This guide walks you through how Alaan connects with Oracle NetSuite — from setup and authentication to data sync and export transactions. It’s broken down into three key sections:
🔑 Integration Scope
Automated syncing of data between Alaan and Oracle NetSuite.
Seamless creation of journal entries for Alaan transactions in Oracle NetSuite.
Attachment of receipts for detailed transaction tracking.
Syncs automatically every 24 hours, with an option to sync manually anytime from the Alaan web app
✅ What’s Included
✅ Supported Features | ❌ Unsupported Features |
Import and link the chart of accounts to categories | Split expenses and export as different line items |
Import and map vendors/suppliers |
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Import tax codes |
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Import and map Expenses |
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Create Expenses in NetSuite |
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Create bank accounts |
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Add attachments in NetSuite |
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Include details like spender name, merchant, memo, FX and invoice number |
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🔄 Data Flow Overview
From | To | Data Shared |
NetSuite | Alaan | -Subsidiaries (Companies) List -Bank Accounts -Locations & Dimensions -Chart of Accounts (GL Accounts) -Tax Codes List -Suppliers list |
Alaan | NetSuite | -General Journals (Transaction Data) -Attachments (Receipts and Invoices) |
🛠 Step-by-Step Guide
Step 0: To set up the integration, ensure the following:
Admin access to your NetSuite Account
Admin or Accountant access to the Alaan Dashboard
Step 1: Connect Oracle NetSuite to Alaan
Log in to the Alaan web app and go to the Accounting page.
Select NetSuite and begin the integration process.
Your request will be forwarded to our Customer Success team to enable the integration.
Step 2: Create Connection
Click on "Connect with Oracle NetSuite".
Log in to Oracle NetSuite with your administrative credentials and complete the 3 mandatory steps when redirected to Oracle NetSuite.
Bundle installation: The AccountingLink bundle by Rutter needs to be installed
Enable SuiteCloud features: Come back to the Alaan Dashboard & you will see it asking to enable SuiteCloud features.
SuiteBuilder - CUSTOM RECORDS
SuiteScript - CLIENT SUITESCRIPT
SuiteScript - SERVER SUITESCRIPT
SuiteTalk (Web Services) - REST WEB SERVICES
Manage Authentication - TOKEN-BASED AUTHENTICATION
Confirm Setup: Ensure that the 'AccountLink' Bundle (ID: 451666) has finished installation. Once all of the 3 steps are completed, click on continue.
Allow Administrator Access
Select the Subsidiary from the drop-down to navigate to the next step.
Step 3: Import Tax codes
Import tax codes from Oracle NetSuite and map them with the corresponding accounts.
Step 4: Import Expense Accounts/GL Accounts/Chart of Accounts
Map the Expense accounts required to export Alaan card expenses to at least one category.
Expense Categories: These are specific names that can be assigned to help the spender understand the categories better.
Expense Accounts: Your GL accounts from Oracle NetSuite are listed here. You can associate your GL accounts with expense categories. This ensures that when an expense category is selected, it will automatically connect to the appropriate GL account.
Default Tax Code: These are not mandatory and are only required if each expense in this category has a designated tax code.
Note: Alaan will replace existing GL Account numbers with the imported Chart of Accounts from Oracle NetSuite. You may skip this step and return to it later via the Settings menu.
Step 5: Select or Create a Bank Account
Create a new bank account or select from an existing bank account in Oracle NetSuite to ensure that all your Alaan exports are directed to this designated bank account.
Step 6: Setup Complete
Click on Finish to complete the integration setup.
Once the integration is complete, you can start exporting transactions. Learn more about:
⚙️ Manage Oracle NetSuite Integration
Map categories to your Account
Mapping expense categories to Oracle NetSuite's chart of accounts is optional but recommended.
Navigate to Settings in the Alaan web application.
Click on Expense Accounts.
Select an existing expense category or create a new one.
Assign a corresponding Chart of Accounts (Expense Account) for the category.
Sync Oracle NetSuite
Navigate to Settings > Oracle NetSuite in the Alaan web application.
Click on Instant Sync (top-right corner).
The sync process will start and take up to 5 minutes to complete.
Disconnect Integration
Navigate to Settings > Oracle NetSuite
Click on Disconnect.
Confirm the action to disable the integration.
Change Bank Account
Navigate to Settings > Oracle NetSuite
Click on Change Bank Account. Choose the desired bank account and connect it to Alaan.
Enable/Disable Vendor Mapping
Navigate to Settings > Oracle NetSuite.
Toggle the Vendor Mapping switch to enable or disable it.
Need help? Contact the Customer Success Team if you face any issues or if you need further customisation.