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

• Customer records with Close Won status are created in NetSuite when invoices get synced.
• Existing customer records from NetSuite can be migrated into Chargebee to avoid duplicates from being created during daily sync.
• Duplicate check is performed based on the Customer ID or Email address.
• You can also configure duplicate check based on a custom field in the customer entity. Contact support to avail this feature.
• If company name is available for a customer record in Chargebee, a Business Account is created in NetSuite. In the absence of company details, the customer record is created as a Person Account in NetSuite.
• Custom fields can also be mapped as part of the setup process.

Plans and Addons

• Plans/Addons in Chargebee are created as Non-inventory (For Sale) items in NetSuite.
• If items are already present in NetSuite, you can map plan/addon to an item using NetSuite's Item Name.
• You can provide a Department, Location or Class to the plans/addons in Chargebee. After an item such as a plan, addon, 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. It is recommended to adjust both systems manually after the mapping process is complete.

Discounts

• Discounts in Chargebee are created as Discount Items in NetSuite.
• Discounts can be created as a single discount item or multiple discount items per coupon.
• You can map multiple discount items to a single GL Account or you can 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 avail this feature.
• Alternatively, you can choose to create discounts as Negative items in the invoice.

Invoices/Credit Notes

• Invoices created in Chargebee are synced as Sales Invoices in NetSuite.
• Credit Notes are created as Credit Memo in NetSuite and applied to Sales Invoices.
• For multi-currency invoices, 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

• Payments are applied to Sales Invoices.
• Offline payments reconciled against Payment Due invoices in NetSuite can be recorded in Chargebee automatically.
• Refund transactions are synced as Refunds in NetSuite.

Tax

• US Sales Taxes are created in NetSuite.
• Other region taxes configured in Chargebee can be mapped 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/Addons, One time charges, Setup fee, Discounts, Bad debts, and Round off 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.
• Customer duplicate check is performed based on email address.
• Products can be identified via SKU.
• Invoice prefix can be set 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 setup in NetSuite?

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