Understanding key terms in Subscription

• Subscription Plan
  The subscription plan record is used to build information for subscriptions, such as recurring services, usage, and one-time charges that can be used for a subscription. The subscription plan record is available only when the Advanced Subscription Billing feature is enabled at Setup > Company > Setup Tasks > Enable Features (Administrator), on the Transactions sub-tab. When the feature is enabled, you can access a list of subscription plan records in the UI by going to Lists > Accounting > Items. For more information on Subscription plan in NetSuite, see Setting up the Subscription Plan and Price Plan.
• Subscription
  The subscription record is used to build recurring subscriptions. Subscriptions can be standalone or created from opportunities, quotes, or sales orders. Subscriptions reference existing subscription plans and are created based on:
  • Customer
  • Billing Account
  • Subscription Plan
  • Original Start Date
  • Subscription Term
  • Price book that is used on the billing account.
• Subscription Line
  The subscription line record is used to provide subscription item information for subscriptions. For more information on subscription line in NetSuite, see Subscription Line Import.
• Initial Term
  Initial Term is a drop-down list in the NetSuite Subscription Plan record that allows you to create a new Subscription plan for selecting an existing subscription plan. This field represents the initial term for the subscription plan.

Overview

The Subscription data flow enables you to automate the process of importing the following NetSuite record into Salesforce from NetSuite:

• Subscription Plan
• Subscription
• Subscription Status
• Subscription Term

Integration flows also automate the process of importing the following Salesforce record into NetSuite from Salesforce:

• Subscription
• Subscription Line
• Subscription Price Book Line 

The Subscription section comprises of 5 real-time flows, 2 batch flows, and associated advanced settings. The following flows out of these 5 real-time flow supports both add and update operation:

• NetSuite Subscription Plan to Salesforce Subscription Plan
• NetSuite Subscription to Salesforce Subscription
• Salesforce Subscription to NetSuite Subscription

Use the following steps to remove add or update operation from any of the aforementioned flows:

1. Click the Settings icon against an integration flow.
   
2. Uncheck the Create or Update checkbox. 
   Note: The unchecked information will not be transferred when you execute the flow.
   
3. Click Save.

NetSuite to Salesforce flows

The following flows can be used to sync the subscription information from NetSuite to Salesforce:

• NetSuite Subscription Plan to Salesforce Subscription Plan
  Whenever a subscription plan record is created or modified in NetSuite, this real-time flow gets triggered automatically and transfers the subscription plan record from NetSuite to Salesforce.
  The following screen displays the procedure for creating a subscription plan record in NetSuite:
  
• NetSuite Subscription to Salesforce Subscription
  Whenever a subscription record is created or modified in NetSuite, this real-time flow gets triggered automatically and transfers the subscription record information from NetSuite to Salesforce.
  The following screen displays the procedure for creating a subscription record in NetSuite:
  
• NetSuite Subscription Status to Salesforce Subscription Status
  You can use this flow to ensure that the subscription status in NetSuite and Salesforce are always in sync. You can schedule these flows to run between the ranges of once every 15 mins to once every week. Whenever a subscription status is updated in NetSuite, this batch flow transfers the updated status information from NetSuite to Salesforce.
  Note: A new subscription in NetSuite is always created with a default status set as Draft.
• NetSuite Subscription Term to Salesforce Subscription Term
  You can use this flow to export subscription term from NetSuite to Salesforce on a scheduled basis. You can schedule these flows to run between the ranges of once every 15 mins to once every week. Whenever a new subscription term is created in NetSuite, this batch flow transfers the subscription term record from NetSuite to Salesforce.
  The following screen displays the procedure for creating a new subscription term record using Subscription Plan > Initial Term field in NetSuite:
  

Salesforce to NetSuite flows

The following integration flows can be used to sync the subscription information from Salesforce to NetSuite:

• Salesforce Subscription to NetSuite Subscription
  Whenever a subscription is created or modified in Salesforce, this real-time flow gets triggered automatically and transfers the subscription record information from Salesforce to NetSuite.
  The following screen displays the procedure for creating a subscription record in Salesforce:
  
• Salesforce Subscription Line to NetSuite Subscription Line Update
  Whenever an existing subscription line record is modified in Salesforce, this real-time flow gets triggered automatically and updates the subscription line record in NetSuite with the same information.
• Salesforce Subscription Price Book Line to NetSuite Subscription Price Book Line Update
  Whenever an existing price book line record is modified in Salesforce, this real-time flow gets triggered automatically and updates the price book line record in NetSuite with the same information.

Steps depicting the NetSuite Subscription Plan to Salesforce Subscription Plan flow run

1. In Salesforce - SuiteBilling Connector, go to Data Flows > Subscription and click the On/Off button against the flow.
2. In Advanced Setting make necessary changes as per your requirement.
   
3. Login to your NetSuite account and create a subscription plan record by adding values in following mandatory fields:
   • SUBSCRIPTION PLAN NAME
   • INITIAL TERM
   • Lines tab > ITEM
   • Lines tab > TYPE
   • Lines tab > BILLING MODE
   • Lines tab > INCLUDE IN RENEWAL SUBSCRIPTION
     Once you save the subscription plan, you can also add price books using the Price Books tab. You can also create a new price book from subscription plan, which is synced in Salesforce using the NetSuite Price Book to Salesforce Price Book flow.
     
4. Once the subscription plan record is created in NetSuite, the Salesforce - SuiteBilling Connector automatically triggers this flow to import the information from NetSuite to Salesforce.
   
5. Once the flow runs successfully, you can access the subscription plan record as displayed in the following image:
   
6.  Open the record to match the same information that has been imported from NetSuite.
   

Steps depicting the NetSuite Subscription to Salesforce Subscription flow run

1. In Salesforce - SuiteBilling Connector, go to Data Flows > Subscription and click the On/Off button against the flow.
   
2. Login to your NetSuite account and create a subscription record by adding values in following mandatory fields:
   • Primary Information > SUBSCRIPTION NAME
   • Primary Information > CUSTOMER
   • Primary Information > BILLING ACCOUNT
   • Plan and Term > SUBSCRIPTION PLAN
     Once you select this value, NetSuite automatically fills remaining fields in the Plan and Term section with details associated with the selected subscription plan. When a selected subscription plan has multiple price book, you are required to manually select the Price Book drop-down value.
   • Billing Account
     Information in the highlighted fields is also auto-populated once you select a billing account.
     
3. Once the subscription record is created in NetSuite, the Salesforce - SuiteBilling Connector automatically triggers this flow to import the information from NetSuite to Salesforce.
   
4. Once the flow runs successfully, you can access the subscription record as displayed in the following image:
   
5. Open the record to match the same information that has been imported from NetSuite.

Steps depicting the NetSuite Subscription Status to Salesforce Subscription Status flow run

1. In Salesforce - SuiteBilling Connector, go to Data Flows > Subscription and click the On/Off button against the flow.
   
2. Login to your NetSuite account and notice that every new subscription that is created in NetSuite is initially in the Draft Status.
   
3. Once you create a sales order using the new subscription, the subscription status in newly created subscription changes from Draft to Pending Activation.
   
   
4. Once the subscription status changes in NetSuite, you can use the Salesforce - SuiteBilling Connector to manually run this flow to import the updated status from NetSuite to Salesforce.
   
5. You can access the subscription record and see the status as Draft before the flow run.
   
6. After the flow run, you can notice in the following screen that the status of the subscription changes to Pending Activation:
   

Steps depicting the NetSuite Subscription Term to Salesforce Subscription Term flow run

1. In Salesforce - SuiteBilling Connector, go to Data Flows > Subscription and click the On/Off button against the flow.
   
2. Login to your NetSuite account and create a subscription term.
   
   
3. Once the subscription term is created in NetSuite, you can use the Salesforce - SuiteBilling Connector to manually run this flow to import the information from NetSuite to Salesforce.
   
4. Once the flow runs successfully, you can access the subscription term record as displayed in the following image:
   
5. Open the record to match the same information that has been imported from NetSuite.
   

Caution: In some cases, the Duration and Units values in Salesforce may not get synced with NetSuite values when you run this flow. In this scenario, you need to manually edit the record in Salesforce and define the Duration and Units values manually as mentioned in the NetSuite record.Steps depicting the Salesforce Subscription to NetSuite Subscription run.

Steps depicting the Salesforce Subscription to NetSuite Subscription run

1. In Salesforce - SuiteBilling Connector, go to Data Flows > Billing Account and click the On/Off button against the flow.
   
2. Login to your Salesforce account and create a new subscription.
   
   Note: The Sync in Progress check box is shown as checked when you create a new subscription and if it triggers the flow.
3. Once the subscription is created in Salesforce, the Salesforce - SuiteBilling Connector automatically triggers this flow to import the information from Salesforce to NetSuite.
   
4. Once the import is successful, you will notice the following changes in your Salesforce subscription record:
   1. The Sync in Progress checkbox becomes unchecked.
   2. A value gets populated in the NetSuite Subscription Id field.
   
5. Once the flow runs successfully, you can access the subscription record in your NetSuite account.

Advanced Settings

• Sync Subscription Plan only with the Price book
  Enable this setting to sync Subscription Plans only with Price book from NetSuite to Salesforce along. If unchecked, Subscription Plans will be synced from NetSuite to Salesforce when they are created or updated.