Set Up the NetSuite Integration

Overview

This guide walks you through how to install and configure the NetSuite integration in Tropic. You'll connect your environment, select which data to sync, and optionally enable Purchase Orders (POs).

Before you begin, ensure you have the required permissions and roles as outlined in NetSuite Integration: Permissions & Roles.

Prerequisites

Before you begin, make sure you have the following:

• NetSuite Administrator privileges so you can set up roles and permissions.
• Tropic Owner role so you can manage integrations in Tropic.
• A NetSuite user that will be used for this connection
• The correct Tropic role based on the features you want to use.
• An Access Token for the NetSuite user account.
• A support ticket submitted to Tropic so we can enable the right connection method (SuiteApp or Bundle) in your NetSuite account.

Step-By-Step Demo

💡 Want a quick walkthrough? See it in action with our interactive demo below: 🎥

Tip: You can navigate back and forth between steps by positioning your mouse at the bottom of the demo screen. A progress bar will appear, allowing you to jump to different steps as needed.

Requesting Access from Tropic Support

Before starting setup, Tropic Support needs to unlock the correct connection method for your NetSuite environment.

To request access:

• Open a support ticket in Tropic, select NetSuite Configuration, and include: 
  • Your NetSuite Account ID
  • Whether you use NetSuite OneWorld (Yes or No)

Tropic will activate the right connection options for your account.

How to Find Your Account ID

You can locate your NetSuite Account ID in one of the following ways:

• In NetSuite: Go to Setup > Company > Company Information
• In the URL: Look for a number in the address bar (e.g., https://1234567.app.netsuite.com)
• Sandboxes include _SB1, _SB2, etc. (e.g., 1234567_SB1)

🛑  Please make sure to review the roles and permissions article before continuing with the installation. 

Steps to Connect

In NetSuite

Installing NetSuite SuiteApp (For Net New OneWorld Users)

• Navigate to Setup > Company > Enable Features.
• Enable the following features, if not already:
  • Accounting → Under the Accounting tab
  • A/P (payables) → Under the Accounting tab
  • Server SuiteScript → Under the SuiteCloud tab
  • REST Web Services → Under the SuiteCloud tab
  • Token-Based Authentication → Under the SuiteCloud tab
  • SuiteAnalytics Workbook → Under the Analytics tab
• Go to SuiteApps, search for Tropic, and click Install.
• Assign the appropriate Tropic Role based on your use case (see Role Selection Guide).

Installing NetSuite Bundle (For Non-OneWorld Users)

• Navigate to Customization > SuiteBundler > Search & Install Bundles.
• Enter Tropic Bundle or Bundle ID: 565240.
• Click Install, then monitor the progress until completion.
• Assign the appropriate Tropic Role based on your use case

Assigning Roles

To ensure a stable integration, Tropic recommends creating a dedicated NetSuite user (not tied to a named employee). If the integration user leaves the organization, the integration may break and need to be reconfigured.

To create a new user or assign an existing one:

• Navigate to Lists > Employees > Employees > New.
• Enter an email address for the new user (it must not be the same as an existing NetSuite user).
• If applicable, select a subsidiary.
• On the Access sub-tab, check the Give Access checkbox.
• Assign the appropriate Tropic role based on your use case:
  • Tropic Spend Management Integration – If you only need to manage spend-related data.
  • Tropic Spend Mgmt. & HRIS Integration – If you need to sync departments and employees.
  • Tropic Spend Mgmt., HRIS & PO Integration – If you need spend management, department sourcing, and Purchase Orders.
• Click Save.

Note: You must remain logged into your Admin account while making these changes.

Creating an Access Token

• Navigate to Setup > Users/Roles > Access Tokens > New.
• Select:
  • Application Name: Tropic Integration
  • User: The assigned integration user
  • Role: The selected Tropic role
• Copy and store the Token ID and Token Secret securely, as they will only be visible once.

Connecting NetSuite in Tropic

• In Tropic, go to Settings > Integrations.
• Find NetSuite and click View Details.
• Click Connect.
• Select the features you want to use:
• Expense Data (required)
• Department & Employee (optional)
• Purchase Orders (optional)

• Choose your authentication method:

  • SuiteApp (recommended): For NetSuite OneWorld (multi-subsidiary)
  • Manual Credentials: For reconnecting integrations created before May 2025

• Enter the following credentials:
  • Account ID
  • Token ID
  • Token Secret
• Click Connect to NetSuite.

Note: Manual Credentials are only recommended if you're reconnecting an existing integration that was set up before Tropic’s current connection flow.

Post-Sync Configuration

Selecting Subsidiaries and GL Accounts

• Once the initial sync is complete, navigate to Integration Settings.
• Select the Subsidiaries Tropic should fetch transactions from.
• Click Save and Continue to Accounts.
• Select GL Accounts for Tropic to pull transaction data from.
• Click View Summary and Save Preferences.

How Tropic Syncs Supplier and Spend Data

• Supplier Matching by Name Only: Tropic currently matches suppliers using the supplier name from NetSuite. Mapping by internal NetSuite ID is not supported. To ensure successful syncing, make sure supplier names match exactly in both systems.
• Spend Based on Posting Periods: Tropic pulls spend data based on NetSuite’s posting period, not the transaction date. This means a transaction may appear in a different period than its original date. This reflects how financial data is reported in NetSuite and ensures consistency across systems.

Best Practices for GL Account Selection

Exclude accounts not typically relevant to Tropic spend management analysis, such as:

• Salaries/Wages
• Bonuses/Commissions
• Payroll Taxes & Benefits
• Fines & Penalties
• Miscellaneous expenses

Enabling PO Integration After Initial Setup

If you didn’t enable the Purchase Order (PO) feature during your original NetSuite setup, you can still add it later without losing any data or supplier mappings.

Step 1: Assign the PO Role in NetSuite

• In NetSuite, go to Lists > Employees > Employees and select your integration user (or create one if needed).
• Under the Access sub-tab, check Give Access.
• Assign the role: Tropic Spend Mgmt., HRIS & PO Integration.
• Click Save.

Step 2: Create a New Access Token

• Go to Setup > Users/Roles > Access Tokens > New and select:
  • Application Name: Tropic Integration
  • User: Same user from Step 1
  • Role: Tropic Spend Mgmt., HRIS & PO Integration
• Click Save, and copy the Token ID and Token Secret immediately - this is only shown once.

Step 3: Re-authenticate the NetSuite Connection

Let Tropic Support know when you're ready to add PO access.
They will trigger a re-authentication on your behalf so you don’t need to disconnect the existing integration manually.

Once triggered:

• Go to Settings > Integrations in Tropic.
• Click Manage next to NetSuite.
• Enter your Account ID, new Token ID, and Token Secret.
• Make sure the Purchase Orders checkbox is selected under Features.
• Click Connect to NetSuite.

Your existing configuration, including matching rules and supplier connections, will remain intact.

Troubleshooting & FAQs

Q: What should I do if I encounter an installation error?
A: Hover over the error message for details. If needed, submit a support ticket 

Q: How do I manually sync Tropic and NetSuite?
A: Navigate to the Integration page and select Sync Data.

Q: How do I disconnect the NetSuite Direct integration?
A: Navigate to Integrations, search for NetSuite, and click Disconnect. This will remove connected payment data from displaying in Tropic.

Q: What permissions are required to modify NetSuite integration settings after setup?
A: To modify integration settings, you need NetSuite Administrator privileges or an assigned user role with full access to integration configurations in Tropic.

Q: Can I test PO functionality without using a NetSuite sandbox?
A: Yes. Tropic provides a test PO experience within the platform, allowing you to push an unapproved PO to NetSuite for validation before enabling it in live workflows.

For additional troubleshooting, visit the NetSuite Integration Troubleshooting Guide.

For support, submit a ticket under NetSuite Configuration in Tropic Support.