Linking Workforce Management Records with NetSuite

Record linking lets different records in NetSuite be mirrored in Workforce Management (WFM). It ensures that any new or updated NetSuite record is automatically created or updated in WFM.

For example, linking NetSuite employee records means certain groups of employees, based on primary location mapping, are automatically created in WFM. Any shared fields, like name, email, or base wage rate, are updated in real time.

Linking WFM Location Fields to NetSuite Records

Link NetSuite locations to Workforce Management (WFM). You can either manually or automatically create a location in WFM from NetSuite data.

To manually create a WFM location, see Adding a New Location in WFM

The following procedure lets you link a new location to NetSuite or automatically create and link WFM locations.

To link WFM locations to NetSuite locations:

1. From the Workforce Management tab, go to Setup > NetSuite Integration > Settings > Records.

2. Under Standard Records, click the +Location button to create the linked record for a location.

3. Under the Link Type dropdown, select Location.

4. (Optional) Check the Automatically create and update data in linked objects from NetSuite records box if you want to automatically create WFM locations. Proceed to steps 6-7.

   Important:

   This action creates WFM jobs for all active NetSuite locations.

   You can add an optional custom field on the NetSuite Location record to show if that location can auto-sync.

   If you manually created a WFM location, go to steps 6 to 9.

5. Click Save.

6. On the location row, click the refetch button as shown below. If you chose to automatically create WFM locations, the procedure ends here.

7. For manually created locations, go to Setup > NetSuite Integrations > Locations.

8. In the search field next to the location, type the name of the NetSuite location you want to link. To link, click the location name in the list.

   Tip:

   If you don't see the name of the NetSuite location, click Refresh Locations from NetSuite and try again.

Linking WFM Job Fields to NetSuite Department Records

Link jobs to WFM using NetSuite departments. You can either manually or automatically create a WFM job.

To manually create a WFM job, see Create a Job.

The following procedure then allows you to link the new job to NetSuite or automatically create and link WFM jobs.

To create and link jobs from department data:

1. From the Workforce Management tab, go to Setup > NetSuite Integration > Settings > Records.

2. Under Standard Records, click the +Department button to create the linked record for a location.

3. Under the Link Type dropdown, select Job.

4. Check the Automatically create and update data in linked objects from NetSuite records box if you want to automatically create WFM jobs. Go to steps 5 to 6.

   Important:

   This action creates WFM jobs for all active NetSuite locations.

   You can create an optional custom field on the NetSuite Location record to indicate if that location can auto-sync.

   If you manually created a WFM location, proceed to steps 5-8.

5. Click Save.

6. On the Department row, click the refetch button.

7. For manually created jobs, go to Setup > NetSuite Integrations > Departments.

8. In the search field next to the WFM job, type the name of the NetSuite department you want to link. To link, click the department name in the list.

   Tip:

   If you don't see the NetSuite department name, click Refresh Departments from NetSuite and try again.

Creating the Workplace Linked Record

After you've linked WFM locations and jobs, create your first linked record, called Workplace.

To create the Workplace linked record:

1. From the Workforce Management tab, go to Setup > NetSuite Integration > Settings > Records.

2. Click the +Mirror new record type button.

3. Fill out the fields for the new record type.

   • Display name

   • Display name plural

   • Link type

   • Icon (not required)

   • Name field

   • Include sublists

   • Grouping field

   • Display fields

4. Click Save.

Linking the WFM Workplace Record

After you create the Workplace record, you'll need to link it to NetSuite.

To link the Workplace record:

1. Click on the Setup tab, then select the NetSuite Integrations, then select Workplace.

2. Click in the search field, then enter the name you want to map to.

3. Click the right NetSuite name and they'll link automatically.

Employee Sync Settings

Sync employee settings between NetSuite and WFM.

To sync employee settings:

1. From the Workforce Management tab, go to Setup > NetSuite Integration > Settings > Records.

2. Click Edit in the employee row.

3. In the Editing record data for Employee window, check the boxes as follows:

   • Create staff – Check the box.

   • Update staff – Check the box.

   • Update wage data – Check the box.

   • Update employment periods – Check the box.

   • Primary location field – Select a field. If this record type isn't already mirrored, it will automatically be created for mirroring.

   • Wage type – Select an option.

   • Salary default hours – Enter the default number of hours.

   • Leave balance fields – Configure fields.

4. Click Save.

Creating Time-Off Linked Records

If you're using SuitePeople HR, you'll need to add two linked records.

This lets approved time-off in SuitePeople flow into WFM automatically. That way, managers won't schedule employees on days they've got approved time off.

To create Time-Off linked records:

1. From the Workforce Management tab, go to Setup > NetSuite Integration > Settings > Records.

2. Click the +Mirror new record type button.

3. Fill out the fields in the Editing record data for Time-Off Request window.

   • Display name – Enter Time-Off Request.

   • Display name plural – Enter Time-Off Requests.

   • Link type – Select Leave/Time-off Request/Approval.

   • Icon – Select an icon for time off, such as the airplane icon.

   • Name field – Enter name.

   • Include sublists – Check the box.

4. Click Save.

5. Fill out the fields in the Time-Off Type record.

   • Display name – Enter Time-Off Type.

   • Display name plural – Enter Time-Off Types.

   • Link type – Select Leave/Time-off Type.

   • Icon – Select an icon for time off type, such as the briefcase icon.

   • Name field – Enter name.

   • Include sublists – Check the box.

6. Click Save.

Mapping Wage Conditions

To ensure that hours and rates are sent to the right place, you'll need to map wage conditions to the correct pay items.

To map wage conditions:

1. From the Workforce Management tab, go to Setup > NetSuite Integration > Region Based Wages.

   On the window that opens, link the applicable wage condition to the matching pay items in NetSuite.

2. If you're using subsidiaries, select which wage condition matches the right pay item for each one.

Note:

Things to keep in mind:

• SuitePeople needs payroll items to have employees assigned to receive and a rate set. As an Administrator, go to Lists > Employees > Payroll Items. Select each payroll item you'll use for exporting.

  To add an effective and expiration date automatically, check the Apply box for each employee individually rather than use the Mark All option. Enter the rate for each employee.

• WFM Regular Hours are usually linked to the XX-Hourly NetSuite Payroll item. WFM Overtime is linked to an XX-Overtime NetSuite Payroll item.

Linking WFM Leave/Time off Types to NetSuite

If you choose to create Leave/Time Off requests in NetSuite from WFM, you'll need to link the two types.

To link WFM leave/time-off types:

1. From the Workforce Management tab, go to Setup > NetSuite Integration > Leave/Time-Off.

2. In the search field next to the WFM Leave/Time-Off, type the name of the NetSuite Time-Off you want to link. Click the Time-Off name when it pops up in the dropdown to link them.

Note:

Some things to keep in mind:

• Depending on whether you import or export leave with NetSuite, you'll see different linking options. If you chose to import leave from NetSuite, you'll get a list of Time-Off Types from NetSuite to match to leave types in WFM.

• After a Time-Off type is linked to a WFM Leave type, WFM can create leave based on approved time off in NetSuite.

• When you're exporting to NetSuite, the leave is sent as soon as it's approved in WFM and not during payroll processing.

• If you're using Infinet Cloud, when you create a part-day leave in WFM, the leave hours are sent. When you create a full or multi-day leaves in NetSuite, only the dates are sent and not the required hours.

Leave Balance Imports

With NetSuite, Leave/Time-Off can pull data from NetSuite or use WFM as the source and push data to NetSuite. If you're using WFM as the source, it's important to see how much leave an employee has accrued when approving requests.

WFM can get an employee's current leave balance from NetSuite through the following:

• Using a sublist (default: availablenow) with all leave balances

• Using a custom field on the employee record for each leave/time-off type

Leave balances are imported whenever a change is detected and after data is fetched from NetSuite for an employee. Deploy the User Event Script for the employee record to process more efficiently.

NetSuite Time-Off Type/Custom Record Employee Sublist

When using NetSuite standard Time-Off Types or a custom record in a sublist, give WFM the sublist record is so it can fetch the list of choices for linking.

If this record type isn't set up for mirroring, you'll need to create it with these settings:

• Record type – Enter timeofftype.

• Display name – Enter Time-Off Type.

• Display name plural – Enter Time-Off Types.

• Link type – Select Leave/Time-off Type.

• Name field – Enter name.

• Include sublists – Check the box.

For more information, see Creating Time-Off Linked Records.

Setting up the record type for mirroring will turn on the Leave linking page.

When Leave types are linked to NetSuite records, leave balances for that leave type will be imported.

When Leave types are linked to NetSuite records, leave balances for that type will be imported.

NetSuite Employee Custom Field

Some NetSuite setups use a different custom field on the employee record for each Leave/Time-Off Type. This value gets updated in NetSuite whenever the leave balance changes.

You can set this up in WFM by configuring the Employee Mirrored Record on the Editing record data for Employee page. Add the values for the leave types you must import.

Only leave types that you enter a field for will be imported.

General Notices