This is the first article in a guide that will walk you through the process of connecting Moss and NetSuite. If you follow the complete guide step by step, you will have successfully connected Moss and NetSuite by the end.
Purpose of this article:
This article guides you through the steps you need to take before connecting Moss and NetSuite. To connect Moss to NetSuite, you need to configure NetSuite, create Moss purchase and bank journals, a dummy supplier account for transactions and one for top-up payments and give the right user the necessary permissions. This ensures that the data flow works from day one, without queries or manual corrections.
Checklist (before you connect)
Here, you can find a checklist of all the tasks that you need to fulfill before you can connect Moss and NetSuite. You will also find instructions on how to fullfill each of the criteria - either by clicking on the link or below the checklist, were are requirements are explained in detail.
Needed roles
The person who sets up Moss has to be an admin or an accountant in Moss. In NetSuite, you need somebody who has the permissions of an administrator role.
Required permissions
Moss requires SOAP Web Services Application and Token Based Authentication features enabled in your NetSuite environment in order to allow setup and use of the integration.
Install the Moss application
In order to connect Moss with NetSuite, you need to install the Moss application, which you can get directly from SuiteApp.
Give a NetSuite user the "Moss role" and create an access token
The connection between Moss and NetSuite relies on an active NetSuite user to have the role "Moss role" in NetSuite.
In order to establish the connection, an Access Token for the integration must be created with that user.
Check workflows for vendor bills
In case you apply workflows for Vendor Bills, you will need to integrate Moss in a way that allows you to bypass those workflows.
Create a Moss balance account
In order to book payments for Moss credit card transactions, you have to create a Moss Balance Account in NetSuite.
(Optional) Create a Moss Default Vendor
This is only relevant if you want to book all Moss card transactions on one Vendor instead of using vendors for each merchant.
How to prepare the required permissions
Below, you will find detailed explanations of everything that you need to prepare before you connect to NetSuite.
Needed roles
Moss: You will need access to Moss as admin or internal or external accountant.
NetSuite: We recommend that the setup of the Moss integration with NetSuite is done by a user who has the “Administrator” role in Netsuite.
Users with other roles might also have sufficient permissions to set up the integration. This depends on the specific setup in your NetSuite environment. You can check if you are logged in with an “Administrator” role in your current session when you hover over your name on the top right. There you can see the user roles assigned to you and the role you use for the current session. If you don’t have the “Administrator” role, you can find a user with that role under “Setup” > “Users” > “User Management”.
Required permissions NetSuite
If not yet enabled, Moss requires SOAP Web Services Application and Token Based Authentication features enabled in your NetSuite environment in order to allow setup and use of the integration.
Prepare the required NetSuite permissions
Prepare the required NetSuite permissions
Open up NetSuite and click on "Setup" > "Company" > "Enable Features" and open up the "SuiteCloud" tab.
Make sure you have enabled these permissions:
Soap Web Services
Token-based authentication
You will have to agree to the terms and conditions that apply for each feature in a separate window that opens when activating the check-box.
Click on "Save" on top of the page
Install the Moss application
You need to install the Moss application from the SuiteApp store in order to successfully connect both systems.
How to install the Moss application
How to install the Moss application
Go to "SuiteApps" search for "Moss"
Install the application "Moss for NetSuite"
The Moss SuiteApp will create all necessary artefacts:
Integration (Moss Integration)
Role (Moss Role)
Custom forms:
Moss Vendor Bill
Moss Vendor Credit
Moss Bill Payment
Moss Deposit
Moss Expense Report
Customise the Moss Integration Role and generate User Access Token
In order to connect the API, you will first have to customise the Moss Role which was created through our SuiteApp bundle. This is needed as only customised roles allow to adjust permissions to your specific NetSuite requirements and NetSuite does not allow to edit roles created by a bundle themselves.
Customise your Moss Integration Role
Customise your Moss Integration Role
Navigate to "Setup" > "Users/Roles" > "Manage Roles"
Locate the Moss Role which was created through our SuiteApp Bundle (marked with a little lock symbol) and click "Customize"
Adjust the access permissions as needed at the bottom of the page, for example to add custom segment lists. Then save the newly created role as "Custom Moss Role"
The next step is to assign this custom Moss role to an integration user who will then create access token to authorise the connection with Moss
Assign the "Custom Moss role" to a User
Assign the "Custom Moss role" to a User
The Moss integration to NetSuite is dependent on this user. As long as this user stays active, NetSuite stays connected to Moss. If this user gets deactivated, then the connection to Moss will also stop working.
For this reason, we recommend that, you create a stable integration user to ensure that the connection does not get deactivated.
Roles can be assigned to users in the user settings.
Open up NetSuite
Go to "Setup" > "User/Roles" > "Manage Users"
Select the relevant user
Click on "Access" > "Edit"
Add "Custom Moss role" to this user in the "Roles" section at the bottom
Save the changes
Create a new Access Token
Create a new Access Token
Attention: During this step you will be creating a Token ID and Token Secret. Both, Token ID and Token Secret can only be accessed once when the token is created. Both need to be stored in a safe place. We recommend using a password manager for that.
In order to establish the connection to Moss, an Access Token for the integration must be created.
We recommend that a specific Moss Integration user role ("Moss role")is created for the access token. That way, you can ensure that the user does not get deactivated on accident, which would lead to the integration to Moss to stop working. Read more above.
The token is required when you use workflows in NetSuite that apply to Vendor Bill entries that are mandatory to mark Vendor Bills as “Approved”.
Make sure you don't close the window after the last step because there are crucial information displayed which you will need.
Open "Setup" > "User/Roles" > "Access Tokens" > "New"
Click on "New Access Token"
Select "Moss Integration" for the application name
For the User, select the user who you have previously given the "Moss role"
For the Role field, select "Moss role"
Give the token a name and save it
Do not close the following window before you have ensured that the information on there is stored safely!
Once you saved the access token the "Token ID" and "Token Secret" will be displayed on your screen. Copy the "Token ID" and the "Token Secret" store them safely.
Check Workflows for Vendor Bills
In case you apply workflows for Vendor Bills, you will need to make adjustments in a way that Moss can bypass those workflows. This is needed because Moss can only post card transactions and invoices paid from Moss correctly when the integration is able to create Vendor Bills with the status “Approved”. Only then we can link and reconcile payments automatically. Our integration does not support posting into NetSuite with status pending approval for that reason
There are different ways to identify Moss transactions to exclude them from your workflows:
Use the Custom Moss Role as identifyer and skip approvals for bills created by this role - it's configured in a way that users cannot login and post manually with it.
Use custom transaction forms Moss SuiteApp automatically creates for Moss postings
You need support from a NetSuite consultant or admin to adjust workflows accordingly. You can also contact our support team for help.
Moss Balance Account
In order to book payments for Moss credit card transactions, you have to create a Moss Balance Account in NetSuite.
Create a Moss Balance Account
Create a Moss Balance Account
In order to create a new account as “Moss Balance Account” go to “Lists” > “Accounting” > “Accounts” > “New”
Name the account “Moss Balance Account”
Define an account number for the Moss Balance Account following the chart of accounts structure of your organisation. Please ask your accountant if you are unsure which account number is available for this.
Select the Account type. For Moss Wallet customers, it makes sense to create an account of type “Bank”. For Moss Credit customers, it makes sense to use an account of type “Credit Card” as Moss Balance Account. Please ask your accountant if you are unsure which account number is available for this.
Select the currency for the Moss Balance Account (use the currency of your Moss Account)
Press “Save” to create the Moss Balance Account
Moss Default Vendor (optional)
Note: This is only relevant if you want to book all Moss card transactions on one Vendor instead of using vendors for each merchant.
This supplier is also used if you are charged conversion or payment fees for FX transactions and Wallet payments. These fees are also posted on the Moss Default Vendor.
Create a Moss default vendor
Create a Moss default vendor
To create a new vendor as Moss Default Supplier for card transactions, go to “Lists” > “Relationships” > “Vendors” and press “New”
Name the supplier “Moss Default Vendor”
Select the respective subsidiary (if applicable)
Select “Purchase” as Vendor Category
Press “Save” to create the “Moss Default Vendor”.
You have finished the preparations.
You are now ready to start connection Moss and Oracle NetSuite
.