Expense Categories

Overview

The NetSuite Expense Categories integration synchronizes expense categorization data from NetSuite to Zudello, enabling consistent expense classification and accurate financial reporting across systems.

Integration Details:

• Direction: NetSuite → Zudello (📥 Inbound)
• Sync Type: Incremental
• Sync Frequency: Every 6 hours
• API Used: SuiteQL

Key Benefits

• Standardized expense categorization
• Supports custom expense types
• Enables accurate expense reporting
• Maintains category hierarchies and relationships

Field Mappings

NetSuite Field	Zudello Field	Description	Data Type
name	CategoryName	Expense category name	String
account	AccountNumber	Links to Account	Relation
isinactive	Status	true = INACTIVE, false = ACTIVE	String
description	Description	Category description	String
expensecategory	CategoryType	Category classification	String
subsidiary	Subsidiary	Links to Subsidiary	Relation
isnontaxable	TaxExempt	Tax exemption flag	Boolean
rate	StandardRate	Default rate for category	Decimal
rateunit	RateUnit	Rate calculation unit	String

API Configuration

SuiteQL Query Structure

The integration queries expense category data including associated general ledger accounts and tax configuration for comprehensive expense management.

Authentication

• Method: Token-based Authentication (TBA)
• Required Permissions:
  • Expense Categories (View)
  • Accounts (View)
  • Lists → Accounting (View)
  • Employee Expenses (View)

Sync Configuration

Incremental Sync Logic

The integration maintains current expense category information:

• Initial sync retrieves all expense categories
• Subsequent syncs fetch categories where lastmodifieddate > last sync timestamp
• Account associations updated with category changes
• Rate information synchronized for automated calculations

Data Transformation

• Status Conversion: NetSuite boolean isinactive (T/F) → Zudello string status (INACTIVE/ACTIVE)
• Account Mapping: Links expense categories to appropriate GL accounts
• Rate Standardization: Ensures consistent rate format and units

Processing Logic

1. Category Retrieval: Query modified expense categories
2. Account Validation: Verify associated GL account exists
3. Rate Processing: Apply standard rates and units
4. Tax Configuration: Set tax exemption flags
5. Status Updates: Process active/inactive category changes
6. Subsidiary Linking: Associate categories with entities

Troubleshooting

Issue	Possible Cause	Solution
Missing categories	Permission restrictions	Verify Expense Categories view permissions
Account mapping errors	Invalid account reference	Check GL account synchronization
Rate calculation issues	Unit mismatches	Review rate unit standardization
Tax exemption errors	Tax setup conflicts	Verify tax configuration
Subsidiary mismatches	Multi-entity setup	Check subsidiary access permissions

Related Documentation

• NetSuite Integration Overview
• Expense Management
• Chart of Accounts
• Tax Configuration