Sync order and customer from eBay to NetSuite

Contents

• Overview
• Sync your first order to NetSuite
  • Prerequisites
  • Sync your first order
• Configure eBay order flow settings
• Order data flow
• Order data flow (On-demand sync)
• Customer Data Flow

Overview

The order/customer data flow automatically pushes orders and associated customer information from eBay to NetSuite periodically. The integration app enables you to set up the frequency of the data flow.

The following order/customer data flows are provided:

• eBay Order to NetSuite Order Add
• eBay Order to NetSuite Order Add (on-demand sync)
• eBay Customer to NetSuite Customer Add

Note: When you run the order flow, the customer flow runs automatically and in real time.

Sync your first order to NetSuite

Prerequisites

1. Ensure you have an SKU in eBay that also exists in NetSuite with the same SKU name/number. If you don't already have one, use the steps as follows:
   • In eBay, click the Sell link at the top of any eBay page > create a new product by selecting a category and item condition.
     For more information on how to list your item on eBay, see Creating a listing.
   • In NetSuite, Go to Lists > Accounting > Items > New > Inventory Item and create an item record for the same item.
2. From your buyer account, create a test sales order for the same product and enter the necessary order details. Once the order is placed, make a note of the order id. Alternatively, you can skip step 1 and 2 and use an existing order which has not been synced to NetSuite. When using an existing order, please ensure that the item for which the existing order was placed exists both in NetSuite and eBay. For more information on how to obtain the order id from the eBay order, see Your eBay order number.
3. In the eBay Order to NetSuite Order Add flow mappings, ensure to select eTail Channel (Name) in the Destination record field (NetSuite), instead of eTail Channel (InternalId). This ensures that the order lookup is successful when you run the flow.
   
4. In NetSuite, ensure that the Celigo eBay Accounts page has the correct integration store ID populated in the Account ID field. Do not enter the account ID manually. This ensures that the order lookup is successful when you run the flow.
5. Go to Settings > Orders > Shipping:
   1. Click Map Ship Methods.
   2. Choose Use Custom Default Value in the Action to take if unique match not found setting.
   3. Select a value in the Default Lookup Value field.
   4. Click Save.
      
6. Enable the eBay Order to NetSuite Order Add flow.

Now, you are ready to sync your first order!

Sync your first order

1. Go to Settings > Order > Orders.
2. Enter the eBay Order Id (noted in Step 2 of the Prerequisites section) in the eBay Order Id(s) setting.
   
3. Click Save. This action triggers the integration app to sync the specified order details from eBay to NetSuite.
4. To monitor the success or failure of this action, access the Dashboard tab. In this tab, you should see a new job that changes its status from Queued > In Progress > Completed.
   • If the job status shows Completed  with a success count as 1, this indicates that the order has been successfully synced to NetSuite and you can directly go to Step #5.
   • If the job status shows Errored with an error count of 1, this indicates the order sync has failed. In this case, use the following steps to resolve the error:
   • Click View next to the error count on the same job to know why the order sync failed.
   • Fix the error and retry the same job by clicking Retry.
     

     Note: As NetSuite does not report all errors with an order at once, you may need to fix errors one by one as they appear till the order is successfully added into NetSuite.

5. Navigate to your NetSuite account and put the same "eBay Order Id" in the global search box to find the order record created in NetSuite for the corresponding order in eBay.

Configure eBay order flow settings

The integration app includes a lot of powerful settings that empower you to fine-tune the out of the box integration app per your business needs. To understand each of the available advanced settings in detail, click Order Settings.

Order data flow

The eBay Order to NetSuite Order Add flow syncs new orders that are in the Completed state and saves them in NetSuite as Sales Orders. This is a batch data flow (you must trigger the flow manually).

Some features of the order data flow include:

• You can schedule the eBay Order to NetSuite Order Add flow to sync data automatically for bulk orders. The frequency to sync the data automatically for bulk orders can be customized using presets from 15 minutes to once a week or by selecting a duration of your choice. To know how to schedule the order data flow, see Scheduling flows.
• Provides optional feature to sync eBay orders to NetSuite by adding a list of order ids in the eBay Order Id(s) setting under Settings > Order > Orders (comma-separated, upto 10 orders at a time).
• Provides optional settings to configure the order date filters and associated duration in days to sync eBay orders within the specified time range to NetSuite.
• Pre-built functionality to prevent syncing duplicate eBay orders into NetSuite
• Variances in taxes, shipping costs, and order totals between NetSuite and eBay are reported on the sales order.
• Using NetSuite non-inventory item to track eBay shipping costs, you can select a pre-configured non-inventory NetSuite item to track shipping costs in NetSuite Sales Order.
  

  Note: Discounts and Promotions not supported.

• Ship methods must be configured separately in both systems by clients. The integration app allows unlimited ship method mappings.
• Tax codes must be configured separately in both NetSuite and eBay by clients. In order for tax totals to match between systems, the tax tables/rules must be identical in both systems. 
• Simple, Matrix, and Kits item types are supported.
  

  Note: NetSuite Assembly items that are not pre-built and NetSuite items configured as ‘Item Group’ type items are not supported at this time.

• The integration app uses the unique ID, provided by eBay to find out the corresponding NetSuite customer and set it on the NetSuite order. If the customer with the unique ID does not exist, the integration app creates a customer from the basic information that we get from the sales order and sets the ID for the newly created customer, so that if another order comes from the same buyer, the same customer record can be chosen.
• The integration app cannot set the Tax Item or the Tax Total on the NetSuite sales order if NetSuite is configured to automatically apply them. In order for tax totals to match between systems, the tax tables/rules must be identical in both systems. The integration app does not sync tax tables between the two systems.
• It is possible that the order total might not match between the two systems if there is a mismatch in tax, shipping, or discount rates. The integration app has the ability to calculate variances in the order total. After the order is synced to NetSuite, the integration app immediately compares NetSuite’s calculated total fields with what was sent from eBay. These fields include Tax Total, Ship Total, and Order Total. If there is any difference between the values calculated by NetSuite and the values sent from eBay, the difference is stored in the variance custom fields. You may report on these fields in NetSuite on a periodic basis and adjust your G/L with a journal entry if variance values exist.

Order data flow (On-demand sync)

When an order is created in eBay, the integration app pushes the order information from eBay into NetSuite automatically. You can also manually trigger the data flow using the eBay order to NetSuite order Add (on-demand sync) flow. Customer data associated with the order is also automatically moved into NetSuite.

1. Go to Settings > Order > Orders.

2. Enter the eBay order IDs that needs to be synced in the eBay order ID(s) setting. You can enter up to 10 order IDs separated by a comma.
3. Update the other settings as needed. To understand each of the available settings in detail, see Order Settings.
4. Click Save. The flow will run automatically and the orders will be synced with NetSuite. 

Customer Data Flow

The eBay Customer to NetSuite Customer Add flow is a real-time data flow and is automatically triggered every time the order data flow runs. The flow currently supports customer creation and not customer updates (when any update is made to the customer in eBay, the same details must be updated in NetSuite manually). The customer information includes basic details such as shipping address. The flow also provides a pre-built functionality that prevents duplicate customers from getting created in NetSuite.