Finance users can fill in your NetSuite custom fields when syncing expenses and bills from Aspire, so each transaction posts to NetSuite with all the details your account requires. Admin and Finance users can also choose which optional custom fields appear in those sync forms.
Getting Started:
What are NetSuite custom fields?
These are the extra fields your NetSuite account uses on transactions, such as project codes, cost centres, or departments. If your NetSuite account requires these fields, Aspire now lets you fill them in before syncing, so your expenses and bills go through without errors.
Where do I find custom fields when syncing?
When you open an expense or bill to sync, you'll see a "NetSuite Custom Fields" section just below existing "NetSuite Classifications". Any fields your NetSuite account uses will appear there.
Which fields do I have to fill in?
Mandatory fields are shown by default while optional fields are available to access by clicking “Optional Fields” button. You can't sync the transaction until every mandatory field has a value.
Filling In Custom Fields
How do I fill in custom fields on an expense or bill?
Open the expense or bill you want to sync.
Go to the "NetSuite Custom Fields" section.
Fill in every field displayed.
Add values for any optional fields you need.
Sync the transaction
What do the different field types look like?
Each field matches its type in NetSuite:
Text – a text box
Number – a number box
Dropdown – choose one option from a list
Yes/No – a toggle
Multi select – pick one or more options
What does the "LINE" tag mean?
Some custom fields apply to the whole transaction, and some apply to a specific line item. Fields that apply to a line item show a small "LINE" tag next to their name.
How do I fill optional custom field values?
In the "NetSuite Custom Fields" section, click "Optional fields".
In the window that opens, use the "Body" and "Line" tabs to find the fields you need.
Enter your values.
Click "Confirm" to save them for your next sync, or "Cancel" to close without saving.
Can I edit or clear optional fields later?
Yes. Reopen the "Optional fields" window any time before the sync to view, edit, or clear your values.
Bills With Multiple Line Items
How do custom fields work on a bill with more than one line item?
When a bill has more than one line item, line-level custom fields appear as columns in the line items table instead of in the "NetSuite Custom Fields" section. In that table:
Mandatory columns are marked with a red asterisk (*).
Every custom field column shows a "CUSTOM" tag.
If there are more columns than fit on screen, scroll sideways to see them all.
Paid and unpaid bills work the same way for custom fields.
Managing Which Optional Fields Appear
How do I choose which optional custom fields show in the sync forms?
Admin and Finance users can manage this:
On your Aspire dashboard, open the NetSuite integration page.
Under "Configure the integration", click the "Manage optional custom fields" tile.
Use the "Expense" and "Bills" tabs at the top to choose where the fields apply.
Within each tab, switch between "Transaction body fields" and "Transaction line fields".
Tick the optional fields you want to make available.
Click "Save changes".
Only optional fields appear in these lists. Mandatory fields are always included automatically, so they aren't shown here.
What happens if I deselect a field?
The field stops appearing in the sync forms from then on. Any values already filled in on a sync you're in the middle of are not affected.
Errors and Troubleshooting:
Why can't I sync my transaction?
If a mandatory custom field is empty, the sync is blocked, and an error appears directly on that field. Fill in the missing value and try again.
I got an error about a custom field when syncing — what do I do?
The error message will name the field where possible, and you can retry. Your entered values are kept, so you won't lose your work — just fix the flagged field and retry.
Why can't I add custom fields for a new vendor?
Custom fields for vendors aren't supported. If you try to create a new vendor during sync and NetSuite requires a custom field on the vendor, the sync is blocked. Create the vendor in NetSuite first, then sync your transaction in Aspire.
Will my previously synced transactions change?
No. Expenses and bills synced before this feature was switched on stay in your "Synced" tab and are not affected.
Do custom fields change my Class, Location, or Department?
No. The "NetSuite Classifications" section (Class, Location, and Department) works exactly as before.