Expense Items (Expense Categories) Import Workflow

The Expense Items (Expense Categories) import workflow lets you:

• Create new expense category records in NetSuite first and then import them into OpenAir as expense item records.

• Update expense category records in NetSuite and use the NetSuite <> OpenAir integration to update the corresponding expense item record in OpenAir.

Important:

NetSuite is the primary application for item records. Changes made to expense item records in OpenAir after the initial import are not exported back to NetSuite.

For information about field mapping definitions for this workflow, see Expense Items (Expense Categories) Import Field Mapping Definition.

Requirements and Downstream Dependencies

Matching NetSuite expense category and OpenAir expense items records must exist before you can export expense reports from OpenAir to NetSuite.

Supported Features

Workflow Settings	Filters	Advanced Mapping	Real-Time	OpenAir Within NetSuite	Monitored Fields

• Run the integration manually, use a scheduled integration run to create or update the OpenAir expense item record after you create or update the expense category record in NetSuite. See Running the Bulk Import and Export Integration on Demand and Scheduling the Integration to Run Automatically.

• Setup the real-time integration to create or update the OpenAir expense item record when the expense category form is saved in NetSuite. See Configuring Real-Time Record Import from NetSuite into OpenAir.

• View and edit the OpenAir expense item record from the NetSuite UI using the OpenAir Within NetSuite (NetSuite Single Sign-On Integration) feature. See Enabling Access to OpenAir From Within NetSuite.

Setting up the Expense Items (Expense Categories) Import Workflow

The Services (Service Items) workflow is available as standard. Use the following steps to set up the workflow.

No additional setting is required in NetSuite.

To set up the Expense Items (Expense Categories) import workflow in OpenAir

1. In OpenAir, go to Administration > NetSuite Connector > Mapping.

2. Click New workflow then Expense Items (Expense Categories).

3. Click Expense Items (Expense Categories) in the list of integration workflows.

4. Modify the field mapping definition table for the Expense Items (Expense Categories) import workflow as required. See Mapping OpenAir Fields and NetSuite Fields and Expense Items (Expense Categories) Import Field Mapping Definition.

5. Click the switch next to the workflow name to activate or to deactivate the workflow.

   

6. Click Save.

7. (Optional) Add the Expense Items (Expense Categories) import workflow to a workflow group and schedule it to run automatically. See Scheduling the Integration to Run Automatically.