The NetSuite Sales Order to Salesforce Order flow syncs Sales Order related information from NetSuite to Salesforce in real time. You can sync new or updated Sales Orders from NetSuite to an Order in Salesforce.
Example: Sync the change in your NetSuite Sales Order. You can sync Sales Order information like discount items, and attachments.
The flow allows your sales team to have visibility on the status of a Sales Order that helps them to:
- Create Sales Orders in NetSuite and sync them as Orders in Salesforce.
- Update their customers on the Order, Order Line Items, and Discounts.
- Your sales team now has complete visibility of Orders that have been shipped by third-party couriers and update the shipping status to their customers who then send emails to their end-users or buyers asking for feedback on their products once the items are delivered.
- Run reports in Salesforce on a periodic basis to view the list of customers with outstanding payments.
Note : Status updates are synced using NetSuite Sales Order Status to Salesforce Order Status flow.
Understand the Flow
The Integration App tags all NetSuite Sales Orders that are created from Salesforce Opportunities as “Salesforce Originated Order”. Similarly, all NetSuite Sales Orders that are created from NetSuite are tagged as “NetSuite Originated Sales Order” inherently. The “NetSuite Sales Order to Salesforce Order” flow gets triggered based on qualification criteria of the flow.
- To view the tag "SALESFORCE ORIGINATED ORDER (IO)" on a NetSuite Sales Order, you'll need to customise your Sales Order form in NetSuite.
- To view the checkbox "SEND ORDER AS SALESFORCE ORDER (IO)", you'll need to customise your Sales Order form in NetSuite
- To view the tag "NetSuite Originated Order (IO") on a Salesforce opportunity, you’ll need to configure the Celigo Page Layout from your Profiles tab in Salesforce. To edit Salesforce page layout, click here
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You need to set the Qualification criteria for syncing NetSuite Sales Order to Salesforce Order in your Flow Settings in the Integration App to trigger the flow. By default, the Integration App uses the Qualification Criteria shown below. To view and edit the qualification criteria, navigate to Flow > Opportunity > Settings (gear icon) for NetSuite Sales Order to Salesforce Order flow > Filter icon beside the default criteria.
If you are using old UI, navigate to Opportunity tab in Integration Flows > Settings (gear icon) for NetSuite Sales Order to Salesforce Order flow > Qualification Criteria.
When you select the “SEND ORDER AS SALESFORCE ORDER (IO)” checkbox while creating or updating a NetSuite Sales Order record, the “NetSuite Sales Order to Salesforce Order” flow gets triggered. The flow creates an Order record in Salesforce from the NetSuite Sales Order. The Integration App adds a NetSuite Originated Order tag on such Opportunities. You will notice that the NetSuite Originated Order checkbox is ticked and greyed out for such Opportunity records in Salesforce.
Orders originating in Salesforce
Whenever you create an Order in Salesforce that has an Order line item, the “Salesforce Order to NetSuite Sales Order” flow gets triggered. The flow creates a Sales Order in NetSuite from the Salesforce Order. The Integration App adds a Salesforce Originated Order tag on such Sales Orders.
When you create a new Sales Order in NetSuite
The flow performs the following steps based on the scenarios mentioned below:
- Whenever you create a new Sales Order is NetSuite (from Salesforce Opportunity or directly in NetSuite), the flow checks and syncs NetSuite Customer to the Salesforce Account record if it is not synced already.
- The “NetSuite Sales Order to Salesforce Order” flow creates a new Order record in Salesforce and populates the NetSuite Id field.
- Salesforce generates a Salesforce Id for any new Orders that are created in the App. The flow syncs back the Salesforce Id from a Salesforce Order to a NetSuite Sales Order.
When you update a Sales Order
Whenever you update a NetSuite Sales Order, the flow syncs the updates to the Salesforce Order.
Additional steps performed by the flow
In addition to the steps mentioned above, the flow also:
- Syncs Discounts on a NetSuite Sales Order as line-level item fields in Salesforce.
- Syncs Item Groups on a NetSuite Sales Order as line-level Items on Salesforce Orders.
- It is compatible with Item Fulfillment and Financial flows.
Before you set up the flow
- Cannot change Price Book: once you’ve set the Price Book for an Order.
- Default is Salesforce Standard PriceBook: for an Order if you haven’t assigned one already.
- Sync Items and Products: run the NetSuite Items to Salesforce Products.
- Map Currencies for a multi-currency account: you need to map your NetSuite Currency to your Salesforce Currency from your general settings page on the Integration App.
- Discounted price is not auto-populated in Salesforce: unless you have listed the discount on an Opportunity record.
- To add discounts to your Salesforce Orders: you will need to set the field visibility for custom fields on Order and Order line items.
- Set Order and Order Line Item layout: Add the field “Discount Total [NetSuite]” to your Order and “NetSuite Discount (%)” to your Order line item layouts.
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Sync zero quantity: enable Zero Quantity in Salesforce to sync Sales Order Items in NetSuite to Line Items in Salesforce. To enable zero quantity on your Line Items:
- From your Salesforce home page to the top, navigate to Setup.
- From the Quick Find/Search search bar to the left, search for “Order Settings.”
- Enable Zero Quantity box.
Configure your flow
The “NetSuite Sales Order to Salesforce Order” flow comes with default settings. You can change the flow default settings using the fields at record level.
Record level and Flow settings
The “NetSuite Sales Order to Salesforce Order” flow comes packaged with added record level settings. You can view them in Custom tab of Sales Order in NetSuite.
Salesforce Originated Order (IO)
When you create an Opportunity in Salesforce, the Integration App creates a Sales Order in NetSuite and labels it as a "Salesforce Originated Order" automatically. This checkbox is present in Custom tab in NetSuite Sales Order record. To view this checkbox, you will have to customise your Sales Order form in NetSuite.
Check the box to configure the Integration App to sync back updates on a Salesforce Opportunity from a NetSuite Sales Order using "NetSuite Sales Order to Salesforce Opportunity" flow. If it's unchecked, we will not sync back updates on Salesforce Opportunity from a NetSuite Sales Order.
When you create a Sales Order in NetSuite, the Integration App labels the record as a "NetSuite Originated Sales Order" inherently. A Sales Order in NetSuite will have the checkbox "Salesforce Originated Order (IO)" as unchecked to identify it as NetSuite Originated Order. Updates on NetSuite originated orders are not synced back to Salesforce opportunities.
The field Salesforce Originated Order (IO) can be used to customise the flow qualification criteria. For example, you can change the criteria to sync NetSuite Sales Orders as Salesforce Orders to sync only Sales Order originating from NetSuite.
Send Order as Salesforce Order (IO)
By default, the flow will sync all Sales Order records with Send Order as Salesforce Order (IO) checkbox as true. This checkbox is present in Custom tab in NetSuite Sales Order record. To view this checkbox, you will have to customise your Sales Order form in NetSuite.
The qualification criteria in flow settings filters records using this checkbox field.
You can remove this qualification criteria to sync all Sales Orders in NetSuite as Orders in Salesforce.
Map your fields
When you map your NetSuite fields with Salesforce fields. The Integration App identifies the fields on a NetSuite Sales Order record, from which it needs to export data and import it to matching fields on a Salesforce Order record.
Run your flow
- From your integrator.io Home page, click Salesforce - NetSuite Integration App tile.
- Navigate to Settings > Integration Flows > Opportunity and enable the “NetSuite Sales Order to Salesforce Order” flow.
- After you run the “NetSuite Sales Order to Salesforce Order” flow, the Integration App creates added fields as custom fields to the native Order record:
- NetSuite Id
- NetSuite Order Number
- Skip export to NetSuite
- Subtotal [NetSuite]
- Discount Total [NetSuite]
- Tax Total [NetSuite]
- Total [NetSuite]
Test your flow
The “NetSuite Sales Order to Salesforce Order” flow syncs new or updated NetSuite Sales Orders to Salesforce Orders in real-time. You can test the flow to validate the scenarios based on your flow Settings:
Sync new NetSuite Originated Orders
Sync newly created from NetSuite Sales Orders to Salesforce Orders.
- Create a new Sales Order record by logging to your NetSuite account and from the top, navigate to Transactions > Enter Sales Orders > List > from the top, click New Sales Order.
- Fill up the Sales Order details and check the Send Order as Salesforce Order checkbox.
- Click Save.
View the job status
To check if the flow ran successfully click the dashboard icon to the top right of your Integration App screen.
Sync updates for NetSuite or Salesforce Originated Orders
Sync updated Sales Orders from NetSuite to Salesforce Orders.
- To edit a record in NetSuite, login to your NetSuite account and from the top, navigate to Transactions > Enter Sales Orders > List.
- Click Edit next to a Sales Order record.
- Fill up the Sales Order details and click Save.
View the job status
To check if the flow ran successfully click the dashboard icon to the top right of your Integration App screen.
Check your Order record in Salesforce
To check for the Order record in Salesforce:
- Click on the Order tab.
- You’ll see your newly created order from the list under Recent Orders.
View new fields created on Salesforce
The Integration App creates custom fields on your Salesforce custom sObjects after you run the flow successfully. To view these custom fields on your Salesforce records, set the visibility of the field as shown below:
- Page Layout Editor in Salesforce
- Note: You can edit the page layout in Accounts, Orders, and Opportunities and Contracts tabs
- Celigo Layouts that display all the Integration App fields by default.
Limitations
- The NetSuite Sales Order to Salesforce Order flow does not let you sync attachments on the NetSuite order.
- Salesforce does not allow you to change Price Book on Order, once it is created.
Check out our community forum to ask questions and get insightful tips on Orders from our community members.
Comments
10 comments
The link "(Link to the Celigo page layout article)" is not actually a link, you might have forgotten to come back to this :)
The section "Configure your flow" talks about flow settings that I cannot find. I'm looking at Settings>Integration Flows>Opportunity --- click on Settings gear next to NetSuite Sales Order to Salesforce Order Add/Update.
And, I don't think that the Celigo Page Layout exists. It is not an option in my profile. Can you tell me how I add it? (and maybe include those instructions here?)
Hi METER Group,
Thank you for letting us know! I'm checking with our PM for SFNSIO on this for you.
Hi Meter Group,
Thank you for your feedback. We have edited the article to explain the settings.
For editing layouts in Salesforce, you may refer to this article https://docs.celigo.com/hc/en-us/articles/360035978572-Edit-Salesforce-page-layout-to-view-custom-components
The checkboxes for Salesforce Originated Order (IO) and Send Order as Salesforce Order (IO) are record level checkboxes. These checkboxes are present in Custom tab on the NetSuite Sales Order record. To view these checkboxes, you will have to customise your Sales Order form in NetSuite.
To customize a form in NetSuite,
1) Click on Customise > Customize Form in NetSuite Sales Order record.
2) In Screen Fields tab, select Custom and check "Show" for required fields
3) Save and use the custom form to create a Sales Order.
You will be able to view the fields on your Sales Order > Custom tab.
This flow is throwing an error: "Composite Operation failed due to the following error(s)\nRequired fields are missing: [PricebookEntryId] for OrderItem[0]" for me. I have a ticket in with support, but more documentation on how the PriceBookEntryId is to be used would be helpful. Support suggested using the built in "item[*].PricebookEntryId" field, but I see no documentation on that. Any suggestions on that error or documentation on how that field mapping works would be great!
Hi Stephen Lemp,
Thank you for letting us know about this issue. We are checking with the Salesforce-NetSuite (IO) team on this and will respond back as soon as we can.
Hi Courtney,
I am migrating from V2 to IO currently and am getting the same error Required fields are missing: [PricebookEntryId] for OrderItem[0]". Are there a solution for this issue already.
Courtney Jordan
We are getting this error, what was the resolution?
We are getting this error "Composite Operation failed due to the following error(s) Unable to modify activated Order: cannot delete Order, or add or remove Order Products for OrderItem[0] Unable to modify activated Order: cannot delete Order, or add or remove Order Products for OrderItem[1]", but I can't find the documentation on that. I've attempted to change the status and the activation of the order, but I wasn't successful
Hello Integration User requesting you to create a support ticket for the team to analyze the issue. Thanks!
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