NetSuite

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Prerequisites

1. NetSuite account
2. Sufficient administrator settings in your NetSuite instance to install bundles and enable SuiteCloud features

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Connecting NetSuite with Orb

1. In the sidebar of the Orb dashboard, click on “Settings”, then click on the “Integrations” tab.
2. Click Connect to Netsuite
3. Follow the instructions to connect NetSuite:
   1. Install the AccountLink NetSuite Bundle, and the AccountLink: Rev Rec Columns Bundle
      • Note: The AccountLink: Rev Rec Columns Bundle adds two custom fields to the netsuite instance in order to allow syncing start and end dates for invoice line items
      • If the direct link to install the Account Link: Rev Rec Columns Bundle is not working go to the Search & Install Bundles in Netsuite and Search for AccountLink: Rev Rec Columns Bundle.
   2. Enable SuiteCloud features as listed
   3. Confirm setup
   4. Upon clicking Save, you should now see NetSuite as a connection at the top of the Integrations tab with status “Sync in progress”
   5. Once existing data from NetSuite is synced and ready to be used by Orb, the status of the connection will show up as “Configuration required”. Until then, the connection cannot be used in Orb.
4. Configure the NetSuite integration
   1. In the integrations tab, under NetSuite connection click “Configure”
   2. Select a subsidiary and a default bank account to connect your Orb account to. You will need to select a bank account per currency that you support in Orb.
   3. [Optional] Sync taxes to Netsuite. Taxes will be synced as a separate line item when using the Netsuite Accounting Sync. Select an external item to sync taxes to. While setting up customers and items in NetSuite, if data is missing in Orb, click the “Refresh” button to resync data from NetSuite. Orb also periodically updates data from NetSuite.

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Setting up RevRec schedules

Orb syncs line item service periods so you can perform accurate revenue recognition in NetSuite. To enable this:

1. In NetSuite, navigate to the Revenue Field Mapper
2. Map Rev Rec Start Date and Rev Rec End Date to Start Date and End Date respectively

3. Navigate to Revenue Recognition Rule, and create a new rule
   1. Specify the Rev Rec Start Date Source and Rev Rec End Date Source to the data that we mapped in the previous step

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Mapping items

Mapping items to items in NetSuite is required for the integration to succeed. If you do not map items, Orb will not be able to sync invoices to Netsuite. In NetSuite, create items corresponding to items you are selling in Orb. When creating the item, in the Revenue Recognition/Amortization tab, select the Revenue Recognition Rule and Rev Rec Forecast Rule that you created in the above step.

Then, navigate to the Items tab in Orb under Settings, and select a NetSuite item for each Orb item.

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Testing NetSuite

Connect a NetSuite sandbox account to Orb in Test mode. While testing RevRec, syncing invoices does not automatically update revenue arrangements in Netsuite. To force update the revenue arrangement within NetSuite, in Update Revenue Arrangements and Revenue Plans, click Refresh, Update Revenue Arrangements, and then Update Revenue Plans.

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Using Orb for Invoicing?

Finish setting up the accounting sync connection by going to Settings > Accounting tab to configure the sync. For more information on sync settings and details go here.

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Using Netsuite as an external invoicing provider?

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Setup the Invoicing Integration

Finish setting up the invoicing provider by mapping customers.

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Configuring customers

After item mapping has been completed the last step for the invoicing provider is to create or update customers in the Orb UI or through the API.

When creating or updating customers in the Orb UI, select NetSuite as the Payment Provider in order to view a list of previously created customers in your NetSuite account.

Customer mappings can also be configured in the API, by passing in the customer’s NetSuite ID under payment_provider_id, and setting payment_provider to netsuite. The customer’s NetSuite ID can be found by navigating to the customer’s page in NetSuite, and copying the ID from the URL (e.g. https://<>.app.netsuite.com/app/common/entity/custjob.nl?id=1613&whence=, where 1613 is the ID)

Once mappings are configured, invoices for customers with a NetSuite payment provider ID will be synced to NetSuite.

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Mapping NetSuite Invoice with Orb Invoice Number

You do not have to complete these steps for your invoicing to be synced to NetSuite, but for full feature parity we recommend you complete these instructions. Adding this custom field will allow for you to be able to see the Orb Invoice Number for a given NetSuite invoice.

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Adding Custom Fields:

After logging in to your NetSuite account, please follow these instructions to add the necessary custom fields.

You can reach the “Add Custom Field Form” by hovering on Customization > Lists, Records, & Fields > Transaction Body Fields, then clicking on “New”

Please add the Orb Invoice Number field by filling out the form, then click “Save”:

• LABEL: Orb Invoice Number
• ID: _orb_invoice_number
• OWNER: Your account name should automatically be listed here
• DESCRIPTION: The identifying Number for the Orb generated invoice.
• Applies To: Check only “Sale”

As invoices sync, you should see the Orb Invoice Number custom column on all invoices, and new invoices will have the field populated.