Sync Prerequisites
Web services (“SuiteTalk”) must be enabled in Setup>Company>Enable Features>Suitecloud. A full admin user must be used to establish the initial connection; however, MineralTree users do not have to be NetSuite users. Please note that the person who enters the access tokens into MineralTree to initiate the sync must remain an Accounting Manager in the system.
NetSuite OneWorld Configurations
NetSuite OneWorld users can choose to either sync all their subsidiaries to the same MineralTree company, or some subset of them. Separate accounts and billing addresses are retained for each subsidiary when multiple subsidiaries are syncing to the same MT company. Objects that sync from NS to MT will retain their subsidiary relationships and vice versa.
Note: You cannot add more subsidiaries to the same MineralTree company after the initial sync has been completed. You can, however, create another separate MineralTree company for the additional subsidiaries you wish to sync.
Possible Syncing Configurations:
The above configuration is recommended for companies that manage their AP at a higher, overview level—for example, there is one accounting manager who manages AP for multiple subsidiaries within a region.
The above configuration options are for companies that have separate accounting managers for each subsidiary or group of subsidiaries.
Payment Accounts
Accounts of type “Bank” and “Credit Card” sync to MineralTree as potential payment accounts. "Prepaid" accounts do not sync to MineralTree.
Because subsidiary relationships are retained within MineralTree, only bank accounts belonging to the relevant subsidiaries sync over. Different addresses can be maintained for the different accounts.
Vendors
Vendors belonging to relevant subsidiaries will sync to MineralTree and be available for viewing, editing, and invoice creation. Creation of vendors is done only in NetSuite.
Upon creating an invoice and selecting a vendor, the Subsidiary field will automatically populate with the vendor’s primary subsidiary. When not in a OneWorld setup, all active vendors will sync over and be available for viewing, editing, and invoice creation.
ACH information does not sync back and forth from MineralTree to NS due to API limitations.
Invoices
Creating invoices in NS:
Invoices (bills) created in NS will sync to MT. For OneWorld setups, subsidiary relationships will be respected and retained. NS bills in the “Open” status will sync to MineralTree. Invoices in "Rejected Approval" and "Pending Approval" will not sync to MineralTree until these statuses are resolved.
Creating invoices in MineralTree:
Users can enter new invoices with or without an associated document. At the line-level, both expenses and items are supported. Dropdown selections are populated with values from NS. Class, Location, Department, and Customer classifications are available at both the summary and line-level. Invoices created in MineralTree will sync to NS as “Open” bills.
Terms
The standard terms (due dates and discount dates that are functions of the invoice/bill date) that are supported in NS are also supported in MineralTree and will sync from NS to MineralTree and vice versa.
Documents
Documents attached to records in NS do not sync to MineralTree. However, MineralTree offers an unlimited amount of document storage, so users may attach an unlimited number of supporting documents to any invoice record in MineralTree. MineralTree supports syncing of these documents from MineralTree to NetSuite. By default, document sync from MineralTree to NS is disabled. Please contact Customer Support to enable document sync.
Items
Items sync from NS to MineralTree based on Item Type:
- Items of type: Inventory, Non-Inventory, Service, Other Charge, Assembly/Bill of Materials, Discount DO sync from NS to MineralTree
- Items of type: Shipping, Description and Sub Total DO NOT sync from NS to MineralTree
Syncing invoices coded with Inventory and Assembly items with subtypes Lot Numbered and Serialized:
- Invoices created in MineralTree with subtypes “Lot Numbered” and “Serialized” do NOT sync from MineralTree to NS.
- Invoices created in NS with subtypes “Lot Numbered” and “Serialized” correctly sync from NS to MineralTree.
Supported Invoice Fields
Header Level:
PO#
Vendor Name*
Subsidiary (NS1W only, must be one of the vendor’s associated subsidiaries)
Invoice #
Invoice Date*
Due Date*
Invoice Amount*
Terms
AP Account
Posting Period
Location
Class
Department
Memo
Expense Level:
Account*
Amount*
Location+
Class+
Department+
Customer
Billable (checkbox)
Amortization Schedule
Amort. Start
Amort. End
Description
Item Level:
Item*
Quantity*
Cost Per*
Amount*
Location+
Class+
Department+
Customer
Billable (checkbox)
Amortization Schedule
Amort. Start
Amort. End
Description
*Required for posting in MineralTree.
+ Three classifications in NS that are variably displayed/required in NS. Renaming a classification in NS will not disrupt the sync with MineralTree, but neither will this change in nomenclature be reflected in MineralTree.
Invoice Approval
Invoices can be routed for approval from the invoice details page or automatically based on location, department, class, and vendor coding. When default invoice approvers are set up for locations, departments, classes, and/or vendors, the following hierarchy is used to decide who receives the approval request: Location>Department>Class>Vendor.
Amortization
Amortization templates created in NS sync to MineralTree and can be applied to invoice line items. To apply an amortization template, select the desired template from the Amortization Schedule dropdown and set an Amort. Start date and Amort. End date. See the NetSuite Amortization Template Integration article for more details.
Expense Reports
MineralTree supports the syncing of expense reports from NS to MT for payment. By default, this setting is enabled. Contact Customer Support if you would like to disable this setting.
If enabled, employees sync over from NS to MineralTree as vendors, and expense reports sync to MineralTree as invoices to be paid, where they can go through the same approval and payment workflows as vendor invoices. However, expense reports cannot be created within MineralTree.
If disabled neither expense reports nor employees sync to MineralTree.
Payments
All payments made in MineralTree will sync to NS with a document/check number. The relevant bills will be marked as paid.
If you are taking advantage of MineralTree's Managed Service payment model, it will appear like this in NetSuite:
- Virtual Card, Check, and ACH payments are recorded with “MTPMT” and a sequential number
- FX Payments are recorded with "FX" and a sequential number
- Manual Check payments are recorded with the check number assigned in the Accounting Manager in the check number field
- Manual Card, and Biller Portal payments have “MCrd” and “BP” in the check number field respectively
Otherwise, your payments will appear back in NetSuite as follows:
- Check payments are recorded with a check number in the document/check number field.
- ACH payments are recorded with “SPACH” and a sequential number
- Credit Card payments are recorded with the "SPVC” or "SPCC" (depending on type of card) and a sequential number
- FX Payments are recorded with "FX" and a sequential number
- Manual Check payments are recorded with the check number assigned in the Accounting Manager in the check number field
- Manual Card, and Biller Portal payments have “MCrd” and “BP” in the check number field respectively
All payments made in NS sync to MineralTree as “Paid in accounting system.” The check numbers for these payments are not available in MineralTree. Any credits applied in NS sync to MineralTree as credit payments against invoices.
Purchase Orders
Purchase orders (PO’s) must be created in NS, but the PO matching process can be handled in MineralTree. Open purchase orders will sync over from NS to MineralTree and be available for matching to invoices. After PO’s are matched to the appropriate invoice, they may be posted to NS. Please see the Purchase Order Matching article for further details on how the matched invoice and PO sync over to NS.
Automated PO Matching
To eliminate the need to manually link PO lines to invoice lines, NetSuite users can leverage MineralTree’s automated PO matching functionality. When this feature is enabled, PO lines are linked to invoice lines based on quantity, cost per, and description criteria and matches are determined based on a set tolerance. For more details on the automated PO match process, please see the Automated Purchase Order Matching article.
Deletion and Void Sync Behavior
Due to limitations inherent to NS’s API, deletes/voids only sync between NS and MineralTree in certain cases.
| Action in NS | Syncs to MineralTree? |
|---|---|
| Delete Bill | No. Must manually delete invoice in MT. |
| Void Bill | No. |
| Delete Payment | Yes |
| Void Payment |
- Yes, if payment was created in NS. - No, if payment was created in MT. |
| Action in MineralTree | Syncs to NS? |
|---|---|
| Delete Bill | No |
| Void Bill | N/A |
| Delete Payment | N/A |
| Void Payment | No |
Credits
Credits can be applied in MineralTree once created in NetSuite. Any credits taken will be noted on the remittance to your vendor.