Bill.com is an excellent tool for creating and paying vendor bills. If you used Bill.com with QuickBooks and plan to continue using it with NetSuite, there are some steps to ensure the sync works correctly with your QuickBooks to NetSuite data migration. In this blog post, we are specifically discussing the Accounts Payable sync with Bill.com.
First, as with any integration, you will want to communicate with customer support that you are implementing NetSuite. The initial sync requires an implementation appointment. You can find the link in Bill.com’s documentation. The documentation includes all these details, and your customer sales rep will walk you through step-by-step how to complete this process.
The data will sync in three stages: (1) vendors, (2) segment or classification structure, and (3) open transactions.
Bill.com recommends that the initial Bill.com sync create all the initial vendor records in NetSuite. The benefit of this approach is that you will not need to load your vendor records via a CSV template. The downside is that vendor records won’t be created until the initial sync, which is done the week before go-live. The sync will load any primary vendor data, including addresses, emails, descriptions, names, and phone numbers.
If you decide to preload vendors into NetSuite, the company name (for companies) or first and last name (for individuals) must match exactly with the names in Bill.com. Otherwise, the records will not match.
Bill.com will pull the segment structure from NetSuite for future transactions. Any open transactions will still include the segment structure from QuickBooks. I’d recommend inactivating the old segments from QBO before syncing the new segment structure from NetSuite.
Bill.com will push all fully unpaid vendor bills and fully unapplied vendor credits. Bill.com will not push partially paid vendor bills and partially applied vendor credits into NetSuite. If you have partially applied transactions, create a dummy credit/bill to clear out the partially applied transaction and make a new transaction for the net amount.
All imported transactions will be posted to a suspense account on the trial balance. The sync does this because of the changed segment structure. Eliminating this balance will depend on how you completed your data migration process. If you used the net change approach, you could eliminate this balance with a single journal entry debiting AP and crediting the suspense expense. If you used the complete transaction history approach, you need to replace the AP account with the suspense account on any open AP transaction imported.
Other notes on the transaction import include that the migration will not push historical transactions into NetSuite. Bill.com also recommends turning off mandatory segments during the import process. Finally, the sync usually takes a few hours to complete but can take up to 3-5 business days, depending on the volume of transactions.
Integrations with 3rd party tools, like Bill.com, can impact the data migration process. If you need an expert’s help managing these complexities, contact intheBlk consulting today. We have helped several organizations migrate data between QuickBooks, Bill.com, and NetSuite.