Getting Started

Building Blocks

Subscription Features

Custom Fields

Localization

Invoices

Credits

Order Management

Billing Features

Taxes

Payment Methods

Direct Debit Payments

Configuring Gateways

Revenue Recovery

Checkout

Self-Serve Portal

Notifications

Reports and Analytics

Data Privacy & Security

Fraud Management

Migration

Other Features

Developers

Third Party Integrations

Oracle Netsuite 

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.

  • The integration is available only on select plans. To know more, visit Chargebee's Plans and Pricing page.
  • It is recommended to test the integration on your Sandbox environment before connecting with the Live site.

Sync Overview 

This is a 1-way integration of Sales invoices, from Chargebee to NetSuite. Sync runs once every 24 hrs.

Note

Sales Orders will not be created as part of this integration.

Customers

  • Customers will be created when invoices are synced. Customers will be created in ‘Closed Won' state in NetSuite
  • Duplicate check will be performed based on the Customer ID or Email address.
  • Existing customers from NetSuite can be migrated into Chargebee to avoid duplicates from being created during daily sync.
  • If the company name is available for a Customer record in Chargebee, a Business Account will be created or the customer will be created as a Person account in NetSuite.
  • Custom fields can be mapped as part of the setup process.

Plans and Addons

  • Plans or Addons in Chargebee will be created as Non-inventory (For Sale) items in NetSuite.
  • If items are already present in NetSuite, you can map to an item using NetSuite's Item Name.
  • You can provide a Department, Location or Class to the plans/addons in Chargebee.
  • You can assign a Revenue Recognition Rule ID to the plans/addons in Chargebee.

Discounts

  • Discounts in Chargebee will be created as Discount Items in NetSuite.
  • Discounts will be created as a single Discount Item or multiple Discount items per coupon
  • You can map discounts to a single GL Account
  • Or you can choose to map each Discount item to specific GL Accounts. Contact Chargebee Support to help you with this mapping.
  • Alternatively, you can choose to create discounts as Negative items in the invoice.

Invoices/Credit Notes

  • Invoices created in Chargebee will be synced as Sales Invoices in NetSuite.
  • Credit Notes will be created as Credit Memo in NetSuite and applied to Sales Invoices.
  • For multi-currency invoices, exchange rate (fx rate) applied in Chargebee will be synced.

Refunds/Payments

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

Tax

  • US Sales Taxes will be created in NetSuite.
  • Other region taxes configured in Chargebee can be mapped to tax codes in NetSuite.

Revenue Recognition

  • You can choose to download Chargebee's Revenue Recognition Reports or use the Rev Rec module in NetSuite.
  • If you are using the Rev Rec module in NetSuite, Chargebee will send the invoice line amount, start date and end date when an invoice is synced.
  • Based on the Revenue Recognition rules configured in NetSuite, the revenue schedule will be generated in NetSuite when the invoices are synced from Chargebee.

Payment Reconciliation

  • Chargebee will send the Gateway Transaction ID per transaction to NetSuite
  • Import gateway Statement in a Clearing Account in NetSuite
  • Set up a reconciliation rule (to match the gw tx ID) - automatically reconcile payments
  • Next, reconcile fees and transfers manually

Prerequisites 

Chargebee 

  1. Enable Accounting fields for NetSuite: Login to your Chargebee site and navigate to Settings > Configure Chargebee > Billing Rules > Enable Accounting Fields > Select NetSuite. This will add the Accounting attributes in the Plans and Addons pages.
  2. Update GL Info in Product Catalog: Enter the GL Account information for each Plan/Addon in Chargebee. Navigate to Product Catalog > Plan/Addon > Select a Plan/Addon > Accounting Information > enter the GL Account Name. You can also provide a Rev Rec Template ID for Plan/Addons in case you want Chargebee to create items in NetSuite.
  3. Invoice Prefix: 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.

NetSuite 

  • 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):

    • If you want Chargebee to send the subscription start date and end date to NetSuite, you can create a Start Date and End Date.
    • Navigate to Customization > Lists, Records & Fields > Transaction Line Fields > create invoice level fields (Transaction Column Custom fields) to accept Start Date and End Date*.
    • You can then map the custom fields with Advanced Revenue Management fields by navigating to Setup > Accounting > Revenue Field Mapping.
  • 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.

    • You can enable this option in NetSuite by navigating to Setup > Company > Auto Generated Numbers > Review the option in Entities and Document Number sub-tabs.
    • If you have checked the ‘Allow Override' option, then Chargebee's identifiers will be set as the primary ID for Invoices, Credit Memos, Customers etc.
  • Chargebee's ID will be set as the External ID for search/reference purposes in NetSuite.

Configuration 

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:

  • Consumer Key
  • Consumer Secret
  • Token Key
  • Token Secret
  • Account ID

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.

Note

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:

  • One time charges: One time/Adhoc charges created in Chargebee can be mapped to a GL Account in NetSuite.
  • Setup fee: If you have configured a setup fee for plans in Chargebee, the setup fee line items can be mapped to a specific GL in NetSuite
  • Discounts: Select an Account to map Discounts/Cost of Goods (COGs) in NetSuite
  • Bad debts (write-offs): You can choose where Bad Debts should be mapped to in NetSuite.
  • Round offs: If there is a difference in the invoice total calculation between Chargebee and NetSuite, then Chargebee will add a round off item automatically, you can select an Account to map these round off line items

Customer Duplicate check

You can choose a duplicate check criterion for customer creation in NetSuite:

  • Customer ID will be used as the default criterion
  • If you want to identify duplicate customers based on email address, you can choose this from the list.

*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.

  • You can provide the Rev Rec rule ID for Plan/Addons in the Product Catalog.
  • Additionally, you can provide a Rev Rec rule ID for other Invoice line items in this step.
  • You should also map the subscription start date & end dates to Transaction Column Custom fields (per invoice line items) in NetSuite.
  • This is an optional step.

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 provide the information for Plans/Addons in the Product Catalog.
  • For other line items, you can enter a value in this step:
    • Setup fees,
    • Adhoc charges,
    • Discounts,
    • Round-off line item

Step 7: Setup Taxes
You can sync taxes from Chargebee to NetSuite as follows:

Note

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:

  • US Sales taxes will be created in NetSuite

UK/ Aus/ NZ/ Canada Taxes:

  • You can select a tax code for the following in NetSuite:
    • Sales Tax
    • Exempt
    • Export
    • Reverse Charge

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:

  • Sync all invoices
  • Sync invoices from a specific date

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.

Sync Preferences 

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.

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

Manage Mapping
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.

Unlink
In case you want to stop syncing data from Chargebee to NetSuite, you can unlink the integration.

FAQ 

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?

  • 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.

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.

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