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NetSuite Integration v2023

NOTE

This version of the NetSuite Integration, released in 2023, does not support Revenue Recognition in NetSuite ARM and advanced collection use cases. For the most up-to-date NetSuite Integration with support for Revenue Recognition and advanced Collections, please refer to this document.

NetSuite Connector Overview

Nue's Netsuite connector allows data and transactions from Nue's Revenue Lifecycle Management Platform to be synced with your Netsuite ERP instance.

The following systems are in scope for this Nue integration:

Nue
Salesforce
NetSuite

Record Overview

The following objects are in scope for this Nue integration:

Account/Customer
Product/Item
Transactions

Integration Flows

Nue's Everything Billing^TM Platform enables:

powerful yet intuitive billing schedule management
consolidated billing (multiple orders can easily translate to consolidated invoices)
incorporation of multiple different revenue/subscription types (e.g., usage)

Because of the power of Nue Everything Billing^TM,invoice-based integration is the preferred approach.

A. Invoice Integration

B. Invoice Integration with Sales Orders for Fulfillment

For customers that have phyical goods (inventory items) that need to be fulfilled, we offer the following functionality. This example also specifies the case whereby NetSuite ARM is being used for Revenue Recognition.

NetSuite Connector Setup

Permissions/Roles: NetSuite configuration and connector installation requires someone with an Administrator or a similar role with adequate permissions.

Sandbox vs. Production: We recommend using a NetSuite sandbox account to test the Nue integration before deploying it to production.

Configure Nue/Salesforce

Your Nue Implementation/Account Manager will take the responsibility for access and configuration of your Nue/Salesforce environments to enable the Nue Connector.

Configure NetSuite

Enable Features

NetSuite must be enabled to allow token-based authentication connectivity, and SuiteAnalytics, in order for Nue to be able to connect to your Netsuite account. This requires either Administrator privileges or at least Role | Permissions | Setup | Enable Features = Full permission.

Navigate to Setup > Company > Enable Features
On the SuiteCloud tab, ensure Token-Based Authentication is checked
On the Analytics tab, ensure that SuiteAnalytics Workbook is checked.

Install Bundle

Installing the Nue Connector bundle streamlines the configuration of integration with Nue. This requires either Administrator privileges or at least Role | Permissions | Setup | SuiteApp Marketplace = Full and SuiteApp Deployment = Full permissions.

Instructions:

Navigate to Customization > SuiteBundler > Search & Install Bundles (or search for "Page: Search & Install Bundles")
Search for "Nue Connector" by Nue.io
Install the Nue Connector bundle (it must be shared with your NetSuite account; if not please contact your Account Executive or email usa at netsuite-integration@nue.io)

The Nue Connector bundle comprises:

Role: Nue Connector Role with permissions appropriate for the Nue Integration
Custom Fields: Nue-specific custom fields for the entity(customer) master, the item master, and transaction header (body) and transaction lines
Saved Searches: Nue saved searches to facilitate management of the Nue Integration

Integration

An integration must be created. This will require Administrator privileges or at least the ability to create integrations

TAKE NOTE OF CUSTOMER KEY/SECRET: the Customer Key / Client ID and Customer Secret / Client Secret are only displayed for the creator. Although you can Edit-Reset Credentials for the Integration, best to copy and save these in a secure place in accordance with company policies.

Create Access Token

An access token must be created for each Nue Integration: Nue.io REST; Nue.io SOAP. This will require Administrator privileges or at least Role | Permissions | Setup | Access Token Management = Full permission.

Instructions:

1. Determine the User to be associated with the Access Token.

USER for ACCESS TOKEN: The user you choose to associate with the access token will be listed against all item, customer and transaction records created or modified by the Nue Connector (i.e., CreatedBy and ModifiedBy). Take this into account when selecting (or creating) the user for this purpose. You can create a new Employee (or other entity if you have configured NetSuite to allow other entities such as Vendors to have login access to NetSuite). You can also create/use a record and name it something like FirstName: Nue || LastName: Connector and use the email netsuiteintegration+[customername]@nue.io for this purpose.

Also note that if you have any email automations related to invoice creation or the like, that you should log in as such user and set preferences at Home | Set Preferences | Transactions: choose PDF or HTML.

2. Assign the Role Nue Connector Role to the user (employee) who will be attached to the access token you will be creating. Search for and edit Employee, go to the Access tab, add the Nue Connector Role.

3. Search for "Page: Access Tokens" and go there.

4. Create New Access Token: choose Application (Nue.io REST), User, Role (Nue Integration Role). Save.

TAKE NOTE OF TOKEN ID/SECRET: the Token ID and Token Secret are only displayed once upon creation of the access token. Make sure to copy and save these in a secure place in accordance with company policies. If you lose these credentials you will have to create a new access token.

5. Create additional Access Tokens for additional integrations as necessary (e.g., Nue.io SOAP)

NetSuite Credentials

The following credentials need to be provide to Nue:

1. Integration Credentials: (a) Consumer Key and (b) Consumer Secret.

You may need to Edit | Reset Credentials to obtain these (unlike the access token the integration credentials can be reset), and ensure to save these in a secure place in accordance with company policies.

2. Access Token Credentials: (a) Token ID and (b) Token Secret

You will need a token pair for each integration.

3. Account ID: AccountID is usually the prefix of your NetSuite URL (https://[accountID].app.netsuite.com/) but it is also locate-able via Setup > Company > Company Information.

Other NetSuite Considerations

The following considerations apply:

Currencies: the currencies present in Nue/Salesforce should be present in NetSuite.

Override Documents Numbers: if you want Nue Invoice numbers to become Netsuite Invoice numbers (as opposed to just being referenced in the custom field created by Nue), you can go to Setup > Company > Auto-Generated Numbers and check "Allow Override" for appropriate transactions (e.g., Credit Memo, Invoices, Journal, Sales Order). The Nue Connector can then be updated to write the Nue transaction number to the NetSuite tranid field as well as to the custom Nue Transaction # field.

External IDs: Best practices is to have externalIDs in NetSuite reference the corresponding source-of-truth ID in Nue/Salesforce. There are occasions where customers, items and transactions already have externalIDs associated with them that may prompt the customer to not have this happen - using instead Nue-created custom fields in NetSuite for this purpose.

Accounting Periods Closed/Locked: any accounting periods that are closed/locked will not be able to have transactions created or edited in them.

Default Subsidiary/Tax Schedule: For accounts with multiple subsidiaries, the default subsidiary for posting customer and transaction information will be defined. Default Tax Schedule for item creation should also be spedified.

Taxes: Tax calculations can be done within Nue (Avalara and your credentials for that service), or within Netsuite. This needs to be specified as part of the implementation. In addition, Customers will be created in Netsuite as taxable / not-taxable according to selection made in NetSuite Setup | Accounting | Set Up Taxes.

Revenue Recognition Field Mapping: For customers who have ARM configured, source fields for Start Date, End Date, Forecast Start Date, and Forecast End Date should be configured as the Nue-Date Start and Nue-Date End fields.

Nue Connector Usage

There are three core NetSuite objects related to the Nue Connector: (a) Entity(Customer), (b) Item, (c) Transaction.

Entity/Customer: Salesforce Accounts are created as NetSuite Customers and subsequenly synced. Once identified as a synced Customer record, Nue/Salesforce becomes the source of truth for the fields in scope of the Nue Connector; fields outside of scope can be updated in either system independently.

Item: Products in Nue are created in NetSuite and then subsequently synced. Once identified as a synced Item record, Nue/Salesforce becomes the source of truth for the fields in scope of the Nue Connector; fields outside of scope can be updated in either system independently.

Netsuite has a variety of item types; the ones used by the Nue Connector are as follows:

Inventory Item: items which have fulfillable, countable inventory as managed in Netsuite ("Asset" in Nue). These correspond to Nue Products where Product Family/Product Category is mapped to the Activation Object = ASSET.
Non-Inventory Item for Sale: These correspond to "Subscriptions" in Nue. Specifically, Nue Products where Product Family/Product Category is mapped to the Activation Object = SUBSCRIPTION.
Service Item for Sale: These generally correspond to "Entitlements" in Nue to the extent that you actively use the Service item type in NetSuite. An example of this would be one-time professional services, which would be a Nue Product in a Product Family/Product Category that would be mapped to the Activation Object = ENTITLEMENT. NOTE, HOWEVER, that if a customer does not actively use in NetSuite the Service item type... that in such case Entitlements can alternatively create Non-Inventory Items in NetSuite.

Transaction: The Nue integration syncs Nue Transactions to NetSuite, and also adds transaction status (e.g., invoice payment and balance) to Nue/Salesforce. For transactions created by Nue, Nue is the source of truth for the fields in scope of the Nue Connector; fields outside of scope can be updated in either system independently. Transactions, which depend on the Customer and Item records mentioned above, include the following:

Invoice (or Sales Order, if using the Sales Order approach)
Payment
Credit Memo
Refund

Sync Functionality Overview

Record Type	From	To	Functions	Notes
Account/Customer	Nue/Salesforce	NetSuite	create, update	auto-sync upon save when meeting criteria
	NetSuite	Nue/Salesforce	create	when "Create in Nue/SFDC" checkbox is checked
Product/Item	Nue/Salesforce	NetSuite	create, update	auto-sync upon save when meeting criteria
	NetSuite	Nue/Salesforce	create	when "Create in Nue/SFDC" checkbox is checked
Invoice	Nue/Salesforce	NetSuite	activation, cancel/void	auto-sync upon save when meeting criteria
	NetSuite	Nue/Salesforce	update	when Payment Status changes in NetSuite
Credit Memo	Nue/Salesforce	NetSuite	activation
	NetSuite	Nue/Salesforce

Customer Fields & Sync Criteria

The following data fields are in scope for sync via Nue-NetSuite Connector functionality:

Customer Sync Field	Nue Field	Salesforce Field	NetSuite Field
Name	name	Name	companyName
Account Number	accountNumber	AccountNumber	accountNumber
Customer Email	email	Ruby__OrderPrimaryContactEmail__c	email
Customer Since	customerSince	Ruby__CustomerSince__c	startDate
Description/Comments	description	Description	comments
Phone	phone	Phone	phone
Parent Customer	parentCustomerId	ParentId.nuens_netsuiteID__c	parent
Subsidiary	nuens_netsuite_subsidiary__c	nuens_netsuite_subsidiary__c	primarySubsidiary

The following fields are system ID and status fields related to the Nue Connector:

ID / Status Field	Nue/Salesforce Field	NetSuite Field
SFDC AccountID	Id	custentity_nue_sfdcaccountid
SFDC AccountID	Id	externalId
NetSuite Customer ID	nuens_netsuiteID__c	id
URL Link	nuens_netsuite_url__c	custentity_nue_sfdc_url
Sync: Last	nuens_netsuite_sync_last__c	custentity_nue_sync_last
Sync: Status	nuens_netsuite_sync_status__c	custentity_nue_sync_status

The following fields do not sync but rather factor into sync criteria or outputs:

Field Description	System	Field Name	Notes
Account Type	Salesforce	Account.Type	Type=Customer is default sync criteria
Sync: Skip	Salesforce	nuens_netsuite_sync_skip__c	Checkbox: skips sync from Nue/SFDC to NetSuite
Sync: Test	Salesforce	nuens_netsuite_sync_test__c	Checkbox: used during testing phase (only)
Created from Nue	NetSuite	custentity_nue_createdfromnue	Checkbox: indicates record created from Nue

Customer Sync Criteria. Standard criteria for becoming source of a create/sync action from Nue/Salesforce is:

Account Type=Customer
NetSuite Sync:Skip (checkbox)=false/unchecked

The field "NetsuiteID" will be populated after auto-creation of such Customers in NetSuite, and the NetSuite Sync:Last and Sync:Status fields will also be updated. Note that if you already have un-synced records in both NetSuite and Nue/Salesforce, you can link those existing records to prevent the Nue Connector from creating duplicates by populating the NetSuiteID field (nuens_netsuiteID__c). The Nue Implementation Team can assist you with this process.

Item Fields & Sync Criteria

The following fields are in Scope in core Nue Connector functionality:

Item Sync Field	Nue Field	Salesforce Field	NetSuite Field
Product SKU	sku	StockKeepingUnit	itemId
Product Item/Name	name	Name	displayName
Product Description	description	Description	description
Nue: Product Category	productCategory	Family	custitem_nue_productfamily

The following fields are system ID and status fields related to the Nue Connector:

ID / Status Field	Nue/Salesforce Field	NetSuite Field
SFDC ProductID	Id	custitem_nue_sfdcproductid
SFDC ProductID	Id	externalId
NetSuite Item ID	nuens_netsuiteID__c	id
URL Link	nuens_netsuite_url__c	custitem_nue_sfdc_url
Sync: Last	nuens_netsuite_sync_last__c	custitem_nue_sync_last
Sync: Status	nuens_netsuite_sync_status__c	custitem_nue_sync_status

The following fields do not sync but rather factor into sync criteria or outputs:

Field Description	System	Field Name	Notes
Product Status	Salesforce	Ruby__Status__c	Status=Active is default sync criteria
Sync: Skip	Salesforce	nuens_netsuite_sync_skip__c	Checkbox: skips sync from Nue/SFDC to NetSuite
Sync: Test	Salesforce	nuens_netsuite_sync_test__c	Checkbox: used during testing phase (only)
Created from Nue	NetSuite	custitem_nue_createdfromnue	Checkbox: indicates record created from Nue

Item Sync Criteria. Standard criteria for becoming source of a create/sync action from Nue/Salesforce is:

Product Status=Active
NetSuite Sync:Skip (checkbox)=false/unchecked

The field "NetsuiteID" will be populated after auto-creation of such item in NetSuite, and the NetSuite Sync:Last and Sync:Status fields will also be updated. Note that if you already have un-synced records in both NetSuite and Nue/Salesforce, you can link those existing records to prevent the Nue Connector from creating duplicates by populating the NetSuiteID field (nuens_netsuiteID__c). The Nue Implementation Team can assist you with this process.

Transaction Fields & Sync Criteria

The following fields are in Scope in core Nue Connector functionality:

Transaction Sync Field	Nue Field	Salesforce Field	NetSuite Field
	BODY/HEADER FIELDS
Invoice Number	name	Name	custbody_nue_transactionnumber
Invoice Date	invoiceDate	Ruby__InvoiceDate__c	tranDate
Start Date	startDate	Ruby__StartDate__c	startDate
End Date	endDate	Ruby__EndDate__c	endDate
Due Date	dueDate	Ruby__DueDate__c	dueDate
Account/Customer	customerId	Ruby__AccountId__c	entity
Status	paymentStatus	Ruby__PaymentStatus__c	status
Balance	balance	Ruby__Balance__c	foreignamountunpaid
		TRANSACTION LINE FIELDS
Product/Item ID	productId	Ruby__ProductId__c	item
Transaction Quantity	transactionQuantity	Ruby__TransactionQuantity__c	quantity
Start Date (line)	startDate	Ruby__StartDate__c	custcol_nue_date_start
End Date (line)	endDate	Ruby__EndDate__c	custcol_nue_date_end
Amount (line)	transactionAmount	Ruby__TransactionAmount__c	amount
Price/Rate		[transactionAmount/transactionQuantity]	rate

NOTE: NetSuite Transaction Number (tranid) can take the Nue transaction number if respective transactions allow override on auto-generated numbers.

The following fields are system ID and status fields related to the Nue Connector:

ID / Status Field	Nue/Salesforce Field	NetSuite Field
Nue TransactionID	id	custbody_nue_transactionid
Nue TransactionLineID	name	custcol_nue_transactionlineid
Sync: Last	nuens_netsuite_sync_last__c	custbody_nue_sync_last
Sync: Status	nuens_netsuite_sync_status__c	custbody_nue_sync_status

The following fields do not sync but rather factor into sync criteria or outputs:

Field Description	System	Field Name	Notes
Invoice Status	Nue	status	Status=Active is default sync criteria
Nue: Created from Nue	NetSuite	custbody_nue_createdfromnue	Checkbox: indicates record created from Nue
Price Level (line)	NetSuite	price	configuted as Custom price level on transaction lines

Transaction Sync Criteria. Standard criteria for becoming source of a create/sync action from Nue/Salesforce is:

Transaction Status=Active

Status Field Messages

Status fields start with one of the following 3 codes:

SUCCESS: the create or sync action was successful, e.g., "SUCCESS: Invoice created from Nue"
NOTICE: the action was notable in some respect but short of a failure or an error, e.g., "NOTICE: record was not created in NetSuite because Skip Sync was checked"
ERROR: the action failed or could not be completed for a reason that should be addressed, e.g., "ERROR: could not create Customer in NetSuite because a customer with the same name already exists."

Workflows

NetSuite List Views & Saved Searches
Salesforce List Views and Reports