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.
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.
Note: If you have multiple entities, you’ll only need intercompany payable and receivable accounts if an entity is being billed to the primary/default entity (both for card statements and reimbursements). Otherwise, you can provide the entity’s individual AP payable and bank account GL.
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.
For expenses that were billed to the default/primary entity but spent by a different entity, exporting directly to NetSuite with multiple entities will create an advanced intercompany journal entry. For example, a single expense for an entity will result in:
A line for the default company crediting the Accounts Payable account
A line for the default 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.
For expenses that were billed and spent by the same entity, the expense is exported as a standard JE:
A line for the entity debiting the expense account
A line for the entity crediting the Accounts Payable account
Exporting to a CSV will generate a CSV where each row represents a transaction. There will be four entity columns:
Billed entity — entity that paid in Brex
Spending entity — entity that spend was for in Brex
Integration Billed entity — entity that paid in Brex, using name of the entity from your ERP (this leverages the name mapping provided above)
Integration Spending entity — entity that spend was for in Brex, using name of the entity from your ERP (this leverages the name mapping provided above)
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.