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.
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.
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):
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.
Chargebee's ID is set as the External ID for search/reference purposes in NetSuite.
Once you have completed the token creation process as explained in this document, you will have the following:
Log in to Chargebee, navigate to Configure Chargebee > ThirdParty Integrations > Oracle NetSuite> click Connect > enter the login credentials.
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.
When subsidiaries are successfully synced inside Chargebee, you can do the following:
Choose a default subsidiary: You can select a default subsidiary to which Chargebee should post customer and invoice information in NetSuite.
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.
Customer attributes can only be used for routing customer and invoice information to specific subsidiaries.
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:
Once you update the details, save the file and click Upload CSV to upload the file back into Chargebee.
Next, Chargebee will perform a list of checks in NetSuite:
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.
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:
c. Customer Duplicate check:
You can choose a duplicate check criterion for customer creation in NetSuite:
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:
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 sync taxes from Chargebee to NetSuite as follows:
US Sales Taxes:
UK/ Aus/ NZ/ Canada/ Switzerland Taxes:
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.
Select a date from when invoices generated in Chargebee should be synced to NetSuite.
You can choose from one of the following:
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.
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.
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.
For on-demand sync, you can sync data from Chargebee to NetSuite immediately.
You can edit the configurations/ GL Account mapping provided during the setup process.
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.
In case you want to stop syncing data from Chargebee to NetSuite, you can unlink the integration.