users, regardless of their assigned role, have access to the View in Bill.com button in Oracle NetSuite
  • The memo field for Offline Payments in Key CashFlow doesn't sync to Oracle NetSuite

From Oracle NetSuite to Key CashFlow

  • Bill Payments don't sync from Oracle NetSuite into Key CashFlow

From Key CashFlow to Oracle NetSuite

  • Key CashFlow doesn't support departments, locations, and/or classes on bill payments
  • When a payment is voided in Key CashFlow, the void will sync to Oracle NetSuite
  • When bill payments sync from Key CashFlow to Oracle NetSuite, they will use the classification that's set as the Default Payables classification in the Key CashFlow Preferences
  • To make it easier to reclassify these records (as needed), you can create a department, location, and/or class called Unclassified, or Uncoded, or something similar, and set that as the Default Payables classification. This will allow a report to be run to isolate the bill payments that need to be reclassified.
  • A payment made in Key CashFlow can ONLY be voided in Key CashFlow
  • Supported Payment Methods:
    • Bank Account
    • Checks
    • Vendor Credits

Purchase Orders

  • The purchase order record only exists in Oracle NetSuite, so it cannot be viewed in Key CashFlow
    • When a bill is created from a purchase order in Oracle NetSuite, that bill will sync into Key CashFlow. The bill can then be paid in Key CashFlow.
    • Edit line items for these bills in Oracle NetSuite, editing in Key CashFlow will unlink the bill from the PO in Oracle NetSuite. The Description field for the line item in Key CashFlow will show the bill is connected to a PO in Oracle NetSuite
      • Ex: Description: Linked to Oracle NetSuite Record - don't change account, item, or classifications
  • The PO Number field on bills in Key CashFlow will populate with the Oracle NetSuite Purchase Order number