Retailers that have been using NetSuite and Shopify prior to implementing HotWax Commerce already have a large database of customers in NetSuite. HotWax has a historical customer sync job that imports all customers from NetSuite along with their Shopify and NetSuite Internal IDs and saves them in HotWax. Now when a returning customer places an order on Shopify, HotWax will be able to link it to the existing customer based on their Shopify ID and then push their order to NetSuite using their existing NetSuite internal ID.

SuiteScript to generate a CSV of historical customers

HC_SC_GenerateProductCSV

SuiteScript to upload the historical customer CSV to an FTP location

HC_SC_UploadProductCSV

SFTP location

/home/{sftp-username}/netsuite/historicalshopifycustomer/csv

Job in HotWax to import the list of historical customers

Import Historical Shopify Customer
FTP Config: IMP_HIS_SHOP_CUST

Before order sync can happen, payment methods need to be set up in HotWax Commerce and then mapped with eCommerce and NetSuite. This needs to be setup in the integration layer so prepare a mapping table in a spreadsheet and share it with the integration setup team internally.

Example mapping:

SFTP locations for all sync processes will automatically be created the first time a sync runs.

In case the locations are not created, here is a list of SFTP locations to verify.

1. Customer:

   • a) /home/{sftp-username}/netsuite/customer

   • b) /home/{sftp-username}/netsuite/customer/export/archive

   • c) /home/{sftp-username}/netsuite/customer/import/archive

2. InventoryAdjustment:

   • a) /home/{sftp-username}/netsuite/inventoryadjustment/csv

   • b) /home/{sftp-username}/netsuite/inventoryadjustment/archive

3. InventoryItem:

   • a) /home/{sftp-username}/netsuite/inventoryitem/csv/archive

4. Purchase Order:

   • a) /home/{sftp-username}/netsuite/purchaseorder/fulfillment/archive

   • b) /home/{sftp-username}/netsuite/purchaseorder/receipt/archive

   • c) /home/{sftp-username}/netsuite/purchaseorder/receipt/error

5. Sales Order:

   • a) /home/{sftp-username}/netsuite/salesorder/customerdeposit/archive

   • b) /home/{sftp-username}/netsuite/salesorder/export/archive

   • c) /home/{sftp-username}/netsuite/salesorder/import/fulfillment/archive

   • d) /home/{sftp-username}/netsuite/salesorder/import/fulfillment-nifi/archive

   • e) /home/{sftp-username}/netsuite/salesorder/import/orderidentification/archive

   • f) /home/{sftp-username}/netsuite/salesorder/import/orderitemattribute/archive

   • g) /home/{sftp-username}/netsuite/salesorder/update/archive

   • h) /home/{sftp-username}/netsuite/salesorder/invoice/error

   • i) /home/{sftp-username}/netsuite/salesorder/customerdeposit/error

   • j) /home/{sftp-username}/netsuite/salesorder/customerdeposit/archive

6. Transfer Order:

   • a) /home/{sftp-username}/netsuite/transferorder/fulfillment/archive

   • b) /home/{sftp-username}/netsuite/transferorder/fulfillment-nifi/archive

   • c) /home/{sftp-username}/netsuite/transferorder/receipt/archive

   • d) /home/{sftp-username}/netsuite/transferorder/receipt/error

7. Discount Item:

   • /home/{sftp-username}/netsuite/discountitem/delete/archive

   • /home/{sftp-username}/netsuite/discountitem/import/archive

8. Cash Sale:

   • /home/{sftp-username}/netsuite/cashsale/export/archive

9. Fulfilled Sales Orders:

   • /home/{sftp-username}/netsuite/fulfilledsalesorder/export/archive

   • /home/{sftp-username}/netsuite/fulfilledsalesorder/export/error

In order to make sure all flows run as expected, some configurations need to be made in the Product Store settings in HotWax.

Auto Approve

HotWax has an Auto Approve flow out of the box. If you have a custom auto approval workflow in NetSuite make sure to turn off this native auto approve workflow in Product Store Settings.

Order level discounts:

If an order has a discount code applied to it, during order sync to NetSuite, HotWax checks if the applied code is available in NetSuite. If the code is available then the exact code is used and the value of the discount is shared as the "Rate".

In the event that the code is not available in NetSuite, HotWax will replace the code with a default discount code 'SHOPIFY DISCOUNT' along with the value of the discount in "Amount". For this failover to work the discount item must be created in NetSuite first.

1. Go to Lists > Accounting > Items > New

2. Select Item Type: Discount

3. Enter 'SHOPIFY DISCOUNT' in the Item Name and Display Name field

4. Enter 0.00 in the Rate field

5. Select Subsidiary

6. In the Accounting sub-tab

   • Select Account

   • Check the 'Apply before sales tax' checkbox

To check promo codes in NetSuite, HotWax syncs promo codes from NetSuite once a day.

Create Enumeration data before creating IntegrationTypeMapping

<Enumeration description="Discount codes mapping between HotWax and Netsuite" enumId="NETSUITE_DISC_MTHD" enumName="Netsuite Discount Codes" enumTypeId="NETSUITE" sequenceId="1"/>

<IntegrationTypeMapping integrationTypeId="NETSUITE_DISC_MTHD" mappingKey="SHOPIFY_DISC" mappingValue="{NetSuite Discount Name}"/>
<IntegrationTypeMapping integrationTypeId="NETSUITE_DISC_MTHD" mappingKey="SHOPIFY_ITEM_DISC" mappingValue="{NetSuite Discount Item Internal ID}"/>

Export Current Promo Codes from NetSuite

Schedule this SuiteScript to export current promo codes in NetSuite that need to be synced to HotWax

HC_MR_ExportedDiscountItemCSV

SFTP location

/home/{sftp-username}/netsuite/discountitem/import

Job to save new promo codes

JOB_IMP_PRMO_CODE
Import Promo Code
FTP Config: IMP_PRMO_CODE

Export Discontinued Promo Codes

Schedule this SuiteScript to export removed promo codes in NetSuite that need to be synced to HotWax

HC_MR_ExportedInActiveDiscountCSV

SFTP location

/home/{sftp-username}/netsuite/discountitem/delete

Job to remove promo codes no longer active in NetSuite

JOB_RMV_PRMO_CODE
Remove Promo Code
FTP Config: IMP_RMV_PRMO_CODE

Discount items

Item level discounts have to be synced as a separate line item in the order using a "SHOPIFY ITEM DISCOUNT" item. The amount of the adjustment is added in the "Amount" field when preparing the CSV for NetSuite and the "Price Level" is always set to "Custom".

To learn more about how discounts are handled on orders, read the full NetSuite integration documentation.

For this sync to work, a blanket ‘discount item’ must be created in NetSuite. If you’re using Shopify this discount code is usually ‘Shopify Discount Item’

This ID of this product in NetSuite needs to be entered into the integration layer so that it can be sent to NetSuite during order sync.

1. Go to Lists > Accounting > Items > New

2. Select Item Type: Discount

3. Enter 'SHOPIFY DISCOUNT ITEM' in the Item Name and Display Name field

4. Enter 0.00 in the Rate field

5. Select Subsidiary

6. In the Accounting sub-tab

   • Select Account

   • Check the 'Apply before sales tax' checkbox

Create data for Integration Type Mapping entity

Create this data to map the generic Netsuite discount values in HotWax. This universal value will serve as a fallback when the discount code provided in the Shopify order JSON is not found in Netsuite.

Price levels are used to manage multiple prices for a product. This is useful when a product is priced differently based on conditions like sales channel. In NetSuite, you can set up different prices levels for each item and service. You can also enter an additional sales price for online items.

To sync orders, you need to setup the price level that should be sent to NetSuite. This value can be reconfigured whenever different price levels need to be used.

XML Data

Configure the desired price level in the settingValue field and import this data from the XML import page in Webtools.

<Enumeration description="Price Level to be sent into Netsuite" enumId="PRICE_LEVEL_NETSUITE" enumName="Price Level Netsuite" enumTypeId="PROD_STR_STNG" />
<ProductStoreSetting fromDate="2023-06-22 05:24:22.82" productStoreId="STORE" settingTypeEnumId="PRICE_LEVEL_NETSUITE" settingValue="Base Price (MSRP)" />

A NetSuite Reader needs to be installed befor configuring any NetSuite import Jobs in OMS. Failure to do so may lead to missing configurations, resulting in improper data communication. Follow the steps below for a seamless installation:

1. Access WebTools

Go to the General Settings page in your OMS instance using the provided sample link.

https://{instanceName}.hotwax.io/commerce/control/GeneralSettings

2. Add NetSuite Reader

On the page, you will see Load Netsuite button, click on it to load the reader.

3. Verify Reader

After clicking the button, you will see a new NetSuite page in the Settings section in the hamburger menu of OMS.

Before order sync can be setup, there are a set of data points that need to be configured to ensure an automated sync.

• SFTP Locations

• Shipping methods

• Payment methods

• Promo Codes

• NetSuite Facility Group

While most steps are not dependent on one another, SFTP locations must be setup first before syncing Promo Codes from NetSuite.

Include this System Property data before proceeding. Sync with NetSuite will not work if this data is not in the OMS.

<!- Data set specific to Netsuite specific configuration -->
<SystemProperty systemResourceId="FTP_CONFIG" systemPropertyId="ftp.server.archive.dir" systemPropertyValue="archive/">
<SystemProperty systemResourceId="FTP_CONFIG" systemPropertyId="instance.downloadDir" systemPropertyValue="runtime/datamanager/">

When syncing orders to NetSuite it's very important to have the correct shipping methods mapped. If shipping methods are not mapped correctly the order import process may fail.

Oftentimes a single method in NetSuite may be servicing multiple shipping methods from eCommerce. When the shipping methods are configured, eCommerce and HotWax are mapped 1:1 and the corresponding NetSuite shipping method is saved in the "Service Code" field of the shipping method.

Depending on the NetSuite order import configuration, the ‘service code’ field should include either the method name or ID.

Sample data:

Shipping method:

<ShipmentMethodType description="FREE 2-Day Shipping" shipmentMethodTypeId="FRE_2_DAY_SHP" parentTypeId="SECOND_DAY"/>

Carrier and Shipment Method:

<CarrierShipmentMethod partyId="FEDEX" roleTypeId="CARRIER" shipmentMethodTypeId="FRE_2_DAY_SHP" carrierServiceCode=”NetSuiteName” sequenceNumber="63" deliveryDays="2"/>

Shopify and carrier shipment method mapping

<ShopifyShopCarrierShipment shopId="SHOP" carrierPartyId="_NA_" shipmentMethodTypeId="FRE_2_DAY_SHP" shopifyShippingMethod="FREE 2-Day Shipping"/>

If NetSuite will be used by any facilities for fulfillment, a NetSuite Fulfillment group must be created in the OMS. All facilities that will be using NetSuite for fulfillment should be added to this group during setup.

Facility Group Data

<FacilityGroup description="Facilities which Supports NetSuite fulfillment" facilityGroupId="NETSUITE_FULFILLMENT" facilityGroupName="NetSuite Fulfillment" facilityGroupTypeId="FULFILLMENT"/>

Why this group is important: After orders are allocated, HotWax pushes a brokered item feed to systems with items that they need to fulfill. If items of an order are allocated to a facility that uses NetSuite, then adding that facility to this group will indicate to HotWax that items brokered to these facilities need to have their allocation updated in NetSuite.

To learn more about how brokered items are synced with NetSuite, checkout the full integration documentation.