American Express Integration for Expense Reporting

With the American Express (AMEX) Corporate Card Integration SuiteApp, NetSuite can automatically import expenses charged by employees to their corporate AMEX cards.

You can set up NetSuite to import AMEX expenses daily and map each expense to your existing expense categories. This automation eliminates the manual creation of expense reports, resulting in increased efficiency and accuracy.

This article outlines how to link AMEX charges to corresponding employee records, how to configure the AMEX integration, how to map AMEX’s expense codes to existing NetSuite expense categories, and how to submit an expense report from the imported expenses.

This is only valid for AMEX Corporate accounts.  Business accounts are not support by AMEX for integration with NetSuite.

Prerequisites

• Installed AMEX Corporate Card Integration SuiteApp (available to all accounts)
• Credentials for the AMEX gateway
• Corporate account
• A role with Full access to the Financial Institution Records permission
• Expense Reporting permissions

Link Cardholder Name to Employee Record

1. Navigate to Lists > Employees > Employees.
2. Click Edit next to the employee record you want to update.
3. Click on the Human Resources
4. Click Corporate Cards.
5. In the Name on Card field, enter the name listed on the employee’s card.
6. In the Expiration Date field, enter the expiration date for the card.
7. In the Corporate Card Profile field, select the AMEX format profile created when you installed the AMEX Corporate Cad Integration SuiteApp.
8. Click Add.
9. Click Save.

This automatically links the employee record to the imported transactions based on the Corporate Card used for the charge.

To Configure AMEX Integration:

1. Go to Setup > Accounting > Financial Statements > Financial Institution > List.
2. Click View next to the financial institution record for American Express.
3. Click Format Profile: Configuration.
4. Click Edit next to the AMEX format profile.
5. On the Connectivity Configuration subtab, enter the server URL, username, and password received from AMEX. If you do not have this information, you must contact American Express to get the connection credentials before you can proceed with configuration.
6. Click the Import Configuration
7. In the Employee Matching field, select how imported transactions are matched to employees. In this article, the matching method is cardholder name.
8. In the Expense Type field, select Corporate Card.
9. In the Employee Expense Source Type field, select: American Express.
10. Click the Expense Code Mapping
11. In the Expense Category field, select an expense category to map to each AMEX expense code (explained in next section).
12. When you have finished, click

Map AMEX’s Expense Codes to Existing Expense Categories

1. Go to Setup > Accounting > Financial Statements > Financial Institution > List.
2. Click Viewnext to the financial institution record for American Express.
3. Click Format Profile: Configuration.
4. Click Editnext to the AMEX format profile.
5. Click the Expense Code Mapping
6. In the Expense Categoryfield, select an existing expense category to map to each AMEX expense code.
7. When you have finished, click Save.

This automatically populates the expense category on each expense imported. For example, any expense AMEX classifies as ‘RESTAURANT’ (code 4) will automatically be mapped to the expense category ‘G&A Expenses : T&E Expenses : Meals – Employees’ on the NetSuite expense report.

After this configuration is complete, your expense transactions will import daily.

Submitting an Expense Report from Daily Imported Expenses

1. Navigate to Home Dashboard > Reminders portlet and click on Imported Expenses Waiting

2. Now viewing your expenses imported, check the checkbox on the expense(s) you want to add to a new expense report.
3. Click the Add to New Expense Report

4. Review the new expense report created with the expenses you added. To add another of your imported expenses to this expense report, click Imported Expenses.

5. Check the checkbox on the expense(s) you want to add to this report. Then, click Add to Expense Report.

6. Review your expense report. Click the Save button to submit for approval.

Blair Schuyler