Oracle NetSuite

NetSuite cloud financials and accounting software helps you design, transform and streamline financial processes and operations. With the Chargebee-NetSuite integration, you can manage your accounting effectively, generate financial reports, and recognize revenue using NetSuite's GAAP-compliant revenue recognition module. This is a one-way integration of sales invoices from Chargebee to NetSuite, except for when the Sales Order statuses are updated from NetSuite to Chargebee.

Sync Overview

This is a one-way integration of sales invoices from Chargebee to NetSuite, except for when the sales order statuses are updated from NetSuite to Chargebee. Sync happens once every 24 hours from Chargebee.

The following image shows how the entities are mapped between Chargebee and NetSuite:

The following sections provide information on what each entity means and how it is mapped in this integration:

Customers

• NetSuite creates customer records with Close Won status when invoices get synced.
• You can migrate existing customer records from NetSuite into Chargebee to avoid creating duplicates during daily sync.
• The system performs duplicate checks based on the Customer ID or email address.
• You can also configure duplicate checks based on a custom field in the customer entity. Contact support to enable this feature.
• If a company name is available for a customer record in Chargebee, NetSuite creates a Business Account. In the absence of company details, NetSuite creates the customer record as a Person Account.
• You can also map custom fields as part of the setup process.

If your Chargebee site has the accounting hierarchy feature enabled, here are the expected outcomes from the NetSuite integration with Chargebee:

Plans and Addons

• NetSuite creates plan and add-on price points in Chargebee as Non-inventory (For Sale) items in NetSuite.
• If items are already present in NetSuite, you can map plan or add-on price point to an item using NetSuite's Item Name.
• You can provide a Department, Location, or Class to the price points in Chargebee. After an item such as a plan, add-on, or charge has been synced or mapped from Chargebee to NetSuite, our sync process does not propagate any updates made in Chargebee to the mapped item in NetSuite. We recommend adjusting both systems manually after the mapping process is complete.

Discounts

• NetSuite creates discounts in Chargebee as Discount Items in NetSuite.
• NetSuite can create discounts as a single discount item or multiple discount items per coupon.
• You can map multiple discount items to a single GL Account or choose to map each discount item to specific GL Accounts. Contact support to help you with this mapping.
• In addition to the discount items, you can also sync the service period for the discounts to NetSuite for accurate revenue recognition. Contact support to enable this feature.
• Alternatively, you can choose to create discounts as Negative items in the invoice.

Invoices/Credit Notes

• NetSuite syncs invoices created in Chargebee as Sales Invoices in NetSuite.
• NetSuite creates credit notes as Credit Memo in NetSuite and applies them to Sales Invoices.
• For multi-currency invoices, the exchange rate (foreign exchange rate) applied in Chargebee will be synced.
• When invoices are voided in Chargebee, a credit memo is generated and applied in NetSuite.
• If a credit memo is synced to NetSuite and is subsequently voided in Chargebee, it will be deleted from NetSuite. However, if a credit memo is created and voided before syncing to NetSuite, it will result in an error when the sync process runs.

Refunds/Payments

• NetSuite applies payments to Sales Invoices.
• NetSuite can automatically record offline payments reconciled against payment due invoices in NetSuite in Chargebee.
• NetSuite syncs refund transactions as refunds in NetSuite.

Tax

• NetSuite creates US sales taxes in NetSuite.
• You can map other region taxes configured in Chargebee to tax codes in NetSuite.
• The integration supports both NetSuite's Legacy and SuiteTax modules. If you want to enable the SuiteTax module, contact support.

Revenue Recognition

• If you are using NetSuite's revenue recognition module, you can assign the revenue recognition rule id for plans and add-ons price points, one-time charges, discounts, bad debts, and round-offs in Chargebee during configuration. Chargebee sends the invoice line amount, start date, and end date when an invoice is synced to NetSuite. Based on the revenue recognition rules configured in NetSuite, the revenue schedule is generated in NetSuite.
• However, if you do not have revenue recognition support in NetSuite, you can download Chargebee's revenue recognition, deferred revenue reports and manually enter the consolidated value in NetSuite.

Payment Reconciliation

• Chargebee sends the Gateway Transaction ID per transaction to NetSuite.
• You can import the gateway statement in a clearing account in NetSuite.
• Set up a reconciliation rule (to match the gateway transaction ID) to automatically reconcile payments.
• Next, reconcile fees and transfers manually.

FAQ

1. We have other systems such as Shopify, Salesforce, etc., from which customer/order information flows into NetSuite. How will the integration behave in such a scenario?

• You can have data flowing from multiple sales channels into NetSuite.
• The system performs customer duplicate checks based on email address.
• The system can identify products via SKU.
• You can set invoice prefix in Chargebee to avoid duplicates.

2. I have a prefix/sequence setup in NetSuite. Will Chargebee create documents with its own document number series or align with what is set up in NetSuite?

You can choose to sync the document numbers from Chargebee or align with the sequence in NetSuite.