Netsuite ERP Integration

Overview

Spendflo’s comprehensive spend summary and data allows organizations to compare actual expenses incurred against the planned or contracted expenses, providing insight into any deviations that may be present. This information can be used to renegotiate contracts or downgrade existing ones to save costs. To make this process seamless, Spendflo integrates with a number of finance tools.

With this, we help companies uncover Shadow IT by scanning expense data to identify spend on unsanctioned apps before they proliferate. This feature allows businesses to consolidate opportunities where multiple teams are paying for the same app, saving costs and increasing efficiency.

Lastly, Spendflo helps identify paid applications that are under-utilized or no longer in use, allowing companies to stop paying for subscriptions that they don't need. By doing so, they can save costs and optimize their SaaS inventory.

Spendflo integrates with Netsuite and analyzes your organization's SaaS expenses. Spendflo will automatically match transactions to the correct application, summarize expenses and provide insights. This guide follows step by step process on how you can install the integration and gain its maximum benefits.

Prerequisites

This documentation contains the detailed steps to know how to directly integrate with the Netsuite ERP to support vendor management within the Spendflo platform.

Note: To begin the installation, you must be a Netsuite Administrator.

Direct Integration with Netsuite ERP

Step 1. Go to settings, click on integrations, and navigate to the “Available apps” tab.

Step 2. Scroll to find the Netsuite application to start the integration steps. Click on “Connect”.

Step 3. Spendflo now uses Truto to connect your Netsuite account securely. Click on “Continue”.

Step 4. Ensure to review the following data permissions, and scroll down the pop-up to find the details to enter.

Additionally, to get assisted on where this information can be found, click on the URL “Where can I find this information?” or simply access it from here. 

Note: The detailed steps for the same are provided below. Jump to “Setting Up the Integration on Netsuite” for more information.

Click on “Connect” to complete the steps.

Netsuite will now be successfully integrated into the Spendflo platform.

Accounts Import Post Integration

Step 1. Once the integration steps are completed, click on “Connected” apps. Find Netsuite integrated on the platform, and proceed to click on “Configure”.

Step 2. On the redirected link, users can get the account data from your Netsuite application, click on the “Import Accounts” CTA under the Import Accounts tab.

Step 3. A pop-up pane will appear as the right pane, where users can click on the required accounts to import.

Step 4. Once done, click on “Import” to complete the step.

The accounts will seamlessly be imported successfully into the Spendflo platform from your Netsuite account.

Vendors Import Post Integration

Step 1. From the Netsuite integrations page, click on the “Import Vendors” tab. On this page, users can get the vendor data from your Netsuite application.

Click on the “Import Vendors” CTA under the Import Vendors tab.

Step 2. A pop-up pane will appear as the right pane, where users can click on the required vendors to import. Once done, click on “Import” to complete the step.

The vendors will seamlessly be imported successfully into the Spendflo platform from your Netsuite account.

Setting Up the Integration on Netsuite

Step 1. Retrieving Netsuite Account ID

Step 2. Log into your Netsuite portal.

Step 3. Find the URL at the top of your browser.

Step 4. Your Netsuite Account ID is the combination of letters or numbers in your URL before "app.netsuite.com/app/center/card.nl?sc=-29&whence=".

Step 4. Therefore, if the URL on your Netsuite page is https://123432345.app.netsuite.com/app/center/card.nl?sc=-29&whence=.

Step 5. Your Account ID is 123432345. Copy the account ID and keep it; we'll need it in the next steps.

Enable Web Services

If you have not yet enabled REST and SOAP Web Services:

Step 1. In your Netsuite account, go to Setup > Company > Enable Features. 

Note: You must be an Administrator of your Netsuite account to see this option.

Step 2. Under SuiteCloud, check the boxes next to SOAP WEB SERVICES and REST WEB SERVICES.

Setup a Role with All Transactions and Setup Permissions

If you do not have a user role already created, then follow the below step - 

Note: If you know that you already have a user role with access to all transactions (all setup permissions below must be selected with full access), you can skip these steps. To check, go to Setup, Users/Roles, Manage Roles, and search through your user roles.

Step 1. In your Netsuite account, go to Setup, Users/Roles, Manage Roles, and click the New option. You must be an Administrator of your Netsuite account to see this option.

Step 2. Create a Role by clicking the New Role button.

Step 3. If you have a Multi Subsidiary NetSuite application, ensure the Role has access to all Subsidiaries and has the Allow Cross-Subsidiary Record Viewing box checked.

Step 4. Add each of the below permissions to the Role.

In Transactions, add each of the below permissions:

In Setup, add each of the below permissions:

Setup Custom Segment Permissions

If you want to add custom segments, and have to manage PO, then follow these steps:

Step 1. In NetSuite, go to Setup → User/Roles → Manage Roles page and assign the needed access permissions in the Permission → Setup tab

• Add the Custom Segments with Full access.

• Add the Custom Record Types with Full access.

Note: Kindly ensure that the level access should be set as Full for both added permissions.

Step 2. You can add the records you need on the Role editing page in the Permissions → Custom Record tab. Scroll to the Records column select the necessary Custom Segment option from the drop-down list and set the level access to Full.

Step 3. In Netsuite, go to Customization → Lists, Records, & Fields → Custom Segments and update the Default Record Access Level to Edit permissions for the necessary segments.

In Lists, add each of the below permissions:

In Reports, add each of the below permissions:

Step 5. Click Save.

Assign User to Token-based Authentication Role

Step 1. In setup, go to Users/Roles, and click Manage Users.

Step 2. In Manage Users, either select a user to assign the Role to or create a new user.

Go to Lists > Employees > Employees > New to create a new user. Create the user and grant them NetSuite access by going to the Access tab in the Employee record and select 'Give Access'.

Step 3. In the user's employee record, click Edit and go to the Access tab. In your Access tab, go to Roles and select the Role you just created with all the correct transactions and setup permissions.

Step 4. Click save to apply these changes.

Disclaimer: Cost for new user; you don't need to pay extra for new users as long as you have sufficient licenses available.

Follow these steps to check:

Step 1. Navigate to Setup → Company → View Billing Information.

Step 2. Locate the Full Licensed Users section.

Step 3. Compare the following values:

• Current Provision Qty: Total number of licenses provisioned.

• Current Used Qty: Number of licenses currently in use.

Note: 
1. If Current Used Qty equals Current Provision Qty, you cannot create a new employee without acquiring additional licenses. 
2. If Current Used Qty is less than Current Provision Qty, you can proceed to create a new employee in the system.

Create an integration to obtain your Consumer Key and Secret

Step 1. Once the user and the role are set up, go to integrations manage integrations in your setup tab and click new.

Step 2. Create the integration. Select the boxes selected below.

Note: Ideally, the CONCURRENCY LIMIT should be set to null. If a value must be specified, the minimum value set should be 3. If neither is an option, the highest possible concurrency limit should be used.

Step 3. Ensure the REST WEB SERVICES box is checked under SCOPE

Step 4. Fill in the TBA AUTHORIZATION FLOW & REDIRECT URI with a value of https://app.merge.dev/oauth/callback.

Step 5. Once the integration is saved, you will receive a Consumer Key and Consumer Secret (at the bottom of the confirmation screen). This will only be shown once, so copy them and keep them in a secure place.

Create an Access Token to Obtain your Token ID and Secret

Step 1. In your Setup tab, go to Users/Roles, then Access Tokens and Create a New one.

Step 2. Create a New Access Token with the User Role you either just created or a user role with all permissions above selected.

Copy these Access token credentials and store them in a safe place. They will only be shown once!