Oracle NetSuite integration reference

Things to know when synchronizing data with Oracle NetSuite.

Note the following information when building your application using Codat's Oracle NetSuite integration.

Tax and discount handling for applicable data types

Line-level discounts and taxes

When pulling objects with line-level discounts and/or taxes from Oracle NetSuite—for example, Sales orders—the discount and/or tax components are shown on separate lines. For example, a single line that includes a discount and a tax component in NetSuite is mapped to Codat as three separate lines:

1. The amount exclusive of discount and tax
2. The discount amount
3. The tax amount

This behavior applies to the following data types: Bill credit notes, Bills, Credit notes, Direct costs, Direct incomes, Invoices, Purchase orders, and Sales orders.

Example

Say you have a vendor bill in NetSuite with a line item of $39.05, inclusive of discount and taxes. The data is represented in Codat as follows:

#...
"lineItems": [
        {
          "unitAmount": 22.5,
          "quantity": 2,
          "discountAmount": 0,
          "discountPercentage": 0,
          "subTotal": 45,
          "taxAmount": 0,
          "totalAmount": 45    // exclusive of discount and tax
        },
        {
          "unitAmount": 0,
          "quantity": 1,
          "discountAmount": 10,    // the discount amount
          "discountPercentage": 0,
          "subTotal": -10,
          "taxAmount": 0,
          "totalAmount": -10
        },
        {
          "unitAmount": 0,
          "quantity": 0,
          "discountAmount": 0,
          "discountPercentage": 0,
          "subTotal": 0,
          "taxAmount": 4.05,    // the tax amount
          "totalAmount": 4.05
        }
      ]

Posting and non-posting discounts

NetSuite has two different types of discount items:

• Posting discount items: the discount is posted to a general ledger account.
• Non-posting discount items: the discount is not posted to a general ledger account.

Codat maps each type differently. A posting discount item is mapped as a separate line. A non-posting discount item is mapped as a single line that shows the discount-inclusive amount.

Apply a discount to a record in NetSuite

When pushing data to NetSuite, you can apply a discount to any Codat data type that includes line items, apart from Journal entries.

For example, to apply a discount to a Bill, specify an existing discount item record (itemType = "Discount") from NetSuite in the request body. Codat pushes discounts to NetSuite as separate line items; only the item type and the discount amount are sent.

caution

Do not use the Codat properties lineItems.discountAmount and lineItems.discountPercentage to apply discounts to records in NetSuite.

Accounts

If the "Use Account Numbers" setting is enabled, Accounts pushed to NetSuite must include a value for nominalCode. For more information, see Chart of Account Numbering in the NetSuite documentation.

Bank accounts

Bank accounts are mapped from accounts in Oracle NetSuite.

When pushing Bank accounts to NetSuite, the nominalCode field is required if Chart of Account numbering is enabled in NetSuite (through the "Use Account Numbers" setting).

Bills

Bills are mapped from vendor bills in Oracle NetSuite.

When pushing Bills to Oracle NetSuite:

• The status property must be set to Open.
• A bill can't be created from a purchase order.
• NetSuite makes a distinction between Expense and Item line records in vendor bills. Codat validates whether a line item is an Expense or Item type based on the value of lineItems.itemRef.id. If this isn't populated, Codat treats the line item as an Expense type.
• In NetSuite, when pulling Bills line items, the taxAmount and taxRateRef fields are not available because NetSuite does not provide information about which line item the tax relates to.

Bill credit notes

Bill credit notes are mapped from vendor credits in Oracle NetSuite.

Bill payments

Codat treats NetSuite Vendor Prepayments as either Bill payments or Direct costs depending on their state. For example, an allocated vendor prepayment is treated as a Bill payment.

If a transaction is voided in NetSuite, a reversing journal is posted to offset the original transaction and is then linked to the original transaction. Codat treats these reversing journals as refunds.

In NetSuite, portions of a Bill Credit Note can be allocated to a particular Bill. In this case, the Bill payment amount shown in Codat is the sum total of the allocated bill credit note portions. The individual allocations are not shown.

Example of bill credit note payments in NetSuite

Say you have a $10 bill credit note (x) and an outstanding $20 bill (y) in NetSuite.

1. You apply $5 of x to y, which leaves $15 outstanding.
2. Pull the Bill payment to Codat: the lines.links.amount of x is equal to $5.
3. You apply a further $3 of x to y, which leaves $12 of y outstanding.
4. Pull the bill payment to Codat: the lines.links.amount of x is now equal to $8.

The individual bill credit note allocations are not shown in the bill payment.

When pushing Bill payments to Oracle NetSuite:

• The supported use cases are paying off a bill with cash and applying a bill credit note to a bill.
• Applying NetSuite Vendor Prepayments to open bills from vendors is not supported.

Direct costs and direct incomes

Type not supported

Specifying the type of direct cost or direct income is not supported in our accounting data model.

You can push Direct costs to NetSuite as either Checks or Credit Card Refunds. Pushing Vendor Prepayments is not supported.

You can push direct incomes to NetSuite as either Cash Sales or Cash Refunds. Pushing Customer Deposits is not supported.

When pulling Direct incomes, the default -Not Taxable- tax group and tax code are ignored. You can access this information by pulling the Tax Rates data type.

Invoices

When pulling Invoices line items, the taxAmount and taxRateRef fields are not available because NetSuite does not provide information about which line item the tax relates to.

Journal entries

When pulling advanced intercompany journal entries from Oracle NetSuite, only journal lines associated with the connected subsidiary are pulled. Lines associated with other subsidiaries are ignored. Codat doesn't support pushing this type of journal entry to Oracle NetSuite.

When pushing Journal entries, Codat first creates a default location in NetSuite named Do not use. Auto-generated by an external system. This location is then associated with all subsequent pushed journal entries. Do not disable the default location or journal entry pushes will fail.

note

For accounts with Multi-Book Accounting enabled, Codat does not support pushing journal entries to a specific NetSuite journal.

Payments

When pushing Payments to Oracle NetSuite, Codat does not support the ability to refund a credit note.

Purchase orders

When pushing Purchase orders to Oracle NetSuite:

• The shipto field can't be pushed.

• The accountRef or itemRef fields can only be pushed for a single line item. Pushing the itemRef will override the accountRef. If the accountRef is pushed, you can view the reference in the Expense sub-list in the NetSuite user interface.

Sales orders

In Sales orders pulled from Oracle NetSuite, the expectedDeliveryDate indicates the expected shipping date in the source business object.

Suppliers

Suppliers are mapped from vendors in Oracle NetSuite.

When pushing Suppliers to Oracle NetSuite:

• A supplier can only be pushed to the company from which the data was pulled. Pushing data to subsidiary companies is not supported.

Transfers

Pulling Transfers

Transfers are mapped from the transfers and deposits objects in NetSuite.

Only NetSuite deposits made between two bank accounts - including credit card accounts and Undeposited Funds - are pulled to Codat as transfers.

The Transfers data type doesn't support multiple lines.

When pulling NetSuite deposits as Transfers, only top-level tracking categories are pulled (the tracking categories associated with the to account in NetSuite). Codat's accounting data model does not support Tracking categories at the line item level.

Pushing Transfers

Pushing Transfers is only supported for NetSuite deposits, not NetSuite transfers.

When making a deposit in NetSuite, users can enter payments on the Deposits subtab. When pushing Transfers of this type:

• The depositedRecordRefs array in the Transfer must specify either payments, directIncomes, or journalEntries.
• All transactions in the depositedRecordRefs array must share the same currency.

Field coverage for supported data types

Codat's data model supports a wide range of fields within each data type.

Sometimes a provider's API does not grant access to a field that exists in a Codat data type. Conversely, our data model sometimes does not support all the relevant fields on an object in a provider's API.

The following tables highlight selected fields that are not available in data pulled and pushed from Oracle NetSuite.

Unavailable provider fields

Codat data type and field	Status
billPayments.accountRef	Not available in the provider's API.
billPayments.paymentMethodRef	Not available in the provider's API.
customers.taxNumber	Not available in the provider's API.
customers.registrationNumber	Not available in the provider's API.

Unavailable Codat fields

Oracle NetSuite record and field	Codat data type	Status
VendorCredit.customForm, VendorCredit.postingPeriod	Bill credit notes	Not represented in Codat's accounting data model.
Invoice.customForm, Invoice.postingPeriod	Invoices	Not represented in Codat's accounting data model.
Vendor.subsidiary	Suppliers	The Suppliers data type does not show whether or not a supplier company is a subsidiary.
Vendor.workCalendar	Suppliers	Not represented in Codat's accounting data model.