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
• General best practices
• Best practice by record type
  • Vendors
  • Customers
  • Chart of Accounts
  • Departments
  • Locations
  • Classes
  • Items
  • Jobs/Projects
  • Custom Fields
  • Currency
  • Attachments
  • Bills
  • Invoices
  • Sales Orders
  • Vendor Credits
  • Credit Memos
  • Bill Payments
  • Invoice Payments
  • Purchase Orders
  • AR Funds Transfers

Record types and known limitations

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 and Shipping Items are 1-way to Bill.com (if AR sync is enabled)
• 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

Jobs/Projects

• The Oracle NetSuite character limit for Jobs/Projects is 100 characters.

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

Invoices

General

• All users, regardless of their assigned role, have access to the View in Bill.com button in Oracle NetSuite

From Oracle NetSuite to Bill.com

• If an invoice is partially or fully paid in Oracle NetSuite, it will not sync from Oracle NetSuite to Bill.com
• If the currency for an invoice is not USD (US dollars,) it will not sync from Oracle NetSuite to Bill.com
• $0 invoices in Oracle NetSuite will sync to Key CashFlow as unpaid invoices if they do not have payments on them in Oracle NetSuite
• Once invoice has synced with Oracle Netsuite, it can't be edited in Bill.com. Edit will need to be managed in Oracle NetSuite.
• Sales tax will sync into Bill.com as a line item from Oracle NetSuite. It will not be editable in Bill.com.
• Discount Items:
  • Discount items at the header level of an invoice in Oracle NetSuite will not sync to Bill.com
  • Discount Items at the line item level will sync into Bill.com as a line item from Oracle NetSuite. It will not be editable in Bill.com.
    • Discount line items will apply to the line item directly above it only
    • Discounts in Oracle NetSuite are a percentage, when synced to Bill.com it will be a total amount based on the calculation in Oracle NetSuite. The percentage will not show in Bill.com.
    • Edits to discount line item in Bill.com will not sync back to Oracle NetSuite, they must be managed in Oracle NetSuite.
• Invoices created in non-USD currencies will not sync to Bill.com
• If an invoice was created from a Sales order in Oracle NetSuite, the Sales Order # from Oracle NetSuite will sync and display in the PO # field on the invoice in Bill.com
  • The Sales Order # in the PO # field will not be editable in Bill.com

From Bill.com to Oracle NetSuite

• Once an invoice has synced with NetSuite, it is not editable in Bill.com
• Bill.com only supports classifications in the line items of an invoice. Invoices in Oracle NetSuite can be classified both in the general section of the invoice, as well as the line items of the invoice.
  • When invoices sync from Bill.com to Oracle NetSuite, the general section of the invoice will use the classification that is set as the Default Receivables classification in the Bill.com 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 Receivables classification. This will allow a report to be run in order to isolate the invoices that need to be reclassified.

Sales Orders

• If an invoice was created from a Sales order in Oracle NetSuite, the Sales Order # from Oracle NetSuite will sync and display in the PO # field on the invoice in Bill.com
  • The Sales Order # in the PO # field will not be editable in Bill.com

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

Credit Memos

Credit memos do not sync in either direction.

• Credit memos have to be created and applied manually in both Bill.com and Oracle NetSuite

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

Invoice Payments

From Oracle NetSuite to Key CashFlow

Invoice Payments do not sync to Key CashFlow from Oracle NetSuite. It is best practice to always enter payments in Key CashFlow and allow them to sync to Oracle NetSuite, even if you made the payment outside of Key CashFlow.

• If your customer pays an invoice outside of Key CashFlow, mark the invoice as paid in Key CashFlow and allow that payment to sync into Oracle NetSuite. Recording the payment in Oracle NetSuite first will cause sync errors.

_From Key CashFlow to Oracle NetSuite

Key CashFlow does not support departments, locations, and/or classes on invoice payments.

• When invoice payments sync from Key CashFlow to Oracle NetSuite, the payment record uses the classification that is set as the Default Receivables classification in Bill.com Preferences within Oracle NetSuite
• 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 Receivables classification. This will allow you to run a report in Oracle NetSuite in order to isolate the invoice payments that need to be reclassified.

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

AR Funds Transfers

• AR funds transfers sync to Oracle NetSuite as journal entries
• Key CashFlow does not support departments, locations, and/or classes on AR funds transfers
  • When AR funds transfers sync to Oracle NetSuite, the entry will use the classification that is set as the Default Receivables classification in Bill.com Preferences within Oracle NetSuite
• 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 Receivables classification. This will allow a report to be run in order to isolate the AR funds transfers that need to be reclassified.