Oracle NetSuite - Introduction

NetSuite cloud financials and accounting software helps you design, transform and streamline financial processes and operations. With the Chargebee-NetSuite integration, you can manage your accounting effectively, generate financial reports, and recognize revenue using NetSuite's GAAP-compliant revenue recognition module. This is a one-way integration of sales invoices from Chargebee to NetSuite, except for when the Sales Order statuses are updated from NetSuite to Chargebee.

The following image shows how the entities are mapped between Chargebee and NetSuite:

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The following sections provide information on what each entity means and how it is mapped in this integration:

1. Invoices/Credit Notes

• Invoices created in Chargebee are synced as Sales Invoices in NetSuite.

• Credit Notes are created as Credit Memo in NetSuite and applied to Sales Invoices.

• For multi-currency invoices, the exchange rate (foreign exchange rate) applied in Chargebee will be synced. If the exchange rate is configured, we will send a blank (null) field and the exchange rate will be handled in NetSuite.

2. Customers

• Customer records with Close Won status are created in NetSuite when invoices get synced.

• Existing customer records from NetSuite can be migrated into Chargebee to avoid duplicates from being created during daily sync.

• A duplicate check is performed based on the Customer ID or Email address.

• You can also configure duplicate checks based on a custom field in the customer entity. Contact Chargebee Support to enable this feature.

• If a company name is available for a customer record in Chargebee, a Business Account is created in NetSuite. In the absence of company details, the customer record is created as a Person Account in NetSuite.

• Custom fields can also be mapped as part of the setup process.

3. Plans and Addons

• Plans/Addons in Chargebee are created as Non-inventory (For Sale) items in NetSuite.

• If items are already present in NetSuite, you can map plan/addon to an item using NetSuite's Item Name.

• You can provide a Department, Location, or Class to the plans/addons in Chargebee.

4. Discounts

• Discounts in Chargebee are created as Discount Items in NetSuite.

• Discounts can be created as a single discount item or multiple discount items per coupon.

• You can map multiple discount items 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.

• In addition to the discount items, you can also sync the service period for the discounts to NetSuite for accurate revenue recognition. Contact Chargebee Support to avail this feature.

• Alternatively, you can choose to create discounts as Negative items in the invoice.

5. Refunds/Payments

• Payments are applied to Sales Invoices.

• Offline payments reconciled against Payment Due invoices in NetSuite can be recorded in Chargebee automatically.

• Refund transactions are synced as Refunds in NetSuite.

6. Tax

• US Sales Taxes are created in NetSuite.

• Other region taxes configured in Chargebee can be mapped to tax codes in NetSuite.

• The integration supports NetSuite's Legacy tax module only. The Suite tax module is not supported currently. Refer to the screenshots below to get an idea about how taxes are created and mapped in NetSuite.

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7. Revenue Recognition

• If you are using NetSuite's revenue recognition module, you can assign the revenue recognition rule id for Plans/Addons, one-time charges, setup fee, discounts, bad debts, and round off in Chargebee while configuring this integration. Chargebee sends the invoice line amount, start date, and end date when an invoice is synced to NetSuite. Based on the revenue recognition rules configured in NetSuite, the revenue schedule is generated in NetSuite.

• However, if you do not have revenue recognition support in NetSuite, you can download Chargebee's revenue recognition, deferred revenue reports and manually enter the consolidated value in NetSuite. The following screenshot provides information on how Plans/Addons are mapped in NetSuite.
  
  

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8. Payment Reconciliation

• Chargebee sends the Gateway Transaction ID per transaction to NetSuite.

• You can import the gateway Statement in a Clearing Account in NetSuite.

• Set up a reconciliation rule (to match the gateway transaction ID)to automatically reconcile payments.

• Next, reconcile fees and transfers manually.
  
  

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FAQ

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 the email address.

• Products can be identified via SKU.

• The invoice prefix can be set in Chargebee to avoid duplicates.