Getting Started

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Integrations

Configuring Oracle Netsuite 

By integrating your Oracle NetSuite account with Chargebee, you can automate the synchronization of Invoices, Customers, and other data from Chargebee to NetSuite, that are crucial for your financial management and analysis.

We recommend that you consult your accounting advisor before configuring the integration. You can test the integration on the Test Site before setting up the integration on the Live Site.

Note
  • This integration currently supports NetSuite OneWorld and NetSuite Standard Editions.

Prerequisites 

Chargebee 

  • Navigate to Settings > Configure Chargebee > Billing LogIQ and enable accounting fields for NetSuite. This will add the Accounting attributes in the Plans/Addons price point pages.

  • Enter a GL Account for each Plan/Addon price point in Chargebee. Navigate to Product Catalog > Plans/Addons > Select a Plan/Addon > Select a Price Point > Accounting Information > enter the GL Account Name. You can also provide a Revenue Recognition Template ID for the price point.

  • Inorder to differentiate the invoices sent from Chargebee (from the invoices already present in NetSuite), you can enter a prefix and sequence number for Invoices and Credit Notes in Chargebee. Navigate to Configure Chargebee > Invoices & Credit Notes > Invoices/Credit Notes > Set a prefix and a sequence number of your choice.

NetSuite 

  • Authentication: Authentication is done based on Tokens created in NetSuite. You can follow the steps mentioned in this document and create the tokens. It generally takes 3-4 hrs to refresh the tokens, hence it is recommended to create the tokens atleast one day before setting up the integration in Chargebee.

  • Unlock Accounting Periods: Ensure you have the necessary periods unlocked in NetSuite. Navigate to Setup > Accounting > Manage Accounting Periods and ensure that the FY/Quarters are unlocked.

  • Currencies: The currencies present in Chargebee should be present in NetSuite. You should manually add the currencies in NetSuite.

  • Enable Features: Ensure you have enabled features such as SuiteCloud or Advanced Revenue Managed for the integration. Navigate to Setup > Company > Enable Features and enable the features as required.

  • Create Rev Rec Start Date/End Date(ARM Start/ End Date):

    • If you want Chargebee to send the subscription start date and end date to NetSuite, you can create a Start Date and End Date.
    • Navigate to Customization > Lists, Records & Fields > Transaction Line Fields > create invoice level fields (Transaction Column Custom fields) to accept Start Date and End Date.
    • You can then map the custom fields with Advanced Revenue Management fields by navigating to Setup > Accounting > Revenue Field Mapping.
  • Mandatory Custom Fields: If there are custom fields mandatory in NetSuite, it is recommended to make the fields optional and set a default value.

    • Custom fields at Customer, Item or Invoice levels should be reviewed before setting up the integration. Navigate to Customization > Lists, Records & Fields > Entity Fields or Item fields and make the necessary edits.

    • If you do not prefer to make the fields optional, you can create custom fields in Chargebee and map them to respective fields in NetSuite. Contact Chargebee Support to help with this mapping.

  • Override Document Numbers: You can choose to set Chargebee's document numbers in NetSuite or not.

    • You can enable this option in NetSuite by navigating to Setup > Company > Auto Generated Numbers > Review the option in Entities and Document Number sub-tabs.
    • If you have checked the ‘Allow Override' option, then Chargebee's identifiers will be set as the primary ID for Invoices, Credit Memos, Customers etc.
  • Chargebee's ID is set as the External ID for search/reference purposes in NetSuite.

Configuration 

1. Connect 

Once you have completed the token creation process as explained in this document, you will have the following:

  • Consumer Key
  • Consumer Secret
  • Token Key
  • Token Secret
  • Account ID

Log in to Chargebee, navigate to Configure Chargebee > ThirdParty Integrations > Oracle NetSuite> click Connect > enter the login credentials.

2. Select a Subsidiary 

To connect your site with NetSuite, Chargebee attempts to retrieve your NetSuite subsidiaries and map customers. If Chargebee is unable to retrieve subsidiaries, the following message is displayed:

If you do have multiple subsidiaries in NetSuite, you can click Refresh to try once again. Or if you don't have subsidiaries in your NetSuite account, click Proceed.

Note
  • NetSuite Standard edition currently does not support subsidiaries. Therefore, while integrating your Chargebee site with NetSuite Standard edition, you can click Proceed.

When subsidiaries are successfully synced inside Chargebee, you can do the following:

  1. Choose a default subsidiary: You can select a default subsidiary to which Chargebee should post customer and invoice information in NetSuite.

  2. Set up additional subsidiaries: You can enable this setting to set up more subsidiaries to which you want to sync your accounting data in NetSuite.

    • Click Map via CSV to map the customer records in Chargebee to different subsidiaries based on the country of location. If your subsidiaries are not based on their country of location, you can contact Chargebee Support to map the customer records based on any other fields.
  3. Click Proceed.

Note

Customer attributes can only be used for routing customer and invoice information to specific subsidiaries.

3. Verify Accounting information 

Chargebee will check whether your plans/addon price points have valid GL information. If a price point doesn't have the GL information, the error details will be listed.

You can download the CSV file to add the accounting information for all plans and addons, by following these steps:

  1. Click Fix via CSV and download the CSV file.
  2. Open the CSV file and update the following information for all plans and addons:
    • SKU: This field is used to map the existing items from NetSuite to the respective price point in Chargebee. It can be used as an alternative name for price point and its character limit should not exceed 30 characters.
    • Accounting Code: The Accounting code field should be filled for all the plan/addon price points.
    • Item GL Group: You can optionally insert a new column named Item Gl Group, and add the name field of the Item GL Groups used in NetSuite for the respective plan/addon price point.

Once you update the details, save the file and click Upload CSV to upload the file back into Chargebee.

4. Check Prerequisites 

Next, Chargebee will perform a list of checks in NetSuite:

  • Customer duplicate check: In order to avoid duplicates, you should map the customer records between both the systems. You can download the list of customers as a csv file, map the records and upload the updated sheet in Chargebee. If there is no possibility of duplicates, you can skip and proceed.
  • Currency check: The currencies present in Chargebee should be present in NetSuite. You should manually add the currencies in NetSuite.

5. Setup Reconciliation 

It is recommended that you create a clearing account to map payments and refunds in NetSuite. If you have created one already or you choose to manage reconciliation on your own, you can skip this step.

6. Configure Sync Rules 

Configure how Chargebee integrates with NetSuite:

a. Payment/Refund Account Mapping:

Payment/Refund transactions can be mapped to payment accounts in NetSuite. For Reconciliation purposes, you can select a clearing/undeposited funds account. If you have multiple currencies or payment gateways (or methods), you can choose specific account accordingly.

b. Account Mapping for invoice line items:

Configure a GL Account for other invoice line items:

  • One time charges: One time/Adhoc charges created in Chargebee can be mapped to a GL Account in NetSuite.
  • Discounts: Select an Account to map Discounts/Cost of Goods (COGs) in NetSuite.
  • Bad debts (write-offs): You can choose where Bad Debts should be mapped to in NetSuite.
  • Round offs: If there is a difference in the invoice total calculation between Chargebee and NetSuite, then Chargebee will add a round off item automatically, you can select an Account to map these round off line items.

c. Customer Duplicate check:

You can choose a duplicate check criterion for customer creation in NetSuite:

  • Customer ID will be used as the default criterion.
  • If you want to identify duplicate customers based on email address, you can choose this from the list.

You can even configure duplicate check for customer records based on a custom field in the customer entity. Contact Chargebee Support to avail this feature.

In either case, make sure that you enable the customer duplicate check setting for the duplicate check to be carried out during the integration.

d. Sync Offline Payments:

When offline payments are reconciled against Payment Due invoices in NetSuite, invoices will be updated as Paid in NetSuite. These payments will be synced back and close Payment Due invoices in Chargebee. You can choose to enable this option.

e. Payment Method mapping:

Payment methods in NetSuite can be mapped to payment methods in Chargebee. Or, if you want Chargebee to create the Payment Methods in NetSuite, you can choose to do so.

f. Revenue Recognition Rule Mapping:

If you are using NetSuite's revenue recognition module, follow these steps to send the invoice line amount, start date, and end date when an invoice is synced from Chargebee to NetSuite:

  • Enable Revenue Recognition Rule Mapping. You can also choose to mandate the revenue recognition template ID as part of the sync. This will ensure that the revenue recognition information is captured for every invoice that is synced from Chargebee.
  • Enter the revenue recognition template ID for One time charges, Discounts, Bad debts, and Round off.
  • Navigate to the respective Plans/Addons and specify the revenue recognition template ID in the Accounting Information section.
  • You should also map the subscription start date & end dates to Transaction Column Custom fields (per invoice line items) in NetSuite.
  • This is an optional step.

If you are not using NetSuite's revenue recognition module, you can skip this step during configuration. Learn more about how you can use Chargebee's reports for revenue recognition.

g. Tracking Categories:

If Class/Department/Location is already configured in NetSuite, it will be automatically applied when invoices are created in NetSuite. Alternatively, you can choose to send Class/ Department/Location from Chargebee.

  • You can provide the information for Plan/Addon price points in the Product Catalog. Tracking category can be set at a customer level as well, Chargebee Support to set this up.
  • For other line items, you can enter a value in this step:
    • Adhoc charges
    • Discounts
    • Round-off line item

7. Setup Taxes 

You can sync taxes from Chargebee to NetSuite as follows:

US Sales Taxes:

  • US Sales taxes will be created in NetSuite

UK/ Aus/ NZ/ Canada Taxes:

  • You can select a tax code for the following in NetSuite:
    • Sales Tax
    • Exempt
    • Export
    • Reverse Charge
Note

Alternatively, you can choose not to send the tax amounts to NetSuite. The tax codes configured in NetSuite will be applied on the invoices automatically.

8. Select Sync Start Date 

Select a date from when invoices generated in Chargebee should be synced to NetSuite.

You can choose from one of the following:

  • Sync all invoices
  • Sync invoices from a specific date

Invoices and related records, from the specified date will only be synced. Invoices created before the specified date will not be synced. If there are updates to invoices, or credit notes are created for invoices created before the specified date, then you should update these records in NetSuite manually.

9. Run Initial Sync 

Once the configuration is complete, you can begin the sync. Chargebee will sync the first 10 invoices to ensure the mapping, conventions, and sync criteria align with your requirements.

We recommend that you review these invoices in NetSuite, if the sync works as expected, you can click on the Sync All Records option and proceed.

NetSuite setup is now complete.

Sync Preferences 

Once the sync is setup, you can see when the last sync was run, success/errors in the sync, and options to edit the configurations:

Enable/Disable Auto Sync
After setting up the integration, you can set a daily schedule to sync all the information to NetSuite automatically. Invoices and related information will be synced, once every 24 hrs. You can choose to disable auto-sync if required.

Sync Now
For on-demand sync, you can sync data from Chargebee to NetSuite immediately.

Manage Mapping
You can edit the configurations/ GL Account mapping provided during the setup process.

Note
  • If you want to update details, please do so in Chargebee; the modifications will be synced to NetSuite in a subsequent update.
  • We recommend that you make the changes in NetSuite, such that data is consistent in both systems.

Manage Tax Mapping
You can modify the tax code mapping provided during the setup process. If you have added tax regions in your Chargebee settings, you can update tax codes here.

Unlink
In case you want to stop syncing data from Chargebee to NetSuite, you can unlink the integration.

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