NetSuite

Overview

CobbleStone®’s integration with NetSuite ERP allows CobbleStone® and NetSuite users to take advantage of leading solution providers for their contract lifecycle management and enterprise resource planning for streamlined information technology processes. This integration supports a symbiotic relationship between CobbleStone® and NetSuite that occurs in a few ways:

• Vendor Information Synchronization
• Customer Information Synchronization
• Employee Information Synchronization
• Purchase Order Information Synchronization

Integrating CobbleStone® and NetSuite makes it possible to easily stay on top of the crucial information you need to comply with your contracts. This integration can empower organizations to:

• track enterprise contracts and resources efficiently.
• centralize ERP & CLM processes.
• reduce risk, increase process-flow, and increase return on investment. 
• oversee purchase order budgets. 

Videos

In this example, CobbleStone®’s contract lifecycle management software training team will walk through the integration mapping of a new NetSuite Vendor into a CobbleStone® Contract Insight Counterparty Record. For more on Mapping a Vendor between CobbleStone® and NetSuite, click HERE

In this example, CobbleStone®’s contract lifecycle management software training team will walk through the integration mapping of a new NetSuite Customer into a CobbleStone® Contract Insight Counterparty Record.  For more on Mapping a Customer between CobbleStone® and NetSuite, click HERE

In this example, CobbleStone®’s contract lifecycle management software training team will walk through the integration mapping of a new NetSuite Employee into a CobbleStone® Contract Insight Employee/User Record. For more on Mapping a Employee between CobbleStone® and NetSuite, click HERE

CobbleStone® CLM + NetSuite Purchase Order Integration Mapping 

In this example, CobbleStone®’s contract lifecycle management software training tam will walk through the integration mapping of a new CobbleStone® Contract Insight Purchase Order Record into a new NetSuite Purchase Order. For more on Mapping a Purchase Order between CobbleStone® and NetSuite, click HERE

Examples

Example 1: 

Vendor Information Synchronization: New Vendor Entry in NetSuite to Contract Insight Counterparties

To reproduce this example, please have the following windows open:

1. NetSuite – Vendor List with Quick Filter set to Recently Created

2. Contract Insight – Counterparty List with EntryDate Filter set to Current Date

If NetSuite is the primary source of truth for vendor data, a five-minute interval data sync needs to be put in place between NetSuite and Contract Insight to ensure new vendor records created in Contract Insight have accurate vendor data.

Create a new vendor record in NetSuite.

Add an address to the vendor record.

Note: The CSS Vendor ID and the CSS Vendor Record URL (under Custom) automatically populate once the record comes over to Contract Insight. Do not fill these out.

The integration can handle as many or as few fields as required for your business purposes. Additional fields may need to be configured in your Contract Insight or NetSuite systems to set up this integration. For more information about field management in Contract Insight, please visit CobbleStone® University.

Once the vendor record is entered into NetSuite, the integration job will trigger within a five-minute interval.

New Vendor Details in NetSuite

 

Vendor List in Contract Insight

 

New Vendor Record in Contract Insight

 

Vendor Details of New Record in Contract Insight (cont.)

 

As you can see, all the data that was entered into the NetSuite vendor record has successfully been mapped into the new Contract Insight vendor record. There is a field on the vendor record in Contract Insight that stores the unique NetSuite ID for the vendor in NetSuite. This ID can keep the data related to the vendor synced between the two systems. It also allows for Contract Insight to update the vendor in NetSuite with the CobbleStone® URL and CobbleStone® Vendor ID.

Note: Flip back to the NetSuite record and refresh the page. The CSS Vendor Record URL and CSS Vendor ID should have auto populated.

With the unique identifiers mapped between the records, the risk of duplication is eliminated. Any changes made between the vendor record made in NetSuite will be reflected in Contract Insight.

Edit Information TabEdit Address Tab

Once the changes are saved in NetSuite, the integration will detect the change(s) on the NetSuite vendor record and find the corresponding CobbleStone® Vendor record and update.

Note: Flip between NetSuite and Contract Insight to demonstrate this change. It should look like the below images:NetSuite BEFORE CHANGENetSuite CHANGE

Contract Insight BEFORE CHANGE

Contract Insight UPDATEDWorkato Recipe for this Example

Example 2:

Customer Information Synchronization: New Customer Entry in NetSuite to Contract Insight Counterparties

To reproduce this example, please have the following windows open:

1. Netsuite - Customer List with Quick Filter set to Recently Created

2. Contract Insight - Counterparty List with EntryDate Filter set to Current Date

If NetSuite is the primary source of truth for Customer data, a five-minute interval data sync needs to be put in place between NetSuite and Contract Insight to ensure new Customer records created in Contract Insight have accurate Customer data.

Create a new Customer record in NetSuite.

Add an address to the Customer record.

 Note: The CSS Customer ID and the CSS Customer Record URL (under Custom) automatically populate once the record comes over to Contract Insight. Do not fill these out.

The integration can handle as many or as few fields as required for your business purposes. Additional fields may need to be configured in your Contract Insight or NetSuite systems to set up this integration. For more information about field management in Contract Insight, please visit CobbleStone® University.

Once the Customer record is entered into NetSuite, the integration job will trigger within a five-minute interval.

New Customer Details in NetSuiteCustomer List in Contract Insight New Customer Record in Contract InsightCustomer Details (cont.) 

As you can see, all the data that was entered into the NetSuite Customer record has successfully been mapped into the new Contract Insight Customer record. There is a field on the Customer record in Contract Insight that stores the unique NetSuite ID for the Customer in NetSuite. This ID can keep the data related to the Customer synced between the two systems. It also allows for Contract Insight to update the Customer in NetSuite with the CobbleStone® URL and CobbleStone® Customer ID.

Note: Flip back to the NetSuite record and refresh the page. The CSS Customer Record URL and CSS Customer ID should have auto populated.

With the unique identifiers mapped between the records, the risk of duplication is eliminated. Any changes made between the Customer record made in NetSuite will be reflected in Contract Insight.

Edit Information Tab

Edit Address Tab

Once the changes are saved in NetSuite, the integration will detect the change(s) on the NetSuite Customer record and find the corresponding CobbleStone® Customer record and update.

Note: Flip between NetSuite and Contract Insight to demonstrate this change. It should look like the below images:

NetSuite BEFORE CHANGE 

NetSuite CHANGE 

Contract Insight BEFORE CHANGE 

Contract Insight UPDATED

Contract Insight UPDATED (contd.)Workato Recipe for this Example

Example 3: 

Employee Information Synchronization: New Employee Entry in NetSuite to Contract Insight Employees/Users

To reproduce this example, please have the following windows open:

1. NetSuite – Employee List with Quick Filter set to Recently Created

2. Contract Insight – Employee/Users List with EntryDate Filter set to Current Date

If NetSuite is the primary source of truth for Employee data, a five-minute interval data sync needs to be put in place between NetSuite and Contract Insight to ensure new Employee records created in Contract Insight have accurate Employee data.

Create a new Employee record in NetSuite.

Note: The CSS Employee ID and the CSS Employee Record URL (under Custom) automatically populate once the record comes over to Contract Insight. Do not fill these out.

The integration can handle as many or as few fields as required for your business purposes. Additional fields may need to be configured in your Contract Insight or NetSuite systems to set up this integration. For more information about field management in Contract Insight, please visit CobbleStone® University.

Once the Employee record is entered into NetSuite, the integration job will trigger within a five-minute interval.

New Employee Details in NetSuite

Employee List in Contract Insight 

New Employee Record in Contract Insight 

As you can see, all the data that was entered into the NetSuite Employee record has successfully been mapped into the new Contract Insight Employee record. There is a field on the Employee record in Contract Insight that stores the unique NetSuite ID for the Employee in NetSuite. This ID can keep the data related to the Employee synced between the two systems. It also allows for Contract Insight to update the Employee in NetSuite with the CobbleStone® URL and CobbleStone® Employee ID.

Note: Flip back to the NetSuite record and refresh the page. The CSS Employee Record URL and CSS Employee ID should have auto populated.

With the unique identifiers mapped between the records, the risk of duplication is eliminated. Any changes made between the Employee record made in NetSuite will be reflected in Contract Insight.

Edit Information TabOnce the changes are saved in NetSuite, the integration will detect the change(s) on the NetSuite Employee record and find the corresponding CobbleStone® Employee record and update.

Note: Flip between NetSuite and Contract Insight to demonstrate this change. It should look like the below images.

NetSuite BEFORE CHANGE 

NetSuite CHANGED 

Contract Insight BEFORE CHANGE

 

Contract Insight UPDATED

 Workato Recipe for this Example

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Example 4:

 Purchase Order Information Synchronization: New Purchase Orders in Contract Insight to NetSuite Purchase Orders

To reproduce this example, please have the following windows open:

1. Contract Insight – Purchase Order Add Screen prepopulated with information.

2. NetSuite – Purchase Order List Page, Filtered by Internal ID

If CobbleStone®’s Contract Insight is the primary source of truth for purchase data, a five-minute interval data sync needs to be put in place between NetSuite and Contract Insight to ensure new purchase order records created in NetSuite for accurate tracking.

Create a new purchase order in Contract Insight. Prior to creating PO, please ensure a budget is assigned to the employee profile for the Buyer Assigned and Ordered For Employee. This can be done on the Employee Details Page.

Purchase Order Add Screen

 

Purchase Order Details

Purchase Order Details Continued

 

Note: The NetSuite PO ID and NetSuite URL will automatically update once the integration job runs. Please leave these fields blank.

Add a Purchase Order Line Item for 9v batteries.

Add PO Line Item Screen

PO Line Item Details Screen

 Flip over to the NetSuite PO list page and refresh. The new Purchase Order should now be visible.

 

 

Purchase Order Record in NetSuite

 

Purchase Order Line Items in NetSuite

Flip back to the Contract Insight PO Record. You will see the NetSuite URL and PO ID have been added to this record for easy reference.

 

 

 Workato Recipe for this Example

NetSuite Permissions Required For Integration

Permission	Level
Access Payment Audit Log Access Payment Audit Log	Full
Adjust Inventory	Full
Adjust Inventory Worksheet	Full
Approve EFT	Full
Approve Online Bill Payments	Full
Audit Trail	Full
Automated Cash Application	Full
Bill Purchase Orders	Full
Bills	Full

Bin Putaway Worksheet	Full
Bin Transfer	Full
Build Assemblies	Full
Build Work Orders	Full
Calculate Time	Full
Cardholder Authentication	Full
Cardholder Authentication Event	Full
Cash Sale	Full
Cash Sale Refund	Full
Check	Full