We have a direct integration with NetSuite that allows you to seamlessly integrate and push information from Ramp to NetSuite to always keep an up to date and accurate account of spend on NetSuite. We also want you to have full control over what happens so we don’t change any settings on your NetSuite instance nor do we create accounts.
When you connect Ramp to NetSuite, we retrieve all the data you might use to classify your transactions. If you are using multiple subsidiaries, you can sync transactions to a nominated subsidiary easily by toggling the subsidiary column to the appropriate one. When we sync over transactions, we sync them over as a credit card transaction. For reimbursements, we send them as bills and settle them with bill payments.
We’ve also built some additional features to make the integration more robust.
- Vendor creation: If we detect a vendor that isn’t on your NS instance, you will have the option to create that vendor within Ramp. The vendor will show up in the NS Merchant column as “New:...” and by syncing it over, you will create the vendor. Alternatively you can assign a transaction to an existing NS vendor.
- Custom fields and Custom Segments: we will pull in all of your fields including any custom fields and/or custom segments from your NS instance to make sure that all the coding that you typically do can be done on Ramp.
Set a default AP account: you will be able to set a default AP account for any bills / reimbursements that we sync over
- If you don't set a default AP account, NetSuite will set them like this:
- The AP will default to the Account associated in the Vendor record.
- If Vendor is not associated with any AP, vendor bill will default to the AP used on the last Vendor Bill saved per Subsidiary.
- If you don't set a default AP account, NetSuite will set them like this:
- Default vendor for reimbursements: when we sync over reimbursements, we typically set the employee reimbursed as the vendor (and we create one if there isn’t a user already). However, you have the option to set a default vendor (i.e. Ramp Reimbursement Vendor) in the case that you don’t want all your employees as vendors on NS.
- What it looks like
- Bill Pay
- Custom Fields and Custom Segments
- Statement Payments
- Cashback Redemption
What it looks like
Below you can see how the NetSuite Accounting page looks like on Ramp. For more information on settings, rules, and other automations that Ramp offers, please reference this article.
- If you have subsidiaries enabled, please follow these instructions
- If you don’t have subsidiaries, please follow these instructions
Ramp card transactions show up as a card transaction on NetSuite. To see them, go to:
- Transactions -> Bank -> Use Credit Card -> List (image below)
When you click into a transaction, you can see all the fields that were coded within Ramp.
- Receipt: a receipt is synced over as a URL in the Classification section. The URL will link back to the transaction within Ramp and will only appear for transactions with a receipt
- Transaction Level Fields: Subsidiary, Vendor and body level custom fields
- Expense Level Fields: Account, department, class, location, customer, and Billable (Y/N) as well as any line level expense custom fields
- Memo: Memo will be “Cardholder - memo”
Ramp reimbursements will show up as a bill on NetSuite in the default AP Account for that subsidiary. We set the vendor as the employee: “first name last name Ramp”, however, you can set a default vendor for reimbursements within the Accounting settings. If you paid a reimbursement via ACH, we will sync a bill (marked as paid) and a bill payment. If you selected Manual Pay within Ramp, we will only sync a bill (marked Open). NetSuite selects the default AP account according to this:
- Default AP Account for Vendor Bills can only be set on the Vendor Record. Once a Vendor Bill is created and the Vendor is selected, the AP will default to the Account associated in the Vendor record.
- Sync dates: When we sync over a bill and/or bill payment, we sync it over using the approved date on Ramp.
If you would like to set your own default AP account, you can do so in the accounting settings drawer on Ramp.
For bills, navigate to Transactions -> payables -> enter bills -> list
Note: additional info gets pushed to the memo line (i.e. user, merchant, and memo)
For bill payments, navigate to Transactions -> payables -> pay single vendor -> list
Bill Pay is now available for Netsuite customers. For instructions on how to set up Bill Pay, please reference this article.
Custom Fields and Custom Segments
We are able to pull most custom fields you have so you can code those within Ramp. These will work just like any other standard field within Ramp. Any required fields will be switched on in Ramp by default. Optional fields you may need to switch on in accounting settings.
For custom fields to be displayed in Ramp, they need to allow for the selection of a single value from a custom list or a list of custom records. We will pull any options for you to code as well as make them available to any automations (i.e. pre-coding cards and rules).
Custom fields need to be activated and visible on Credit Card Transaction and Bills forms in order to be detected and synced through to Ramp, and in the case of a line level custom field, they must be on the expense tab in order to be available.
For each segment you want to view and code in Ramp, the segment must be viewable on the Credit Card, Bill and/or Bill Payment Forms, and the following permissions set for the Ramp Accountant Role:
- Value Management Access: Full
- Record Access: Edit
- Search/Reporting Access: Edit.
With NetSuite, you can sync over statement payments. This will appear in the Payments tab of the Accounting tab and only appears after it has cleared.
You will be getting a record of this transaction from two places - from your Checking Account's bankfeed, which will have the credit side of the transaction, and from Ramp, which will have the debit side of the transaction.
Instead of independently classifying these transactions, e.g. allocating the checking account credit to a Ramp Card debit, and the Ramp Card debit to a checking account credit - we instead want to match the two sides and create a single transaction. This will prevent us from making two duplicate transactions.
In the below example, you can see where to find the statement payments to sync over within Ramp.
I have already classified the Checking Account payment to the Ramp Card account, rather than doing a match. What should I do? In this case, you can safely delete the statement payment in the Ramp Card account from NetSuite, as you have already recorded the transfer from the Checking account. Classifying the Ramp Card transaction would create a duplicate, so keeping the transaction is not necessary.
How Ramp syncs Credit Card transactions:
Ramp syncs credit card transactions as credit card transactions in your ERP.
Purchase is made
- Debit (increase) Expense or Bank Account
- Credit (increase) Credit Card Liability Account
How Ramp syncs Reimbursements:
Ramp syncs reimbursements as bills and bill payments in your ERP.
- Debit (increase) Expense Account in original currency
- Credit (increase) Credit Card Liability Account in original currency
- Debit (decrease) the Liability Account
- Credit (decrease) The Cash/Bank Account
How Ramp syncs Statement Payments:
Ramp syncs statement payments as checks in your ERP.
Statement is paid
- Debit (decrease) Credit Card Liability Account: Reducing the amount you owe since you're paying off the credit card.
- Credit (decrease) Bank Account: This account represents your company's cash, which decreases when you pay off the credit card bill.
To reconcile, you will have to go to your accounting provider to match the amount that was paid to Ramp from your bank account to the total dollar transaction amount synced over from Ramp. If you go to the Transactions tab within Ramp, you can filter by the statement period to easily check which transactions were included in which statement.
Similar to statement payments, cashback redemption syncing is available.
The accounting for a cashback is a credit to the Ramp Card account, reducing the liability on the card, and a credit to a nominated expense or income account. This cashback entry does not appear on a bank feed so this entry is important to sync across to the Ramp Card account to bring the value of the liability back into balance with the statement.