Reimbursements (Expense Report Reimbursements) Import Workflow

The Reimbursements (Expense Report Reimbursements) import workflow lets you:

• Record bill payments against expense reports or vendor bills previously exported from OpenAir expense reports to NetSuite, and then import the bill payment records into OpenAir as reimbursements.

• Update bill payments in NetSuite and use the NetSuite <> OpenAir integration to update the corresponding reimbursements in OpenAir.

Important:

Changes made to the reimbursement records in OpenAir after the initial import are not exported back to NetSuite.

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

Requirements and Downstream Dependencies

Matching expense report transaction records must exist in both NetSuite and OpenAir before you can import bill payments applied to expense reports from NetSuite into OpenAir as reimbursements.

Matching vendor bill transaction records in NetSuite and expense report records in OpenAir must exist before you can import bill payments applied to vendor bills from NetSuite into OpenAir as reimbursements.

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 reimbursement records after you create or update the bill payment records 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 reimbursement records when the bill payment form is saved in NetSuite. See Configuring Real-Time Record Import from NetSuite into OpenAir.

• View and edit the OpenAir reimbursement 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 Reimbursements (Expense Report Reimbursements) Import Workflow

Use the following steps to set up the Reimbursements (Expense Report Reimbursements) import workflow.

No additional setting is required in NetSuite.

To set up the Reimbursements (Expense Report Reimbursements) import workflow in OpenAir

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

2. Click the Tips button then NetSuite Connector Administration.

   The OpenAir NetSuite Connector administration form appears.

3. Check the Reimbursements (Expense Report Reimbursements) box under the Imports section.

4. Click Save then Close.

5. Go to Administration > NetSuite Connector > Mapping.

6. Click New workflow then Reimbursements (Expense Report Reimbursements).

7. Click Reimbursements (Expense Report Reimbursements) in the list of integration workflows.

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

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

   

10. Click Save.

11. (Optional) Add the Reimbursements (Expense Report Reimbursements) import workflow to a workflow group and schedule it to run automatically. See Scheduling the Integration to Run Automatically.