Connecting the CIMcloud Platform to NetSuite

Overview

The CIMcloud B2B-first ecommerce platform includes a native, bi-directional integration with Oracle NetSuite. This article covers the requirements and steps to connect the CIMcloud platform to NetSuite.

This is part of the “Getting Connected” step for NetSuite customers in the overall process described in Implementation Process (from Sale to Go-Live). For how the integration works once connected, see NetSuite Data Sync Overview.

Requirements

• A NetSuite account with SuiteTalk REST Web Services and Token-Based Authentication available (both are standard NetSuite features at no extra cost).
• A NetSuite administrator who can enable features, create roles, and create an integration record, or who can give CIMcloud a user with that access for setup.
• For production and sandbox: separate credentials for each NetSuite account. Credentials from a sandbox do not work in production.

Steps – Summary

1. CIMcloud builds and deploys the CIMcloud platform. [CIMcloud]
2. Client completes the ERP Sync Configuration Questionnaire. [Client]
3. Client provides a NetSuite administrator user for CIMcloud, or schedules a working session with their NetSuite administrator. [Client]
4. Enable REST Web Services and Token-Based Authentication. [Client or CIMcloud]
5. Create a role and user for the integration. [Client or CIMcloud]
6. Create the CIMcloud Integration record. [Client or CIMcloud]
7. Create an Access Token. [Client or CIMcloud]
8. Enter the credentials on the CIMcloud platform. [CIMcloud]
9. Confirm account-specific settings. [CIMcloud + Client]
10. Load the initial data and verify continued syncing. [CIMcloud]
11. Test orders and payments into NetSuite. [CIMcloud]
12. Turn the connected platform over to the client for the Implementation stage. [CIMcloud + Client]

Steps – Details

1. Initial Platform Deployment / Build [CIMcloud]

Whether this is a new CIMcloud customer or an existing customer moving to NetSuite, the first step is for CIMcloud to build a CIMcloud platform to integrate with NetSuite. It is built based on the scope from the sales process.

2. Complete the ERP Sync Configuration Questionnaire [Client]

The questionnaire gives CIMcloud the information needed to set up the integration, such as which price level is the default retail price, which location to use for web orders, and how much transaction history to load. Answer as best you can and return it to your CIMcloud Customer Success Manager.

3. Provide NetSuite Access for Setup [Client]

CIMcloud needs a NetSuite user with the Administrator role to complete steps 4–7, and to help with future query updates. If you prefer, your NetSuite administrator can complete steps 4–7 during a working session with CIMcloud instead.

This setup user is separate from the integration user in step 5. The integration never signs in with a username and password.

4. Enable REST Web Services and Token-Based Authentication [Client or CIMcloud]

1. Go to Setup > Company > Enable Features.
2. Select the SuiteCloud tab.
3. In the SuiteTalk (Web Services) section, check REST Web Services.
4. In the Manage Authentication section, check Token-Based Authentication.
5. Click Save.

5. Create a Role and User for the Integration [Client or CIMcloud]

Create a role for the integration and assign it to the user that will own the access token. Keeping the integration on its own role makes it easy to review and limit what it can access.

The role needs:

• Setup permissions: REST Web Services and Log in using Access Tokens
• Lists permissions for: Customers, Items, Locations, and pricing
• Transactions permissions for: Sales Order, Invoice, Cash Sale, Customer Payment, Credit Memo, Customer Deposit, and Item Fulfillment

Grant View for data synced to CIMcloud. Grant Create and Edit for records CIMcloud creates in NetSuite: Sales Order, Customer, Customer Deposit, and Customer Payment.

6. Create the CIMcloud Integration Record [Client or CIMcloud]

1. Go to Setup > Integration > Manage Integrations > New.
2. Enter CIMcloud as the Name.
3. Set State to Enabled.
4. On the Authentication tab, check Token-Based Authentication.
5. Click Save.
6. Copy the Consumer Key and Consumer Secret from the confirmation page right away and store them securely.

Important: NetSuite shows the Consumer Key and Consumer Secret only once. If they are lost, the integration’s credentials must be reset.

7. Create an Access Token [Client or CIMcloud]

1. Go to Setup > Users/Roles > Access Tokens > New. You can also use Manage Access Tokens in the Settings portlet on the Home dashboard.
2. Select CIMcloud as the Application Name.
3. Select the integration User and Role from step 5.
4. Click Save.
5. Copy the Token ID and Token Secret right away and store them securely.

Important: NetSuite shows the Token ID and Token Secret only once. If they are lost, create a new access token.

8. Enter the Credentials on the CIMcloud Platform [CIMcloud]

The integration needs five values:

The credentials are entered directly on the CIMcloud platform and stored encrypted. Do not send these values by email or chat. Your CIMcloud project manager will arrange a secure way to enter them.

9. Confirm Account-Specific Settings [CIMcloud + Client]

Some settings use internal IDs that are unique to your NetSuite account. CIMcloud confirms these with you:

• Retail price level – The price level used as each product’s default website price.
• Default location – The location assigned to web orders when a shipping address has no location.
• Customer status – Which customer status syncs as accounts (leads and prospects are excluded by default).
• Order number prefix – The prefix added to website order numbers in NetSuite (for example, X1001).
• Payment methods – How website card types map to NetSuite payment methods, when your payment gateway requires it.
• History window – How far back to load sales orders, invoices, payments, credits, and shipments.

10. Initial Data Load [CIMcloud]

After connecting, CIMcloud loads all current customers, addresses, items, locations, inventory, and pricing, then loads transaction history for the agreed window (typically 3 years). CIMcloud counts records before the history load and will let you know if large volumes will take several hours. After the load, only changed records are synced.