Oracle NetSuite is a leading cloud-based ERP application. Chargebee integrates with NetSuite to sync your billing and invoice data automatically.
With this integration you can manage your accounting effectively, generate financial reports and recognize revenue using NetSuite's GAAP-compliant revenue recognition module.
This is a 1-way integration of Sales invoices, from Chargebee to NetSuite. Sync runs once every 24 hrs.
Sales Orders will not be created as part of this integration.
Plans and Addons
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 1 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 review the FY/Quarters are unlocked.
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 edits.
If you do not prefer to make the fields optional, you can create custom fields in Chargebee and map to 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.
If you have not already consulted your Accounting advisor, we strongly recommend that you do so before beginning the integration.
Step 1: Connect
Once you have completed the token creation process as explained in the document, you will have the following:
Log in to Chargebee, navigate to Configure Chargebee > Third Party Integrations > Oracle NetSuite > click Connect > enter the login credentials.
Step 2: Select a Subsidiary
You can select a default subsidiary to which Chargebee should post customer/invoice information in NetSuite.
Additionally, you can map customers to different subsidiaries in NetSuite based on Customer's Billing Address (Country or State etc.). So your Irish customers can be mapped to Subsidiary 1 while US customers can be mapped to Subsidiary 2. Contact Chargebee Support to configure this mapping.
Customer attributes can only be used for routing customer and invoice information to specific subsidiaries.
Step 3: Verify Accounting information
Chargebee will check whether your plans/addons have valid GL information. If a plan/addon doesn't have the details, the error details will be listed. You can download the CSV file, update the details and upload it back into Chargebee.
Step 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 customers 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.
Step 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 managing Reconciliation, you can skip this step.
Step 6: Configure Sync Rules
Configure how Chargebee integrates with NetSuite:
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.
Account Mapping for invoice line items
Configure a GL Account for other invoice line items:
Customer Duplicate check
You can choose a duplicate check criterion for customer creation in NetSuite:
*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.
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.
Revenue Recognition Rule Mapping
You can choose to pick the Rev Rec rules from the Item definition in NetSuite. Alternatively, you can decide to send the rev rec rule ID from Chargebee.
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.
Step 7: Setup Taxes
You can sync taxes from Chargebee to NetSuite as follows:
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.
US Sales Taxes:
UK/ Aus/ NZ/ Canada Taxes:
Step 8: Select Sync Start Date
Select a date from which 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.
Step 9: Run Initial Sync
Once the configuration is complete, you can begin the sync. Chargebee will sync the first 10 invoices only, 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.
After 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.
1. We create Sales Orders for every request from our customers, how does this work with Chargebee?
Sales invoices will only be created, Sales orders are not created as part of the integration.
2. 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?
3. I have a prefix/sequence setup in NetSuite, will Chargebee create documents with it's 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.