Before proceeding with this article, ensure that your NetSuite integration is successfully installed and data is syncing with Tropic.
Overview
The NetSuite integration with Tropic enhances operational efficiency by automating financial data syncs, improving visibility into supplier transactions, and streamlining procurement processes. With this integration, you can:
- Ensure accurate reporting by syncing vendor, GL account, and spend data directly from NetSuite.
- Speed up procurement workflows by linking NetSuite vendors to Tropic Suppliers.
- Track expenses and vendor relationships more effectively with detailed transaction history.
- Reduce manual effort with automated data syncs and filtering options.
This guide will show you how to access, filter, and export NetSuite data in Tropic to maximize the value of your integration.
Accessing Data
Where to Find Data
To access data from the NetSuite integration, navigate to the following areas within Tropic and NetSuite:
In Tropic:
-
Integrations → Data Matching – This section categorizes data into:
- Suppliers – Matches NetSuite vendors to Tropic suppliers for accurate spend tracking.
- Expenses – Links transactions from NetSuite to suppliers, ensuring financial data is correctly allocated.
- Products – Associates product-level spend with Tropic suppliers for granular expense tracking.
- Suppliers Page – Displays a centralized view of supplier-related data, including vendors synced from NetSuite.
- Integrations → NetSuite → Manage– View integration details, manage subsidiary and GL account mappings, or trigger a manual data sync.
- The Data Sources column indicates if a supplier’s data originates from NetSuite.
📌 To manage transactions at the expense level, see Managing Transaction Expenses with Data Matching.
Types of Data Available
The integration allows you to access the following types of data:
- Supplier Information: Includes vendor names, contact details, and payment terms synced from NetSuite, primarily for use when creating Purchase Orders in Tropic..
- Transaction History: View detailed transaction data, including bills, journal entries, and credit card expenses synced from NetSuite into Tropic.
- Fiscal Year Structure: Sync your organization's fiscal year structure from NetSuite into Tropic for more accurate financial reporting and planning.
-
GL Account Data: NetSuite GL account data is synced into Tropic to allow you to:
- Configure which GL accounts Tropic fetches transactional data from.
- Source GL accounts into the PO form, enabling the selection of appropriate GL accounts when creating purchase orders.
- Departments & Employees: If configured, departmental and employee information can be pulled from NetSuite to categorize and assign expenses appropriately in Tropic.
Filtering Data
How to Filter Data in the Integration
To help you focus on specific data, the integration includes powerful filtering capabilities. Here’s how to filter data effectively:
- Navigate to the appropriate page (e.g., Suppliers) within Tropic.
- Use the filter options provided at the top of the page. Common filter types include:
- Date Range: Filter by transaction date, invoice date, or other time-based criteria.
- Supplier: Narrow down to data for a specific supplier or group of suppliers.
Examples of Common Filters
- By Date Range: Useful for filtering transactions or expenses within a certain time frame (e.g., “January 1, 2024 - March 31, 2024”).
- By Supplier: Filter by supplier name or group to view only related data (e.g., showing only transactions for "Supplier ABC").
Exporting Data
How to Export Data from the Integration
- Go to the Suppliers page in Tropic.
- Apply your desired filters, and columns to refine the data set.
- Click Export
Best Practices for Leveraging the NetSuite Integration
- Regularly review unmatched vendors and transactions to prevent reporting errors and ensure financial accuracy.
- Use filters to focus on specific transactions, supplier details, or GL accounts to streamline analysis.
- Take advantage of automated data syncs, which update every 24 hours, and manually trigger a sync if you need real-time updates.
- Configure GL accounts properly so purchase orders reflect the correct financial structure from NetSuite.
FAQs
Q: How do I disconnect the NetSuite integration?
A: To disconnect, go to Integrations, search for NetSuite, and click "Disconnect." This will remove any associated payment data from Tropic.
Q: How much historical data does the integration pull from NetSuite?
A: The integration will pull up to the last three years of data for each vendor record during the initial sync.
Q: How do I request a manual sync between Tropic and NetSuite?
A: You can manually trigger a sync by navigating to the integration settings in Tropic and selecting the option to sync data.
Q: Can I edit the subsidiaries and accounts i previously selected?
A: Yes, you can go back and edit the subsidiaries and accounts by navigating to Settings --> Integration --> Manage--> and clicking Edit.
Additional Resources
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