Collect Payments with Netsuite

overview nue offers multiple netsuite integration options to support different financial operations depending on your business needs, you can choose to enable one or more of the following distinct use cases manage accounting with netsuite enabled by default as part of the netsuite integration automate the flow of financial transactions to support general ledger reconciliation and reporting collect payments with netsuite synchronize payment data and manage collections across systems recognize revenue with netsuite leverage arm (advanced revenue management) in netsuite to automate revenue recognition workflows additional documentation to set up netsuite and nue for this integration is available at the following links netsuite integration setup docid\ lhvgw9xp626esvkvekf53 netsuite connector fields mapping docid\ fwqncvvwlu0lp5ykwenj6 about this use case this document details the netsuite payments and collections integration used specifically for customers who are not using nue payment links or a direct nue payments integration (such as stripe) to process any payments or collections; instead you are either managing payments separately in netsuite or via an integration directly to netsuite and not through nue with this integration, nue seamlessly synchronizes accounts, products, orders, change orders, invoices, and credit memos data to netsuite in real time, while also processing payments, refunds and credits made in netsuite to be synced back to nue this comprehensive sync unlocks the following powerful capabilities optimize collections leverage advanced dunning workflows, payment tracking, and reconciliation tools in netsuite to improve cash flow and minimize receivables risk streamline payment management keep payments and refunds synchronized between nue and netsuite for seamless financial operations and improved accuracy across systems overview of synchronization nue's netsuite payments and collections connector supports the synchronization of the following objects nue object netsuite object direction customer customer one direction sync from nue to netsuite product item one direction sync from nue to netsuite order and order product sales order and return authorizations (for negative change orders) one direction sync from nue to netsuite invoice and invoice item invoice and items one direction sync from nue to netsuite payment application payments and refunds one direction sync from netsuite to nue credit memo and credit memo item credit memo and items one direction sync between nue and netsuite the diagram below illustrates the synchronization flow note that products are stored in salesforce but are synchronized to netsuite using nue’s graphql queries, which are automatically routed to salesforce to fetch the required data docid 05692a402d32680aeaa61825e4d06f0b6c5356d2 docid 05692a402d32680aeaa61825e4d06f0b6c5356d2 key capabilities the netsuite payments connector offers the following key features advanced collections active invoices and credit memos generated in nue are seamlessly transferred to netsuite for collection management netsuite users can view invoices, process payments and refunds, and issue credits directly in netsuite actions like canceling or reversing invoices in nue are automatically synchronized with netsuite this feature implements nue’s general collection use cases within the netsuite ecosystem fulfillment active orders, including change orders, are transferred to netsuite to manage fulfillment processes efficiently transaction hub transactions in netsuite are carefully orchestrated to maintain a clear relationship between nue and netsuite for example, an invoice generated from multiple orders in nue can be grouped into multiple invoices in netsuite, with this linkage preserved in the transaction hub record this record is accessible in nue and salesforce for easy visibility and traceability docid 05692a402d32680aeaa61825e4d06f0b6c5356d2 docid 05692a402d32680aeaa61825e4d06f0b6c5356d2 integration flows the following diagram illustrates the data flow of nue’s netsuite payments and collections connector, enabling advanced collections use cases key components include accounts and products accounts in salesforce are synchronized with netsuite as customers products in salesforce are synchronized with netsuite as items quotes and orders quotes and orders created in nue are transferred to netsuite as sales orders , which remain open for the lifetime of the subscription both initial orders and mid term changes are seamlessly integrated into netsuite arm invoices invoices are generated in nue (one per billing cycle) and synchronized with netsuite for advanced collections linked to customer payments and deferred revenue in netsuite for accurate tracking and reconciliation revenue recognition (netsuite arm) sales orders, invoices, and credit memos are used to create revenue arrangements and revenue plans in netsuite automatically generates revenue recognition journal entries (revrec jes) for compliance with asc 606 and ifrs 15 standards transaction orchestration transactions in nue and netsuite are carefully linked, ensuring accurate synchronization and visibility across both systems this integration flow ensures seamless data flow between nue and netsuite, enhancing financial management and enabling businesses to scale efficiently docid 05692a402d32680aeaa61825e4d06f0b6c5356d2 docid 05692a402d32680aeaa61825e4d06f0b6c5356d2 setup netsuite connection please follow the steps outlined in netsuite integration setup docid\ lhvgw9xp626esvkvekf53 to configure the connection between netsuite and nue docid 05692a402d32680aeaa61825e4d06f0b6c5356d2 setup fields mapping users can use the configuration wizard of the netsuite connector in nue to create field mappings for customers, products, and transactions (including orders, invoices, and credit memos) we support both standard field mapping and custom field mapping to meet various business needs please refer to the steps outlined in netsuite connector fields mapping docid\ fwqncvvwlu0lp5ykwenj6 to view the list of standard field mappings and set up custom field mappings docid 05692a402d32680aeaa61825e4d06f0b6c5356d2 scenarios the nue netsuite connector supports the following business scenarios let’s take a closer look at these common use cases sync customers sync customers to netsuite when a customer is created or as part of the order sync process sync products sync products to netsuite by enabling custom flags and field mappings transfer orders sync orders and their line items to netsuite based on activation or payment rules transfer change orders update netsuite orders with changes made in salesforce without disrupting billing processes transfer renewal orders generate new netsuite orders for renewals without modifying the original orders transfer invoices transfer invoices and their items to netsuite, grouped by related orders for clarity sync credit memos transfer credit memos to netsuite using return authorizations for proper recognition pay invoices transfer payment information from netsuite to update invoice statuses dynamically in salesforce apply credit memos apply netsuite credit memos to salesforce invoices, accurately reflecting payment adjustments for detailed information about collections related scenarios, please refer to the collections overview docid\ lle0yevkzlsc9cyuayzmv page docid 05692a402d32680aeaa61825e4d06f0b6c5356d2 sync customers the nue netsuite connector ensures that customers are seamlessly synchronized between salesforce and netsuite, supporting two primary use cases 1\ sync customers from nue to netsuite when "customer since" is populated 2\ sync customers when an (active) order is transferred from nue to netsuite transaction hub in both use cases, nue ensures seamless synchronization by maintaining a transaction hub record that links the nue customer id with the corresponding netsuite customer id this mechanism prevents the creation of duplicate customer records in netsuite by verifying the existence of a mirrored customer id before any new record is created if a potential duplicate is detected, the connector retrieves and uses the existing netsuite customer id, ensuring data integrity and eliminating redundancy default customer subsidiary netsuite requires every customer to be associated with a subsidiary using the configuration wizard, users can set up a default custom subsidiary to assign when creating customers in netsuite users can follow the steps below to setup the default customer subsidiary navigate to nue app → settings → netsuite integration click 'configure' to pen the configuration wizard and navigate to the customer page enter the subsidiary id in the field default customer subsidiary netsuite requires every customer to be associated with a subsidiary using the configuration wizard, users can set up a default custom subsidiary to assign when creating customers in netsuite in the near future, nue’s entity will be mapped to the subsidiary in netsuite this means that if a customer is associated with an entity in nue, the synchronized customer will automatically be created in the subsidiary mapped to that entity docid 05692a402d32680aeaa61825e4d06f0b6c5356d2 scenario 1 sync customers when “customer since” is populated nue includes a date field named "customer since" ( ruby customersince c ) on the salesforce account object, which tracks when an account transitions from a prospect to an active customer this field is populated automatically with the order placed date when the account's first order is activated however, for specific workflows such as marking an opportunity as closed won a salesforce flow can populate this field with a date this enables the netsuite connector to sync the customer to netsuite even if no transactions exist users can follow the steps below to setup this scenario navigate to nue app → settings → netsuite integration click 'configure' to pen the configuration wizard and navigate to the customer page check the "yes" checkbox for option " sync nue customers to netsuite when the "customer since" field is populated? " additionally, navigate to nue app → settings → salesforce integration check "migrate data" for setting " automatically synchronize salesforce accounts to nue customers when they are created or updated " this allows all new customers in salesforce to be synced to nue once the setup is done, we can go through the steps of creating a new customer create a customer in salesforce and populate the "customer since" field every 12 hours, the netsuite connector checks if the "customer since" field is populated for any customer if the field is populated and the customer hasn’t been synced to netsuite, the connector creates a corresponding customer in netsuite docid 05692a402d32680aeaa61825e4d06f0b6c5356d2 scenario 2 sync customers when an active order is transferred when an order is transferred to netsuite, if the customer referenced by the order does not exist in netsuite, the netsuite connector automatically creates the customer using configured values and mapped data more specifically, the following is the business flow an order is created and activated in nue the netsuite connector checks if the customer is already mirrored in netsuite if not found, the connector creates the customer in netsuite and links the order to the new customer record docid 05692a402d32680aeaa61825e4d06f0b6c5356d2 sync products the nue netsuite connector ensures that products are seamlessly synchronized between salesforce and netsuite, supporting two primary use cases 1\ sync products from nue to netsuite when "sync to netsuite" is checked 2\ sync products when an (active) order is transferred from nue to netsuite transaction hub in both use cases, nue ensures seamless synchronization by maintaining a transaction hub record that links the nue id with the corresponding netsuite product id (external id) this mechanism prevents the creation of duplicate product records in netsuite by verifying the existence of a mirrored product id before any new record is created if a potential duplicate is detected, the connector retrieves and uses the existing netsuite external id, ensuring data integrity and eliminating redundancy nue id mapping to netsuite external id docid 05692a402d32680aeaa61825e4d06f0b6c5356d2 scenario 1 sync products from nue to netsuite when "sync to netsuite" is checked docid 05692a402d32680aeaa61825e4d06f0b6c5356d2 scenario 2 sync products when an (active) order is transferred from nue to netsuite when transferring active orders from nue to netsuite, the netsuite connector ensures that all products referenced by the order products are available as items in netsuite if a referenced item does not already exist in netsuite, the connector will automatically create the item using pre configured values and mapped data this ensures seamless order processing without manual intervention when an order is created and activated in salesforce and nue, the connector begins the synchronization process to netsuite if the mapped item already exists in netsuite, the sync process continues without any additional action otherwise, the connector creates a new item in netsuite using the configured values and mapped fields data the newly created item's record id is then stored in the transaction hub for future lookup and reference if item creation fails due to a deplicate id in netsuite, the connector retrieves the record id of the existing duplicate item, and then stored in the transaction hub to ensure proper synchronization and avoid further duplication issues docid 05692a402d32680aeaa61825e4d06f0b6c5356d2 configure tax schedule id in certain scenarios, e g , advanced taxes are enabled, or items are used in transactions requiring vat or gst, users must configure a tax schedule id when creating an item in netsuite in such scenarios, users can follow the steps below to configure a tax schedule id, which will be used when items are created in netsuite login to nue app https //app nue io navigate to settings → netsuite integration click 'configure' to launch the configuration wizard navigate to the products / items configuration screen, and enter the default tax schedule id click next until the configuration wizard finishes docid 05692a402d32680aeaa61825e4d06f0b6c5356d2 record type mapping in the products / items configuration screen in the configuration wizard, users can configure the default record type for each types of asset in nue, as shown below the soap netsuite connector requires an item record type to create items in netsuite nue’s activation object determines downstream billing behaviors based on the product catalog types mapping path nue product catalog → nue activation object → netsuite record type the default mapping relationships are as follows subscription noninventorysaleitem entitlement servicesaleitem asset inventoryitem if the mapping is not configured properly, the netsuite connector will use the default record type when creating items in netsuite docid 05692a402d32680aeaa61825e4d06f0b6c5356d2 transfer orders docid 05692a402d32680aeaa61825e4d06f0b6c5356d2 when a nue order is activated and satisfies the defined payment rules, netsuite processes the order seamlessly within a single transaction this ensures accurate data synchronization and the automated creation of required entities in netsuite, streamlining order and asset management the netsuite connector first validates the order to ensure it meets the conditions specified in the payment rules once validated, if the referenced customer does not already exist in netsuite, a new customer record is created using the pre configured values and mapped data from nue similarly, if any products associated with the order are not yet available in netsuite, new product records are created based on the configured values and mapped fields after handling customer and product creation, a mirrored order is created in netsuite along with its corresponding order lines this ensures that all line level details of the order are accurately represented netsuite supports various asset types through this process, including subscriptions for recurring services or products, entitlements that grant rights to access or use specific products or services, and assets representing tangible or intangible products associated with the order docid 05692a402d32680aeaa61825e4d06f0b6c5356d2 generate revenue arrangements when a sales order is created in netsuite, the fields custcol nue start date and custcol nue end date on the order line are mapped to the start date and end date fields in netsuite advanced revenue management (arm) this mapping ensures that the revenue recognition schedules are accurately aligned with the specified timeframes please note that only order products with line item and ramp item line types are transferred to netsuite as order lines, as they represent the actual transactional components of the order based on this configuration, revenue plans are automatically generated for each associated revenue element , providing precise and compliant revenue recognition tracking, as shown in the screenshot below after the orders are successfully transferred in netsuite, records will be created in transaction hub to record the nue and netsuite transaction mapping docid 05692a402d32680aeaa61825e4d06f0b6c5356d2 example throughout this document, we will use an example to demonstrate how transactions—such as orders, invoices, and credit memos—are transferred to netsuite and how they are linked within netsuite to trigger the creation of revenue arrangements this example includes the following sequence of actions a user creates and activates the first that generates subscriptions, billing the customer for the first billing period the user then creates a second (change) order to update the quantity of the existing subscriptions activated by the initial order finally, the user creates and activates a third order to add a new subscription for the same customer and consolidates the billing for all orders associated with that customer the following diagram illustrates the process of creating and activating the 1st order in nue and syncing it with netsuite for the first billing period when nue order #1 is activated, it contains two order products nue order product #1 and nue order product #2 these order products are transferred to netsuite as part of a single sales order, labeled netsuite order #1 each product in the nue order corresponds to an individual order line in the netsuite sales order, ensuring that the details of the products are accurately reflected nue order product #1 is synced and represented as netsuite order line #1 nue order product #2 is synced and represented as netsuite order line #2 docid 05692a402d32680aeaa61825e4d06f0b6c5356d2 transfer change orders when a nue change order is activated and meets the payment rules, netsuite processes all necessary updates within a single transaction to ensure seamless integration the process is designed to handle various change order types effectively, including update quantity, update term, adjust price, renew and cancel these change types are integral to managing dynamic customer requirements and ensuring accurate updates in netsuite only the mirrored order lines in the original mirrored order are updated in netsuite, with support for multiple asset types such as subscriptions, entitlements, and assets to transfer a change order, only line item and ramp item line types are included, as these represent valid transactional order products the connector retrieves the corresponding netsuite customer ids and item details from the transaction hub, and use these values to associate with the order, and order lines docid 05692a402d32680aeaa61825e4d06f0b6c5356d2 generate revenue arrangements when a change order is created and activated in nue to make modifications to an existing subscription, the netsuite integration ensures that these updates are seamlessly reflected in the original netsuite sales order the process keeps the original netsuite sales order open while appending new order lines corresponding to the changes in the subscription for each nue order product in the change order, a mirrored netsuite order line is created and linked to the appropriate revenue arrangements the integration supports incremental updates to ensure that changes such as adjustments to subscription terms, quantities, or pricing are properly synchronized revenue arrangements associated with the original netsuite order are automatically updated to reflect these changes, ensuring accurate revenue recognition throughout the process, the connector logs the outcomes in the transaction hub updates are monitored for success or failure errors encountered during order line updates are recorded with a “failed” status for the affected order products, while successful updates are marked as “transferred ” this ensures that all change types are handled efficiently and that the status of each change order is clearly tracked, maintaining transparency and data accuracy nue order #1 with 2 order products, nue order #2 changes these 2 order products, after that, the change type order products will be added to the original order in netsuite docid 05692a402d32680aeaa61825e4d06f0b6c5356d2 example let's continue our example after creating the first order, the user initiates a change order to update the quantities of two existing subscriptions this action generates a second order nue order #2 containing nue order product #3 and nue order product #4 both order products are transferred to netsuite and linked to the original nue order #1 in essence, order products are grouped together if they are associated with the same subscriptions, assets, or entitlements, ensuring proper organization and alignment in netsuite docid 05692a402d32680aeaa61825e4d06f0b6c5356d2 docid 05692a402d32680aeaa61825e4d06f0b6c5356d2 transfer renewal orders when the “merge renewal order” setting is unchecked in the netsuite connector configuration wizard, renewal changes do not modify the original order instead, a new order is created in netsuite to reflect the renewal by default, the “merge renew order” setting is unchecked, ensuring that renewal orders are handled independently of the original orders this process supports subscriptions as the primary asset type and ensures seamless handling of renewals docid 05692a402d32680aeaa61825e4d06f0b6c5356d2 create a new order for renewals when "merge renewal order" option is not enabled, the flow is illustrated n the diagram below in this diagram, nue order #3 includes two order products one representing a renewal change for an existing subscription and the other introducing a new product that establishes a new subscription upon transferring nue order #3 to netsuite, a new order, netsuite order #2 , is created, containing both mirrored order lines and representing a new contract docid 05692a402d32680aeaa61825e4d06f0b6c5356d2 merge renewal line into the original order when "merge renewal order" option is enabled, the flow is illustrated n the diagram below in this diagram, nue order #3 contains two order products one representing a renewal change for an existing subscription and the other introducing a new product that initiates a new subscription when nue order #3 is transferred to netsuite, a new order, netsuite order #2 , is created to include only the new product line, signifying a new contract meanwhile, the renewal line ( nue order product #5 ) is merged into the original order ( netsuite order #1 ), preserving its association with the original contract docid 05692a402d32680aeaa61825e4d06f0b6c5356d2 docid 05692a402d32680aeaa61825e4d06f0b6c5356d2 docid 05692a402d32680aeaa61825e4d06f0b6c5356d2 transfer invoices docid 05692a402d32680aeaa61825e4d06f0b6c5356d2 in nue, the invoice item detail is considered a finance transaction when a nue invoice is activated and transferred to netsuite, the netsuite connector processes invoice item details rather than transferring the entire invoice directly each invoice item detail is grouped based on its association with the mirrored netsuite original order if all mirrored netsuite order lines belong to the same netsuite order, the corresponding invoice item details are grouped together as invoice line items within netsuite if the following setting is enabled settings → invoices do not send invoices to collection systems with $0 total amount, invoices with a total amount of $0 will not be transferred from nue to netsuite catch up invoices generated as part of the catch up billing run, which are used to migrate historical invoices, will not be transferred to netsuite docid 05692a402d32680aeaa61825e4d06f0b6c5356d2 associate invoices with sales orders nue establishes a well defined and structured relationship between invoices and sales orders, as well as between invoice item details and order line items this structured mapping enables seamless integration of nue billing with netsuite arm, ensuring smooth downstream processes for collections and revenue recognition an example is shown in the screenshot below this diagram below demonstrates the flow of orders, order products, and invoices between nue and netsuite, highlighting how transactions are managed and synchronized for revenue recognition purposes order and order line association nue order #1 includes two order products ( order product #1 ) that generate 2 subscriptions and are synchronized as separate order lines in netsuite order #1 nue order #2 contains the change order products that update the quantities of subscriptions generated by nue order #1 ( order product #3 and order product #4 ) that are also added to netsuite order #1 , expanding it with corresponding order lines nue order #3 introduces a mix of a renewal ( order product #5 ) and a new product ( order product #6 ) order product #5 renews an existing subscription, while order product #6 creates a new subscription these updates result in the creation of a new netsuite order #2 , with corresponding order lines to capture the new subscriptions and lifecycle changes in this example, "merge renewal orders" option is not enabled invoice synchronization and revenue recognition netsuite invoice #1 consolidates invoice item details from all order lines associated with netsuite order #1 , ensuring that the billing reflects the correct grouping of orders and their corresponding subscriptions or changes netsuite invoice #2 is created for netsuite order #2 and groups the invoice item details generated from order product #6 cpturing the new subscriptions and lifecycle changes introduced by the third nue order integration highlights in summary, separate mirrored invoices are created in netsuite for each nue subscription, asset or entitlement, associated with the original mirrored orders each mirrored invoice includes the corresponding invoice items related to the mirrored order lines the integration ensures that invoice item details from nue are transferred as invoice items in netsuite, maintains a structured 1 1 relationship between order products and order lines this integration ensures a structured 1 to many relationship between sales orders and invoices in netsuite, aligning with netsuite’s advanced revenue management (arm) processes in contrast, nue accommodates a more dynamic many to many relationship between orders and invoices, reflecting the recurring and flexible nature of subscription billing in nue billing this design allows for seamless synchronization while maintaining the distinct transactional frameworks of both systems, ensuring accurate tracking and alignment for billing, invoicing, and revenue recognition docid 05692a402d32680aeaa61825e4d06f0b6c5356d2 transfer credit memos credit memos and negative invoices in nue are created as credit memos in netsuite when a nue credit memo or a negative invoice is transferred to netsuite, a mirrored credit memo is created in netsuite and linked to a newly created return autorization this is illustrated in the following diagram docid 05692a402d32680aeaa61825e4d06f0b6c5356d2 return authorization for revenue recognition for downstream revenue recognition, the nue netsuite solution creates a return authorization record in netsuite for every credit memo, or negative invoices transferred from nue when the return authorization is approved in netsuite, a revenue arrangement is generated docid 05692a402d32680aeaa61825e4d06f0b6c5356d2 docid 05692a402d32680aeaa61825e4d06f0b6c5356d2 docid 05692a402d32680aeaa61825e4d06f0b6c5356d2 pay invoices the netsuite connector does a sync every 5 minutes to retrieve payments made in netsuite within the past 5 minutes based on these retrieved payments, the corresponding invoices in nue are updated to reflect the payment status update payment status for each payment retrieved the payment is applied to the corresponding nue invoice the payment status of the invoice is updated to “paid” if the balance is fully cleared “partially paid” if a balance remains example processing a payment in netsuite a payment of $250 is made in netsuite to cover two open invoices payment item #1 $100 applied to ns invoice #1 payment item #2 $150 applied to ns invoice #2 netsuite invoice netsuite payment nue invoice ns invoice #1 amount $100, balance $100 payment amount $100 nue invoice #1 balance $0, paymentstatus paid ns invoice #2 amount $200, balance $200 payment amount $150 nue invoice #2 balance $50, paymentstatus partially paid apply credit memos the netsuite connector also retrieves credit memo applications every 5 minutes and updates the corresponding records in nue for each credit memo applied to invoices the payment status of the affected invoices is updated to “paid” if the balance is fully cleared “partially paid” if a balance remains the credit memo’s status is updated to “applied” if fully applied “partially applied” if partially applied example applying a credit memo in netsuite a credit memo with a balance of $250 is applied to two open invoices $100 is applied to ns invoice #1 $150 is applied to ns invoice #2 netsuite invoice netsuite payment nue invoice nue credit memo ns invoice #1 amount $100, balance $100 applied amount $100 nue invoice #1 balance $0, paymentstatus paid nue credit memo balance 0, payment status applied ns invoice #2 amount $200, balance $200 applied amount $150 nue invoice #2 balance $50, paymentstatus partially paid putting it altogether the nue and netsuite payments connector provides a seamless integration between the two platforms, enabling businesses to synchronize their subscription billing, financial transactions, and revenue recognition processes by bridging the gap between nue’s dynamic billing workflows and netsuite’s robust erp and advanced revenue management (arm) capabilities, this integration ensures data accuracy, streamlined operations, and compliance with accounting standards the key capabilities include customer and product synchronization customer records in nue are mirrored as netsuite customers, ensuring accurate mapping nue order products are transferred to netsuite as items, enabling detailed transaction tracking order and invoice synchronization orders created in nue are transferred to netsuite as sales orders, preserving their lifecycle, including renewals, updates, and cancellations invoices generated in nue are synchronized as netsuite invoices, with detailed invoice item mappings for accurate billing and revenue recognition payment and credit memo processing payments processed in netsuite are pulled into nue every 5 minutes, updating the payment status of corresponding invoices credit memos applied in netsuite are reflected in nue, with updates to payment status and balance tracking change orders and renewals change orders in nue, such as quantity updates, term adjustments, or new product additions, are seamlessly updated in netsuite renewals can either be merged with existing orders or created as new orders, based on configuration settings revenue recognition integration the integration supports advanced revenue management (arm) in netsuite by transferring critical data such as invoices, credit memos, and return authorizations revenue arrangements and plans are automatically generated in netsuite for downstream compliance with asc 606 and ifrs 15 custom and standard field mapping users can configure field mappings through the configuration wizard to align data between nue and netsuite, with support for both standard and custom fields real time synchronization the connector ensures data is updated every 5 minutes, reducing manual errors and keeping systems in sync by integrating nue with netsuite, businesses can enhance their billing and financial workflows, improve visibility into subscription metrics, and maintain compliance with financial reporting standards—all while reducing operational overhead and ensuring a seamless customer experience