Before You Start

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Before exporting to NetSuite, you'll need to approve the timesheets in Deputy for each employee to ready them for export. You can find an overview of how to do so here.

Next, you'll need to connect your Deputy account to NetSuite. To do so, please login to your Deputy account and go to the Locations tab at the top of the screen. Next, please click "Settings" next to the name of the location you'd like to link the account with. Next, click "Payroll" on the left, where you'll see the option to connect to NetSuite as shown below.

After doing so you'll need to enter your details in the screen appearing below. Please ensure you have pop-ups enabled.


If you have not done so before, you will need to setup Token Based Authentication (TBA) in your Netsuite account, and capture all of the required information: Consumer Key, Consumer Secret, Token ID, Token Secret. You can follow this guide to setup TBA in Netsuite.

You will also need your Netsuite account ID. The NetSuite Account ID can be found in your Netsuite account under Setup > Integration > Web Services Preferences, and as shown in the following two screenshots:

After you have found these details, please enter them in the Authentication screen and click "Authenticate".

Matching Employees Between Deputy And NetSuite

To ensure an employee matches between Deputy and NetSuite, we use their Internal Employee ID in NetSuite as their Timesheet Export Code. To find their Internal ID in NetSuite please click Lists->Employees->Employees as shown below:

If you are setting up your Deputy account for the first time, you can sync your employee details and their Netsuite Internal ID by using the Netsuite Employee sync.

If you have already set up your Deputy account and added your employees, you can manually add the Netsuite Internal ID to their employee profile.

Once you have found an employee's Internal ID in NetSuite, please find the employee in Deputy on the People page. Next, click "Options->Edit" to the right of their name. Next, scroll to the Employment details section and enter the NetSuite Internal ID as their Timesheet Export Code.

Mapping your Netsuite Location, Class, Department, Items, and Payroll Items in Deputy

Note: we do NOT support Netsuite Tasks or Subsidiaries. Only the following Payroll Items are supported: Hourly Wages, Overtime Wages, Double Time, Vacation Time, Sick Time

In order to have these different Netsuite segments pass over as part of the export, you must manually map these segments to different fields of the Deputy account.

You will need to determine how the Netsuite segment should be mapped in your Deputy account to mirror the appropriate structure from your Netsuite account.

Deputy Field

Netsuite Segment

Behavior

Notes

Location Name

Location (name), Department (name), Class (name), Items (name)

Entering the name of any of the Netsuite segments as the Deputy Location Name will apply that segment to all employees' timesheets worked in that Deputy Location.

The Deputy Location name field supports a maximum of 32 characters.

Location Unique Code

Location (name), Department (name), Class (name), Items (name)

Entering the name of any of the Netsuite segments as the Deputy Location Code will apply that segment to all employees' timesheets worked in that Deputy Location.

The Deputy Location Unique Code field supports a maximum of 6 characters.

Area Name

Location (name), Department (name), Class (name), Items (name)

Entering the name of any of the Netsuite segments as the Deputy Area Name will apply that segment to all employees' timesheets worked in that Deputy Area.

The Deputy Area Name field supports a maximum of 32 characters.

Area Export Code

Location (name), Department (name), Class (name), Items (name)

Entering the name of any of the Netsuite segments as the Deputy Area Export Code will apply that segment to all employees' timesheets worked in that Deputy Area.

The Deputy Area Name field supports a maximum of 64 characters.

Overtime Rules in Netsuite Export Screen

Payroll Items:

"Overtime Wages"

"Double Time"

Selecting overtime rules will apply the Netsuite Payroll Items of "Overtime Wages" or "Double Time" to those applicable hours on the employees' timesheets

Timesheet Export Codes

Payroll Items:

"Hourly Wages"

"Vacation Time"

"Sick Time"

Any timesheet hours which have an export code of "Daily" or "Regular" will apply the Netsuite Payroll Item of "Hourly Wages". Any timesheet hours which have an export code of "dp_annual_leave" or "dp_sick_leave" will apply the Netsuite Payroll Item of "Vacation Time" and "Sick Time" respectively.

How To Export To NetSuite

Please navigate to the Timesheets tab at the top of the screen and select "Export Time Sheets". Select the date range for the export from the date selector at the top of the screen. This should align with the pay period that NetSuite

Please select the employees to export on the left-hand side. To quickly select all employees click "Select All". The details will then be displayed on the right-hand side. If you need to edit an item, please click on the item in the list to the right and select "View or edit original item". After selecting the employees and timesheets you'd like to export, please click "Export Selected Items". You'll see a small pop-up window appear on the screen, asking you to select a payroll application to export to. Please open the drop-down menu and select "Netsuite Export". You can tick the overtime rules you follow for your state and then click "Export".

After the timesheets export successfully you'll be able to find them in NetSuite as shown below:

Deputy will automatically allocate the following attributes in each of the timesheets based on the mapping you undertook in the previous steps:

  • Location
  • Class
  • Department
  • Items
  • Payroll Items (Only the following are supported: Hourly Wages, Overtime Wages, Double Time, Vacation Time, Sick Time)

Frequently Asked Questions

Does this integration support award interpretation?

No

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