Table of Contents

Introduction

Enable NetSuite Integration

Connect NetSuite Account to Ordway

• Default Settings

Connecting Objects

• Customer Data
• Chart of Accounts
• Products
• Journal Entries
• Invoices
• Credits
• Payments
• Refunds

Integration Status

Disconnect NetSuite Integration

 

Introduction

Utilize Ordway's Oracle NetSuite integration to map Customers, Chart of Accounts and Products, and to send Transactions or push Journal entries from Ordway into your NetSuite General Ledger.

Important: The integration supports sending either Ordway transactions to NetSuite or Ordway Journal Entries created from transactions to NetSuite. Sending both Journal Entries and transactions isn’t supported to avoid creating duplicate GL entries.

Enable NetSuite Integration

If you would like to make the NetSuite integration available for your company, reach out to Ordway’s support team and provide your NetSuite account information.

 

Preconditions:

User must have an active NetSuite account.

 

Connect NetSuite Account to Ordway

Preconditions:

1. User must have an active NetSuite account with administrator permissions.
   
2. User must have the appropriate role and permissions in Ordway.

Steps:

Perform the following steps within NetSuite.

Navigate to Menu > Setup > Integrations.

Click Connect shown on the right-hand side of Oracle NetSuite. Once the initial connection is established, the option changes from Connect to Settings.

Populate the provided fields to complete the connection.

Note: Complete the NetSuite Authentication and Configuration within NetSuite in order to populate this screen. 

Once logged in, the main NetSuite integration page displays.

Default Settings

Once your NetSuite account is established in Ordway, click Default Settings. 

If sending Invoices with sales tax to NetSuite, Define the Tax Item to be used on the Invoice. This Tax Item should contain GL accounts that sales taxes will post to in NetSuite. 

If/when Invoices are enabled and mapped, proceed with defining the following Invoice Tax Line Settings: 

• Default Custom Field values: Define what custom field value should be used on the invoice line for sales tax. This section will populate with any custom fields that are mapped on the Invoice Line Field Mapping section of the integration.

Save when finished.

Connecting Objects

Now that the two applications are connected, decide which Data Objects to enable for integration. At a minimum, the integration requires enabling Customer Data, Chart of Accounts, and Products. Once enabled, data can be sent from Ordway to NetSuite. 

Important: The integration supports sending either Ordway transactions to NetSuite or Ordway journal entries created from transactions to NetSuite. Sending both journal entries and transactions isn’t supported to avoid creating duplicate GL entries.

If the user decides to send transactions to NetSuite instead of journal entries, Revenue Schedules should still be enabled and mapped from the Journal Entries module to send revenue recognition entries.

Note: Disable any object using the toggle on the NetSuite Integration settings screen. When an object is disabled, data is no longer in sync.

Customer Data

Click Map and Sync Customers to connect Customer fields. 

Customer Data is collected through the following tabs: 

• Customer Record Mapping
• Customer Field Mapping
• Contact Field Mapping

A Customer Data Sync toggle is available to turn off syncing as needed. When disabled, data is out of sync from Ordway to NetSuite and vice versa. 

Import/Export Option

When mapping a large number of Customers, use the Export and Import Customer Mappings tool found under the More button above. The Export Customer Mappings file provides a list of all active Customers and existing mappings available to populate the Import Customer Mappings import template.

 

Customer Record Mapping

Map all Customer Record fields by selecting the appropriate NetSuite Object Name in the right column that corresponds with the Ordway Customer Name field on the left. 

Use the Customer Filter option to isolate specific Ordway Objects.

 

Customer Field Mapping

Next, click the Customer Field Mapping tab. Select the appropriate NetSuite Customer Field Name in the right column that corresponds with the Ordway Customer Field Name on the left. 

Contact Field Mapping

Finally, click the Contact Field Mapping tab. Select the appropriate NetSuite Contact Field Name in the right column that corresponds with the Ordway Contact Field Name on the left. 

Note: When creating new Customers in Ordway that need to be synced to NetSuite, (Menu > Customer Accounts > Add), be sure to include the contact’s email address. This is a required field and you cannot proceed without it.

Click Save when finished. 

 

Chart of Accounts

Click Map and Sync Chart of Accounts to connect NetSuite Chart of Accounts in Ordway. 

Note: Be sure to map your Chart of Accounts properly before syncing Products in the next section.

Chart of Account Data is collected through the following tabs: 

• Chart of Account Record Mapping
• Chart of Account Type Mapping
• Chart of Account Field Mapping

A Chart of Account Data Sync toggle is available to turn off syncing as needed. When disabled, data is out of sync from Ordway to NetSuite and vice versa. 

Import/Export Option

When mapping a large number of Chart of Accounts, use the Export and Import Mappings tool found under the More button above. The Export Chart of Accounts Mappings file provides a list of all active Chart of Accounts and existing mappings available to populate the Import Chart of Accounts Mappings import template.

Chart of Account Record Mapping

Map all Chart of Account Record fields by selecting the appropriate NetSuite Account Name in the right column that corresponds with the Ordway CoA Code on the left.

Use the Chart of Accounts Filter option to isolate specific Ordway Objects. Additional filters can be added as needed using the Add Filter button. 

Chart of Account Type Mapping

Next, click the Chart of Account Type Mapping tab. Select the appropriate NetSuite Account Type in the right column that corresponds with the Ordway Chart of Account Sub-Type on the left. 

Chart of Account Field Mapping

Finally, click the Chart of Account Field Mapping tab. Select the appropriate NetSuite Account Field Name in the right column that corresponds with the Ordway Chart of Account Field Name on the left. 

Fields can be removed by clicking the x next to the drop-down arrow. Select the new field to replace what was removed. 

Click Save when finished.

 

Products

It’s important to note that when Invoices are being synced that the GL Account selected on the Credit side of the Invoice Posting transaction will override the GL Account that has been selected as the default account in NetSuite. This is especially important when considering Deferred Revenue transactions.

Click Map and Sync Products to connect Product data. 

Product Data is collected through the following tabs: 

• Product Record Mapping
• Product Field Mapping

A Product Data Sync toggle is available to turn off syncing as needed. When disabled, data is out of sync from Ordway to NetSuite and vice versa. 

 

Import/Export Option

When mapping a large number of Products, use the Export and Import Products Mappings tool found under the More button above. The Export Product Mappings file provides a list of all active Product and existing mappings available to populate the Import Product Mappings import template.

 

Product Record Mapping

Map all Product Record fields by selecting the appropriate NetSuite Item Name in the right column that corresponds with the Ordway Product Name on the left. 

Use the Product Filter option to isolate specific Ordway Objects. 

Product Field Mapping

Next, click the Product Field Mapping tab. Select the appropriate NetSuite Item Field Name in the right column that corresponds with the Ordway Product Field Name on the left. 

Click Save when finished.

 

Journal Entries

The NetSuite integration supports sending either Ordway transactions to NetSuite or Ordway journal entries to NetSuite. Sending both journal entries and transactions isn’t advised as it would create duplicate GL entries. When sending Invoices, Credits, Payments, and Refunds to NetSuite, NetSuite automatically creates the corresponding GL impact for the transactions. 

Note: If the user decides to send transactions to NetSuite instead of Journal Entries, Revenue Schedules should still be enabled and mapped from the Journal Entries module to send revenue recognition entries.

Note: When sending Journal Entries for the Invoice transaction type, it’s important to note that the GL Account selected on the Credit side of the Invoice Posting transaction will override the GL Account that has been selected as the default account in NetSuite. This is especially important when considering Deferred Revenue transactions.

Click Map and Sync Journal Entries. 

Journal Entry data is collected through the following tabs: 

• Transaction Types
• Journal Entry Field Mapping
• Journal Entry Line Field Mapping

A Journal Entry Data Sync toggle is available to turn off syncing as needed. When disabled, data is out of sync from Ordway to NetSuite and vice versa. 

 

Transaction Types

Select all or the individual transaction types to sync to NetSuite. 

Journal Entry Field Mapping

Next, click the Journal Entry Field Mapping tab.

When Unlock Journal Entry Currency is enabled, the Currency, Exchange Rate, and Debit and Credit fields can be mapped to base currency values so the journal is sent to NetSuite in an entity's base currency rather than the transaction currency.

Map all Journal Entry fields by selecting the appropriate NetSuite Journal Entry Field Name in the right column that corresponds with the Ordway Journal Entry Field Name on the left. 

Fields can be removed by clicking the x next to the drop-down arrow. Select the new field to replace what was removed.

Journal Entry Line Field Mapping

Next, click the Journal Entry Line Field Mapping tab. Select the appropriate NetSuite Journal Entry Line Field Name in the right column that corresponds with the Ordway Journal Entry Line Field Name on the left. 

Click Save when finished.

 

Invoices

Enable Sync Invoices to send payment data from Ordway to NetSuite. 

Click Sync Ordway Invoices to NetSuite. 

Invoice data is collected through the following tabs: 

• Invoice Field Mapping
• Invoice Line Field Mapping

An Invoice Data Sync toggle is available to turn off syncing as needed. When disabled, data is out of sync from Ordway to NetSuite and vice versa. 

Invoice Field Mapping

Map all Invoice fields by selecting the appropriate NetSuite Item Field Name in the right column that corresponds with the Ordway Invoice Field Name on the left. 

 

Invoice Line Field Mapping

Next, click the Invoice Line Field Mapping tab. Select the appropriate NetSuite Invoice Line Field Name in the right column that corresponds with the Ordway Invoice Line Field Name on the left. 

Click Save when finished. 

 

Credits

Enable Sync Credits to send payment data from Ordway to NetSuite. 

Click Sync Ordway Credits to NetSuite. 

Credit data is collected through the following tabs: 

• Credit Field Mapping
• Credit Line Field Mapping

A Credit Data Sync toggle is available to turn off syncing as needed. When disabled, data is out of sync from Ordway to NetSuite and vice versa. 

Credit Field Mapping

Map all Credit fields by selecting the appropriate NetSuite Credit Field Name in the right column that corresponds with the Ordway Credit Field Name on the left. 

Credit Line Field Mapping

Next, click the Credit Line Field Mapping tab. Select the appropriate NetSuite Credit Line Field Name in the right column that corresponds with the Ordway Credit Line Field Name on the left. 

Click Save when finished.

 

Payments

Enable Sync Payments to send payment data from Ordway to NetSuite. 

Click Sync Ordway Payments to NetSuite. 

Payment data is collected through the following tab: 

• Payment Field Mapping

A Payment Data Sync toggle is available to turn off syncing as needed. When disabled, data is out of sync from Ordway to NetSuite and vice versa. 

Payment Field Mapping

Map all Invoice fields by selecting the appropriate NetSuite Payment Field Name in the right column that corresponds with the Ordway Payment Field Name on the left. 

Click Save when finished. 

 

Refunds

Finally, sync your NetSuite Refunds with Ordway data.

Click Map and Sync Refunds. 

Refund data is collected through the following tabs: 

• Refund Field Mapping
• Refund Method Mapping

A Refund Data Sync toggle is available to turn off syncing as needed. When disabled, data is out of sync from Ordway to NetSuite and vice versa. 

Refund Field Mapping

Map all Refund fields by selecting the appropriate NetSuite Refund Field Name in the right column that corresponds with the Ordway Refund Field Name on the left. 

Refund Method Mapping

Next, click the Refund Method Mapping tab. Select the appropriate NetSuite Refund Method in the right column that corresponds with the Ordway Refund Method on the left. 

Click Save when finished. 

Integration Status

NetSuite Integration Status is identified by a icon in both records and lists. Read more about Integration Status. 

Disconnect NetSuite Integration

The NetSuite integration can be disabled at any time by using the Disconnect option from the main NetSuite integration page in Ordway. 

Warning: Disabling the integration will stop the data sync between the data types that have been configured. All configurations are retained should you need to reconnect at any time. 

Disconnect the NetSuite integration at the bottom of the main NetSuite integration page.