NetSuite Integration

This guide will walk you through integrating Remote with NetSuite to streamline management for Employer of Record (EOR) customers. The integration automatically syncs Pre-funding and Reconciliation invoices from Remote to NetSuite to simplify your financial processes.

This integration is for you if you want to:

• Automatically sync Pre-funding and Reconciliation invoices from Remote to NetSuite.
• Save time and improve financial accuracy by automating account mapping.

In this article, we'll cover the following:

• Prerequisites
• Connect Remote to NetSuite
• Create Required NetSuite Vendors
• Configure Integration
• First-Time Manual Sync
• Enable Automatic Invoice Sync
• Monitor Sync Results

Prerequisites

Before you set up the integration, make sure you have the following:

• Administrator permissions in your NetSuite account.
• Admin or owner access in Remote.
  See also: Adding admins to your Remote account

Create Required NetSuite Vendors

Before activating the Remote integration, you need to manually create the following vendors in your NetSuite account. This setup ensures seamless syncing of invoices between Remote and NetSuite.

1. Remote Technology Services, Inc.
2. Canada Remote Technology Inc.
3. Remote Europe Holding BV

Each of these vendors must meet the following criteria:

• Vendor is created manually in your NetSuite account.
• Vendor is linked to all available subsidiaries in your NetSuite instance.
• Vendor is set up before activating the Remote ↔ NetSuite integration.

Follow these steps to set up the required vendors:

1. Log in to your NetSuite account with admin permissions.
2. Navigate to Lists > Relationships > Vendors.
3. Click New to create a new vendor.
4. Enter the vendor name mentioned in the list above.
5. Set the Primary Subsidiary for the vendor.
6. Under the Subsidiaries section, select all available subsidiaries.
7. Click Save to finalize the vendor record.
8. Repeat steps 3 to 7 for the remaining vendors.

Once all these vendors are created and linked to all subsidiaries, you need to verify that the vendors are set up correctly and then proceed with activating Remote ↔ NetSuite integration.

Connect Remote to NetSuite

To integrate your NetSuite account with Remote, you first need to link the two accounts.

Follow these steps:

1. Log into your Remote account and click on company settings
2. Under the integrations tab, select Integrations & APIs
3. in the NetSuite tab, click on Add
4. Click on Add to Remote and follow the prompts to complete the process
   

Configure Integration

After enabling the integration, a setup guide will appear in Remote. This setup involves mapping your Remote entities to NetSuite subsidiaries based on your organizational structure.

Working with custom forms

Currently, the integration does not support working with customized NetSuite forms. If you have a standard NetSuite configuration, you don't need to go through this step. However, if you work with forms requiring fields, such as Location, you will need to create a new custom form to successfully work with the integration. While this feature is under assessment for potential inclusion, as a temporary solution, you can create a custom Vendor Bill transaction form in NetSuite that excludes the required fields. This form can be used exclusively for the integration, allowing invoice syncing without errors.

1. In NetSuite, navigate to Customizations > Forms > Transaction Forms.
2. Edit the Vendor Bill form to remove the requirement for your customized required fields (e.g. Location) from the Screen Fields tab and ensure the Approval Status field is included.
3. Save this custom form with a distinct name e.g., "Remote Integration Vendor Bill".
4. Under the role used for authenticating your integration,
   
   • Go to Setup > Users/Roles > Manage Roles.
   • Edit the specific role and go to the Forms tab.
   • Find the newly created custom form and check the Preferred checkbox.
   • Save the role.

With this, the integration will use the custom form without the custom field requirement.

Company-level setup for single subsidiary

This option is for you if you want to sync all Remote entities to one NetSuite subsidiary. It is best for small businesses or organizations with only one subsidiary in NetSuite.

1. Select Map all Remote entities to the same subsidiary from mapping preferences.
2. Map all Remote entities to a single subsidiary in NetSuite and click on Save.
   
   
   
   When mapping legal entities from Remote to NetSuite subsidiaries, it's crucial to ensure that both entities use the same currency. For example, if you're mapping a Portugal legal entity (which uses EUR) to a subsidiary that uses USD, NetSuite will generate an error since it doesn't support multi-currency at the subsidiary level.
3. Next, to map invoices, you have two invoice breakdown options:
   • Standard Breakdown: syncs invoices as they appear.
     • From the invoice breakdown preference, choose Standard breakdown.
       
       
     • From the NetSuite account dropdown, map each invoice item to the correct account.
       
       
       
     • Click Save.
   • Department Breakdown: splits invoice line items by department.
     • From the invoice breakdown preference, select Breakdown by department.
       
       
     • Map each invoice item under every department to the correct NetSuite account.
       
       
       
     • Once every department is mapped, click on Save.
       
       

Entity-level setup for multiple subsidiaries

This option is for you if you want each Remote entity mapped to a specific NetSuite subsidiary. It is best for organizations with multiple subsidiaries or complex financial structures.

1. Select Map each Remote entity to their own subsidiary from the Mapping preferences.

2. Map each Remote entity to its corresponding NetSuite subsidiary.

3. Choose the desired invoice breakdown option from the following:

   • Breakdown by Remote entity: maps Remote invoice items to each entity.

     • Select the Breakdown by Remote entity option from the invoice breakdown preferences page.

     • Click on Map against each legal entity to map each invoice item to a NetSuite account. This ensures proper categorization of your financial statements.

     • Repeat the same process until all legal entities are mapped. Then click Save.

   • Breakdown by Remote entity and department: maps Remote invoice items to both entity and department.

     • Select the Breakdown by Remote entity and department option from the invoice breakdown preferences page.

     • Click on Map against each legal entity to start mapping invoice items to a NetSuite account for every department.

     • Repeat the steps until all departments against all legal entities are mapped, then click Save.

Step 3 - First-Time Manual Sync

Manually Sync Invoices

Before automatic syncing can be enabled, you need to perform a one-time manual sync to ensure data accuracy.

• Go to the Overview tab in Remote.
• Locate the Manually Sync Remote to NetSuite option. Click on the Select invoices button.
• This will take you to a list of all issued pre-funding and reconciliation invoices.
• Select the invoices you want to sync and then click the Sync button to initiate the manual sync process. Once the process starts, the status of the invoice being synced changes to In Progress and once completed, it shows Synced. 

While the selected invoices are being synced, the Sync button will be disabled. Once all invoices have been synced, you can select more and sync again.

This feature provides flexibility, letting you control which invoices are pushed to NetSuite at any time.

Enable Automatic Invoice Sync

Once the manual sync is completed, you can enable automatic syncing to keep your records updated.

• Go to Settings tab in Remote dashboard.
• Toggle on the Automatic Sync option.
  
  

Automatic syncing will run in the background, keeping your financial data up-to-date without any manual intervention.

Monitor Sync Results

• Go to the Synced Invoices tab to view all invoices that have been successfully synced to NetSuite.

  • Sync status
  • Timestamp of each event
  • Error messages for troubleshooting (if any)
• The Events History tab provides an audit trail, showing details of each sync event, including:

By following these steps, you can ensure a smooth integration between Remote and NetSuite, automating your invoice management, and improving financial accuracy. Adjustments to these configuration settings can be made at any time to better align with your changing organization's needs.

Updating general ledger account mapping

To update the mapping of the general ledger account, please go to Company settings → Integrations → NetSuite → Settings → Map invoices to General Ledger accounts

Syncing general ledger reports to NetSuite (Global Payroll customers only)

Our integration can now sync the general ledger reports created by Remote after a successful payroll run as Journal Entries in NetSuite. This feature is currently only available to Global Payroll customers.

⚠️ For customers that are already using the integration: Since this integration needs a new authentication scope, you need to reauthenticate your integration by clicking on the Remove integration button, adding the integration again with the Add integration button, and entering your credentials when prompted.

To set up the general ledger reports sync, configure the following in the Settings tab under "Company structure" and "General ledger (GL) reports":

1. Map Remote entities to NetSuite subsidiaries
2. Map Remote departments to NetSuite departments
3. Map Remote GL accounts to NetSuite GL accounts
4. Map Remote pay items to their respective GL accounts
5. Set up general ledger report format

For a more detailed setup guide you can refer to our pay item mapping support article

Once the setup is complete, navigate back to the Overview tab to select which reports to sync to NetSuite. Click "Select reports" to view available payroll runs that can generate a report. Note that only payroll runs that are expected to be finalized and paid are the ones available for syncing.

Before syncing the report you can download it using the download action on the respective row. You will be able to check the amounts and the desired grouping for it. After verifying, you can select the desired reports through the checkboxes on each row and then click on the Sync button that appears.

If a report is not syncing you can navigate to the Events History tab, where you'll be able to see the reason why this is failing. If the sync process is successful the report will appear in the Journals page in NetSuite.