NetSuite Integration Guide

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NetSuite Integration Guide

Integrate your Point of Sale brand with NetSuite, streamlining data and workflows across platforms. Configuring both NetSuite and your content management system (CMS) ensures a seamless connection. This integration helps to maintain consistent branding and product information, and enables efficient order and inventory management. With connected systems, you reduce manual data entry and improve overall operational efficiency.

This article outlines the process to set up a Point of Sale brand to integrate with NetSuite. It is assumed that the brand already has the necessary sandbox and production accounts available.

The setup consists of configuration on the NetSuite side (through the NetSuite web console) as explained in this article, followed by configuration on the Point of Sale side (through the CMS). Refer to NetSuite CMS Configuration for the CMS configuration portion.

NetSuite POS Architecture

A block diagram shows the NetSuite POS Architecture.

Configure NetSuite Setup

Complete the NetSuite-side configuration including account setup, authentication, roles, and custom fields required for Point of Sale integration.

Configure Account Settings

Log in to the NetSuite UI as an Administrator.
Navigate to Setup | Company | Company Information.
Make a note of the Account ID shown on the Company Information UI.
Navigate to Setup | Company | Enable Features.
Click on the SuiteCloud tab.
Scroll to SuiteTalk (Web Services).
Enable SOAP WEB SERVICES.
This will allow the use of the SOAP (Simple Object Access Protocol)-based method for integration.
Navigate to Setup | Integration | Manage Integrations.
Create a new integration by clicking on the New button.
Fill out the required fields including Name and State.
By default, the State is Enabled.
Under Authentication, enable the following options:
1. TOKEN-BASED AUTHENTICATION - A security technique that authenticates the users who attempt to log in.
2. TBA: ISSUETOKEN ENDPOINT - A programmatic method for creating the tokens, which will reduce compromising a user's credentials.
3. USER CREDENTIALS - An additional method for authentication.
Click Save.

Important This sets up token-based authentication for API access. Please make a note of the Consumer Key and the Consumer Secret.

Create Web Services Role

Create a new role for web service access with appropriate permissions.

Navigate to Setup | Users/Roles | Manage Roles.
Click on the New Role button.
Fill out the required fields including Name.
Under Subsidiary Restrictions, enable USER SUBSIDIARY.
This will restrict the role's access to the user's subsidiary only.
Under Authentication, enable WEB SERVICES ONLY ROLE.
This will prohibit the user from accessing NetSuite through the user interface, enhancing the security of the integrations.
Under Permissions, add relevant permissions with their levels. See Configure Role Permissions
Click Save.

Configure Role Permissions

The recommended permissions for the web services role are:

Transactions:

Permission	Level
Adjust Inventory	Full
Cash Sale	Full
Cash Sale Refund	Full
Check	Full
Credit Card	Full
Credit Card Refund	Full
Credit Memo	Full
Credit Returns	Full
Customer Deposit	Full
Customer Payment	Full
Customer Refund	Full
Find Transaction	Full
Invoice	Full
Item Receipt	Full
Make Journal Entry	Full
Receive Order	Full
Receive Returns	Full
Refund Returns	Full
Return Auth. Approval	Full
Return Authorization	Full
Sales Order	Full
Quote	Full
View Payment Events	Full

Lists:

Permission	Level
Custom Record Entries	Full
Customer Profile	Full
Customers	Full
Documents and Files	Full
Email Template	Full
Items	Full
Perform Search	Full
Promotion	Full
Publish Search	Full
Website (External) publisher	Full
Locations	Full
Payment Methods	Full
Product Lines	Full
Record Custom Field	Full
Shipping Items	Full
Subsidiaries	Full
Tax Records	Full

Setup:

Permission	Level
Access Token Management	Full
Accounting Lists	Full
Integration Application	Full
Log in using Access Tokens	Full
Manage Accounting Periods	Full
SOAP Web Services	Full
User Access Tokens	Full

Create Web Services User

Create a new user that will have the web services role created above.

Navigate to Setup | Users/Roles | Manage Users.
Click on the New User button.
Under Access, enable GIVE ACCESS.
On the Access | Roles tab, assign the web services role created above to the new user.

Important Be sure to assign the web services role created above to the new user on the Access > Roles tab.

Create Access Tokens

Create a web services access token for the web services user.

Navigate to Setup | Users/Roles | Access Tokens | New.
Under Application Name, select your integration which you've named in the previous steps.
Under User, select the user you've created.
Under Role, select the role you've created.
Under Token Name, enter a name for your tokens that will be generated.
Click Save.

Important Please make a note of the generated Token ID and Token Secret.

Configure Custom Fields

Create custom fields required for data synchronization between Point of Sale and NetSuite.

Create Entity Fields

Navigate to Customization | List, Records, & Fields | Entity Fields.

Create the following entity fields:

Attribute ID	Type	Description
_remaining_balance_credit	Currency	Customer store credit (optional)
_discount_group	List/Record	Customer group for promotion (optional)
_email_acquisition	List/Record	Email acquisition type - GIVEN, REFUSED, UNAVAILABLE (optional)
_phone_type	List/Record	Customer phone type - LANDLINE, CELL (optional)

Note NetSuite will automatically prepend custentity to the beginning of the ID.

Create Transaction Body Fields

Navigate to Customization | List, Records, & Fields | Transaction Body Fields.

Create the following transaction body fields:

Attribute ID	Type	Description
_tax_amount	Decimal Number	Order-level tax amount as calculated by Point of Sale
_discount_amount	Decimal Number	Order-level discount as calculated by Point of Sale
_external_customer_id	Free-Form Text	References to a customer ID existing in an external system, if required for clienteling
_pos_order_id	Free-Form Text	POS order ID
_pos_transaction_id	Free-Form Text	POS transaction ID
_customer_credit	Currency	Customer credit amount applied to order (optional)
_layaway	Check Box	Marks order as layaway order (optional)
_ship_method	List/Record	Shipping method internal ID (optional)
_cc_last_4_digits	Integer Number	Last four digits of the credit card, if available (optional) Tip: For details on the support capability for BORIS returns to credit card payments, refer to this Buy Online, Return In-Store (BORIS) Payment Refunds via Credit Card.
_finance_account_number	Free-Form Text	Financing account number (optional)
_finance_auth_number	Free-Form Text	Financing authorization code (optional)
_finance_message	Free-Form Text	Financing instruction text (optional)
_finance_order_number	Free-Form Text	Financing order number (optional)
_finance_primary_buyer	Free-Form Text	Financing primary buyer (optional)
_finance_total_amount	Currency	Total amount financed (optional)
_finance_payment_type_code	List/Record	Financing payment type code internal ID (optional)
_finance_buyer_id	Integer Number	Financing buyer ID (optional)
_finance_last_four_ssn	Free-Form Text	Financing last four digits of social security number (optional)
_finance_message_code	List/Record	Financing message code (optional)
_finance_order_type	List/Record	Financing order type (optional)
_finance_state_id	List/Record	Financing ID state issued (optional)
_finance_buyer_verified	Free-Form Text	Financing buyer is verified (optional)
_tax_exempt_card_number	Free-Form Text	Masked tax exempt card number (optional)
_tax_exempt_code	Free-Form Text	Tax exempt code (optional)
_tax_exempt_customer_name	Free-Form Text	Tax exempt customer name (optional)
_tax_exempt_name	Free-Form Text	Tax exemption name (optional)
_tax_exempt_notes	Free-Form Text	Tax exempt notes (optional)
_tax_exempt_rate	Decimal Number	Tax exempt percentage rate (optional)
_is_exchange_order	Check Box	Indicates that the order is part of an exchange
_promotion_code	Free-Form Text	A comma-separated list of merchant promotion codes applied to the order
_logged_in_associate_id	Free-Form Text	Internal ID of associate logged into POS at order time
_store_credit	Decimal Number	Store credit used by customer for order
_total_credit_used	Decimal Number	Total credit used by customer for order
_total_assembled	Decimal Number	Total assembled quantity
_total_boxed	Decimal Number	Total boxed quantity
_delivery_date	Date	Selected delivery date for delivery orders
_coupon_code	Free-Form Text	A comma-separated list of merchant coupon codes applied to the order
_order_discount_reason_codes	Free-Form Text	A comma-separated list of PS reason codes for discounts applied to order
_quote_id	Free-Form Text	Point of Sale quote ID

Note NetSuite will automatically prepend custbody to the beginning of the ID.

Create Transaction Line Fields

Navigate to Customization | List, Records, & Fields | Transaction Line Fields.

Create the following transaction line fields:

Attribute ID	Type	Description
_item_discount_amount	Decimal Number	Item level discount as calculated by Point of Sale
_item_pos_order_item_id	Free-Form Text	Order item ID as determined by Point of Sale
_item_upc	Free-Form Text	Item UPC code
_delivery_type	List/Record	Order item delivery type (if supported, set up as a select form field within NetSuite)
_delivery_date	Date	For line level fulfillment, the delivery date for the line
_pickup_date	Date	For line level fulfillment, the pickup date for the line
_available_date	Date	For line level fulfillment, the available date for the line
_item_notes	Free-Form Text	Notes applied to the line
_line_unique_key	Free-Form Text	Applies a unique key to be associated with the line
_item_discount_reason_codes	Free-Form Text	A comma-separated list of PS reason codes for discounts applied to the line

Note NetSuite will automatically prepend custcol to the beginning of the ID.

Custom Field Naming Convention

Custom field attribute IDs listed in the tables above are suggested naming conventions. Attribute IDs can be named in any way by merchants, but if so the attribute IDs must be entered into CMS (through ERP configuration UI) as named by the brand.

Create NetSuite Customers (if necessary)

If using an external system for clienteling, create one or more Customers in NetSuite for use by Point of Sale when creating transactions within NetSuite.

Navigate to Lists | Relationships | Customers and click New.

Collect Parameters for Point of Sale

Once the above setup is complete, the following parameters will need to be provided to Point of Sale in order to allow Point of Sale servers to invoke web services on NetSuite.

Collect the following Authentication Parameters:

Parameter	Location in NetSuite
Account ID	Setup \| Company \| Company Information
SuiteTalk URL	Setup \| Company \| Company Information \| Company URLs tab
Consumer Key	Integration
Consumer Secret	Integration
Token ID	Access Token
Token Secret	Access Token

Collect the following Object References:

Reference	Location in NetSuite
Payment Method Names/Internal IDs	Setup \| Accounting \| Accounting Lists \| Payment Method list
Subsidiary Internal ID*	Setup \| Company \| Subsidiaries
Location Internal IDs*	Setup \| Company \| Locations
Department Internal IDs*	Setup \| Company \| Departments
Class Internal IDs*	Setup \| Company \| Classes
Customer Internal IDs**	Lists \| Relationships \| Customers

* These references are only required depending on required fields in the transaction records that need to be created within NetSuite.

** These references are only required if the customer accounts are referenced from an external system as NetSuite requires a customer entity to be set in transactions based on a NetSuite customer.

NetSuite Transaction Postings

Understand the NetSuite records created by POS for different order flows and transaction types.

Overview

The following is a summary of NetSuite records created by POS in NetSuite for different order flows. POS orders can be searched within NetSuite by POS Order ID and/or POS transaction ID.

Note For a list of events that Point of Sale can stream, refer to Data Exports.

Quotes (Estimates)

Quotes (estimate records in NetSuite) can be generated from the POS Suspended Carts page when a cart is saved. Only active quotes will be shown on the Suspended Carts page as Point of Sale filters out any expired quotes.
Quotes in POS have a reference to the NetSuite quote via the quote ID.
Quotes can be resumed in POS, which will generate a cart from the quote. The cart can be updated as needed. When the order is submitted, the NetSuite quote is updated with any additional changes, and a sales order or invoice is initialized from the quote in NetSuite and then persisted.

Sale Transactions

For standard sale transactions, the following records are created:

Sales Order, Invoice, or Cash Sale (depending on chosen transaction type in CMS)
Customer Payment(s) - multiple records if a multi tender order

Return Transactions

For return transactions, the following records are created:

Return Authorization
Item Receipt
Credit Memo
Customer Refund(s) - multiple records if a multi tender return

Exchange Transactions

Exchange transactions create records for both the original order and the new order components.

Exchange - Even

Original Order:

Sales Order, Invoice, or Cash Sale (depending on chosen transaction type in CMS)
Customer Payment(s) - multiple records if a multi tender order
Return Authorization - for item(s) being returned
Item Receipt - for item(s) being returned
Credit Memo - for item(s) being returned
Customer Refund(s) - multiple records if a multi tender return - for item(s) being returned

New Order:

Sales Order, Invoice, or Cash Sale (depending on chosen transaction type in CMS) - for item(s) being purchased in exchange
Customer Payment(s) - multiple records if a multi tender order - for item(s) being purchased in exchange

Exchange - Customer Gets Refund

Original Order:

Sales Order, Invoice, or Cash Sale (depending on chosen transaction type in CMS)
Customer Payment(s) - multiple records if a multi tender order
Return Authorization - for item(s) being returned
Item Receipt - for item(s) being returned
Credit Memo - for item(s) being returned
Customer Refund(s) - multiple records if a multi tender return - for item(s) being returned

New Order:

Sales Order, Invoice or Cash Sale (depending on chosen transaction type in CMS) - for item(s) being purchased in exchange
Customer Payment(s) - multiple records if a multi tender order - for item(s) being purchased in exchange

Note The sum of refunds on the original order will be greater than the sum of payments in exchange.

Exchange - Customer Pays Additional

Original Order:

Sales Order, Invoice, or Cash Sale (depending on chosen transaction type in CMS)
Customer Payment(s) - multiple records if a multi tender order
Return Authorization - for item(s) being returned
Item Receipt - for item(s) being returned
Credit Memo - for item(s) being returned
Customer Refund(s) - multiple records if a multi tender return - for item(s) being returned

New Order:

Sales Order, Invoice, or Cash Sale (depending on chosen transaction type in CMS) - for item(s) being purchased in exchange
Customer Payment(s) - multiple records if a multi tender order - for item(s) being purchased in exchange

Note The sum of refunds on the original order will be less than the sum of payments in exchange.

No Receipt Return

For returns without a receipt, the following records are created:

Return Authorization
Item Receipt
Credit Memo
Customer Refund(s) - multiple records if a multi tender return

Note The return authorization will not be linked to any existing invoice within NetSuite.

No Receipt Exchange

No Receipt Return:

Return Authorization - for item(s) being returned
Item Receipt - for item(s) being returned
Credit Memo - for item(s) being returned
Customer Refund(s) - multiple records if a multi tender return - for item(s) being returned

Note The return authorization will not be linked to any existing invoice within NetSuite.

New Order:

Sales Order, Invoice, or Cash Sale (depending on chosen transaction type in CMS) - for item(s) being purchased in exchange
Customer Payment(s) - multiple records if a multi tender order - for item(s) being purchased in exchange

NetSuite Integration FAQ

Frequently asked questions about NetSuite integration with Point of Sale.

Frequently Asked Questions

Do you support NetSuite's "BIN management" feature?: No, we do not support this feature at this time.

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NetSuite Integration Guide

NetSuite POS Architecture