Set Up the NetSuite Integration

Overview

This guide provides step-by-step instructions to install and configure the NetSuite integration in Tropic. Before you begin, ensure you have the required permissions and roles as outlined in the NetSuite Integration: Permissions & Roles article.

Prerequisites

Determine the Correct Setup Path

Use the table below to identify the correct setup path based on your NetSuite environment:

If unsure, contact Tropic Support before proceeding.

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

Note: For an enhanced viewing experience, click the expand icon in the top-right corner of the demo to enlarge the screen.

Click Start Demo or Play (top right corner) to begin the demo.

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

Step-By-Step Demo

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

Contact Tropic Support to request access to Tropic’s NetSuite SuiteApp or Bundle within your environment. In the dropdown, select NetSuite Configuration.

Be sure to include the following information in your support ticket:

• Your NetSuite Account ID
• Do you use NetSuite OneWorld? (Yes/No) – This determines the correct setup instructions for your environment.

Finding Your NetSuite Account ID

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

• In NetSuite: Navigate to Setup > Company > Company Information.
• In the URL: When logged into NetSuite, look for a string of numbers in the URL (e.g., https://1234567.app.netsuite.com/app/center/card.nl?sc=-29&whence).
• If you are using a sandbox environment, your Account ID may include _SB# (e.g., 1234567_SB1).

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: 518919.
• Click Install, then monitor the progress until completion.
• Assign the appropriate Tropic Role based on your use case.

Creating an Integration Record (Required for Bundle Users)

• Navigate to Setup > Integration > Manage Integrations > New.
• Enter the name Tropic Integration TBA.
• Uncheck the following:
  • TBA: Authorization Flow
  • Authorization Code Grant
• Check Token-Based Authentication.
• Leave Concurrency Limit empty.
• Click Save.

Important: When you click Save, make a note of the Client ID and Client Secret, as they will only be visible once.

After completing these steps, proceed with assigning the Tropic role and generating an Access Token.

Assigning Roles

To ensure a stable integration, it is recommended to create a new user or use one that is not a named employee to prevent disruptions. If an employee with the integration role leaves the organization, the integration will 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

• Navigate to Integrations in Tropic.
• Search for NetSuite and click View Details.
• Click Connect and enter:
• For SuiteApp (OneWorld):
  • Account ID (from NetSuite Account Information)
  • Token ID (created during Access Token setup)
  • Token Secret (created during Access Token setup)
• For Bundle (Non-OneWorld):
  • Account ID (from NetSuite Account Information)
  • Token ID (created during Access Token setup)
  • Token Secret (created during Access Token setup)
  • Client ID & Client Secret (from NetSuite Integration Record)
• Select the integration features you plan to use:
  • Expense Data (Required)
  • Department & Employee Sync (Optional)
  • Purchase Orders (Optional)
• Click Connect to NetSuite.

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.

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

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: Does this integration work with NetSuite sandbox environments?
A: Yes, the integration supports NetSuite sandbox environments.

• For SuiteApps (OneWorld): NetSuite automatically shares the SuiteApp with all associated sandbox environments. No additional steps are required.
• For Bundles (Non-OneWorld): You must manually share the Bundle with your specific sandbox environment.

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.

For additional troubleshooting, visit the NetSuite Integration Troubleshooting Guide.

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