NetSuite
Here you can find information about how to setup, configure and use the multiple integrated features that NetSuite offers through WFM.
Integrating Workforce Management with NetSuite
You will need the General Manager access group within WFM to follow the below steps.
Linking Workforce Management and NetSuite
You need to link WFM with NetSuite so they communicate and sync with one another.
To link WFM and NetSuite
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Log in into your Workforce Management account. Click on Payroll in the menu bar and then select NetSuite from the menu.
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Select SuitePeople or InfinetCloud Payroll if using Infinet Cloud Payroll.
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Enter your NetSuite credentials used to access the instance of NetSuite you installed the Adi Insights bundle on earlier.
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Enter your NetSuite username & password.
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Make sure to select Production in the dropdown.
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A dropdown will appear with a list of NetSuite accounts your user has access to. An example of the drop-down box you will see is provided below. Select the correct account that you installed the Adi Insights bundle on earlier.
Note:This will only show accounts that have the correct roles assigned.
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Token name: You can keep this blank.
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The next two screens should automatically have a “script ID” pre-filled. Do not change this.
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You have now successfully linked NetSuite and WFM.
The next topic will show you how to map your WFM user to your NetSuite user. After you have completed this step, you can return to NetSuite and complete the account configuration.
Mapping your WFM user to NetSuite to enable SuiteSignOn
WFM and NetSuite now recognize each other, the next step is to map your own user credentials so that you can continue setting up the WFM portlet in NetSuite.
To map WFM users to NetSuite
You have now mapped your WFM user to your NetSuite employee record to SuiteSignOn.
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Continuing on from the last step, go to the Staff tab on the left hand side of the screen. The below image shows where to find Staff on the side bar.
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Find your WFM user. Click the searchable text field next to the user and start typing the name of your own NetSuite user that you just set up the integration with.
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Select your name from the list.
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Clicl Link.
The below image is an example of what you’ll see when searching a name.
A user using the HR or Payroll Manager NetSuite role may encounter the error below when accessing the Process Time menu under Workforce Management.
To resolve the error, enter the user's NetSuite credentials on the log in fields.
Adding the Workforce Management Portlet in NetSuite
Now that your NetSuite Employee record is linked with your WFM user, you can return to NetSuite.
This final step will complete the setup of the Workforce Management Portlet and will allow you to access and manage WFM without leaving NetSuite.
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Login to the NetSuite account we will complete the setup on
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Switch your NetSuite role to one that uses either:
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Accounting (such as Payroll Manager)
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Employee Center
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Click on the Workforce Management menu item.
Note:If you do not see the Workforce Management menu item, read Troubleshooting Missing Workforce Management Tabs.
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You will see the option to set up a portlet. If you have not set this up yet you will be shown this message:
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Click “set up” and choose ‘Adi Time Management' from the drop-down list and click Save. Below is a screenshot of the pop-up you will see.
After the portlet is configured you will see a menu structure similar to the following image, depending on your WFM access level:
For more information, see Dashboard Portlets and SuiteApp Portlets.
Troubleshooting Missing Workforce Management Tabs
The first step to getting the Workforce Management tab to appear in NetSuite is to ensure both the Adi Insights and Adi Insights embedded bundles are installed:
The Workforce Management tab should appear by default if your NetSuite role uses ‘Accounting Center’ or ‘Employee Center’. Check the right-hand extension menu if you have lots of tabs.
If you do not see the Workforce Management tab and have the bundles installed the next thing to check is if the Workforce Management tab appears in the Center Tabs list for the Center Type that the NetSuite role you use is set to. Go to Customization > Centers and Tabs > Center Tabs to check this. To learn more, read Creating Center Tabs.
Workforce Management should appear in the list.
If your NetSuite role does not use the Accounting Center or the Employee Center type then you can add a new Center Tab. The screenshot below provides an example of how you might like to set up your new Center Tab.
The Center Tab should now be visible - note that with lots of Center Tabs you may see it in the dropdown at the right of the menu.
Linking Workforce Management Fields with NetSuite
This topic details how to link and configure SuitePeople WFM with NetSuite records.
Configuring Standard NetSuite Fields to Workforce Management Fields
The Workforce Management integration is customizable. The following instructions are based on one mapping example:
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WFM Location to a NetSuite Location.
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WFM Job to a NetSuite Department.
Other mapping examples are (but not limited to):
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WFM Location to Project, and WFM Job to Project Task or Service item.
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WFM Location to Department.
The main things to consider when deciding what to map WFM Locations and Jobs to in NetSuite:
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Ensure the correct wage rate is paid to staff for Locations they work at and jobs they do.
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Record and report on time against projects, tasks or other NetSuite fields.
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Time-based billing.
Configuration
To configure these fields, make sure you are in Workforce Management:
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Click Setup.
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Click NetSuite Integration, and you’ll see this drop-down menu.
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Click Settings, highlighted below in the dropdown menu.
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Click on the Configuration tab also highlighted below.
You’ll be taken to the “Configuration” page. Make sure the below settings match what is set up in WFM. After each new option, an image of the section in question is shown for your convenience.
The default setup is different to what is described below, so please make sure these settings match exactly below.
Sync staff: Unchecked.
Payroll Subsidiary Options
If you use Infinet Cloud Payroll, then these options are not applicable.
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Single subsidiary: Check only if mapped staff will be mapped and paid from only one subsidiary.
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Pay from subsidiary: Can only be changed if you checked the previous option.
Timebill Wage Options
Send rate: Checked.
If you use Infinet Cloud Payroll, then these options are not applicable. The settings for Infinet Cloud will be preconfigured.
Send blended overtime: Checked.
Send combined penalties: Checked.
Leave/Time-Off
>If you use Infinet Cloud Payroll, then select No action and discuss further with your NetSuite consultant.
There are several options within this menu:
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Push approved Leave/Time-Off To Time Management: Select this option if leave is requested and approved in NetSuite.
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Pull approved Leave/Time-Off from Time Management: Select this option if leave is requested and approved from within Time Management.
Hourly Paid Employees
Hourly time: Leave blank.
Salaried Employees
Send salary hours: Unchecked.
Revisions
Auto link new revisions: Checked.
Once you have set your configuration click Save at the bottom of the screen.
Record Linking
Record linking allow various records in NetSuite to be mirrored in Workforce Management (WFM). This is important to ensure that any newly created or updated NetSuite record will be automatically created or updated in WFM. For example, for NetSuite employee records, linking ensures that specific groups of employees (based on primary location mapping) will be automatically created in WFM and any shared fields (such as name, email, base wage rate) will be automatically updated in real-time in WFM.
The following topics detail how to configure linked records in Workforce Management.
Linking WFM Location Fields to NetSuite Records
The following procedure allows you to link NetSuite locations to Workforce Management (WFM). You can choose to manually or automatically create what WFM will consider as a location from NetSuite data. To manually create a WFM location, follow the steps in Adding a New Location in WFM. The following procedure then allows you to link that location to NetSuite. Alternatively, the same procedure also allows you to automatically create and link WFM locations.
To link WFM locations to NetSuite locations:
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From the Workforce Management tab, go to Setup > NetSuite Integration > Settings > Records.
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Under Standard Records, click the +Location button to create the linked record for a location.
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Under the Link Type dropdown, select Location.
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(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 will create WFM locations for all active NetSuite locations.
This can be customized by introducing 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 6-9.
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Click Save.
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On the location row, click the refetch button as shown below. The process ends here if you chose to automatically create WFM locations.
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(Manual location) Go to Setup > NetSuite Integrations > Locations.
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(Manual location) In the search field next to your manually created WFM location, type the name of the NetSuite location you want to link. Click on the location name when it appears in the dropdown to link the two.
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
The following procedure allows you to link jobs to Workforce Management from NetSuite department data. You can choose to manually or automatically create what WFM will consider as a job from NetSuite department data. To manually create a WFM job, follow the steps in Create a Job. The following procedure then allows you to link that job to NetSuite. Alternatively, the same procedure also allows you to automatically create and link WFM jobs.
To create and link jobs from department data:
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From the Workforce Management tab, go to Setup > NetSuite Integration > Settings > Records.
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Under Standard Records, click the +Department button to create the linked record for a location.
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Under the Link Type dropdown, select Job.
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Check the Automatically create and update data in linked objects from NetSuite records box if you want to automatically create WFM jobs. Proceed to steps 5-6.
Important:This will create WFM jobs for all active NetSuite locations.
This can be customized by introducing 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.
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Click Save.
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On the Department row, click the refetch button.
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(Manual jobs) Go to Setup > NetSuite Integrations > Departments.
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(Manual jobs) In the search field next to your manually created WFM job, type the name of the NetSuite department you want to link. Click on the department name when it appears in the dropdown to link the two.
Tip:If you don't see the name of the NetSuite department, click Refresh Departments from NetSuite and try again.
Creating the Workplace Linked Record
After you have completed linking WFM locations and jobs, you need to create your first linked record named Workplace.
To create the Workplace linked record:
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From the Workforce Management tab, go to Setup > NetSuite Integration > Settings > Records.
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Click the +Mirror new record type button.
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A popup window opens. Enter the information shown in the fields below. The Icon field is not required.
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Click Save.
Linking the WFM Workplace Record
After creating the Workplace record, you need to link it to NetSuite.
To link the Workplace record:
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Click on the Setup tab, then select the NetSuite Integrations, then select Workplace.
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Click in the search field and begin typing the name you want to map to. Click on the correct NetSuite name and they will automatically link.
Employee Sync Settings
The following procedure allows employees to automatically sync between NetSuite and Workforce Management.
To sync employee settings:
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From the Workforce Management tab, go to Setup > NetSuite Integration > Settings > Records.
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Click on the edit button within the employee row shown below.
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When the window opens ensure that all of the following are checked. Shown below is the recommended setup for SuitePeople.
Creating Time-Off Linked Records
If you are using SuitePeople HR, you need to add two linked records.
This allows approved time-off in SuitePeople to flow into Workforce Management automatically. This means managers won’t schedule employees for days they have approved time-off.
To create Time-Off linked records:
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From the Workforce Management tab, go to Setup > NetSuite Integration > Settings > Records.
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Click the +Mirror new record type button.
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Name the first record Time-Off Request and configure as shown below.
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Click Save.
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Name the second record Time-Off Type and configure as shown below.
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Click Save.
Mapping Wage Conditions
To ensure that hours and or rates are sent to the correct time you will need to map the wage conditions to the correct pay items.
To map wage conditions:
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From the Workforce Management tab, go to Setup > NetSuite Integration > Region Based Wages.
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A window will open and from there you will need to link the applicable wage condition to the corresponding pay items in NetSuite. If using Subsidiaries, you can select which wage condition is applicable to the corresponding pay item for each subsidiary.
Things to keep in mind:
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SuitePeople requires payroll items to have employees that will receive the payroll item to be available and have a rate set. This can be set in NetSuite by using the Administrator role and heading to Lists > Employees > Payroll Items and selecting each Payroll Item that will be used for exporting.
Select the apply checkbox for each employee individually rather than using the Mark All option as this will add an effective and expiration date automatically. Enter the rate that will apply for each employee.
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Typically, WFM Regular Hours are linked to the XX-Hourly NetSuite Payroll item; and WFM Overtime is linked to a XX-Overtime NetSuite Payroll item.
Linking WFM Leave/Time off Types to NetSuite
If you opt to create Leave/Time Off requests in NetSuite from WFM, you will need to link the two types.
To link WFM leave/time-off types:
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From the Workforce Management tab, go to Setup > NetSuite Integration > Leave/Time-Off.
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In the search field next to the WFM Leave/Time-Off, type the name of the NetSuite Time-Off you want to link. Click on the Time-Off name when it appears in the dropdown to link the two.
Some things to keep in mind:
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Depending on your selection to either import or export leave with NetSuite you will see different linking options. If you have chosen to import leave from NetSuite you will have a list of Time-Off Types from NetSuite to match to Leave Types in WFM.
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Once a Time-Off type is linked to an WFM Leave type, WFM will be able to create leave based on Approved Time Off in NetSuite.
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When you are exporting to NetSuite the leave is sent as soon as it is approved in WFM, not at the time of payroll processing.
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If you are using Infinet Cloud, when you create a part-day leave in WFM, the leave hours are sent. When you create a full/multi-day leave in NetSuite only the dates are sent, not the required hours.
Leave Balance Imports
When using NetSuite, Leave/Time-Off can be configured to source data from NetSuite, or to use WFM as the source of Leave, and push this data to NetSuite. The issue in the latter case is that it becomes important when approving leave requests in WFM to be able to see how much leave a given employee has accrued.
There are two ways WFM can source an employee's current leave balance from NetSuite: using a sublist (default: availablenow) that contains all of the leave balances, or using a custom field on the employee record for each leave/time-off type.
Leave balances will be imported whenever a changed value is detected after data is fetched from NetSuite for a given employee - having the User Event Script deployed for the employee record will ensure this happens promptly.
NetSuite Time-Off Type/Custom Record Employee Sublist
When using NetSuite standard Time-Off Types, or a custom record that is in a sublist, you need to tell WFM what the sublist record is, so it can fetch the list of choices for linking.
If this record type is not configured for mirroring, then you’ll need to create it:
The settings for NetSuite’s standard Time-Off Type could be configured like:
The Display name(s) and icon are only used for display purposes. The important thing is to select the correct Link Type.
This will activate the Leave linking page.
When Leave types are linked to NetSuite records, leave balances for that leave type will be imported.
NetSuite Employee Custom Field
Some NetSuite configurations use a different custom field on the Employee record for each Leave/Time-Off Type. This value is then updated within NetSuite whenever the leave balance changes.
This can be configured within Adi by configuring the Employee Mirrored Record, and adding values for the leave types you wish to import:
Only leave types that you enter a field for will be imported.
Steps for Payroll Day
Follow the steps below before conducting the pay run in SuitePeople or Infinet Cloud to streamline the process and minimise after payroll adjustments.
The Percent Approved Report
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Run the WFM Percent approved report which can be found by navigating through Reports > Shifts > Percent Approved.
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This report identifies the % of shifts actioned/approved per Location.
It is a best practice to have time approved daily by your managers. The schedule should be 100% actioned/approved prior to processing the payroll.
Locking Periods
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Once all shifts have been approved, lock the scheduled week(s). This will prevent any previous time approvals from being changed after time has been processed. If approved hours need to be changed, Managers will need to speak with a user who has a Finance Coordinator access or above in WFM to unlock it. A discrete record will be kept of who locked and unlocked the time period for auditing purposes.
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To Lock a time period, click on the Shifts tab then select the Lock Periods menu item and then click on the +New locked period button.
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Fill in the dates for the period you wish to lock in the boxes shown below.
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Select the WFM Locations to lock by moving them to the right. An example of these boxes is below.
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Click Submit.
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If you need to unlock a time period, click on unlock, enter your reason for unlocking then click Submit. An example of this is shown below.
Validating Approved Hours
Payroll preview
Once the above has been completed, you are ready to begin processing your payroll.
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Click on the Process Time with NetSuite tab located on the top of the Workforce Management window menu bar.
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Once the window opens, configure the information that will be used for processing:
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Select the date range.
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Processing will default to ‘All active locations’. If different locations are on different payroll schedules, the Locations can be filtered out by clicking on the filter icon to the right.
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Click on Fetch staff with shifts. This list can be filtered but will be discussed at a later time.
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After you have clicked on Fetch staff with shifts, the Summary, an example of which is shown below, will appear to give you a quick insight into the amount of exportable shifts along with the amount of total hours being processed/pushed into SuitePeople.
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Below the summary you will also be presented with a preview of all staff being processed/pushed to SuitePeople along with their associated hours as shown below.
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To drill further into a staff’s hours click on the name of the staff member and the window will expand outlining the dates, hours worked, locations that are associated with the hours, payroll items that time will be posted to, workplace, rate and total cost for the shift. In the instance below, there were 6 hours of Normal time at a rate of $18/hr for 6 hours along with an Overtime rate of $27/hr for 1.21 hours.
If the Payroll Item is not being shown here you can set this up by following the instructions in this FAQ: NetSuite Payroll Item (SuitePeople/Premier Payroll) not appearing in the export preview
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Below the detailed information you will see a summary of the approved shift along with any notes and who in WFM Approved the shift, the summary for the above shift is shown below.
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When you are ready to push your hours for pay, scroll back up to the Export Summary window and click on the red Push button.
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Once you click on the Push button, WFM will begin the push process and you will see a progress menu appear. Once completed, WFM will present you with a summary of the shifts that were pushed to SuitePeople.
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Click Acknowledge, as shown below, and now your payroll processing is completed.
Reviewing Exported Data in NetSuite
Once the data has been pushed into NetSuite you should review this data. We recommend setting up a saved search to allow for a quick overview.
For our recommendations on setting up a saved search, take a look at this FAQ: Setting up a saved search to review time exported to NetSuite
Deep analysis and validation - Approved hours report
If extra analysis is required and to help validate potential conditions such as overtime that has been automated in WFM or if you need to manually input a specific number of hours to a pay item that is not linked, run the Hours report for the pay period.
To run this report, navigate through Reports > Shifts > Hours. Once the window opens, select the pay run date range along with selecting the appropriate Locations.
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Select Actual hours ‘Shift type’ as shown below.
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Select the corresponding employment statuses by moving them to the box on the right. Below is an example of what this section looks like before moving the employment statuses.
Once all of your filter options have been selected click Preview at the bottom of the page. The columns will allow you to view any overtime or other conditions that were triggered during the date range selected. This report will also optionally list the staff’s name, Job worked, Location worked at and total number of hours.
FAQ
Click any of the following links to see more information:
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NetSuite Payroll Item (SuitePeople/Premier Payroll) not appearing in the export preview
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Setting up a saved search to review time exported to NetSuite
NetSuite Payroll Item (SuitePeople/Premier Payroll) not appearing in the export preview
When you are reviewing the payroll export preview, if the Payroll item column is not appearing in the preview like the following screenshot, it is possible to show this with some configuration.
To set up the display of the payroll item in the preview, in WFM go to Setup > NetSuite Integration > Settings > Records. Here we will make two changes to allow the Payroll Item to appear in the preview.
First, we will tell WFM to show the payroll item in the column, click edit fields next to the timebill record, then click the button at the bottom labeled create new custom field. This will add a new set of fields to the table, enter payrollitem as the record type and field name, click submit to save this. If you want WFM to prevent exporting to NetSuite if there is not a mapped payroll item, check the box for Required For Export before submitting the pop up.
Secondly, we will tell WFM what information to show in the preview. At the bottom of the list of records, click the button for create new custom record. Fill in the details as follows:
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Record Type = payrollitem
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Display Name = Payroll Item
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Display Name Plural = Payroll Items
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Name Field = name
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Grouping Field = itemtypenohierarchy
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Columns = subsidiary
Click Submit.
When you next load up an export preview the payroll item will be shown.
Setting up a saved search to review time exported to NetSuite
Reviewing the time data exported from WFM to NetSuite can sometimes be a little complicated. We recommend setting up a saved search with formatting to highlight potential issues before payroll is run.
To set up a saved search in NetSuite head to Reports > Saved Searches > All Saved Searches > New. The next screen will allow you to choose the type of search you are setting up. Select Time from the list.
You will now be at the page to set up the search, give it a name, for example, Adi Insights Time Export, and choose to make it public, available as a list and sublist view.
Under Criteria you will need to set up a filter, choose the option for Created by Adi and this needs to be true.
Next head to the results tab and choose what information to display as a result of the search. Customize this to match your needs, but you should include:
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Date
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Employee
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Payroll Item
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Blended Overtime (Custom Column)
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Payroll Rate (Custom Column)
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Duration
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Time-Off Type
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Payroll Workplace
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Location
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Department
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Customer:Project
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Case/Task/Event
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Item
Those in bold should be added at a minimum.
Choose a sort by, NetSuite recommends by employee, then by date.
One helpful tool with the saved search is highlighting anything of concern, for example, highlighting any overtime rows with a red background. To configure this, head to the Highlighting tab, add a condition and choose Payroll item is any of your overtime payroll items. Choose the background color.
To assist with using this report regularly, set up some quick filter options by heading to the Available filters tab. Choose some filters that will assist you with quickly querying the data. The most commonly used are Employee, Location, and Date. This will allow you to filter to a date range, particular staff member or location’s data.
Click on Save to save the report. You can now run this report by simply typing the report name in the search box in NetSuite. If you have selected the list and sublist view options you can also use this report format to filter and display the data under the time tracking tab when looking at an employee.