What you need to get started:

1. NetSuite admin user is required. 
   • Where possible, we recommend that you create a system user rather than use a personal one.
2. Datarails admin user is required. 
3. Our NetSuite 2.0 Integration works only with saved searches, so please prepare at least one NetSuite saved search (set as public) for the syncing process.
   • Example: A transaction saved search will contain general ledger data.
4. NetSuite Account ID - (accessible via Setup > Company > Company Information) 
   • Provide this to your Customer Success Manager (CSM) or Integration team before proceeding. This information is necessary for us to set up the integration on our end.  

In order to troubleshoot Netsuite issues you may be asked to give temporary admin access to the Datarails Integration team.

Sync Datarails with NetSuite 2.0 (Saved Searches)

To ensure availability in Datarails, please mark desired Saved Searches as Public in Netsuite.

Step 1: Prepare Your NetSuite Account

Add / Enable Features

1. Login to your NetSuite account - preferably the new Datarails account.
2. Go to Setup > Company > Enable Features.
   

3. In the new screen that opens, click the SuiteCloud tab on the blue navigation bar.

4. Scroll down the page to locate the following features, enable them with a check mark
   • Server SuiteScript
   • Rest Web Services
   • Token-based Authentication
5. Click Save at the top of the screen.

You are now ready to install the shared Datarails bundle. Continue with Step 2.

Step 2: Install the Shared Datarails Saved Search API Bundle

1. Go To Customization>Suite Bundler> Search & Install Bundles

2. In the new screen that opens, add DataRails and Search.

3. The Datarails Saved Search API Bundle will now show in a row below. Click the name and a new screen will open,

4. Click Install.
5. In the new Preview Details screen that opens, click Install Bundle.
   • This will prompt the installation process and another screen will open.
6. Click Refresh and wait until you see a green checkmark in the Status column.
   • You may need to refresh the page more than once for the checkmark to appear.

The Datarails Saved Search API Bundle is now installed in your NetSuite account. Continue with the next step. 

Step 3: Customize the API Role 

1. From the main Navigation bar go to Setup>Users/Roles>Manage Roles

2. Click the Name column to sort the list and find the role, Datarails Saved Search Interface
   • This is the one with the lock icon that is under the Bundle.
3. To the left of the Name column, click Customize, and a new screen will open.
4. Edit the name and add a prefix for this new role and click, Save.
   • Example: If your company is called TE Electronics, you might add the prefix, TE.
   • Changing the name of this locked role creates a new editable Role. Please work only with the new Role from this step forward. The new Role will be named ex. TE Datarails Saved Search Interface. 

You have now created a new, editable role with a standard set of permissions.

If more permissions are required, you will need to add them from the Permissions section further down the screen.

Step 4: Assign the Role to the User 

1. In the search bar at the top of the main screen, enter your NetSuite admin username on edit mode. A new screen with the user's details opens.

2. Click the Access tab (#1 above).
3. Enable GIVE ACCESS (#2 above)
4. Select the new Role you just created (#3 above) and click Add.
   • Be sure to choose the customized role, rather than the  one created automatically by the Bundle
   • Be sure you are on edit mode, otherwise we won't see the dropdown (#3 above).
5. Click Save.
   • If all settings are accepted, a green confirmation message will appear:

Now that your NetSuite user has the new role assigned, the next task is to create the Access Tokens. Continue with the next step.

Step 5: Create the Access Tokens

Important! NetSuite generates an access token needed for the Datarails synchronization. The token is essential, and the token ID only appears once.
Be sure to copy them and save them for reference later. 

1. From the main Navigation bar, go to Setup > Users / Roles > Access Tokens > New.

2. In the new screen that opened, complete the following details: 
   • Name: Datarails Saved Search Interface 
   • User: Your username 
   • Role: The new role you created
   • Token Name: Generated automatically
3. Click Save.
   • A new screen opens with the token IDs we will need for later reference. Remember the screen only appears once, so get ready to copy these tokens and save the information!

4. Read the warning, copy both tokens, and save the information.
5. Close the screen.

The final task in the NetSuite setup is to send these tokens and some additional information to your Datarails Customer Success Manager (CSM). Your CSM will need the following:

• Access Token (saved in the previous step)
• Secret Token (saved in the previous step)
• Your NetSuite account ID (accessible via Setup>Company>Company Information)
• Your Saved Searches IDs (accessible via Lists>Saved Searches)

Step 6: Create a New Data Source in Datarails 

Now that the setup in NetSuite is complete, the Datarails-side of the synchronization can begin.

1. From the left pane in Workspace, select Admin > Data Sources.
2. From the top right of the screen, click the plus sign (+) icon to launch the Add Data Source dialog box.

3. In the Add Data Source dialog box, complete the following fields: 
   • Organization: Your company
   • Type: NetSuite
   • Sync User: Your company's sync username
   • Name: Give the integration a name (Ex. Netsuite Saved Searches)
   • Account: Your NetSuite account ID. This is the first six (6) digits of the URL in your NetSuite account.
   • Token Key: Your access token
   • Token Secret: Your token secret
4. Click Save
5. Click Test
   • Here you should see the prompt, OK.
6. Please share the connection with the support account by hovering over the Data source name and click the three dots on the right, choose share. Add the address support@yourcompanyname.com and click send. 

Step 7: Create a New Filebox

1. Create a new Filebox.
   • Navigate to Workspace > Main via the panel on the left.
   • Click New + on the right and select New Filebox.
   • In Create a new Filebox, only the following are mandatory:
     • Name - Give the Filebox a name
     • Date Tag - Toggle on and choose month
   • Click Create & Close to be taken back to your workspace. 

Step 8: Synchronize the Data

1. From Workspace, select the Filebox you just created and click the Settings tab.
2. Scroll down to the Data Connection section.

3. Fill in the screen:
   • Filebox Data Connection Type: Click Edit and select NetSuite - Saved Searches (the latest version of bundle).
   • Objects to Query: From the dropdown, select New NetSuite 2.0 API.
   • Query for Sync: The data should be synced by Month.
4. Remain within the Settings tab and scroll up to the Version Tags section.
   • The date tag is looking at the Period column in the saved search.

5. Select Date and Month and Save. 
6. Refresh the page. Beside the Sync Now dropdown, choose the month you want to sync.
7. When finished, click Save. If the settings are accepted, you will see the message, Query Saved at the bottom of the screen.
8. Click Sync Now. If the settings are accepted, you will see the message, "Command Sync Now sent successfully" in the top right of the screen. 

Step 9: Review and Verify the Synchronization

1. From the Review tab, you can see the file that was imported.
2. To verify that the data is correct, click the 3 dots ⋮ icon and select Preview Version.
3. Verify that the data is accurate.

There can only be one Saved Searches ID per Filebox. If you want to add data from additional Saved Search IDs, you will need to repeat the process from the beginning using a different Saved Search ID.

Sync Datarails with NetSuite 3.0 (Financials)

The NetSuite 3.0 Bundle is pre-populated by Datarails to query for three specific reports, General Ledger, Trial Balance, and Balance Sheet.

Step 1: Install the Shared Datarails BI Bundle

1. Go To Customization>Suite Bundler> Search & Install Bundles

2. In the new screen that opens, add Datarails BI and Search.

3. The Datarails BI Bundle will now show in a row below. Click the name and a new screen will open,

4. Click Install.
5. In the new Preview Details screen that opens, click Install Bundle.
   • This will prompt the installation process and another screen will open.
6. Click Refresh and wait until you see a green checkmark in the Status column.
   • You may need to refresh the page more than once for the checkmark to appear.

The Datarails BI Bundle is now installed in your NetSuite account. Continue with the next step. 

Step 2: Edit the API Role 

1. From the main Navigation bar go to Setup>Users/Roles>Manage Roles

2. Click the Name column to sort the list and find the role, Datarails BI
3. To the left of the Name column, click Edit, and a new screen will open.
4. Under Subsidiary Restrictions - Accessible Subsidiaries, Select ALL.

     5. Edit Required Permissions

         Look for the following Permissions and if they are not found, search for them and add them.

Note: They may not all be available. 

            Transactions-

• • Vendor Prepayment 
  • Vender Prepayment Application 

            Lists-

• • Currency
  • Subsidiaries
  • Documents and Files

            Setup-

• • Accounting books

Click Save.

You have now created a new, editable role with a specific set of permissions. 

The next task is to assign this new role to the NetSuite user that will perform the synchronization and continue with the next step. 

Step 3: Assign the Role to the User 

1. In the search bar at the top of the main screen, enter your NetSuite admin username on edit mode. A new screen with the user's details opens.

2. Click the Access tab (#1 above).
3. Enable GIVE ACCESS (#2 above)
4. Select the new role you just created (#3 above) and click Add.
   • Add the Datarails BI role
   • Be sure you are on edit mode, otherwise we won't see the dropdown (#3 above).
5. Click Save.
   • If all settings are accepted, a green confirmation message will appear:

Now that your NetSuite user has the new role assigned, the next task is to create the Access Tokens. Continue with the next step.

Step 4: Create the Access Tokens

Important! NetSuite can generate an access token needed for the Datarails synchronization. The token is essential, and the token ID and secret only appear once.
Be sure to copy them and save them for reference later. 

1. From the main Navigation bar, go to Setup > Users / Roles > Access Tokens > New.

2. In the new screen that opened, complete the following details: 
   • Name: Datarails BI
   • User: Your username 
   • Role: The new role you created
   • Token Name: Generated automatically
3. Click Save.
   • A new screen opens with the token IDs we will need for later reference. Remember the screen only appears once, so get ready to copy these tokens and save the information!

4. Read the warning, copy both tokens, and save the information.
5. Close the screen.

The final task in the NetSuite setup is to send these tokens and some additional information to your Datarails Customer Success Manager (CSM). Your CSM will need the following:

• Access Token (saved in the previous step)
• Secret Token (saved in the previous step)
• Your NetSuite account ID (accessible via Setup>Company>Company Information)

Step 5: Create a New Data Source in Datarails 

Now that the setup in NetSuite is complete, the Datarails-side of the synchronization can begin.

1. From the left pane in Workspace, select Admin > Data Sources.
2. From the top right of the screen, click the plus sign (+) icon to launch the Add Data Source dialog box.

3. In the Add Data Source dialog box, complete the following fields: 
   • Organization: Your company
   • Type: NetSuite
   • Sync User: Your company's sync username
   • Name: Give the integration a name (ex. Netsuite)
   • Account: Your NetSuite account ID. This is the first six (6) digits of the URL in your NetSuite account.
   • Token Key: Your access token
   • Token Secret: Your token secret
4. Click Save
5. Click Test
   • Here you should see the prompt, OK.
6. Please share the connection with the support account by hovering over the Data source name and click the three dots on the right, choose share. Add the address support@yourcompanyname.com and click send. 

Step 6: Create a New Filebox

1. Create a new Filebox.
   • Navigate to Workspace > Main via the panel on the left.
   • Click New + on the right and select New Filebox.
   • In Create a new Filebox, only the following are mandatory:
     • Name - Give the Filebox a name
     • Date Tag - Toggle on and choose month
   • Click Create & Close to be taken back to your workspace. 

Step 7: Synchronize the Data

1. From Workspace, select the Filebox you just created and click the Settings tab.
2. Scroll down to the Data Connection section.

3. Fill in the screen:
   • Filebox Data Connection Type: Click Edit and select NetSuite (the latest version of bundle).
   • Objects to Query: From the dropdown, select New NetSuite 3.0 API.
   • Query for Sync: The data should be synced by Month.
4. Remain within the Settings tab and scroll up to the Version Tags section.
   • The date tag is looking at the Period column in the saved search.

5. Select Date and Month and Save. 
6. Refresh the page. Beside the Sync Now dropdown, choose the month you want to sync.
7. When finished, click Save. If the settings are accepted, you will see the message, Query Saved at the bottom of the screen.
8. Click Sync Now. If the settings are accepted, you will see the message, "Command Sync Now sent successfully" in the top right of the screen. 

Customers seeking to add a field not present in the default General Ledger (GL) report can do so by providing administrative access to their NetSuite account. Our Integration Team will then adjust the query offline, ensuring seamless integration with the implementation process. 

Step 9: Review and Verify the Synchronization

1. From the Review tab, you can see the file that was imported.
2. To verify that the data is correct, click the 3 dots ⋮ icon and select Preview Version.
3. Verify that the data is accurate.

Updated July 29, 2024 11:13