NetSuite Configuration Overview

To connect NetSuite to your Teampay account, you will create a web services user and role with the appropriate permissions, and enter an access token into Teampay.

In order to connect to NetSuite, Teampay needs you to configure a web services role with the appropriate permissions, and to connect that role to a NetSuite user:

1. User/Role Configuration

2. Creating Teampay Account

3. Configuring in Teampay

4. Checking Custom Workflows in Netsuite

 

User/Role Configuration

1. Enable Web Services and Token-Based Authentication

1. Navigate to Setup > Company > Enable Features > Suite Cloud
2. Under "SuiteTalk" check "SOAP Web Service"
3. Under "Manage Authentication" check Token-Based Authentication
4. Click Save

2. Set up Teampay user and role

1. Either create a new user, or choose an existing user that you wish to attach the web services role (*see below)
2. Navigate to Setup > Users/Roles > Manage Roles >New
3. Name the role "Teampay Integration"
4. Check the box "Web Services Only Role”
5. Control and select **all the subsidiaries available on the list (this gives us access to the list so we can select which one to use).
6. Under "Permissions" > "Transactions" add the following permissions:
   1. Bills | Full
   2. Pay Bills | Full
   3. Make Journal Entry | Full
   4. Purchase Order | Full (if you are using Teampay's PO module)
   5. Item Receipt | Full (if you are using Teampay's PO module)

*In the event the user of the Teampay <> NetSuite web services role is marked inactive, the integration will be disrupted until a new user is assigned.

**Ensure selection of all organization subsidiaries that transactions from Teampay will be syncing to.

1. Under "Permissions" > "Lists" add the following permissions:
   1. Vendors | Full
   2. Classes | View
   3. Departments | View
   4. Accounts | Full
   5. Locations | View
   6. Subsidiaries | View
   7. Currency | View
   8. Items | Full (if you are using Purchase Orders)

1. Under "Permissions" > "Setup" add the following permissions:
   1. Web Services | Full
   2. 2. User Access Tokens | Full

1. Click Save
2. Assign the Role that you created earlier to the desired user by navigating to Lists>Employees>Employees>Edit User>Access Tab
3. Click Save

Creating Teampay Account

1. Set up your Teampay Accounts

1. Navigate to Setup >Accounting>Chart of Accounts>New
2. Create a new account named "Teampay Payables" with the type of "Account Payable" assigned to the subsidiary using Teampay

2. Get your NetSuite Account ID and Tokens - Note: You will not be able to view these tokens again. Please save them

1. In the menu, click Setup>Integrations>then Web service Preferences, and save the "Account ID"
2. In the table you see in NetSuite below, add the User you choose for the web services role and "Teampay Integration" for the Web Services Default Role.
3. Click Save

3. Create a new Integration record for Cloud Elements. Go to Setup>Integration>Manage>Integrations>New.

1. Enable State and Token-Based Authentication. 
2. Uncheck 'TBA: Issuetoken Endpoint' and 'Authorization Code Grant'
3. On the confirmation screen, copy and save the fields Consumer Key and Consumer Secret

4. Create a new Access Token. Go to Setup>Users/Roles>Access Tokens>New. Select the Integration Record, User and Role created or referenced in the previous steps.

1. From the confirmation screen, copy the fields Token ID and Token Secret

5. Head back into Teampay to finish configuring. Select "Settings"(avatar on the top right)>Organization Settings>Connect (Accounting System Connect)

Once submitted, you'll be shown 'We're syncing your accounting data now' (this may take some time). Upon completion, you will receive a Slack/email notification to complete the final configuration steps below.

*If you do not receive the configuration link, please follow: https://app.teampay.co/netsuite/configure/

 

Teampay Configuration

Once connected, you will be asked to configure a few things:

1. Which Location within NetSuite is using Teampay
2. Which Subsidiary within NetSuite is using Teampay
3. Which account from your chart represents your SVB card account
4. Which accounts payable account should bills for Teampay purchases be run through

From that point forward, our NetSuite integration creates Vendor bills and an associated Vendor Purchase every time a Teampay Card is used, and we also create a journal entry every time we transfer money from your funding source to your holding account. Teampay will also keep a real-time copy of your Chart of Accounts and Vendors so that we can match to them appropriately.

When we create Bills, by default we populate the following fields:

• Date
• Vendor

• Amount
• Item Description (as provided by user)
• Expense Account

• Location
• Account Payable Account
• Description "Imported from Teampay"

When the create a Bill Payment against that Bill with:

• Holding Account
• Associated Bill
• Memo states "Imported from Teampay"

A sample of a Bill:

How to Check Custom Workflows in NetSuite

Custom workflows enabled in NetSuite may interfere with Teampay syncing, such as placing a bill payment or reimbursement in a 'Pending Approval' state. As a recommended step, check your existing custom workflows in NetSuite to confirm only what is desired is enabled. 

To review your custom workflows in NetSuite and ensure they are configured correctly:

1. Log in to your NetSuite account.

2. From the Navigation Menu, go to:
   Customization > Workflow > Workflows.

3. On the Workflows page, you’ll see a list of all active and inactive workflows in your account.

4. Use the filters or search bar to locate a specific workflow by name or record type.

5. Click on the Edit link next to any workflow to review its configuration:

   • Trigger type (e.g., Before Record Submit, After Record Submit)

   • States and Transitions

   • Conditions and Actions

Tip: If a workflow isn't behaving as expected, check for conditions that may be too restrictive or missing transitions between key states.