NetSuite Authentication & Configuration Steps

Follow these required steps to authenticate and configure your NetSuite account to integrate with Ordway.

Preconditions:

User must have NetSuite Administrator access. 

Steps:

In order to authenticate your NetSuite account, the following fields are required on the Connect to NetSuite screen within Ordway:

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

Create Client ID & Secret

From the NetSuite homepage click Setup, then Integration, and finally Manage Integrations. 

The Integrations Page is displayed. Click New, which will bring up an Integration form.

Enter a name such as Ordway Labs, and ensure that TOKEN-BASED AUTHENTICATION is checked under Authentication is checked. 

TBA: AUTHORIZATION FLOW, AUTHORIZATION CODE GRANT, and USER CREDENTIALS boxes should also be unchecked.

Click Save when finished.

IMPORTANT: Once saved, the Client ID and Client Secret are displayed. Copy these somewhere safe as you won't be able to access them again. Enter both the Client ID and Secret into the fields list in the Connect to NetSuite Ordway modal.

Enable Token Based Authentication

Within NetSuite, click Setup > Company > Enable Features. 

In the SuiteCloud tab, scroll down to the Manage Authentication section. Ensure Token Based Authentication is enabled, then click Save.

Create and Assign a Token Role

Search for page:role in the search bar of your NetSuite instance. Then select New Role.

Enter a name for this role such as Ordway Integration, then scroll down at the bottom of the page.

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

• 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)

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 Payment: Full (for Payments Sync)
• Customer Refund: Full (for Refunds Sync)
• Invoice: Full (for Invoices Sync)
• Make Journal Entry: Full (for JE Sync)

Lists:

• Accounts: Full (for CoA Sync)
• Classes: View (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)
• 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 can not be assigned to an existing employee.

Search for page:employees to locate the employee, then click Edit.

Navigate to Access > Roles and add the token 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

Search for page:tokens in the search bar of your NetSuite instance, then select New Access Token.

Select the application and the role previously created, then click Save. Note the Token ID and Token Secret. Enter both the Token ID and Secret in the Connect to NetSuite modal.

Obtain the Account ID

The next step is to obtain your Account ID.

On the NetSuite homepage, click Setup, then Integration, and finally SOAP Web Services Preferences. This displays the Web Services Preferences Page.

Under Primary Information, the required Account ID should be immediately visible; note this value.

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. Either way, ensure a role with necessary permissions and access is selected; see Create and Assign a Token Role steps in the previous section and click Save.

Obtain the WSDL Domain

The next step is to obtain your WSDL Domain.
On the NetSuite homepage, click Setup, then Company, and finally Company Information. This displays the Company Information Page.

Near the bottom of this page, select the “Company URLs” tab. The required WSDL Domain should be immediately visible; under SUITETALK (SOAP AND REST WEB SERVICES).

Finally, Ordway needs to know which Subsidiary on NetSuite will receive all SOAP requests.
Verify the Subsidiary ID Ordway should use to send data to. 
1) 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. 

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.

Visit the NetSuite Integration article to learn more.