Flow Summary

Flow Summary

When an Order is cancelled in Magento which has not been billed, it is cancelled in NetSuite and the inventory is re-stocked automatically by this flow in real-time. The flow also supports partial cancellation where even if the part of the order has been billed and rest is cancelled in NetSuite, the remaining items in NetSuite are closed in NetSuite.

Generating a Quote

In addition to the standard Opportunity to Quote sync in Salesforce Standard, Salesforce Plus connector now lets you generate quotes with additional options. This feature lets you sync the primary partner of the opportunity and the currency of the quote from Salesforce to NetSuite. Both accounts should be multi-currency enabled for the currency sync to work. The primary partner in the account is synced to a customized field as shown in the figure.

Generating a Sales Order

Salesforce Plus, in addition to the Standard sync feature, allows you to sync your Partner Opportunity to a Sales Order in NetSuite and also syncs partner Information. The primary partner fields are synced to the customized Bill To field and the currency is synced to the Currency field in the Sales Order. Billing address of the main account is mapped to the Bill To field and shipping address of the primary partner is mapped to the Ship To field of the sales-order generated.

The below image shows how the addresses are mapped:

In addition to the Standard feature of bringing back header data of various transaction types related to the corresponding account, Salesforce Plus provides the following:

Pdf files generated for different transactions in NetSuite are exported to Salesforce and are synced along with the corresponding financial object. All financial objects are associated with the account in a Financial tab present on the account object.
The individual pdf details for a financial can be seen by clicking on the Document link present on the financial in salesforce.

Multiple transaction types in NetSuite are supported for generation of Pdf files. These include: PurchaseOrder, Invoice, CustomerPayment, CashRefund, CreditMemo, CustomerRefund, CustomerDeposit and CashSale, Sales Order and Quotes.

To generate the pdf make sure the Attach PDF field present on the corresponding deployment of the user event script is on.

The Salesforce Connector Plus creates a NetSuite sales order from a Salesforce opportunity; however, there can be additional information that is added onto the sales order that would differ from the Salesforce opportunity. Furthermore, sales orders for enterprise and/or account management may be created directly into NetSuite and not Salesforce. In such cases, users are able to see additional Line Item information from Netsuite.
These line items are synced back along with the Sales Order and are attached on the corresponding Sales Order page. The line items have been added as new customized salesforce objects sales order line items in Salesforce.

Salesforce Connector Plus, lets you sync opportunities, quotes and sales-orders generated via Contract Renewals module in NetSuite to Salesforce as opportunities. Note, this export will work only if the Contract Renewals module is installed in your NetSuite account.

Note: Records are only synced on ‘Create New’ in NetSuite and not on ‘Update’ of existing records.

Export Opportunity(NetSuite) to Opportunity(Salesforce)

Opportunity generated in netsuite can be synced back automatically to Salesforce. The following figure shows a standard opportunity created in NetSuite after the Contract Renewal module of NetSuite is installed.

The above opportunity is synced to Salesforce Opportunity below:

Note: For the above sync to happen, the items and End User in the Opportunity must be synced to Salesforce.

Export Quote (NetSuite) to Opportunity (Salesforce)

A quote created from NetSuite is synced in real time to the Salesforce account and creates a New Opportunity in Salesforce.

The below figure shows an Quote created in NetSuite with all Items and End Users already synced to Salesforce:

The above Quote when saved allows the creation of a new Opportunity in Salesforce as shown here:

Note: For the above sync to happen, the items and End User in the Opportunity must be synced to Salesforce.

Sales Order (NetSuite) to Opportunity (Salesforce)

A Sales Order created from a Quote in NetSuite which is already synced, will add the details of the Sales Order to the Sales Order tab under the Opportunity in Salesforce.

Below is an image of a Sales Order created from an existing quote in NetSuite that is synced to an Opportunity in Salesforce.

On saving the Sales Order, as shown above in NetSuite, a corresponding Sales Order is created in Salesforce and attached to the Opportunity (created from NetSuite quote previously).
Above Sales Order is synced to Salesforce Opportunity in real time under the Sales Orders tab as below:

A new Sales Order created in NetSuite will be synced as a New Opportunity in Salesforce.

Below figure shows a new Sales Order entered in NetSuite:

The corresponding New Opportunity is created in Salesforce with Sales Order attached to the Opportunity:

Flow Summary

The Inventory Export flow exports an item’s Quantity and Stock Availability from NetSuite to eBay. All other item fields are handled by the Item Export[Link Needed] flow.

Very Important: Only items  whose eBay Item Id field is populated are exported. This fields is populated automatically once you export the item using connector (The field can be found under the Custom Tab named eBay Item Id)

Flow Details

The Inventory Export flow processes all inventory items. It only includes the value in an item’s “Quantity Available” standard NetSuite field. Quantities from other standard fields such as “Quantity On Hand” or any custom fields are not included. Items marked as drop ship in NetSuite are not included in the export.

By default, the “eBay Item Id” field in NetSuite is used to find the corresponding product “SKU” or “Product Id” in ebay for the update.

Multi-Location Inventory

The Inventory Export flow supports standard NetSuite inventory management along with multi-location inventory management. If you use multi-location inventory, the Connector sums the quantity available for each location and sends the total quantity available  to eBay. If only certain locations should be considered for exporting inventory to eBay, it is possible to specify them.

Flow Schedule and Monitoring

Inventory Export runs every 30 minutes to export items’ Quantities and their Stock Availabilities from NetSuite to eBay. It only exports the available quantity of items for which the Last Modified Date is a time after the export last ran.

Connector also runs a Weekly Inventory Export  to export the items’ Quantities and their Stock Availabilities from NetSuite to eBay for all eligible items. The Weekly Inventory Export runs by default every Sunday morning US Pacific Time. Both of the flow schedules are customizable and can also be run on-demand. These flows can be monitored from the Integration Dashboard. Please click here for more information.

Note: Please note that ebay does not update item quantity to zero from NetSuite.

Flow Summary

The Item export flow exports an item’s field data from NetSuite to eBay.  This flow is a real-time flow – it is triggered when an item that has an eBay listing associated is saved. In the case of any new item created, the user is given an opportunity to verify and create an eBay listing for the same.

When the user submits an eBay listing and saves it (with or without verifying the eBay listing), the item is listed on eBay and the eBay details are populated for the record. Similarly, on every subsequent update of the item record in NetSuite, the eBay listing is updated.

The following item types are supported:

• Inventory Item (non-matrix)
• Lot Numbered Inventory Item (non-matrix)
• Serialized Inventory Item (non-matrix)

Note: All other item types are not yet supported by the eBay Real-Time Item Export.

Flow Process

When an export is triggered, the Connector adds a new listing in eBay using the NetSuite item data. If the listing has already been created by the Connector previously, the Connector will revise the existing listing on eBay with the NetSuite data.

Once the listing is created in eBay, the Connector sets the eBay Item ID field in the eBay Item Listing form  to maintain a hard link between the NetSuite item and the eBay Listing.  Also, the Listing’s Start Time,End Time, Listing Fee retrieved from eBay will be stored in the Item Listing form in NetSuite after the addition/revision of a successful listing. If more than one listing with a similar SKU is found in eBay, the item export fails, and an error is logged in the integration  logs.

When the Connector is installed, it creates a custom record “eBay Item listing”. This custom record contains all the relevant fields for adding/revising a eBay Listing like Primary Category,Listing Duration, Return Policy, etc.

Note that matching Item Categories will not be created by the Connector. These will need to be setup manually in NetSuite to enable a 1:1 mapping of Item Categories between systems.

Flow Schedule and Monitoring

The Item Export flow runs in real time as soon as  the Item record is saved in NetSuite.

Pricing Export

Connector will sync the price field value from a user-defined NetSuite Price Level to the eBay Listing Start Price. This can also be configured to sync the value field from a custom field if required.

Payment Methods

Paypal is supported by default. More payment methods can be exported as of the sync if required.

Image Export

Image URLs can be synced from NetSuite to eBay. These images will need to hosted on an external server.

Note that uploading actual image files is not supported yet.

 Note: eBay API only allows 1 Self Hosted Picture/12 eBay Server Hosted Pictures to be uploaded for an Item Listing. Connector supports export of one image URL from a NetSuite Field (which is the URL of the Image on External Server) to eBay. eBay only supports HTTP/FTP protocol for Image Export.

Default Mappings

The following mappings are installed by default. Please consult your Celigo project resource for mapping additional fields, as it might not be possible to map certain fields.

Note: All the fields in the “eBay Item Listing” form are custom fields with self-explanatory labels and mapped to the fields in eBay by same or similar names.

Once user tries to create an eBay listing, The Listing Response Details section is populated in the eBay Listing Form. The details are Item ID, Start and End Times of the Listing, Fee charged on inserting/revising the listing. If there is any warning/error in creation or update of eBay listing the corresponding messages are stored in the respective fields.

Flow Summary

The Fulfillment Export flow exports item fulfillments from NetSuite to eBay. The flow is triggered as soon as the Item Fulfillment record is saved in NetSuite.

Flow Details

The flow exports NetSuite’s Item Fulfillment record and creates a corresponding eBayshipment record. The Shipment record is created with the same items and quantity as present in the NetSuite fulfillment record. The flow also exports the “Package Tracking Numbers”, “Shipping Carrier”  on the fulfillment record.

Flow Schedule and Monitoring

The Fulfillment Export flow runs in real time as soon as  the Order is fulfillment in NetSuite.It also supports bulk fulfilling of orders in NetSuite.

Handling Export Failure

In case of a failed export,  the errors are logged for  the corresponding fulfillment record under Custom tab > Celigo Integration Log. In order to re-try the fulfillment export flow, correct the error and save  the record once again.

All the errors are also logged in the Celigo Integration Dashboard.

Note: Partial Fulfillment is not supported in eBay connector as of now.

With the Celigo eBay Connector, you can combine the selling power of eBay with your NetSuite system. This allows you to leverage NetSuite’s “One system, no-limits” philosophy by using a single system for your product and order-related data and minimizing double-entry.

From release 2.1.1 onwards, CloudExtend Calendar license is made an organizational license.

All employees with a NetSuite and Google Calendar access in the organization will be able to sync their events between the two Calendars.

Enabling Sync

To enable an employee for Calendar sync, run the CloudExtend Setup Wizard and navigate to Step 3. Check the box under the Calendar column corresponding to the particular employee and click Next.

On enabling an employee for the sync, all events in which the employee is an attendee/organizer will sync to the other system.

Disabling Sync

During CloudExtend setup, the Customer may choose to turn off the Calendar sync for all employees by checking and then unchecking the ‘All’ Option as shown below:

To disable sync for an employee, uncheck the box under Calendar next to the particular employee and click Next.

Note, if at least one attendee in an event is enabled for the above Calendar sync, the event will sync to all attendees regardless of whether they are enabled/disabled for the sync.

Disabling the sync for an employee will only limit the number of events that are synced to his Calendar but not completely disable the Calendar sync for the particular employee.

Order Import:

• Amazon Order Report Import (High Volume Order Import)
  • The Amazon Order Report Feed downloads new Order Reports from Seller Central and creates new sales orders, creates or updates customers in NetSuite, and acknowledges the import of the Order Report back to Amazon so that they can remove that report.
  • Important! Seller Central regularly generates reports of new orders place in a window of time (15 mins). You must request to receive regularly scheduled XML Order Reports from Seller Central Technical Support before this feed can be enabled.
  • Technical :
    • API Section : Reports
    • Report Type : _GET_ORDERS_DATA_

Customer Import:

Amazon also sends customer details with Order data. Amazon connector can import this customer data in following configurations :

• One Default Customer : All the Amazon imported orders will have a default customer. Shipping address will be directly added to the sales order.
• Individual Customers as a Child of Default Customer: Connector will create individual customer records, as a child of default dummy Parent customer, say “Amazon”. This enables you to easily filter out your Amazon customers from legitimate leads (Amazon.com prohibits marketing directly to Amazon customers) in your system when utilizing NetSuite Sales Force Automation and Marketing features such as email blasts.
• Individual Customers :  Connector will create individual customer records.

While importing orders with any of Individual Customer setup, the Connector can check to see if a customer record already exists in your NetSuite system with the same Amazon anonymized email address as the one provided by Seller Central in the order feed. If so, it attaches that customer to the sales order. If a matching customer is not found, a new customer record is created in NetSuite. If an existing customer record is used, the addresses provided in the order are added to the customer address book and set as the new defaults.

The following mappings between the Amazon Order Report and the NetSuite customer are configured for your connector:

Amazon Customer Mappings

The following mappings between the Amazon Order Report and NetSuite sales order are configured for your connector:

Amazon Order Mappings

Amazon Order Mappings (Line Items)

*When adding line items to the NetSuite sales order, the Merchant SKU field mapping that you have specified is used to look up the equivalent item in NetSuite, given that each Amazon Merchant SKU is provided for each item on the Amazon order. By default, we use the Item Name/ Number field in NetSuite, but this mapping may be configured to look in any other text field that you prefer in NetSuite, including a custom field you may have created.

Important! If the field used to map to the Amazon Merchant SKU is empty for a given item or does not contain an exact case-sensitive match to the SKU provided in the Order Feed, the connector will have no way to identify which item should be used on the Sales Order and will fail to import the order. An error message will be generated, and an email alert will be sent to notify your team.

It is also possible to configure your connector to use a “many-to-one” lookup of your Merchant SKUs. Some sellers prefer to list their items multiple times in Seller Central with different SKUs; one common case is when an item may used for different purposes or when it is compatible with several types of related items or categories.

This enhancement uses a special custom record called ‘Item Alias’  in your account to create a mapping between items in NS to the multiple related SKUs on Amazon for the purposes of importing orders. Once these alias records are populated with the alternate Merchant SKUs for a given item  the connector will first attempt to find an item in NetSuite that matches the Item Name/Number of the Merchant SKU. Otherwise, the connector consults the table of item alias records to find your items by their alternate naming. Currently, the connector does not provide a way to create or update multiple listings in Amazon based on a single item in NetSuite. This feature is available for an additional one-time setup fee.

After the customer data is processed, the connector adds the new sales order to NetSuite. Once the order is successfully created, the financial totals calculated by NetSuite are compared to those calculated by Seller Central. The following data is compared and checked for a variance:

• Grand Total
• Tax Total
• Shipping Tax Total
• Shipping Total

If a variance is found for any one of these totals, the sales order in NetSuite is updated with those amounts on the Amazon tab of the Sales Order in the fields shown below.

a) List of all attached emails and attachments

The new Gmail Subtab has been enhanced to list all your attached messages and attachments at one place

b) Compose and Attach to current record

There is even more you can do from the tab – It is possible to even send an email and attach it directly to the currently opened record.

(i) Click Compose – You should see a Pop-up for composing an email

(ii) Type your message and Click Celigo Send

iii) The newly sent mail will appear within few seconds on the record. If there were any attachments in the mail, click refresh button on the tab after 30 seconds.

When an email is attached to an entity record, the CloudExtend application will also search for the record’s parent company and attach the same email to the parent company record both under the Communication sub-tab and the Gmail sub-tab.

For example, if a user attaches an email to Jack Welch, which is a contact record, CloudExtend will also attach the record to the parent company to which Jack belongs; Christy Catering, in this case.

You may choose to turn off this feature by clicking on the widget as shown in the image and turning off the Attach To Company feature.

Please note, currently only entity record types of Contact is supported for this feature.

Following NetSuite records are supported to be associated emails to:

• Calendar Event
• Cash Refund
• Cash Sale
• Contact
• Credit Memo*
• Customer
• Customer Payment*
• Employee
• Invoice*
• Job*
• Lead
• Opportunity
• Partner*
• Phone Call
• Prospect
• Purchase Order*
• Quote
• Return Authorization*
• Sales Order
• Support Case
• Task
• Vendor*

*Added new in CloudExtend for Gmail 2.0 Release

a) Attaching currently opened email

Once Logged in, click on Celigo O to bring the widget

It automatically brings up the search results that corresponds to – To, CC, BCC, From fields of the current mail.

You may change the text in Search Box to search by something else “eg- type the customer/employee name” , it will bring up all the records with the given search text.

When an email gets attached to the records a notification is shown

You can click on record link to view the record in NetSuite.

See Enhanced Gmail Subtab on seeing attached messages/attachment right within NetSuite.

b) Attach an email while sending using Celigo Send button

c) You can attach an email even while replying an email

d) Create a NetSuite record within Gmail and attach the current email to it

a) Click on “Celigo O icon”

If you do not have a session with NetSuite, a Login Screen would be prompted

i) Logging using Standard Sign-on Method: [Ref#0]

Type your username and password and click enter/or click Sign In

ii) Logging using OpenID Single Sign On

Help on setting up OpenID can be found here

Click Automatic and then click on Continue Button

Celigo MarketReach Connectors consist of Three Marketplaces integration (connectors) with NetSuite namely Rakuten,  Sears, and Newegg. MarketReach Connectors also come loaded with Two leading Comparison Shopping Engine connectors – Google Shopping and Nextag.

Flow Summary

The Rakuten connector’s Sales Order Import flow imports orders placed on your Rakuten marketplace into your NetSuite account.  The connector will import orders your new orders from tab-separated text files stored on the Rakuten FTP servers.  If one or more files are available in your marketplace’s FTP folder the connector will download these files and map their orders as NetSuite sales order records.  If there are multiple files to import they will be downloaded in separate order import jobs.

After all new orders are found in Rakuten, the connector maps them and imports them one at a time.   The connector does not support exporting sales order updates from NetSuite to the original order in Rakuten.  After the flow finishes it will trigger the  Rakuten inventory export flow to export the latest inventory numbers from NetSuite to Rakuten.

If the order cannot be imported the connector will log an error in both the Celigo Integration Log and in a special copy of the import file.  You can check the error file, correct the underlying error in your NetSuite account, and then re-import the failed order with the connector.

Multi-Currency Support

If you are running a NetSuite multi-currency account the connector also checks the currency on the imported order and sets that currency on the NetSuite customer record while importing the order, and NetSuite will automatically source the order’s currency from the attached customer record.  NetSuite only allows this field to be set while no transactions exist for the given customer, so it is usually not possible to update the currency of a customer imported from Rakuten. In the case where a customer already exists in NetSuite and the currency is not known, the connector sets the correct currency when an order arrives. The connector also reports an error if a customer attempts to change his or her currency setting and that operation is not allowed by NetSuite

Duplicate Order Check

The Connector creates custom fields in NetSuite labeled “eTail OrderID” and “eTail Channel: during installation. The order’s ID in Rakuten will be mapped to the “eTail Order ID” and the “P/O Number” fields in NetSuite.  In addition the connector will generate a special ExternalID for the order that indicates it was imported by the Celigo eTail Marketreach connector.   While importing a new sales order, the connector first checks whether there is an existing sales order in NetSuite with the same ExternalID as the mapped sales order.  If the search finds a match the new order is considered a duplicate and not imported.

Order Total Variance Handling

It is possible that order total might not match between the two systems if things such as tax rates don’t match. The connector has the ability to calculate any variance that arises related to the order total. After each order is imported into NetSuite, the connector immediately pulls the order out of NetSuite to compare calculated total fields with what was sent from Rakuten. These fields include Tax Total, Ship Total, and Order Total. If there is any difference between the values calculated by NetSuite and the values sent from Rakuten, the difference is stored in one of the variance custom fields below. You may report on these fields in NetSuite on a periodic basis and adjust your G/L with a journal entry if variance values exist.

Flow Schedule and Monitoring

The Sales Order Import flow runs 24/7 on an hourly basis. It can be adjusted to run every 30 minutes upon request.

Default Field Mappings

By default, the following mappings are installed. Please consult your Celigo project developer for mapping additional fields, as it might not be possible to map certain fields.