The primary goal of this article is to demonstrate how a sales representative can initiate sales order creation in NetSuite from an opportunity created in Salesforce by adding an Account (Customer in NetSuite), Price Book, and Subscription and how this information is synced into NetSuite. Please note that you can only add a subscription to a quote or opportunity when the subscription is in the Draft status.
The first step in this process is to sync all the necessary details from NetSuite to Salesforce. You can use the Salesforce - SuiteBilling add-on to sync the following information from NetSuite to Salesforce:
- Billing Schedule
- Billing Account (Can also be created in Salesforce and synced to NetSuite)
- Price Book along with associated price book lines and price plans
- Subscription Plan with associated Subscription Line
- Subscription (Can also be created in Salesforce and synced to NetSuite)
- Subscription Status
- Subscription Term
Note: NetSuite holds the master record for Subscription Plan, Subscription Term, and Price Book. The Subscription Plan, Subscription Term, and Price Book information that is synced from NetSuite to Salesforce using the Salesforce - SuiteBilling add-on is irremediable in Salesforce. The sales representative can use the already synced information from NetSuite to create a new opportunity and subscription for that opportunity.
You can use the Salesforce - NetSuite connector to sync the following information from NetSuite to Salesforce:
- Customer (Account)
Adding a subscription to an opportunity in Salesforce
You can create an opportunity in Salesforce by adding the Opportunity Name, Account Name, Close Date, and Stage details in the opportunity record. Once an opportunity is created, you can add a new or existing subscription from the Subscription panel.
- You can only add an existing subscription to a quote or opportunity when the subscription is in the Draft status.
- Opportunity with a new subscription in Salesforce can be synced as sales order in NetSuite only when the new subscription associated with this opportunity is in the Draft status.
1. Create/Add a subscription
The Salesforce - SuiteBilling Connector allows you to include a subscription panel in the Opportunity record. To know more see, How to add a new Visualforce based section in the Salesforce records.
This Subscription box comes with the following options to manage subscription:
- New Subscription
The New Subscription button on the panel allows you to create a new subscription directly from the Opportunity record in Salesforce.
- Edit or Delete a subscription
Click on the name of the subscription to navigate to the Subscription record. On this subscription record, you can use the Edit and Delete buttons to make necessary changes in existing subscriptions associated with an opportunity.
When you click on the New Subscription button, the New Subscriptions window is displayed where you can create a new subscription against the opportunity by specifying the necessary values.
The following are the four mandatory fields needed for creating a subscription:
- Billing Account
- Price Book
- Subscription Plan
The information for these four fields can be synced from NetSuite and included in a subscription.
Once you enter all necessary details and create a subscription, the new subscription is created with subscription lines and price book lines being auto-populated based on the selected Subscription Plan and Price book selected for creating a subscription. This also triggers the connector to run the real-time Salesforce Subscription to NetSuite Subscription Add flow to sync the new subscription created in Salesforce into NetSuite.
2. Review and Update Price Book Lines and Subscription Lines
A sales representative can use the Price Book Lines box to review and update the price book line and price book details associated with a subscription.
To update the details for a price book line directly in Salesforce, click the price book line Name as displayed in the following image.
The Price Book Line page is displayed. Click the Price Plan name.
The Price Plan page is displayed. Click Edit to modify/ update the Price Tiers.
Once you have updated the pricing information, navigate back to the same Price Book Lines page and click on the Sync to NetSuite button to send this updated price plan information from Salesforce to NetSuite.
Note: You cannot edit a NetSuite Price Book Lines and Price Plan record from Salesforce directly which is associated with a Price book whose master record is in NetSuite. An Invalid Data error is generated by the system if you try to edit directly imported records from NetSuite. As a sales representative, you only have the permissions to edit Price Books line and Price Plans (associated with the same price line) which have been added to a subscription.
Editing the pricing information of Price Book Lines also impacts the Total value in the Subscription Line associated with the subscription. The change in the value of Total caused due to Price Book Line edit triggers the connector to run the Salesforce Subscription Line to NetSuite Subscription Line Update flow. This is the real-time flow which ensures that the subscription line record in NetSuite and Salesforce is always in sync.
Once the subscription is successfully created, you can go back to the opportunity record in Salesforce to find the details of the subscription.
In the details of the subscription record, a value in the NetSuite Subscription Id field represents that the subscription created through the Salesforce has been successfully linked with the same record in NetSuite.
Creating a sales order using the opportunity in Salesforce
Once all the necessary information has been updated against an opportunity, a sales representative can use the Create NetSuite Order button to create an opportunity as a sales order in NetSuite.
Once you click on this button the sync is initiated and a new window is displayed with sync. This window automatically closes once the sales order is created in NetSuite using the details in the opportunity.
Once the Sales Order is created, the opportunity record is populated with sales order details as shown in the following image: