Multi Business Entity for Oracle NetSuite

In today's dynamic business landscape, enterprises often operate across multiple entities, each with unique financial intricacies. NetSuite's Multi-Business Entity feature empowers you to navigate this complexity effortlessly, allowing you to efficiently manage the financials of various entities under a single, unified platform. This comprehensive solution streamlines processes, enhances visibility, and drives informed decision-making across all your business entities.

Multi-Business Entity

Users with the Multi-Business Entity feature enabled can access global sites and select from the complete list of entities to connect with NetSuite.

You can choose to connect either at the site level or the entity level:

• You can link multiple business entities simultaneously at the site level, all sharing the same configuration.
• At the entity level, you can link each business entity separately, with a distinct configuration from the site level.
• If connections are already established at the site level, connecting at the entity level is not possible.

Follow these steps to connect Chargebee with NetSuite.

Step 1: Connect Chargebee to NetSuite

Connect at the Site Level

1. Log in to your Chargebee site.
2. Connect to the NetSuite application listed on Chargebee's app marketplace by selecting Apps > Marketplace > NetSuite.

Connect at the Entity Level

1. Go to Apps > NetSuite from the list of apps. If you choose the entity-level view, the apps page will exclusively display the apps associated with the selected business entity of your site. Regardless of any existing connections at the site level, a complete configuration will occur from the beginning.

2. Click Connect to start the integration.

3. Enter the NetSuite login credentials in the pop-up connect box.
4. Once you have added the details, click Save.

Step 2: Select Chargebee Entities

When the Multi-Business Entity feature is enabled, and you are connected at the site level with multiple business entities, the following screen appears. Select the business entities you want to connect with and click Proceed.

Step 3: Assign NetSuite Subsidiaries

Map the NetSuite Subsidiary to each selected business entity to enable accounting information sync from Chargebee to NetSuite.

Step 4: Check Prerequisites

Chargebee performs a list of checks in NetSuite. This prerequisite check verifies if the accounting codes, customers, and their currencies in NetSuite are available in Chargebee before proceeding with the integration.

• Customer duplicate check: If invoices from Chargebee are already available in NetSuite, the customer records will also be moved. To prevent duplicates, you can map the customer records between both systems. Download the list of customers as a CSV file, map the customers, and upload the updated sheet using Record Mapping after setup.
• Currency check: The currencies present in Chargebee should also be present in NetSuite. Chargebee does not compare the currencies via API. You must manually compare and add the currencies in NetSuite.

Click Proceed to move to the next step.

Step 5: Configure Sync Rules

To ensure that the integration settings are common to all the connected business entities, you need to perform account mapping for payments, invoice line items, and refunds.

Account mapping for payments

Payment transactions recorded in Chargebee can be mapped to payment accounts in NetSuite. For reconciliation purposes, you can select a clearing or undeposited funds account. If you have multiple currencies, payment gateways, or payment methods enabled, you can choose specific payments or checking accounts.

Account mapping for invoice line items

Account mapping for invoice line items involves assigning specific accounts or categories to each line item on an invoice.

Coupon Sync

Choose how you'd like to sync coupons from Chargebee to NetSuite. Refer to Coupon Sync for more information.

Currency Exchange Rates

When the currency exchange rates are enabled, you can send currency exchange rates from Chargebee for transactions, invoices, or credit notes to NetSuite.

Offline Payment Sync

Offline Payment Sync offers flexibility for automatically syncing offline payments from Netsuite to Chargebee. You can allow sync to handle offline payments automatically or skip offline payments from sync and in that latter case, you need to manually record offline payments in Chargebee.

Payment Method Mapping

You have the option to map payment methods manually using the Map Manually option or let it be done automatically. If you choose Map Automatically, the sync will automatically match payment methods between Chargebee and NetSuite. If it doesn't find a relevant match, it will create a new payment method and use it automatically.

Revenue Recognition Rules

You can send revenue recognition information from Chargebee for Invoice line items when this Revenue Recognition Rules button is enabled.

Tracking Categories

You can send tracking category information from Chargebee for Invoice line items when the Tracking Categories button is enabled.

Customer Duplicate Check

You can choose to identify duplicate customers in Netsuite when data is synced from Chargebee using the two options available in the Customer Duplicate Check. You can use the customer's email or ID to check for duplicates.

Step 6: Map Product Catalog

Within Chargebee, items are configured at the site level, and different accounting attributes, such as accounting code, SKU identifier, and tracking category cannot vary for each business entity. To enable distinct accounting fields for each business entity, you can employ product catalog mapping, which allows you to assign the necessary data at the business entity level according to specific requirements.

You can upload a CSV file containing mapping details between products and business entities. Within these mappings, you can specify accounting codes for each entry.

You can download the sample CSV template using this button.

The sample downloaded CSV file contains the following fields:

In case of any errors during validation, an error message is displayed, which can be fixed by re-uploading the file with the correct mapping.

Upon successful validation, you can see the successfully mapped records as shown below.

Step 7: Configure Tax Mapping

You can choose how taxes are to be computed, and also set up tax sync from Chargebee to NetSuite if required. Enable the Sync tax information from Chargebee to NetSuite.

Retrieve latest mapping

You will see the Retrieve latest mapping button, which will retrieve the latest tax codes/tax groups used for tax mapping. This will run for some time to fetch the latest tax information that can be used for default tax mapping.

Step 8: Configure Advanced Sync Rules

This is an additional non-mandatory sync rule step. You can choose to skip it by clicking Proceed.

Prefix for Object IDs

This value acts as a common prefix to all object IDs syncing from Chargebee to NetSuite. When syncing objects from multiple systems (such as another Chargebee account or a CRM) to a NetSuite account, this prefix helps you identify objects from this account.

Step 9: Sync Preferences

You can choose to sync invoices from Chargebee to NetSuite from a particular date by selecting the relevant date from the drop-down.

Step 10: Run Sync

Once the configuration is complete, click Run Initial Sync to begin the sync. Chargebee will sync the first 10 invoices, to ensure that mapping, conventions, and sync criteria align with your requirements.

You need to review these invoices in NetSuite. If the sync works as expected, you can click the Run Full Sync.

On triggering Run Full Sync

On triggering Run Full Sync the sync dashboard is displayed where you can view or manage settings. This screen is displayed for the business entity that is independently connected at the entity level, not through the site level.

This screen is displayed for the business entity that is connected at the entity level through the site level.

This screen is displayed at the site-level view where you can edit the settings.

Enable/Disable Auto Sync

After setting up the integration, you can configure the daily schedule to sync all the information to NetSuite automatically. Invoices and related information will be synced once every 24 hours. You can choose to disable auto-sync if required.

Sync Now

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

Configure Sync Rules

You can edit the configurations or GL Account mapping provided during the setup process.

Manage NetSuite Entities

For any new business entities created in Chargebee, add a mapping at the site level if they need to share configurations. If you prefer to have separate site settings, you can connect the entity independently.

Manage Record Mapping

You can add/update the mappings for the Chargebee records (Invoices, Customers, Credit notes, and Transactions.)

Manage Tax Mapping

Adjust the tax mapping configured during the setup process. If new tax regions have been added in Chargebee settings, update the tax mapping in this section accordingly.

Map Product Catalog

Manage and update the product catalog.

Manage Advanced Sync Rules

Allows you to modify advanced sync rules. This new value will be applicable for further sync that will run, it will not modify any existing records.

Disconnect

On disconnecting at the site level it'll disconnect all the entities, Disconnecting at the entity level will only disconnect at a specific entity level.