NetSuite syncs the reimbursement ledger entry as an Expense Report.
A reimbursement is recorded in two separate ledger entries in Airbase:
- A ledger entry for the load of money into the Airbase Money Out Clearing (inbound).
- A ledger entry for the actual payment to the employee's bank account (outbound).
Click here to learn more about how the movement of funds is handled for Reimbursements.
Inbound.
The Airbase account load entries are synced to NetSuite as a Journal Entry.
To find these entries on NetSuite, go to Setup > Accounting > Chart of Accounts and click on the Airbase Money Out Clearing.
Here is how data fields in NetSuite will be populated with information from Airbase:
| NetSuite Fields | Airbase Fields |
| Date | Entry Date |
| Memo | Link to Airbase + Notes |
| Department | Transaction tag of type “department,” if any |
| Class | Transaction tag of type “class,” if any |
| Location | Transaction tag of type “location,” if any |
| Line item: Debit Account | Airbase Money Out Clearing |
| Line item: Credit Account | Account from Funding Source in GL settings page (ACH load initiated) |
| Line item: Dedit Amount | The total amount of batched reimbursement ledger entry. |
| Line item: Credit Amount | The total amount of batched reimbursement ledger entry. |
| Line item: Department | Category tag of type “department”, if any. |
| Line item: Class | Category tag of type “class”, if any. |
| Line item: Location | Category tag of type “location”, if any. |
The direction of funds transfer is different for load and unload.
| Ledger Entry Type | Transfer Funds From | Transfer Funds To |
| Bill Payment Load | Funding Account | Airbase Money Out Clearing |
| Bill Payment Unload | Airbase Money Out Clearing | Funding Account |
Outbound.
The outbound leg of the payment is synced in two steps:
- Expense Report - Records all the expenses from the reimbursements and the corresponding payable amount.
- Bill Payment - Posts the payment against the expense report to close off the payable.
Expense Report.
Here is how data fields in NetSuite will be populated with information from Airbase:
| NetSuite Fields | Airbase Fields |
| Date | Entry Date |
| Vendor | GL Employee Name |
| Account | Account from Accounts Payable field on the GL Settings page in Airbase. |
| Class | Transaction tag of type “class,” if any |
| Department | Transaction tag of type “department,” if any |
| Location | Transaction tag of type “location,” if any |
| Purpose | View in Airbase: <Link to the Airbase ledger entry> Notes: <Text from the ledger entry Notes field> |
| Complete | TRUE |
| Supervisor Approval | TRUE |
| Accounting Approval | TRUE |
| Line - Date | Expense Date |
| Line - Category | Category |
| Line - Currency | USD / US Dollar |
| Line - Amount | The total amount of batched reimbursement ledger entry |
| Line - Class | Line tag of type “class”, if any. |
| Line - Department | Line tag of type “department”, if any. |
| Line - Location | Line tag of type “location”, if any. |
| Line - Memo | Purpose |
Bill Payment.
Here is how data fields in NetSuite will be populated with information from Airbase:
| NetSuite Fields | Airbase Fields |
| Payee | GL Employee Name. |
| Date | Transaction Date. |
| Account | Airbase Money Out Clearing. |
| Amount | The total amount of batched reimbursement ledger entry. |
| Line - Class | Line tag of type “class”, if any. |
| Line - Department | Line tag of type “department”, if any. |
| Line - Location | Line tag of type “location”, if any. |
| Memo | View in Airbase: <Link to the Airbase ledger entry> Notes: <Text from the ledger entry Notes field> |
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