Sync eBay orders and customers to NetSuite

The eBay - NetSuite integration app imports completed eBay orders into NetSuite as sales orders, and creates the NetSuite customers for those orders. This article is for integrator.io users who set up and run the order flows: how the flows behave, how to prepare and test the order flow, how to import specific or past orders, and what each order setting does.

Prerequisites: Make sure every item you sell on eBay exists in NetSuite with the same SKU. The order flow finds NetSuite items by SKU.

How the order flows work

• eBay Order to NetSuite Order Add: Imports eBay orders that are in the Completed state and saves them in NetSuite as sales orders. The flow runs on a schedule, from every 15 minutes to once a week, or when you run it. To change the schedule, see Run your flow on-demand or on a schedule. The flow checks for duplicates, so an order that's already in NetSuite isn't imported again.
• eBay Customer to NetSuite Customer Add: Runs automatically each time the order flow runs. It looks up the NetSuite customer for the eBay buyer and, if none exists, creates one from the basic customer details on the order, such as the shipping address. It prevents duplicate customers and creates customers only: if a buyer's details change in eBay, update the customer in NetSuite manually.
• eBay order to NetSuite order Add (on-demand sync): Imports up to 10 specific orders when you enter their order IDs in the order settings. It uses the mappings of the eBay Order to NetSuite Order Add flow.

The order flows have these limits:

• Order cancellations and changes aren't synced. If an eBay order is canceled after it's imported, cancel the NetSuite sales order manually.
• Discounts and promotions aren't supported.
• Simple, matrix, and kit items are supported. Assembly items that aren't pre-built and Item Group items aren't supported, and an order that contains an Item Group item isn't imported.

Payment capture for eBay orders

You don't need to capture payment for eBay orders in NetSuite. eBay collects the buyer's payment and reconciles it with you at the frequency you set in eBay. eBay marks an order's checkout status as complete and records a paid time only when the payment is authorized. The order flow imports only orders that have a complete checkout status and a paid time, so every imported order is already authorized by eBay.

Prepare the order flow

Before you run the order flow for the first time, check these settings so that the flow can find the eBay account and items in NetSuite.

1. In NetSuite, open the Celigo eBay Accounts page, and make sure the Account ID shows the integration's store ID. The integration app fills this in; don't enter it manually.
2. In the integration app, go to Flows > Order, and select Mapping for eBay Order to NetSuite Order Add. Make sure the hard-coded value "eBay" is mapped to eTail Channel (Name), not eTail Channel (InternalId).
3. Go to Settings > Order > Shipping, and map your ship methods. Under Action to take if unique match not found, select Use Custom Default Value, and then select a Default Lookup Value. For details, see Shipping.
4. Go to Flows > Order, and turn on eBay Order to NetSuite Order Add.

To test the setup, import one order with the on-demand sync. Use an order for an item that exists in both eBay and NetSuite and that isn't already in NetSuite.

Sync specific orders on demand

1. Go to Settings > Order > Orders.
2. In eBay Order Id(s), enter up to 10 eBay order IDs, separated by commas.
3. Select Save. Saving starts the eBay order to NetSuite order Add (on-demand sync) flow.
4. Go to Dashboard, and check the job. It moves from Queued to In Progress to Completed.
5. If the job shows errors, view them, fix the cause, and then select Retry. NetSuite doesn't report all errors on an order at once, so you might need to fix and retry more than once.

To find the order in NetSuite, search for the eBay order ID in the NetSuite global search.

Import past orders

To import orders that the flow missed, or older orders when you go live, use Duration in days:

1. Go to Settings > Order > General.
2. In Duration in days, enter the number of days to go back from today, up to 29.
3. Select Save, and then run eBay Order to NetSuite Order Add.

Orders that are already in NetSuite aren't duplicated. After the orders are imported, clear Duration in days or set it back to its previous value.

Order settings

Order settings are under Settings > Order, on four tabs.

General

Shipping

In Ship Method Mapping, map each eBay Ship Method to a NetSuite Ship Method. If a list is empty, select Refresh next to it. Ship methods must exist in both systems; there's no limit on how many you map.

Action to take if unique match not found sets what happens when an order's ship method isn't mapped:

• Fail Record: The order fails with an error.
• Use Empty String as Default Value: The order syncs with an empty ship method. Don't use this option if NetSuite requires a ship method, which is usually the case.
• Use Null as Default Value: The order syncs with a null ship method, for example when the eBay value is a space or junk data. Don't use this option if NetSuite requires a ship method.
• Use Custom Default Value: The order syncs with the ship method you select in Default Lookup Value. The values in this list come from NetSuite.

Orders

Customers

Default NetSuite customer for all eBay orders sets how buyers are saved in NetSuite:

• To import all eBay orders under one NetSuite customer, which is the most common setup, enter the internal ID of that customer. The integration app doesn't create a customer for each order.
• To create a NetSuite customer for each buyer, leave the setting blank. The integration app matches each order to an existing customer by the buyer's eBay email address, and creates a customer if none exists. This option is recommended when you get a high volume of orders each day.

Taxes, shipping costs, and order totals

Set up tax codes and tax rules in both eBay and NetSuite; the integration app doesn't sync tax tables. If NetSuite applies tax automatically, the integration app can't set the Tax Item or Tax Total on the sales order, so totals match only when the tax rules in both systems are identical.

Order totals can also differ because of tax, shipping, or discount rates. After each order is imported, the integration app compares NetSuite's Tax Total, Ship Total, and Order Total with the values from eBay, and stores any difference in variance custom fields on the sales order. Report on these fields regularly, and post a journal entry to adjust your general ledger when variances exist.

For GST and VAT, see Handle GST and VAT for eBay orders and listings.

Sales tax settings

These settings are under Settings > General > Tax:

• How would you like to bring sales tax into NetSuite?: How tax totals map between eBay and NetSuite. The recommended practice is to overwrite NetSuite tax totals with the values from eBay.
• Per-line taxes on transaction enabled in NetSuite: Select this if taxes are turned on at line level in NetSuite. You'll find the preference in NetSuite under Setup > Accounting > Taxes (Setup Taxes).
• Default tax code when no match is found in NetSuite: Required. The internal ID of a default NetSuite tax code, posted to each order or order line when no matching tax code is found in NetSuite. You can create a tax code or use an existing one under Setup > Accounting > Taxes (Tax Codes).
• Assign the default tax code to all orders: Assigns the default tax code to each order or line item in NetSuite for all orders from eBay.
• NetSuite item to track eBay tax amount as a line item: The NetSuite item that tracks the total eBay sales tax as a single line item on the sales order. Create a Non-Inventory item in NetSuite, and select it here.
• Exclude Tax if Marketplace Tax Collection applies: Doesn't bring tax details into NetSuite for states where eBay collects and remits the tax. For EU orders where eBay collects VAT, see Sync EU VAT details for eBay orders.

Additional order fields you can map

Besides the default mappings, you can map these eBay order fields to NetSuite in the order flow:

• Checkout Message: The message the buyer entered at checkout.
• BuyerUserId: The unique ID of the buyer on eBay.

Note: Since January 31, 2024, eBay no longer returns some deprecated fields in its Trading API responses. The integration app's default order mappings don't use these fields. If you added any of them to your mappings, update those mappings. For the list, see Deprecated Trading Order Management Fields.

Related articles

• Sync NetSuite fulfillments to eBay
• Bill eBay orders automatically in NetSuite
• Handle GST and VAT for eBay orders and listings
• Troubleshoot the eBay - NetSuite integration app