There's quite a few steps required to get your NetSuite integration up and running, but this is only a one time set up and will not need to be completed again unless you wish to connect another Lightyear account to NetSuite. There are two main parts to this.

For clarity, each subsidiary requires its own Lightyear account.

In order to install SuiteApps in your NetSuite account, users will need to be an Admin, or have the specific SuiteApp Marketplace user permission.
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To add this, head into Setup > Users/Roles > Manage Users and find the user you want to add the permission into.

Once you've found the correct user, click Edit. In the Access tab, go to Global Permissions and add the SuiteApp Marketplace permission in the dropdown and click Save.

If you don't see the Global Permissions tab, go to Setup > Company > Setup Tasks > Enable Features, and on the Employees tab, check the Global Permissions box
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From the menu bar along the top of your Netsuite homepage, go to SuiteApps.

This page will display all Netsuite apps, you can either search for Lightyear in the top left or you can search through the available apps to find Lightyear. Once you've found it, click into Lightyear.

This is where you can Install Lightyear to your Netsuite account, click the Install button in the top right.

Once this is installed, the button will be greyed out and you can continue with the rest of the setup.

It's important to note that to properly set this up, you'll need to have both your Lightyear account and your NetSuite account open on your computer at the same time, as you'll be asked to copy data directly from Netsuite into Lightyear.
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Open your Lightyear account and head into the Accounting Software tab on the left. Once there, select NetSuite from the dropdown and hit Connect.

You will be presented with your NetSuite Software Settings. These can be changed at any point, so if you aren't sure, don't worry too much. Once happy with the configuration, click Confirm & Connect.

A pop up will open and you'll be asked for the following info:​

Don't worry if you don't know what any of these are, we're going to get them from your NetSuite account and copy them across.

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Go ahead and login to your NetSuite account in a separate browser tab/window, there's a few steps to take here.

In NetSuite, hover over Setup > Integration > then click SOAP Web Services Preferences.​

Take the Account ID, highlighted above in red, and copy that into the Account ID box in your Lightyear window.

Hover over Setup > Users/Roles > Manage Roles > then click New. Give your role a name, which again can be anything, but something like "Lightyear Integration" may be best for simplicity. If you have multiple subsidiaries, you might want to name each role as LY A, LY B etc. to avoid confusion. You don't need to enter an ID, but you do need to select a subsidiary.

ALSO! You need to create one role per subsidiary and you cannot select ALL.

Once done, scroll down Permissions.
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It's EXTREMELY important that these are set up correctly the first time around, so check out the screenshots below to see what Permissions need to be added for Transactions, Lists and Set Up. Do not hit the Save button at the bottom of the screen until you have added all the Permissions and they are all set to Full.

Within Transactions:​

Within Lists:​

Within Setup:​

Once all the Permissions have been added and set to Full, click Save at the bottom of the page.

Under Roles, select the Lightyear integration that you created earlier.

Under Global Permissions add the permissions for Access Token Management, Currency, Documents and Files, Events, SuiteApp Marketplace and View SOAP Web Services Logs as Full level access.

Click Save at the bottom of the page.

The final step! We just need to link this specific role with your Lightyear account. The reason for this, is because your Role is what connects Lightyear to the specific subsidiary you chose to link to.
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To do this, hover over Setup > Users/Roles > Access Tokens > then click New.

For Application Name, select LightyearAP. Then select the User we assigned the Role to, then the Role itself, and Save. You'll be presented with the following.

Take the Token ID and Token Secret, and copy/paste them into the Token and Secret boxes in your Lightyear window.

Once that's done, click Save and Import. Lightyear will begin importing all your settings from Netsuite and at that point, the integration is fully set up! You're now ready to start exporting bills from Lightyear to Netsuite.

If you have SuiteTax set up within Netsuite, you will need to set Do you use SuiteTax? to Yes. This will show an extra field called Default Nexus.

If you do not have SuiteTax enabled in Netsuite, keep this set to No and follow this article.

Part of SuiteTax includes setting up a Nexus that you operate within. Most of the time you will only have one, so this will be an easy step.

When you only have one nexus, or you have a nexus you mainly operate within, you can set this within Accountancy > Accountancy Software Settings.

In this field, you'll need to enter the Internal ID from within Netsuite. To get this, you'll first need to make your Internal IDs visible. This can be done in Home > Set Preferences > General > Show Internal IDs.

Then navigate to your list of Nexuses and see the Internal ID.

If you have a default set at a Company Level, this will automatically populate within the Nexus field in Panel 2 of the Approvals Workflow.

In the scenario where you have multiple Nexuses set up, and need to use a different one on an invoice, you can enter the Internal ID within the Nexus field in Panel 2.

Whatever is in this field is what will export on the document.

If the Tax Code you have selected within your Line Items does not fall within the Nexus selected, the document will fail to export.

When Lightyear exports bill data to NetSuite it will be linked to a Vendor (supplier) . You can either import the Vendor data from NetSuite into Lightyear, or create the Supplier in Lightyear.

Fortunately, Lightyear has integrated with NetSuite's API which makes the import of Vendor information a seamless process.
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To import your Vendor information into Lightyear, simply click on the Import Suppliers button in the Netsuite Suppliers section of the Accounting Software menu.

This import will include the following details, taken from your NetSuite account:​

If you want to remove a Supplier, simply click the red trash can icon on the right of each line.

If you find you don't have a Supplier set up in your NetSuite account and Lightyear, you can easily create this within Lightyear.
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To do this, click the + Supplier button in the top right of the Netsuite Suppliers page. The following modal will display:

In the Supplier Name field, enter the name of the Supplier as you would like it to display in Lightyear and NetSuite. Once this is entered, click Confirm.

NetSuite knows them as Accounts. Lightyear calls them Chart of Accounts.
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When you create or edit your Accounts in NetSuite, you can easily import your changes into Lightyear. Simply go to Accounting Software and hit Edit next to Account codes. From there, click Import From Netsuite.

If you wish to reduce the number of Account Codes that Lightyear presents to you in its drop down lists (e.g. see the In Tray), you can uncheck those codes that you do not wish to use. They will not be removed from Lightyear, simply hidden.

Please Note: To export, please ensure you have sent a Default Rounding Account Code

When you initially connect to Business Central, Lightyear will automatically import all your Business Central defined tax rates.

When you click into Accountancy > Tax Rates, you'll see something similar to this view.

Your Tax Rates will be imported with 0% in the Rate column. To amend these, and ensure your documents apply the correct tax rate for calculations, click the green edit pencil at the end of the line.

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A modal will pop up with the details of the selected rate. In here you'll see the Tax Rate field with a 0% value populated by default, you can change this to 20% (in the UK).

In this field you can enter the value of the Tax Rate as displayed in Business Central, in this case it would be 20%. If you enter an incorrect value, you may see discrepancies when exporting documents from Lightyear to Business Central.

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Once you have entered the value, don't forget to hit Confirm.​

Repeat the process for any other tax rates that need adjusting.

You will need to choose two Business Central tax rates to act as the defaults for taxable and non-taxable items. Lightyear will use these defaults to send the relevant tax code to Business Central if a line is taxed/tax free, this is unless you choose to manually assign a different non-default tax rate to the item from within Lightyear's Bill Review section.

To choose your 2 defaults go to Settings > Accounting Software > Tax Rates.

The below image shows what a typical setup looks like. We have ticked the 2 standard tax rates (Standard 20% and Exempt 0%).

Usually the Supplier Default Tax Rate is left blank, which allows the 2 defaults set above to work with maps.

But there may be circumstances where you assign a certain supplier with a different tax code to the defaults you have set at company level.

Go to the Suppliers > Select Supplier > Edit. You can then choose to set a default tax rate from the drop-down list.

Lightyear has integrated with NetSuite's API which makes the import of Category information a seamless process.
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Netsuite supports six different types of categorisation​

Within Lightyear, you can have two of these active at any time.

Select which ones are active in the Software Settings section and hit Confirm.
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To import these from Netsuite, simply click the Edit button next to what you want to import, then select Import from Netsuite.

If you have tracking categories that you won't be using in Lightyear, you can set these to Inactive by unchecking the In Use box. Note that having a large number of active tracking categories could degrade the app performance.
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If you need to add a new Category, you should add it in NetSuite first and then Import from NetSuite again to keep Lightyear in sync.

If you would like to send the PDF attachment of the document into NetSuite, you can turn this on by going to Accountancy Software Settings and setting Send attachment to NetSuite to Yes.

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When this is turned on, you will see an additional setting for an Attachment Folder, this is where the attachment will be held in NetSuite.

From the dropdown menu, select the folder you want the attachment to go into, or create a new one within Lightyear.

If you choose to send the Attachment to NetSuite, the Lightyear URL will also be added to the bill.

Once you have exported a document, you can find the attachment on the document.

In NetSuite, find the document and scroll down to Communication > Files. Expand Files out and you will see the attachment to download.

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By default Lightyear will export into Form 50 for Bills, and Form 48 for Credit Notes - to use these, leave the Send Bill to Custom Form and Send Credit Note to Custom Form fields blank.

If you have requirements to use Forms outside 50 or 48, you can enter these into the relevant fields within the Accountancy Software Settings fields.

If you have a Vendor in Netsuite with a Primary currency and Secondary currency, e.g. GBP as primary and USD as secondary. If you want to use the secondary currency on a document, we would recommend enabling this option.

If you leave this option as No, any documents exported from Lightyear will always use the Primary vendor currency.

You have the option to choose how your Supplier Names are displayed in the Accountancy Supplier/Netsuite Supplier fields throughout Lightyear. By default, the Supplier Name will be displayed as Company Name, but can be changed within Accountancy Software Settings to:

If you need to uninstall Lightyear from your Netsuite account, you can go so by going to Customization > SuiteCloud Developer > Installed SuiteApps List.

Here you can see a list of all SuiteApps installed. To uninstall, hover over the green icon on the left and click Uninstall.

Once you select Netsuite as your software, you won't be able to change it. If you are thinking about changing accountancy software, please reach out to our Support team for guidance on how to do so.