Sync order and customer from eBay to NetSuite

Table Of Content

1. Overview
2. Importing Your First Order Into NetSuite
   1. Prerequisites
   2. Import your first order
3. Understanding The Advanced Settings
4. Order Data Flow
5. Customer Data Flow
6. Features supported with the Order 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 Customer to NetSuite Customer Add

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

Importing Your First Order Into 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, click here.
   • 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 imported in NetSuite. When using 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, you wish to import see, How to obtain the order id.
   Note: The order number in eBay is different from the order id.
3. In the eBay Order to NetSuite Order Add flow mappings, ensure to select eTail Channel (Name) in the Import 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. Navigate to the Integration App settings page in the integrator.io, In the Order section, click Advanced Settings and perform the following steps:
   1. Click the Shipping tab and click Map Ship Methods.
   2. Select a value in the Default Lookup Value field.
   3. Click Save.
      
      
6. Click the Off /On switch to the enable the eBay Order to NetSuite Order Add flow.

Now, you are ready to import your first order!

Import your first order

1. In the Order section, under Advanced Settings click the Order tab.
2. Enter the eBay Order Id (noted in Step 2 of the prerequisites) in the eBay Order Id(s) text box.
   Note: Ensure that you provide the eBay order id and not the eBay order number.
   
3. Click Save. This action triggers the Integration App to pull the specified order details from eBay and push them into NetSuite.
4. To monitor the success or failure of this action, click on the speedometer icon to the top right of the Integration App Settings page to open up the Dashboard page. On this page, you should see a new job in few seconds 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 added into 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 import has failed. In this case, use the following steps to resolve the error:
   • Click on the View button next to the error count on the same job to know why the order import failed.
   • Fix the error and retry the same job using the Retry button.

     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.

Understanding The Advanced Settings

The Integration App includes a lot of powerful advanced 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 Advanced Settings.

Order data flow
The Order import flow imports 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). The eBay Order Import flow can be made to run from every 15 mins to once every week.

Some features of the order data flow include:

• Order Data Flow
• Imports new orders that are in “completed” state and saves them in NetSuite as Sales Orders every 15 mins.
• Provides optional feature to import eBay orders into NetSuite by adding a list of order ids in the eBay Order Id(s) text box under the Orders tab in Setting (comma-separated, max 10 at a time).
• Provides optional settings to configure the order date filters and associated duration in days for importing eBay orders within the specified time range into NetSuite.
• Pre-built functionality to prevent importing 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 mon-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
• Ship methods must be configured separately in both systems by clients. The Integration App allows unlimited ship method mappings.
• Taxes
• 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. 

• Item Types 
• Supports Simple, Matrix, Kits item types.

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

Customer Data Flow
The customer data 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 pre-built functionality that prevents duplicate customers from getting created in NetSuite.

Features supported with the Order flow

• Duplicate Order Check

The Integration App creates a custom eBay Order ID field in NetSuite during the Integration App installation. The eBay order ID is stored in this field as well as the External ID field when orders are imported to NetSuite. When importing an order, the Integration App first checks for an existing order in NetSuite with the same eBay ID. If found, the new order is considered a duplicate and an error is logged for the same.

The setting of the eBay order ID as the NetSuite order’s External ID acts as an additional check against importing duplicate orders, as NetSuite does not allow multiple orders with the same External ID. The Integration App also checks the eBay box on the NetSuite order to indicate that the order came from eBay.

• Handling Customers Associated With Orders

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 in the newly created Customer so that if another order comes from the same buyer, the same customer record can be chosen.

• Sales Tax 

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.

• Handling Order Total Variance

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 imported 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.

Note: The Order Import flow does not support order cancellations/updates. If an eBay order is canceled after it has been imported into NetSuite, the corresponding NetSuite order must be manually canceled.
The Integration App does not support Item Group type items. That is, if an item on an order being imported is set up as an ‘Item Group’ in NetSuite, the import of that order will fail.