Overview
Now that NetSuite is installed, this guide will help you understand how department syncing works in Tropic, how to maintain it, and how to troubleshoot common issues. Syncing departments ensures that financial data remains aligned and accurate, supporting cost allocation, reporting, and procurement tracking. This document outlines:
- How department syncing works and what updates automatically vs. what requires manual action
- How to keep your department sync up to date to maintain accuracy
- FAQÂ
đź“Ś For details on setting up the NetSuite integration, see Set Up the NetSuite Integration.
Understanding NetSuite Department Syncing
What Department Syncing Does
Tropic syncs department structures from NetSuite to ensure financial data stays aligned with how your organization manages spending. This enables:
- Accurate cost allocation—Expenses are categorized under the right departments.
- Reliable reporting—Department-level insights remain up to date.
- Procurement tracking—Approvals and purchasing decisions reflect the correct department structures.
What Data Gets Synced?
Tropic pulls the following department-related data from NetSuite:
- Department names
- Employee and their respective Departments (if available in NetSuite)
When Syncing Happens
- Department data automatically syncs every 24 hours with NetSuite.
- You can manually trigger a sync anytime by going to Tropic > Integrations > NetSuite > Sync Data.
When to Re-Sync and Why
If your company adds, renames, or merges departments, follow these steps to keep your department mappings accurate:
- If a new department is added in NetSuite, it will appear in Tropic after the next sync. You’ll need to manually map it to the correct Tropic department.
- If a department name changes in NetSuite, Tropic does not automatically update the name. You must manually update the name in Settings > Departments
- If department names are misaligned, triggering a manual sync ensures data updates faster than waiting for the next scheduled sync.
Best Practices for Maintaining Department Syncing
To ensure department syncing continues to provide accurate and reliable data for financial reporting and procurement, follow these best practices:
- Keep your department mappings accurate. When your organization adds, renames, or merges departments, update your mappings in Tropic to match.
- Review your mappings before key financial reporting periods. This ensures your spend tracking and approvals are correctly categorized..
📌 Note: If a department is removed or set to inactive in NetSuite, it will still appear in Tropic but won’t be available in PO forms.This allows you to retain historical department data for reporting while preventing it from being used in new transactions.
FAQ: NetSuite Department Syncing
Q: What happens if a department is removed in NetSuite?
A: The department remains listed in Tropic and still appears in the department mapping page. However, inactive departments will no longer appear as an option in PO forms.
Q: What if my department mappings are incorrect?
A:Â You can update mappings anytime by going to Settings > Departments > Setup > Manage.
- If all departments have been mapped, select Remap Department to adjust existing mappings.
- If there are unmapped departments from an integration, you may see Continue Mapping instead. Select this to complete the mapping process.
Q: How can I manually sync department data?
A:Â Navigate to Tropic > Integrations > NetSuite > Manage > Sync Data to trigger an immediate sync.
Q:Does department data sync automatically every 24 hours like transaction data?
A: Yes, department data syncs automatically every 24 hours along with other NetSuite data.
Q: If a department structure changes in NetSuite (e.g., a new department is added, or one is removed), will Tropic reflect those changes in the next sync?
A: New departments will appear in Tropic after the next sync, but you need to manually map them to the correct Tropic department.
Q: Can I modify department mappings after they sync from NetSuite?
A: Yes, you can adjust department mappings at any time in Settings > Departments > Setup > Manage > Rematch Departments.