Jump to:

• Overview
• What Ramp looks like
• Set up
• How will transactions appear in NetSuite
• How will reimbursements appear in NetSuite
• Bill Pay
• Custom fields and custom segments
• Statement payments
• Reconciliation
• Cashback redemption
• Vendor credits / credit memos
• Purchase orders (PO's) and 3-way-match

Overview

Our integration with NetSuite allows you to easily transfer information from Ramp to NetSuite, ensuring your spend data is current and accurate. We respect your NetSuite settings, avoiding any changes or account creations.

When Ramp is connected to NetSuite, it gathers all necessary data for classifying your transactions. If using multiple subsidiaries, you can assign transactions to the correct one with ease. Transactions are synced as credit card transactions, while reimbursements are processed as bills and settled with bill payments.

Additional features for a stronger integration include:

• Vendor creation: Ramp can identify and add new vendors not already in your NetSuite instance. These vendors appear in NetSuite's Merchant column as "New:..." and are created upon syncing.
• Custom fields and segments: Ramp imports all fields, including custom ones, from NetSuite to ensure comprehensive transaction coding.
• Default AP account: You can set a default Accounts Payable (AP) account for bills and reimbursements synced from Ramp. Without a default, NetSuite uses the vendor's associated account or the last used AP account per subsidiary.
• Default vendor for reimbursements: Typically, the reimbursed employee is set as the vendor for reimbursements. However, you can choose a default vendor, like "Ramp Reimbursement Vendor," if you prefer not to list all employees as vendors in NetSuite.

What Ramp looks like

Here's how the NetSuite Accounting page appears on Ramp. For detailed information about settings, rules, and additional automations provided by Ramp, please refer to the linked article.

Set up

• If you have subsidiaries enabled in your NetSuite instance, then please follow these instructions
• If you don’t have subsidiaries in your NetSuite instance, then follow these instructions

Learn more about advanced configurations recommendations for NetSuite to take full advantage of Ramp and reduce sync errors.

How will transactions appear in NetSuite

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”

How will reimbursements appear in NetSuite

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.
• If Vendor is not associated with any AP, vendor bill will default to the AP used on the last Vendor Bill saved per Subsidiary.
• 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

Bill Pay is now available for NetSuite customers. For instructions on how to set up Bill Pay, please refer to this article.

Custom fields and custom segments

Ramp can import most of your custom fields into Ramp for coding. These custom fields function similarly to standard fields in Ramp. Required fields are automatically enabled, while optional ones can be activated in the accounting settings.

To display custom fields in Ramp, they must be set up to select a single value from a custom list or record. We will import these options for coding and include them in automations, like pre-coding cards and rules.

Custom fields must be active and visible on Credit Card Transaction and Bill forms in NetSuite for Ramp to detect and sync them. Line level custom fields should be on the expense tab to be available.

For segments to be coded in Ramp, they must be visible on Credit Card, Bill, and/or Bill Payment Forms in NetSuite. The Ramp Accountant Role should have full Value Management Access, Edit permissions for Record Access, and Edit permissions for Search/Reporting Access.

• Value Management Access: Full
• Record Access: Edit
• Search/Reporting Access: Edit.

Statement payments

With NetSuite, you can sync over statement payments. This will appear in the Payments tab of the Accounting tab and only appear after it has cleared.

Cashback redemption

Similar to statement payments, cashback redemption syncing is available.  

The accounting for a cashback is a debit 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.

Vendor credits

Ramp syncs vendor credits directly to NetSuite and helps you apply them to your bills. Check out our Vendor credits / credit memos article for more details!

Purchase Orders and 3 Way Match

Create purchase orders in Ramp and sync them directly to NetSuite, streamlining procurement processes.

With Ramp Procurement's 3 Way Match functionality, you can match bills in Ramp Bill Pay with purchase orders and item receipts. Check out out Three-way match article for a detailed breakdown, and ensure payment for received goods only!

1. Enable 3-way match in Bill Pay settings. We'll start to pull in item receipts from NetSuite.

2. When you pay bills with Ramp Bill Pay, match bills to purchase orders in NetSuite. Once a PO is selected, Ramp will automatically match the bill line items with PO line items and then pull in item receipts.

3. View which billed line items haven't been received and open existing item receipts in NetSuite.

*Note: With 3-way match, once a Bill is matched to an imported PO from NetSuite, Ramp will automatically fetch related item receipts from NetSuite for the PO line items. 

Frequently Asked Questions (FAQs)

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.