NetSuite Authentication & Configuration Steps

Contents

• Overview

• Create Client ID and Secret

• Enable Token-Based Authentication

• Create and Assign a Token Role

• Create Access Tokens

• Obtain the Account ID

• Obtain the WSDL Domain

• Enable Allow Non-G/L Changes

• Additional Best Practices

Overview

This guide explains how to authenticate and configure your NetSuite account to integrate with Ordway Labs using Token-Based Authentication (TBA) and SOAP Web Services.

Prerequisites

Ensure the following before beginning:

• You must have NetSuite Administrator access. 
• Access to manage roles and integrations

Required Credentials

You must collect the following values and enter them in the Connect to NetSuite screen in Ordway:

• Account ID
• Client ID
• Client Secret
• Token ID
• Token Secret
  
• WSDL Domain

Note: Store all secrets securely. Some values are displayed only once.

Create Client ID & Secret

This step generates the Client ID and Client Secret.

1. In the NetSuite, click Setup > Integration > Manage Integrations > New.
   
2. The Integration page is displayed. 
   
3. Enter a Name (Example, Ordway Integration).
4. Under Authentication, select Token-Based Authentication check box.
5. Ensure that below check boxes are not selected,
   • TBA: Authorization Flow
   • Authorization Code Grant
   • User Credentials 
6. Click Save when finished.
   

IMPORTANT

• Once saved, the Client ID and Client Secret are displayed at the bottom of the page under the User Credentials and Client Credentials section. Copy and store these securely, as they will not be accessible again.
• Enter the Client ID and Client Secret into the NetSuite Ordway modal.
  

Enable Token-Based Authentication

1. In the NetSuite, click Setup > Company > Enable Features.
   
2. The Enable Features page is displayed.
3. Under SuiteTalk (Web Services) section, select SOAP Web Services checkbox.
4. Scroll down to the Manage Authentication section, select Token-based Authentication check box.
   
5. Click Save.

Create and Assign a Token Role

This role defines what Ordway can access and modify in NetSuite.

1. Navigate to Setup > Users/Roles > Manage Roles > New.
   
2. Enter a name for this role (Example, Ordway Integration Role).
3. Under Subsidiary Restrictions > Accessible Subsidiary, click All option (required for multi-subsidiary environments).
   

4. Next, navigate to Permissions > Setup and add the following permissions:

   Transaction	Level
   User Access Tokens	Full
   Access Token Management	Full
   SOAP Web Services	Full
   Accounting Lists	View (for Payment Terms mapping for customers)
   Custom Fields	Full (when planning to map Ordway fields into NetSuite custom fields)
   Custom Segments	Full (when planning to map Ordway fields into NetSuite custom fields; need additional logic at Ordway to match segment internal id during mapping)
   Deleted Records	Full
   Login using Access Tokens	Full
   Allow Non G/L Changes	Full

Along with adding these permissions, allow this role to view all subsidiaries to be able to view all records in your NetSuite instance.

Under the second section title Subsidiary Restrictions, edit the settings so that ALL is selected rather than User Subsidiary.

Add additional permissions for operations that must be performed with this integration.

• Full = edit, create, delete (mean Create, Edit, Delete on Ordway are replicated via integration) This is not mandatory if all actions will not be used with the integration.
• View = Read access only.

Transactions

• Credit Memo: Full (for Credits Sync)
• Customer Deposit: Full
• Customer Payment: Full (for Payments Sync)
• Customer Refund: Full (for Refunds Sync)
• Deposit: Full
• Deposit Application: Full
• Find Transaction: Full
• Invoice: Full (for Invoices Sync)
• Make Journal Entry: Full (for JE Sync)
• Purchase Order: Full
• Refund Returns: Full

Lists

• Accounts: Full (for CoA Sync)
• Classes: Full (If you would like to map class name to class select) - A class name is provided and select in places were Class Name is an option> Example: JE Line mapping. This allows you to map Name to a record in NetSuite, otherwise an ID is needed to select a specific record and client must use Class ID and provide an internal ID.
• Departments: View (same as Classes)
• Documents and Files: Full
• Entity-Subsidiary relationship: View
• Locations: View (Same as Classes)
• Contacts: Full (for Contacts Sync)
• Currency: View (always required for Transactions using currency; even if no multi-currency is enabled)
• Customers: Full (for Customers Sync)
• Payment Methods: View (for Payments and Refunds Sync)
• Items: Full (for Products Sync)
• Subsidiaries: View
• Tax Records: Full (to Overwrite default tax calculations on transactions such as Invoices). When not granted, NetSuite calculates and defines tax amount instead of Ordway. 
  

Click Save when finished. This role cannot be assigned to an existing employee.

In the Global Search bar, type page:employees, then click Edit on the desired employee record.

Navigate to Access > Roles and add the role that was just created. Ensure the Give Access box is checked, also found in Access > Roles. If not already checked, choose at least one of the password creation options in the same section.

Create Access Tokens

1. In the Global Search bar, enter page:tokens.
2. Click New Access Token.
   
3. Select the application and the role previously created, then click Save. 
4. Note the Token ID and Token Secret appear only once. Store them securely.
5. Enter the Token ID and Token Secret in the Connect to NetSuite modal.
   

Obtain the Account ID

The next step is to obtain your Account ID.

1. In the NetSuite homepage, click Setup > Integration > SOAP Web Services Preferences. The Web Services Preferences page is displayed.
2. Under Primary Information, the required Account ID should be immediately visible; note this value.
   
3. On the same page, a row/record with the fields Name, Web Services Default Role, and ID should either already exist, or will need to be added. 
4. Either way, ensure a role with necessary permissions and access is selected; see Create and Assign a Token Role steps in the previous section 
5. Click Save.

Obtain the WSDL Domain

The next step is to obtain your WSDL Domain.

1. In the NetSuite homepage, click Setup > Company > Company Information. The Company Information page is displayed.
   
2. At the end of this page, click the Company URLs tab. The required WSDL Domain should be immediately visible; under SUITETALK (SOAP AND REST WEB SERVICES).
   
3. Finally, Ordway needs to know which Subsidiary on NetSuite will receive all SOAP requests. 
4. Verify the Subsidiary ID Ordway should use to send data to. 
   • Enable seeing internal id on NetSuite transactions by clicking Home icon > Set Preferences.
     
   • From the General tab, look for Show Internal ID and enable it if not already enabled. 
     
5. Next navigate to Subsidiary List from Setup > Company > and (scroll down to Classification Section) > Subsidiaries. 
   

A list similar to this one is displayed:

Verify which subsidiary ID Ordway should send data to. Then use the following parameters to update the Subsidiary ID. 

• When Subsidiary ID is 1 and you do not have Multi-Entity enabled within Ordway, no action is needed. 
• When Subsidiary ID is 1 and you have Multi-Entity already enabled within Ordway, set Ordway Entity ID to 1. 
• When Subsidiary ID is not 1 and you want to enable Multi-Entity enabled within Ordway, first reach out to Ordway Support Team to enable it. Then once enabled, update the Entity ID to match the Subsidiary ID from NetSuite.

You can now authenticate with NetSuite via Ordway Labs, using your Account ID, Client ID, Client Secret, Token ID, Token Secret, and WSDL Domain.

Enable Allow Non-G/L Changes

This setting allows applying or unapplying payments and credits to closed-period invoices.

1. Navigate to Setup > Accounting > Manage Accounting Periods.
   
2. The Manage Accounting Periods page is displayed.
   
3. Click on any Accounting Period and select the Allow Non-G/L Changes checkbox. 
4. Click Save. Enable this option for all relevant accounting periods.
   
   

Additional Best Practices

Allow overriding Document Numbering for Customers.

1. Navigate to Setup > Company > Auto Generated Numbers.  Select Allow Override check box for Customers under Entities.
   
2. Enable Allow Override for Cash Refund, Credit Memo, Invoice, Journal, Payment under Document Numbers.
   
3. Ensure AR accounts for Payments/Credits are the same as Invoices in order to avoid sync failures.

For more information, see NetSuite Integration article