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Sync Magento 2 orders and customers to NetSuite

Dev Chidipi
Updated

The Magento 2 - NetSuite Integration App lets you sync your Magento orders as NetSuite Sales Orders. This helps your NetSuite team to process the Magento orders as soon as they receive them in Magento. If the customer associated with the order is not present in NetSuite, the Integration App is intelligent enough to create one for you.

Before you start

Understand definition and concepts

Magento Concepts

You must be aware of the following Magento concepts before configuring or using them in the Magento Integration App.

NetSuite Concepts

You must be aware of the following NetSuite concepts and you should configure it in NetSuite.

  • Payment and shipping methods. These methods are required to configure your Magento 2 Integration App for syncing Magento orders to NetSuite.

  • Discount items and non-inventory items. These items are required to configure your Magento 2 Integration App for syncing Magento orders that may contain discount items, gift cards, coupon codes, taxes, and shipping costs.

Note

Non-inventory items should be created for resale.

Configure the Integration App

You must configure the Integration App so that you can sync your Magento orders as NetSuite sales orders.

  1. In integrator.io, login to your account.

  2. Click the Magento 2 - NetSuite Integration App tile.

  3. Go to Settings > General > General tab .

  4. Enter the account name in the Magento 2 Account Name field.

    • Note

      By default, the "Magento 2 Version" is displayed.

  5. In the "Select Magento2 active stores" setting, select the appropriate stores from the list to filter the order, refund, product, and inventory-related data specific to the selected active stores.

Configure tax

  1. In integrator.io, login to your account.

  2. Click the Magento 2 - NetSuite Integration App tile.

  3. Go to Settings > General > Tax .

  4. Select your fields and their values.

  5. Click Save .

Understand your fields and their values

Field name

Description

How would you like to bring sales tax into NetSuite?

You can select either of the following values.

Overwrite taxes with Magento 2 tax amounts : When syncing orders to NetSuite, this value lets you use the Magento 2 tax configuration for calculating taxes.

NetSuite calculate taxes using its own tax engine : When syncing orders to NetSuite, this value lets you use NetSuite's tax configuration for calculating taxes. NetSuite uses its own tax engine.

Note

To get the required value in this drop-down, you will have to create a separate non-inventory item for resale in NetSuite. The created item will then appear at Add total tax against a single line item on the order : When syncing orders to NetSuite, this value lets you can include all your taxes against a single item in Sales Order. Sales Order > Items when the order is synced to NetSuite.

Per-line taxes on transaction enabled in NetSuite

Select this check box if Per-line taxes on transaction is enabled in NetSuite at Setup > Accounting > Taxes > Setup Taxes .

If Per-line taxes on transaction is selected, the total tax is calculated for every item in an order, and an individual tax code and the tax rate are displayed for every line item. Otherwise, the total tax is calculated for the entire sales order.

NetSuite item to track Magento 2 tax amount as a line item

This drop-down box contains a list of NetSuite non-inventory items. You can select a non-inventory item to track all the taxes present in your sales order as a single line item.

Note

You need to create a non-inventory item for resale in NetSuite.

Default tax code when no match is found in NetSuite

Enter the internal ID of the tax code to be assigned to the order or line item. When the Integration App is unable to identify and apply a valid tax code for an order, the value specified here is used to calculate taxes. You can either create a new tax code or use an existing one configured in your NetSuite account at Setup > Accounting > Taxes > Tax Codes .

Notes :

  • This is a mandatory field.

  • This field does not impact the tax code applied on an order when NetSuite’s native tax engine is able to find and apply a tax code for an order.

  • Avoid using -7 as it is the internal id of the “Not Taxable” code in NetSuite.

  • The tax rate is always calculated based on the total order cost coming from Magento 2.

Assign the default tax code to all orders

Select this check box if you want to apply the tax code specified in the Default tax code when no match is found in NetSuite field to all Magento 2 orders.

Notes :

  • Even when the NetSuite is able to identify a tax code to be applied for an order, the Integration App will force apply the default tax code to all orders.

  • In a case when there is no tax information present in the order, the sales order record in NetSuite is still updated with the default tax code and the tax rate will always be updated as Zero.

Select Tax Inclusive Stores

This multi-select area will contain all your Magento stores. You can select the stores where you have configured the product prices to be inclusive of the tax amount. By default, products in Magento stores are considered to be tax-exclusive.

Map your Magento shipping methods to NetSuite shipping methods

  1. Sign in to your integrator.io account.

  2. Click the Magento 2 - NetSuite Integration App tile.

  3. Go to Settings > Order > Shipping > Map ship methods .

  4. Click Refresh (​refresh.svg) to the right of NetSuite ship method . This will get all the shipping methods configured in NetSuite.

  5. Map the Magento shipping method's title with NetSuite shipping methods. You can find your Magento shipping method title at Stores > Configuration > Sales > Shipping methods > [Your shipping method] > Title .

  6. Select your fields and values for Action to take if unique match not found .

  7. Click Save .

Understand your fields and their values

Field name

Description

Fail record

Select this option if you want to abort the syncing of a sales order if the mapping configured above does not match.

Use empty string as default value

Select this option if you want to use an empty string for the shipping method.

Use NULL as default value

Select this option if you want to use a NULL value for the shipping method.

Use custom default value

Select this value if you have shipping methods configured only in NetSuite. The Default lookup value will contain values obtained from shipping methods configured in NetSuite.

Map your Magento payment methods to NetSuite payment methods

  1. Sign in to your integrator.io account.

  2. Click the Magento 2 - NetSuite Integration App tile.

  3. Go to Settings > Order > Payment > Map payment methods .

  4. Click Refresh (​refresh.svg ) to the right of the NetSuite payment method . This will get all the payment methods configured in NetSuite.

  5. Map the Magento 2 payment method title with the NetSuite payment methods. You can find your Magento payment method's title at Stores > Configuration > Sales > Payment methods > [Your payment method] > Configure > Title . You will have to enter the payment method title manually to map it with NetSuite.

  6. Select fields and their values for Action to take if a unique match not found .

  7. Click Save.

Understand your fields and their values

Field name

Description

Fail record

Select this option if you want to abort the syncing of a sales order if the payment method mapping configured above does not match.

Use empty string as default value

Select this option if you want to use an empty string for the payment method.

Use NULL as default value

Select this option if you want to use a NULL value for the payment method.

Use custom default value

Select this value if you have payment methods configured only in NetSuite. The Default lookup value will contain values obtained from payment methods configured in NetSuite.

Configure how Magento discounts should sync to NetSuite

  1. Sign in to your integrator.io account.

  2. Click the Magento 2 - NetSuite Integration App tile.

  3. Go to Settings > Order > Discount .

  4. Select your fields and their values.

  5. Click Save .

Understand your fields and their values

Field name

Description

Bring Magento cart level discounts into NetSuite as

You can select either of the following values.

Promotion : Select this option if you want to bring the cart level discount as a promotion. This discount appears at the body level of the sales order.

Coupon Code : Select this option if you want to bring the cart level discount as a coupon code. This discount appears at the body level of the sales order.

Discount Item : Select this if you want the sales order discounts to appear at the body level of the sales order.

Note

You should create a corresponding promotion record in Netsuite for the promotion or coupon code that you are using in Magento. In NetSuite, search for the Promotion page and create the required promotion record.

NetSuite discount item to track Magento cart discounts

This drop-down list contains a list of NetSuite discount items. You can use an item from the list to track cart level discounts. After the order is synced to NetSuite, the discount appears at the body level of the sales order.

Bring Magento line-level discounts into NetSuite as

You can select either of the following values.

Adjustments to item list price : The discounts are adjusted against the line item's price.

New line below the original line : A new discount line item is added below the line item based on the discount item that you selected in NetSuite discount item to track .

This field works in coordination with the NetSuite discount item to track Magento line discounts field to track line level discounts.

NetSuite discount item to track Magento line discounts

This drop-down list contains a list of NetSuite discount items. You can use an item from the list to track line item discounts.

Configure how Magento orders should sync to NetSuite

  1. Sign in to your integrator.io account.

  2. Click the Magento 2 - NetSuite Integration App tile.

  3. Go to Settings > Order > Order .

  4. Select your fields and their values.

  5. Click Save .

Understand your fields and values

Field name

Description

Magento Order Id(s)

The Magento order's ID that you want to sync to NetSuite Sales Order. Generally, this field is used only when you want to sync a single order from Magento to NetSuite.

Add Magento orders with status

This field contains a list of possible Magento order statuses. The order sync to NetSuite is triggered when the order status changes to the ones selected. You can select one or more statuses that the Integration App can use to sync Magento orders to NetSuite.

Add Magento orders with custom statuses

You can use a comma separated list to enter one or more Magento custom order statuses. The order sync to NetSuite is triggered when the order status changes to the ones entered here.

Add orders created after

Enter a specific date and time that can be used as a reference to sync Magento orders to NetSuite. All Magento orders created after the specified date and time get synced to NetSuite.

NetSuite item to track Magento shipping cost as a line item

This drop-down box will contain a list of non-inventory items. You can select an item to track the sales order's shipment cost as a line item.

Note

You will have to create a non-inventory item for resale in NetSuite.

NetSuite item to track Magento gift card redemption as a line item

This drop-down box will contain a list of non-inventory items. You can select an item to track the gift card redemption amount as a line item in a sales order.

Note

You will have to create a non-inventory item for resale in NetSuite.

NetSuite item to track Magento store credit redemption as a line item

This drop-down box will contain a list of non-inventory items. You can select an item to track the store credit amount as a line item in a sales order.

Note

You will have to create a non-inventory item for resale in NetSuite.

Add Magento bundle products to NetSuite sales order as

You can select either of the following values.

Parent SKU only : Select this value if you want only the parent product of the bundle product to appear in the NetSuite sales order.

Child SKUs only : Select this value if you want all child products of the bundle product to appear in the NetSuite sales order.

Both parent and child SKUs : Select this value if you want both the parent and child products of a bundle product to appear in the NetSuite sales order.

Bundle products in Magento have dynamic SKU

Select this check box if Dynamic SKU is enabled for a bundle product in Magento at Catalog > Products > [select the desired bundled product] .

NetSuite item to track the variance adjustments as a line item

This drop-down box will contain a list of non-inventory items. You can select an item to track the discrepancy (variance) between Magento order and NetSuite sales order. The variance item will be present as a line item in the NetSuite sales order.

Note

You will have to create a non-inventory item for resale in NetSuite.

Before you run the "Magento Order to NetSuite Order" flow

For Magento 2 bundled products, it is required to configure the following in the Add Magento bundle products to NetSuite sales order as setting (SettingsOrder section, Order tab):

  • In the Magento 2 account, on the bundled product, if the Dynamic Price option is enabled, in the Add Magento bundle products to NetSuite sales order as setting, select the Both Parent and Child SKUs and Child SKUonly options.

  • In the Magento 2 account, on the bundled product, if the Dynamic Price option is disabled, in the Add Magento bundle products to NetSuite sales order as setting, select the Parent SKU only option.

Sync your Magento orders

You can sync your Magento orders to NetSuite sales orders using the "Magento Order to NetSuite Order" flow. When the order is synced to NetSuite, the Magento order ID is present in the PO# field in the NetSuite sales order.

If the customer associated with the order is absent in NetSuite, the flow triggers the "Magento Customer to NetSuite Customer" flow to sync the Magento customer name to NetSuite customer.

Order_1.png

Configure and run the order flow for tax-exclusive store

  1. Sign in to your integrator.io account.

  2. Click the Magento 2 - NetSuite Integration App tile.

  3. Go to Flows > Order .

  4. Enable the "Magento Order to NetSuite Order" flow and the "Magento Customer to NetSuite Customer" flow.

  5. Click Run (Run_flow.svg), to the right of the "Magento Order to NetSuite Order" flow.

If everything is configured correctly, Magento order will be synced to NetSuite customers whenever you create a new order. You must schedule the flow so that the flow runs at regular intervals to fetch newly created orders.

Configure and run the order flow for tax inclusive store

  1. Sign in to your integrator.io account.

  2. Click the Magento 2 - NetSuite Integration App tile.

  3. Go to Flows > Order .

  4. Enable the "Magento Order to NetSuite Order" flow and the "Magento Customer to NetSuite Customer" flow.

  5. Click the mapping icon (mapping.svg) corresponding to "Magento Order to NetSuite Order".

  6. Perform the following actions.

  • Map "items[*].original_price" (Magento) to "Items:Price" (NetSuite).

  • If you are using shipping cost as a line item and the shipping cost for the selected store(s) also includes the Shipping Tax, use the following handlebar expression on the Mapping screen to map to "Items:Price" (NetSuite).

{{#compare items[*].celigo_line_item_type_id "==" "Celigo_ShippingItem"}} {{subtract items[*].original_price items[*].tax_amount}} {{else}} {{items[*].original_price}}{{/compare}}

7. Click Save & Close .

8. Click the Run button, to the right of the "Magento Order to NetSuite Order" flow.

If everything is configured correctly, Magento order will be synced to NetSuite customers whenever you create a new order. For existing orders, you will have to edit and save them manually so that the flow can sync them to Netsuite. You must schedule the flow so that the flow runs at regular intervals to fetch newly created orders.

Track variances

After you successfully sync Magento order as NetSuite sales order, if there are any variances (discrepancies) in the amounts present in Magento and NetSuite, the variance amount is stored in the following fields at Sales Order > eTail .

  • Etail tax total variance : Contains variance amount related to taxes.

  • Etail ship total variance: Contains variance amount related to shipping.

  • Etail order total variance : Contains variance amount related to total order.

  • Etail discount total variance : Contains variance amount related to discounts.

Sync a specific Magento Order

  1. Sign in to your integrator.io account.

  2. Click the Magento 2 - NetSuite Integration App tile.

  3. Go to Settings > Order > Order .

  4. In the Magento Order Id(s) field, enter the Magento order ID. For example, 8000074.

  5. Enter the required details in the remaining fields. For more information, refer to Configure how Magento orders should sync to NetSuite .

  6. Click Save .

If everything is configured correctly, Magento orders will be synced to NetSuite customers whenever you create a new Magento order. For existing orders, you will have to edit and save them manually so that the flow can sync them to Netsuite. You must schedule the flow so that the flow runs at regular intervals to fetch newly created orders.

Sync your Magento customers

You can sync your Magento customers to NetSuite customers using the "Magento Customer to NetSuite Customer" flow. This flow helps you sync both new as well as existing customer updates to NetSuite. By default, the flow syncs customer details, billing, and shipping address. If you want to sync any additional details, you can modify the field mappings of the flow.

When the sync is successful, the "Celigo Magento 2 Customer Id Map List" record stores the ID maps of the customers synced.

Order_2.png

Configure your customer sync

  1. Sign in to your integrator.io account.

  2. Click the Magento 2 - NetSuite Integration App tile.

  3. Go to Settings > Order > Customer .

  4. Select your fields and their values.

  5. Click Save .

Understand your fields and values

Field name

Description

Default NetSuite customer for Magento guest orders

Enter the internal ID of the NetSuite customer record that will act as a default customer for guest checkouts in Magento.

Add all orders against the default NetSuite customer

Select this check box if you want to assign the customer specified in Default NetSuite customer for Magento guest orders for all the Magento orders.

Trim customer name if invalid on Magento order

Select this check box so that Magento customer names that are greater than 32 characters are trimmed to maintain 32 characters. This lets you avoid errors during customer sync.

Remove phone number if invalid on Magento order

Select this check box so that Magento customer's phone numbers that contain alphanumeric characters or if the number of digits is less than seven get discarded.

Multi-Currency customers enabled in NetSuite

Select this check box if your NetSuite account has multiple currencies enabled at Setup > Company > International > Multiple currencies .

Assign the first customer if multiple customers exist with the same email

Check this box to assign the customer with lowest internal id when multiple customer records are found with the same email in NetSuite during the customer search. Unchecking this box prevents the flow from posting the order in such a scenario.

Run the flow

  1. Sign in to your integrator.io account.

  2. Click the Magento 2 - NetSuite Integration App tile.

  3. Go to Flows > Order .

  4. Configure your customer sync. For more information, refer to the section below.

  5. Click the Run button corresponding to the "Magento Customer to NetSuite Customer" flow.

If everything is configured correctly, Magento customers will be synced to NetSuite customers whenever you create a new customer. For existing customers, you will have to edit and save them manually so that the flow can sync them to Netsuite. You must schedule the flow so that the flow runs at regular intervals to fetch newly created customers.

Things to remember

  • Order imports into NetSuite sometimes fail when customer records with the same Customer IDs are already present in NetSuite. For more information, refer to Setup auto-generated numbers .

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