Overview

NetSuite Integration connects one Shopify store to one NetSuite account. Each kind of record syncs in a set direction, and every sync can be switched on or off on its own settings page.

Before you start

The app signs in to NetSuite with Token-Based Authentication (TBA). You need a NetSuite administrator to prepare five things. Do this in a sandbox account first if you have one.

1. Enable NetSuite features

1. In NetSuite, go to Setup > Company > Enable Features and open the SuiteCloud subtab.
2. Under SuiteTalk (Web Services), check SOAP Web Services and REST Web Services. The app writes records through SOAP and reads data through REST (SuiteQL queries), so both are needed.
3. Under Manage Authentication, check Token-Based Authentication.
4. Click Save and accept the terms if NetSuite asks.

2. Create a role for the integration

Create a dedicated role (Setup > Users/Roles > Manage Roles > New) and assign it to the user who will own the token. Using a dedicated role, not Administrator, keeps access limited to what the integration needs.

3. Create an integration record

1. Go to Setup > Integration > Manage Integrations > New.
2. Enter a name such as Shopify NetSuite Integration and set the state to Enabled.
3. Under Authentication, check Token-Based Authentication.
4. Save. NetSuite shows the Consumer Key / Client ID and Consumer Secret / Client Secret once. Copy them somewhere safe.

4. Create an access token

1. Go to Setup > Users/Roles > Access Tokens > New.
2. Choose the integration record from step 3, the user, and the role from step 2.
3. Save. NetSuite shows the Token ID and Token Secret once. Copy them.

5. Find your Account ID and API endpoint

1. Go to Setup > Company > Company Information.
2. Copy the Account ID. A production account looks like 1234567; a sandbox looks like 1234567_SB1.
3. Open the Company URLs subtab and copy the value of SUITETALK (SOAP AND REST WEB SERVICES), for example https://1234567-sb1.suitetalk.api.netsuite.com. This is the app's API Endpoint.

Install and connect

1. Install NetSuite Integration from the Shopify App Store and approve the requested permissions.
2. Choose a plan on the Plans page (see Plans & billing) and approve the charge in Shopify.
3. Open Configurations. The setup guide has three steps: NetSuite API Connection, General Configuration and Ready To GO! A progress bar at the top shows how many of the three are complete. Each step opens once the step before it is done.

Once all three steps are complete, opening the app takes you straight to the Dashboard. You can come back to these steps at any time from Configurations.

Step 1: NetSuite API Connection

This step connects your store to one NetSuite account using token-based authentication. Create the integration record and access token first (see Before you start), then copy the values into the form. Hover the ? icon next to each field in the app for where to find the value in NetSuite.

Click Establish Connection. The app saves the values and tests them against NetSuite straight away. On success the step shows NetSuite Account is Connected, the app loads your NetSuite price levels, and Step 2 opens. If the test fails, the step shows Invalid Login Credentials; check the values against Common setup mistakes and try again.

How the app checks the connection

The app tests the connection again every time you open the Dashboard or Configurations, and when you open the Orders, Customers, Products, Inventory or Purchase Orders pages. If NetSuite rejects the saved credentials (for example, the token was revoked or the role changed), the app sends you back to Configurations with a Connection Error banner: Please provide valid NetSuite credentials. Fix the values in Step 1 and click Establish Connection again.

Step 2: General Configuration

This step tells the app how to match Shopify products to NetSuite items and which NetSuite price level to use. Both choices are shared by inventory, price, product and order sync, so set them before you configure anything else. The app's settings pages become available once this step is saved.

Click Save Changes. If the price level list is empty, check that the connection in Step 1 is working and that the role can see price levels.

Step 3: Ready To GO!

The final step confirms the connection and links to the Dashboard (sync history), Inventory Settings, Customer Settings and Order Settings. It also has Clear Temporary Cache.

The app keeps a record of which Shopify customers and products it has already matched to NetSuite records, so later syncs don't have to search NetSuite again. Clearing the cache removes those saved matches. It does not delete anything in Shopify or NetSuite. On the next sync the app searches NetSuite again and saves new matches.

Orders

Open Orders Settings from the app menu. This page controls how Shopify orders are written to NetSuite, and how refunds and fulfillments move between the two systems. The page has eight cards: General Settings, Order Tax Settings, Line Item Settings, Refund Settings, Fulfillment Settings, Additional Settings, POS Settings and Fields Conditional Mapping. Each card has its own save bar, so save one card before you move to the next. Most cards can only be saved after Order sync is switched on in General Settings.

How an order syncs

Orders sync when Shopify reports that an order was created or changed, usually within a few seconds. The same order is never created twice: every record the app creates carries the NetSuite External ID shopify_ followed by the Shopify order ID, and the app checks for it before creating anything. Below is what happens to each order, in order.

1. Checks. The order is skipped if Order sync is off or the order was created before Sync orders from this date onwards.
2. Record type. The app decides what to create: a Sales Order or a Cash Sale (from Sync order as), an Invoice for fulfilled POS orders when POS Settings say so, or a Purchase Order when your purchase order rules match.
3. Customer. The app finds the NetSuite customer by email (and phone, if that search is on), or creates one, including for guest checkouts. The rules are in How customers are found and created. You can instead send every order to one customer, or send orders with no email and no phone to a fallback customer (see Additional Settings).
4. Items. Each Shopify line is matched to a NetSuite item. The app uses the link saved by earlier syncs, or searches NetSuite by your SKU Mapping Field. Gift card products and custom (non-catalog) lines can be mapped to fixed NetSuite items. A line that matches no NetSuite item cannot be added to the order, so make sure every SKU exists in NetSuite.
5. Prices, discounts, shipping and tax. Line rates, amounts and price levels follow Line Item Settings. Discounts become promotion codes or discount lines (General and Line Item Settings). Shipping goes on the order header or as a shipping item line. Duties and gift card payments can be added as lines. Tax codes follow Order Tax Settings. When your Shopify prices include tax, the app sends pre-tax amounts.
6. Header fields. Billing and shipping addresses and the email are copied, then your conditional mapping rules fill fields such as subsidiary, location, department, class or custom body fields.
7. Follow-on records. Depending on General Settings, the app also creates a Customer Deposit, an Invoice or Cash Sale from the Sales Order, and a payment that marks that invoice paid.

When the order changes in Shopify

Edits in Shopify (items, quantities, addresses, notes) update the NetSuite record while it is still open: Pending Approval, Pending Fulfillment, Partially Fulfilled, Pending Billing/Partially Fulfilled or Pending Billing. Once a Sales Order is billed or closed in NetSuite, Shopify edits are no longer written to it. Cash Sales are updated whenever the order changes. If items or quantities change, the app replaces the deposit, invoice or cash sale it created from that Sales Order so they match the new totals. To stop updates entirely, use Disable Order Update Setting.

Cancellations, refunds and fulfillments

• Cancel: with Cancel Order on, cancelling a Shopify order deletes its NetSuite Sales Order.
• Refunds, Shopify to NetSuite: a Shopify refund becomes a Cash Refund, or a Return Authorization that is received and refunded in NetSuite. See Refund Settings.
• Refunds, NetSuite to Shopify: every hour, refunded Return Authorizations in NetSuite are recorded as refunds on the Shopify order.
• Exchanges: for Cash Sale shops, an exchange can create a new Cash Sale and fully refund the previous one.
• Fulfillments: choose one direction. Either Shopify fulfillments create Item Fulfillments on the Sales Order, or NetSuite Item Fulfillments become Shopify fulfillments with tracking every hour. See Fulfillment Settings.

Orders that fail are listed on the dashboard with the NetSuite error, and you can resubmit them after fixing the cause (see Dashboard and resubmitting an order). A failure email is also sent unless you turn it off.

Order General Settings

The General Settings card turns order sync on and picks the NetSuite record type, the follow-on records, shipping cost, order-level discounts and cancellation. Some options appear only after you switch on or choose the option above them. Saving this card with Order sync on also tells Shopify to start sending order updates to the app.

Order Tax Settings

The Order Tax Settings card decides which NetSuite tax codes go on order lines and shipping. Pick one Tax Type; the options below it change with your choice. Order sync must be on to save this card. Your NetSuite tax setup (SuiteTax or legacy tax, nexuses) decides which option fits; if unsure, ask your NetSuite administrator which tax codes your sales orders normally use.

Order Line Items

The Line Item Settings card controls the price fields on each order line and adds extra lines for discounts, shipping, duties and gift cards. Fields that ask for an internal ID need the number NetSuite shows for that record.

Order Refund Sync

The Refund Settings card syncs refunds in either or both directions, and handles exchanges for Cash Sale shops. Refunds are recorded against the NetSuite Sales Order or Cash Sale the app created for that order, and each refund is sent only once.

Order Fulfillment

The Fulfillment Settings card keeps shipments in step. Choose one Fulfillment Flow; the options for that direction appear below it. Fulfillment sync applies to orders synced as Sales Orders. Partial fulfillments are supported in both directions: each Shopify fulfillment or NetSuite Item Fulfillment is synced once.

Order Additional Settings

The Additional Settings card covers free shipping coupons, fixed customers, custom items, the start date and notifications. Each toggle that asks for an ID cannot be saved until the ID is entered.

POS Settings

Shopify POS orders sync like online orders, using the settings above. The POS Settings card lets you create fulfilled POS sales as invoices instead.

Order Conditional Mapping

Use Fields Conditional Mapping to set NetSuite order header fields that the other cards do not cover, such as subsidiary, department, class, location, sales rep, memo, terms or your own custom body fields. Each rule is a card; click (+)Add More to add one and Remove to delete it. Rules apply when the order is created and each time it is updated.

Customers

Open Customers Settings from the app menu. The page has three cards: Customer Export Settings (Shopify to NetSuite), Customer Import Settings (NetSuite to Shopify, including B2B companies) and Fields Conditional Mapping (extra NetSuite customer fields). Each card has its own save bar, so save one card before you move on to the next. Before the app creates any NetSuite customer it looks for an existing one, so the same shopper is not created twice.

Customer Export Settings

These settings control how Shopify customers are created and updated in NetSuite. They apply in two places: when a customer is edited in Shopify (only while Customer sync is on), and every time an order syncs, because each NetSuite order needs a customer. Some options only appear after you switch on the option above them.

How customers are found and created in NetSuite

Each time a Shopify customer is sent to NetSuite, from a customer edit or from an order, the app works through the steps below. The first match wins. The table lists each step and the setting that controls it.

Guests, addresses and special cases

• Guest checkouts: an order placed without a customer account still gets a NetSuite customer. The app uses the email or phone on the order and the name and address from the order, and runs the same search steps before creating one.
• No email and no phone: the app cannot search or create a customer. Set Default Customer for Missing Details in Order Additional Settings so these orders go to a NetSuite customer you choose; otherwise they fail with a missing customer message.
• One customer for all orders: with Map all orders to single customer in Order Additional Settings, orders go to that one NetSuite customer, and Shopify edits to customers who have placed an order are not sent to NetSuite.
• Addresses: when a customer is edited in Shopify, their Shopify addresses are sent to NetSuite. When a customer syncs with an order, the order's billing and shipping addresses are added to the NetSuite customer if they are not already in its address book.
• Inactive or lead records: the email search only looks at active NetSuite customers. A shopper whose email is only on an inactive customer or a lead gets a new customer record.

Customer Import Settings

These settings bring customers from NetSuite into Shopify. The import runs automatically on the app's schedule while any of Sync customer, Customer update or Sync Company is on, and on demand with the Import Customers button at the top of the page. The button appears once one of those three toggles is on. The import reads your whole Shopify customer list first, so a large store can take a while; progress and errors show on the Logs page.

Company (B2B) import

With Sync Company on, each import also creates Shopify companies from your NetSuite company customers. It needs Shopify's B2B features on your store. Companies are matched by name: a NetSuite company whose name already exists as a Shopify company is skipped. The import creates companies only; it does not update companies that already exist in Shopify.

Company catalog prices Enterprise

To give B2B companies NetSuite pricing, map their catalogs to NetSuite price levels. This setting lives on the Inventory page under Price Sync, as Price Mapping for Company Catalog (see Price Mapping for Company Catalog). It appears once Price Sync is on. Catalog prices are refreshed after each product price update from NetSuite.

Customer Conditional Mapping

The Fields Conditional Mapping card sets extra fields on the NetSuite customer record, such as subsidiary, category, price level, terms, sales rep or your own custom entity fields. It works like Order Conditional Mapping. Rules are applied every time a customer is created or updated in NetSuite, from a customer edit or from an order. Add as many rule cards as you need; Remove deletes one.

Products

Product Import Settings creates products in Shopify from your NetSuite items and, if you choose, keeps existing Shopify products up to date from NetSuite. It is available on the Enterprise plan. Product sync only reads from NetSuite; nothing is written back to NetSuite.

• Items whose SKU (your SKU Mapping Field) is not on any Shopify variant are created as new products. Matrix items become one product with options and variants.
• With Enable Product Update on, products that already exist in Shopify are updated from NetSuite as well.
• Only items that have a price in your selected Price Level Name are included.

1. Check the SKU Mapping Field and Price Level Name in General Configuration. Product sync uses both.
2. Turn on Enable Product Sync, fill in the mapping sections below, and click Save in the save bar.
3. Click Test Sync. It adds the first two new products from your catalog to Shopify so you can check them.
4. When they look right, click Import Product to run the full import. After that, product sync also runs once a day on its own while Enable Product Sync is on.

How product sync works

Each run (Test Sync, Import Product or the daily run) works in the background. It reads the SKUs of all your Shopify variants, reads the eligible items from NetSuite, then updates the products that already exist and creates the ones that don't.

Product sync options

These settings are in the General Settings card at the top of the page. The options below Enable Product Sync can only be changed while it is on.

Product fields mapping

Choose which Shopify product fields are filled from NetSuite. For each row, tick the Shopify field, type the NetSuite field ID in Mapped NetSuite Field, and pick its NS Field Type. The grey text in each box is only a hint; a field is used only when its box is ticked and a field ID is entered. Every ticked row needs a field ID, and every row with a field ID must be ticked, or the page will not save.

NS Field Type

Media Mapping

Map the NetSuite item field that holds the product's image. Images are added when a product is created and sent again on each update. Tick the row, enter the field ID in Mapped NetSuite Field, and choose the NS Field Type.

Metafield mapping

Copy NetSuite item fields into Shopify metafields. Turn on Add metafields in product, then click Add mapping for each metafield. Each mapping is written to the product (from the parent item) and to every variant (from each matrix child item). A metafield is skipped for an item when the NetSuite field is empty. Rows with a blank key or field ID are ignored.

Matrix items and variants

A NetSuite matrix item (a parent with child items, for example a shirt in several sizes and colours) becomes one Shopify product. Each child item becomes a variant. An item without children becomes a product with a single variant.

Test Sync, Import Product and the daily run

The buttons at the top of the Products page start a run straight away. Save your settings first; a run uses the last saved settings. A run takes from a few minutes to much longer for large catalogs, and its progress and result are shown on the Logs page.

Inventory & prices

Inventory & Price Settings (the page is titled Price & Inventory Settings) keeps Shopify stock levels and variant prices in line with NetSuite. The sync goes one way, from NetSuite to Shopify: NetSuite is the source of truth and the Shopify values are overwritten. The page has two cards, Price Sync and Inventory Sync, and each has its own save bar. Save one card before you change the other.

How the sync runs

Stock and prices are updated in the same run. A run reads every variant in your Shopify store, matches each variant's SKU to a NetSuite item using the SKU Mapping Field from General Configuration, reads the stock and prices of the matched items from NetSuite, and writes them back to Shopify. Variants whose SKU has no matching NetSuite item are left unchanged.

Inventory Sync

The Inventory Sync card controls which NetSuite items are read, how quantities are converted, and whether stock is held back. Click Save in the save bar labelled Inventory Sync to apply your changes; they are used from the next run.

Which variants are updated

• Only variants whose SKU matches a NetSuite item of a selected Item Type.
• Shopify bundle variants (products made from other products) are skipped, because Shopify works out their stock from their components.
• Untracked variants are skipped unless Override Track Quantity is on.
• Fractional NetSuite quantities are rounded to a whole number of units.

Inventory Location Mapping

This setting decides which NetSuite locations feed which Shopify locations. It is part of the Inventory Sync card and is saved with it. The NetSuite and Shopify location lists are loaded from both accounts each time you open the page.

Mapping rows (when mapping is on)

Click (+)Add to add a row, and use the delete action to remove one. You must add at least one row to save.

Price Sync

The Price Sync card sets Shopify variant prices from a NetSuite price level. Click Save in the save bar labelled Price Sync to apply your changes. The market and company catalog mappings below appear inside this card once price sync is on.

Price Mapping for Markets Enterprise

Use this to give Shopify markets their own prices from NetSuite, for example a EUR price level for your Europe market. Market prices are written in the same run as the variant prices, right after them, into the price list of each market catalog you map. Your Shopify markets and their catalogs are loaded each time you open the page. This section appears when Update Product Price from NetSuite to Shopify is on.

Price Mapping for Company Catalog Enterprise

For B2B stores using Shopify companies: map company catalogs to a NetSuite price level and currency, so each catalog's price list follows NetSuite. Company catalog prices are written in the same run, after the variant and market prices. The catalog list is refreshed from Shopify each time you open the page; a catalog you delete in Shopify is removed from the mapping. Give each catalog a price list in Shopify before you map it. This section appears when Update Product Price from NetSuite to Shopify is on.

All three fields are required in every row. If one is missing, saving shows Please complete all fields in Price Mapping for Company Catalog.

Purchase orders

Purchase Order Settings creates selected Shopify orders in NetSuite as Purchase Orders instead of Sales Orders or Cash Sales. It uses the same order sync, so it runs when an order is created or updated in Shopify. There is no separate sync button. The page has its own save bar for each card (PO General and PO Line Items); save one card before you change the next.

How purchase orders are created

• When a Shopify order reaches the order sync, the app checks the Condition you chose. If the order matches, it is created in NetSuite as a Purchase Order. If it does not match, it is synced as usual, using Sync order as from Order General Settings.
• A purchase order uses the same customer, items (matched by the SKU Mapping Field) and order settings as a normal order. The line options come from the Line Item Settings card on this page instead of Order Line Items.

General Settings

Choose whether purchase orders are created, and for which orders. Click Save in the PO General save bar; the change applies to the next order that syncs.

Line Item Settings

These options work like Order Line Items but apply to purchase orders only. Click Save in the PO Line Items save bar.

Import / export settings

You can save your app settings to a file and load them back later, into the same store or into another store. Use this as a backup before large changes, or to copy a tested setup from a development store to your live store.

The More Actions menu

More Actions is the button at the top right of the Dashboard, Orders, Customers, Products, Inventory, Purchase Orders and Logs pages. It is the same menu on every page. The Dashboard itself has no settings: it shows Total Orders Synchronized, Total Customers Synchronized, Inventory Last Synced and the sync history table (see Dashboard).

Export Settings

Export downloads one file, netsuite_setting.json, with the settings you have saved in the app for customers, orders, inventory, prices and products, including your conditional mappings. Nothing in Shopify or NetSuite changes when you export.

Import Settings

Import loads a file made with Export Settings and saves its values in this store, replacing the matching settings. Settings that are not in the file stay as they are.

After importing, open each settings page (Orders, Customers, Products, Inventory, Purchase Orders), review it and click save before moving to another tab.

Logs & troubleshooting

Dashboard and resubmitting an order

The Dashboard shows Total Orders Synchronized, Total Customers Synchronized and Inventory Last Synced, then a table of orders with tabs All, Synced and Not Synced. Each row has the Order Number, Order Date, NetSuite Type and Order Status, with links to View on Shopify and View on NetSuite.

1. Open the Not Synced tab and find the order.
2. Read the error on the Logs page (below) and fix the cause, for example a missing item or a permission.
3. Click Re-Submit on the order, then Refresh and check that it moved to Synced.

Logs page

Filter by All, Success or Failed, and search by ID or text. The Message column carries NetSuite's own error text, which usually names the field or record at fault. Active Webhooks lists the Shopify events the app is listening to (for example order, customer and refund events once those syncs are on).

Common setup mistakes

Plans & billing

Plans are billed through Shopify, monthly or yearly (yearly saves up to 17%). Current prices are shown on the app's Plans page.

Downgrading from Enterprise to Basic disables Product Sync and stops market and company catalog price mappings from applying. Settings marked Higher plans in this guide are not shown on every plan. For plan questions, email support@techmarbles.com.

FAQ

Support