NetSuite

Introduction

Our NetSuite integration will allow you to connect your Chargify account directly to your NetSuite account to seamlessly sync your customers and the transactional data associated with them.

How it Works

Our Chargify/NetSuite integration is a one-way integration with Chargify being the source of truth. Because of this, it’s recommended (with the exception of marking sales orders as fulfilled) that NetSuite records created by the integration not be edited or deleted from within NetSuite.

We currently support workflows for syncing invoices — one for invoices with inventory items and another for invoices with non-inventory items.

Inventory

When an invoice containing inventory items is opened, we’ll create a sales order in NetSuite. Once the sales order has been marked as fulfilled (shipped), we’ll create an invoice and finally a customer payment when the invoice has been paid. If Chargify collects a payment before the sales order is fulfilled, we’ll create a customer deposit.

When an invoice containing no inventory items is opened, we’ll create a sales order and immediately bill it to create the associated invoice. When a payment is collected in Chargify, we’ll create a customer payment applied to the invoice in NetSuite.

Non-inventory

Taxes

Our integration represents tax amounts collected in Chargify as an additional line item on invoices in NetSuite. In addition, Chargify will include the tax amount charged per product/component on each associated line-item via a custom field. This is important to make note of this because you won’t see tax amounts in NetSuite’s designated invoice header-level tax field or line-item level tax fields.

During the integration setup, you’ll be asked to specify which NetSuite item you’d like Chargify to use to represent tax on invoices. It’s recommended that you create a non-inventory item in NetSuite for tax amounts specific to this integration. We’ll mention this again in the Integration Prerequisites section.

Discounts

During integration setup, Chargify will create a discount item in NetSuite labeled “Chargify Discount” which will be non-posting. This discount item will be used to discount individual lines. Each line will have a discount below it that will apply the appropriate discount to the line above.

Payments

During integration setup, similar to discounts, Chargify will create a custom payment method in NetSuite labeled “Chargify Payment”. This payment method will be used whenever syncing Chargify payments to NetSuite customer payment records.

Custom Fields

We use custom fields in NetSuite to store Chargify record metadata for reference purposes. Below is a list of custom fields created and populated by the integration.

Integration Prerequisites

There are a few checklist items that you’ll need to have completed before enabling our NetSuite integration.

1. Enable SuiteTalk Web Services

   Navigate to Setup -> Company -> Enable Features -> SuiteCloud and check the SuiteTalk (Web Services) box.

2. Create an Item for Tax

   Navigate to Lists -> Accounting -> Items -> New. As mentioned in the Taxes section, it’s advised to create an non-inventory item designated for representing tax amounts on sales order and invoices.

How to Enable the Integration

Navigate to the ‘Integrations’ tab in your Chargify account and click the ‘NetSuite’ tab in the sidebar menu. Click ‘Enable NetSuite Integration’.

Step 1 - Credentials

The first step of the NetSuite integration setup is to provide your NetSuite API credentials. This will allow Chargify to communicate with your NetSuite account. The goal of this section will be to obtain these five credentials:

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

As a heads-up, this process is a bit lengthy. We recommend opening a notepad to copy and paste your keys as you obtain them. After the five credentials have been gathered, you’ll enter them in Chargify.

The following steps must be performed in NetSuite by a user with an administrator or “full access” role. To begin, log in to NetSuite.

Locate NetSuite Account Number

• Navigate to your Company Information page. From the navigation menu, select Setup -> Company -> Company Information.

• Once on your company information page, you’ll see an ACCOUNT ID label, as shown below. This is your NetSuite account ID.

Create Integration Record

Next, we’ll create an integration record to identify the Chargify application in NetSuite’s system.

Navigate to Setup -> Integration -> Manage Integrations -> New.

On the New Integration form:

• Fill in the Name field with “Chargify”
• Make sure “Enabled” is selected in the State dropdown menu
• Check the TOKEN-BASED AUTHENTICATION checkbox
• Click Save

After the integration record has been saved, NetSuite will display a CONSUMER KEY and CONSUMER SECRET, as shown below. Copy and paste your key and secret to a notepad as NetSuite will not display these values again.

Enable Token Based Authentication

• Navigate to Setup -> Company -> Enable Features -> SuiteCloud

• Under the Manage Authentication section, check the TOKEN-BASED AUTHENTICATION checkbox and click Save.

Create a Token Role

Next, we’ll create a role. This role will hold the permissions needed by Chargify for the integration.

Navigate to Setup -> Users/Roles -> Manage Roles -> New.

Fill in the Name field with “Chargify Token Role”.

Then, under Permissions, add the following permissions for each section:

Transactions

Lists

Setup

If your configuration supports Subsidiaries, please select one to which this token belongs.

Also check ALLOW CROSS-SUBSIDIARY RECORD VIEWING.

Assign Chargify Token Role

• Navigate to Lists -> Employees -> Employees.

• Then, locate your employee record and click “Edit”.

• Under the Access section, assign the role that you created in the previous step, as shown below. Then, save your changes.

Create your Access Token

• Navigate to Setup -> Users/Roles -> Access Tokens -> New.

• Select “Chargify” in the APPLICATION NAME menu.
• In the USER menu, select the user that you modified in the previous step.
• Select “Chargify Token Role” in the ROLE menu.
• Click Save

Once the Access Token has been saved, NetSuite will display a TOKEN ID and TOKEN SECRET, as shown below. Similar to the consumer key and secret, copy and paste these values to a notepad as NetSuite will only show them once.

Enter NetSuite API Credentials in Chargify

You’ve made it to the final authorization step! Now, you’ll enter your NetSuite Account ID, Consumer token and secret, and your Token ID and secret in Chargify. When the form is submitted, Chargify will validate we can connect successfully to your NetSuite account.

Step 2 - Mapping Chargify Products & NetSuite Items

On this step, you’ll specify which NetSuite Item should be used for taxes. Then, you’ll map your Chargify product catalog to NetSuite Items.

Below is a list of supported NetSuite Item types:

• Inventory
• Non-inventory
• Service
• Assembly
• Kit

If you use an Item type not shown in this list, please let us know.

Step 3 - Invoice Sync Settings

This step allows you to configure invoice sync settings. This includes:

• A setting to control whether or not zero-dollar invoice should sync to NetSuite. The purpose of this setting is to support an option to ignore zero-dollar invoices for trials and free services. Note - when enabled, fully-discounted invoices will still sync to NetSuite.
• A setting to sync either consolidated or segment invoices for subscription groups.
• Specifying custom Revenue Recognition fields. This setting allows you to better control how subscription revenue is handled by the Revenue Recognition report in NetSuite. If the “yes” option is chosen, dropdowns will appear to pick a start and end date field.

Step 4 - General Sync Settings

This last step allows you to configure several general sync settings.

Customer Sync

Customers in Chargify can be matched to NetSuite Customers by either:

1. Email Address
2. NetSuite Customer External ID.

When matching customers during invoice sync, we use a find-or-create approach. For example, if the customer cannot first be found email address in NetSuite, we’ll create a NetSuite customer. For NetSuite customers created by the integration, we’ll store the customer’s Chargify ID and site subdomain on the NetSuite record via custom fields. In addition, whether or not our Chargify integration has created the customer, we will store the Chargify Customer ID in the NetSuite Customer external ID field. Note — the find-or-create process only applies for the first time that a Customer is synced to NetSuite. Once a NetSuite Customer mapping is established, our integration will rely on the external ID for all future sync updates. This means Customer email addresses can change without causing duplicate records in NetSuite.

Payment Instruments

This setting requires you to identicate if the Payment Instruments feature is enabled in NetSuite. Payment Instruments deprecates the use of Payment Method in NetSuite, so when enabled, Chargify will exclude payment method when creating Customer Payments, Customer Deposits, and Customer Refunds in NetSuite.

Refund Accounts

These settings allow you to specify an Account (required) and Accounts Receivable Account (optional) for Customer Refunds.

Sales Order Custom Form

Select the custom form that you would like the integration to use when creating Sales Orders in NetSuite.

This step also allows you to sync historical invoices up to a specified past date.

Towards the bottom, the final two options allow for customization of NetSuite sales orders and invoices by either including a Department or a Subsidiary. Choosing “Yes” for either option will populate dropdowns from your NetSuite account to select.

Error Handling

• Anytime an error occurs while the integration is enabled, Chargify will display in-app notification. After issues have been addressed, you’ll be able to retry sync, at which point, failed sync tasks will be retried.
• Sync is performed for each Chargify invoice independently, but in a predefined sync flow. If any of the steps fail, processing will end for the invoice. For example, if creating invoice in NetSuite fails, payment will not be applied until the problem is resolved.

Clicking View Error Logs or navigating to Config -> Integrations -> NetSuite -> View Error Logs will take you to the list of unresolved errors.

After resolving an issue you can manually trigger sync by clicking Sync Now

NetSuite errors troubleshooting

Exception: Please enter value(s) for: Department

Cause: Your NetSuite configuration requires that department code needs to be sent while creating a transaction.

Solution: Navigate to Config -> Integrations -> NetSuite and enable

“Do you want to include Department in your NetSuite sales orders and invoices?”

Option in NetSuite integration and select desired Department.

Exception: Insert Transaction failed: no valid open tax period for date x/xx/xxxx. Please visit Setup->Manage Tax Periods to setup a new tax period.

Cause: The Tax Period is a required when creating a transaction.

Solution:

Create Tax Periods that will correspond to the Transaction Date used on the Transaction.

Navigate in NetSuite to Setup -> Accounting -> Manage Tax Periods

Exception: No sync flow defined for invoice ID: XX

Cause: We could not select a proper sync flow for the Chargify Invoice

Solution: Please contact Chargify Support

Exception: Your search contains a reference to join for which you do not have a permission: XXX

Cause: Missing permissions

Solution: Please check permissions assigned to the token role

Exception: Invalid subsidiary reference key XXX

Cause: Subsidiary is inactive or token cannot access the Subsidiary

Solution:

Navigate to Setup -> Users/Roles -> Manage Roles

Select your Chargify Token Role. Make sure the role has access to the desired subsidiary and ALLOW CROSS-SUBSIDIARY RECORD VIEWING is checked.

Exception: Invalid entity reference key XXX

Cause: Customer created by integration has been marked as inactive or can’t be accessed from current Subsidiary

Solution:

1) Set customer as active.

Navigate to Lists -> Relationships -> Customers -> Search

Select Use Advanced Search

Under Standard tab, search for Internal ID (Number). A modal will appear once you select filter field.

Please enter reference key from the error message.

Submit the form. When NetSuite displays the customer, navigate to System Information tab and uncheck Inactive

Save the customer and try re-syncing.

2) Enable multi-subsidiary customers

If you have a multi-subsidiary NetSuite configuration, you may encounter an issue where the customer was already created but in different subsidiary. In this case, you’ll need to enable ‘multi-subsidiary customers’ feature in NetSuite configuration.

Navigate to Setup -> Company -> Enable Features

Scroll down to ERP General section and check MULTI SUBSIDIARY CUSTOMER checkbox.

Save and try re-syncing.