Can I set up multiple entities from NetSuite?

Brex offers customers the ability to bring in multiple entities or subsidiaries from NetSuite to use for intercompany accounting.

Entity setup

Step 1: Follow the steps to connect to NetSuite in How do I set up the NetSuite integration? If you are already connected to NetSuite, skip to Step 3.

Step 2: The setup process will ask you which entities from NetSuite you’d like to make available for use in Brex. Select the entities you would like to use (these can always be changed later).

Step 3: Go to Accounting > Manage Accounting Fields > Mappings to view entity settings.

Step 4: Underneath Accounting entity settings, you can click each entity to manage which intercompany payable and receivable accounts you’d like to use for each entity. These will be used to create an advanced intercompany journal entry in NetSuite when you export intercompany transactions. These settings are required to successfully export transactions associated with that entity.

Step 5: Enable and disable entities via the toggle switch after selecting each entity. If you disable an entity to which transactions had been assigned, the entity categorization for those transactions will be removed.

Step 6: You can create new entities within NetSuite and bring them into Brex by refreshing your integration connection.

Mapping Brex entities to NetSuite entities

You can create entities within Brex through the Team page or through your HRIS connection. These are the entities to which you can assign employees, so that transactions made by an employee will automatically be mapped to their appropriate entity.

Step 1: To map your Brex entities to your NetSuite entities, go to Accounting > Manage Accounting fields > Mappings.

Step 2: Go to Settings and scroll down to click on Entities. Choose which Brex entity you want mapped to which NetSuite entity.

Assigning entities to transactions

Transactions are mapped to entities based on the entity of the employee who made the transaction. Employees are assigned to entities based on your HRIS connection or manually through the Teams page. Please reach out to us to bulk assign employees to entities.

If no entity is selected for a transaction, the transaction is mapped to the parent entity by default. You can also create custom rules to automatically assign entities to transactions.

Exporting transactions

Exporting directly to NetSuite with multiple entities will create an advanced intercompany journal entry. For example, a single expense for a subsidiary will result in:

• A line for the parent company crediting the Accounts Payable account

• A line for the parent company debiting the Intercompany Receivable account

• A line for the subsidiary crediting the Intercompany Payable account

• A line for the subsidiary debiting the Expense account

For multiple expenses, the total credit amount for the payable accounts are summed.

Exporting to a CSV will generate a CSV where each row represents a transaction. There will be a column which indicates the entity of the user who made the transaction and a column for the assigned NetSuite entity. You can use this CSV to import directly into NetSuite.

Your export will only be successful if transactions are categorized with values that the entity can access. For example, if an expense is categorized with a New York location and is being exported to an Australian subsidiary, and New York is not accessible to the Australian subsidiary within NetSuite, then the export will fail.