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Configure and run the order flows

Gogula R Bhavana
Updated

The Square – NetSuite integration app includes three order flows that sync completed Square orders, customer records, and payment tenders to NetSuite. This article explains how to configure required settings, map fields, and run the flows.

Prerequisites: Before running the order flows for the first time, complete the following:

Understand the order flows

The integration includes three flows that work together:

  • Square Order to NetSuite Cash Sale: Syncs all completed Square orders for the selected locations as Cash Sale records in NetSuite. This is a scheduled flow that picks up orders created or updated since the last run. Only orders with a payment status of "Completed" are synced.
  • Square Customer to NetSuite Customer: Syncs the customer information associated with each order as a Customer record in NetSuite. This flow is triggered automatically when the order flow runs. If a matching customer already exists in NetSuite (matched by name, email, or customer ID), the existing record is used and no duplicate is created.
  • Square Tenders to NetSuite Custom Payments: Syncs payment tender details as a custom payment record ("Celigo eTail Order Transaction") linked to the Cash Sale. This flow is optional and must be enabled separately. It is triggered automatically when the order flow runs.

Step 1: Enable the order flow

  1. In integrator.io, open the Square – NetSuite integration app tile.
  2. Go to Settings > Integration flows > Orders.
  3. Enable the Square Order to NetSuite Cash Sale flow.

The Customer and Tenders flows are triggered automatically by the order flow. To enable the Tenders flow, toggle it on separately.

Step 2: Configure advanced settings

Go to the Advanced Settings section and configure settings for your business requirements. For field-by-field descriptions of all available settings, see Square – NetSuite order settings reference.

Select Save after making changes.

Step 3: Map required fields

For the Square Order to NetSuite Cash Sale flow

You must map the NetSuite location to each order. If you have a single location, hard-code the value. For multiple locations, use custom mappings.

  1. Next to the Square Order to NetSuite Cash Sale flow, select Edit Mappings.
  2. From the Import Field (NetSuite) dropdown, select Location (InternalId).
  3. Next to the new entry, select Settings.
  4. In the Field Mapping Type field, select Hard-Coded.
  5. From the Value dropdown, select the appropriate NetSuite location.
  6. Select Save.

For the Square Customer to NetSuite Customer flow

You must map the NetSuite subsidiary to customer records.

  1. Next to the Square Customer to NetSuite Customer flow, select Edit Mappings.
  2. From the Import Field (NetSuite) dropdown, select Subsidiary (InternalId).
  3. Next to the new entry, select Settings.
  4. In the Field Mapping Type field, select Hard-Coded.
  5. From the Value dropdown, select the appropriate subsidiary.
  6. Select Save, then select Save & Close.

Step 4: Run the flow

Select Run next to the Square Order to NetSuite Cash Sale flow.

Note: You can also sync historical Square orders using this flow.

What you see in NetSuite after the flow runs

Cash Sale record

  • A Cash Sale record is created for each completed Square order.
  • Cash Sales are applied to the Undeposited Funds account.
  • The customer and payment records are linked to the Cash Sale.
  • The Square account and location are visible in the eTail > Square tab.

Customer record (if the Customer flow is enabled)

  • A new Customer record is created if no matching record exists in NetSuite.
  • The record includes Customer ID, address, email, and subsidiary.

Custom payment record (if the Tenders flow is enabled)

  • A "Celigo eTail Order Transaction" record is created for each Square tender.
  • The record is linked to the Cash Sale.
  • The first payment method value is applied to the native NetSuite payment method field. Additional tenders are tracked in the custom payment record.