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NetSuite Integration - Setup

Adaptive customers who are also NetSuite customers can automate the import of actuals data from their NetSuite accounts into their Adaptive Planning or Adaptive Consolidation model (here referred to as an Adaptive model).

This import is accomplished using the NetSuite Connector. Once the NetSuite Connector has been purchased for an Adaptive model, users with administrative permissions can grant NetSuite Setup permission to any role (Admin > Create and Assign Roles, Set Role Permissions > Edit > NetSuite Setup). A user with that role can then set up the NetSuite Connector using the steps below.

The procedures below assume the person performing them has Administrative permissions for their Adaptive model.

Integration Setup

Setting up the NetSuite Connector only has to be done once for each Adaptive model. For the setup procedure, you will need:

  • The account ID of your company’s NetSuite account
    If you’re not sure what your company’s account ID is, log in to NetSuite and go to Support > Customer Service > Contact Support by Phone. The account number will appear in a pop-up box.
  • The email address and password for a NetSuite user with the Administrative role at your company.
    This can be either an existing NetSuite user with the Administrative role, or a special user can be created specifically for the integration process. 

To perform the integration setup:

  1. Log in to your Adaptive model.
  2. Click the Integration link in the upper right corner of the Adaptive screen.
    Once the NetSuite connector has been purchased for your instance, if you have NetSuite Setup permission you will see a NetSuite Setup tab under the Import tab.
  3. Click the NetSuite Setup tab.
  4. Enter the NetSuite user’s email address, password, and account ID. These fields are required. The Role ID field is optional. Enter a role ID if the import is to be performed by a user with a role other than Administrator. 
  5. If your company has purchased the Adaptive Insights for Netsuite bundle in the NetSuite Bundle Marketplace (recommended), check the Enhanced bundle-based drill-through check box.
  6. Click Save.
  7. When Save is clicked, Adaptive attempts to connect to NetSuite to establish the integration. If the connection is successful, this screen will confirm the integration and display the NetSuite account ID. If the connection fails, the screen will display an error message with a description of the issue.

For security purposes, users’ NetSuite passwords and email addresses are not stored in Adaptive applications.

Creating an Adaptive Planning Integration User

You can, if you want, create a new user account exclusively for performing NetSuite data imports. This protects against the loss of the integration if the first user account were to become invalid, but is not necessary.

If you do not want to use a NetSuite seat specifically for handling the integration and import process, you can use the instructions below to set up an existing user with the correct permissions.

To set up an Adaptive Planning integration user:

  1. Create a new role in NetSuite called Adaptive.
    This role should be a web-services-only access role, with the following set of permissions:
  • Transactions > Find Transactions – FULL
  • Transactions > Set Up Budgets – FULL
  • Lists > Perform Search – FULL
  • Lists > Accounts – VIEW
  • Lists > Classes – VIEW
  • Lists > Customers – VIEW
  • Lists > Departments – VIEW
  • Lists > Items – VIEW
  • Lists > Locations – VIEW
  • Lists > Subsidiaries – VIEW
  • Reports > Balance Sheet – VIEW
  • Reports > Income Statement – VIEW
  • Reports > Financial Statements – VIEW
  • Setup > Web Services – FULL
  • Setup > Manage Accounting Periods – VIEW
  • Setup > Accounting Lists – EDIT
  1. If you are a NetSuite OneWorld customer with multiple subsidiaries, grant the role access to all subsidiaries and check the cross-subsidiary record viewing permission box.
  2. Make a note of the role’s Internal ID.
    If the internal ID does not show up, set Home > Set Preferences > General > Defaults > Show Internal IDs to T.
  3. Create a new user in NetSuite called Adaptive Planning Integration and assign this user the Adaptive role.
  4. Return to the NetSuite Integration Setup Screen in your Adaptive model.
  5. Click Update Import User.
  6. Enter the Adaptive Planning Integration user’s email address, password, Role ID, and account ID. The account ID can be found in NetSuite on the Web Service Preferences page under the Setup menu. The role ID is the Internal ID you noted earlier.

Resetting the Integration Setup Screen

Once the NetSuite Integration has been successfully completed, a Reset Connection button will appear at the bottom of the screen. Clicking this button will disable the NetSuite integration and prevent data from being transferred from NetSuite into Adaptive. Resetting the integration will not delete any mappings or previously imported actuals.

The integration can be easily restored by re-entering a NetSuite email address, password, and account ID in the NetSuite Integration Setup screen as described above.

Updating the Import User

To change the NetSuite user used as the import user, click Update Import User. This brings up the NetSuite Setup Integration screen, where the specifications for the new import user can be entered.

Impact of Making Changes to the NetSuite Import User Account

Once the NetSuite integration has been created, data can be transferred from NetSuite to Adaptive by the import user. Subsequent changes to that user in NetSuite may invalidate the link between the two systems and cause later data imports to fail. A few notes:

  • Changing a user’s password in NetSuite does not invalidate any Adaptive NetSuite link that refers to that user’s credentials.
  • Changing a user’s default role in NetSuite does not invalidate any Adaptive NetSuite link that refers to that user’s credentials.
  • Changing a user in NetSuite so that they no longer have permission to access the data needed for import will cause subsequent imports to fail.
    To fix this, an Adaptive administrator with NetSuite Setup administrative permissions must update the import user to be a valid NetSuite user with the required permissions.
  • Changing a user in NetSuite so that they are no longer a valid user at all will cause subsequent imports to fail.
    To fix this, an Adaptive administrator with NetSuite Setup administrative permissions must update the import user to be a valid NetSuite user with the required permissions.

Category Configuration

The NetSuite Category Configuration screen can be seen from the Import tab on the Integration screen. Click the Integration link in the upper right of any Adaptive screen, then click the Import tab. If you have never set up category mappings for NetSuite on this Adaptive installation, you will see a NetSuite Category Configuration. Click this tab to reach the NetSuite Category Configuration screen.

If you have set up category mappings for Netsuite on this Adaptive installation before, you will see a sub-tab called Netsuite Import Category Mappings. Click this, then click NetSuite Category Configuration near the bottom of the screen.

Before performing the first import from NetSuite, you must map the in-use NetSuite categories to their corresponding Adaptive dimensions.

On this screen, an administrator can specify how NetSuite categories (e.g. Subsidiary, Department, Class, etc.) relate to dimensions in Adaptive (e.g. Account, Level, etc.). The association established on this screen can be more sophisticated than a one-to-one relationship. Multiple NetSuite categories can be mapped to a single dimension in Adaptive, or a single NetSuite category can be associated with more than one dimension in Adaptive.

The associations created in this screen are aspects of the connection that will not change frequently. These associations determine the choices that are presented to the user who performs the import, either during the import process or through the NetSuite Category Mappings page.

  • If multiple NetSuite categories are associated with a single Adaptive dimension, the values in those categories are concatenated and mapped at one time as though they were one category. For example, if Department and Location are both associated with Level, then the import mapping screen will display choices like Engineering US or Sales London.
  • If a single NetSuite category is associated with two Adaptive dimensions, the mapping appears for both dimensions. For example, if Class is associated with both Region and Product, then the import mapping screen will display both dimensions, allowing the user to map Americas: Product A to Americas in one instance and Americas: Product A to Product A in another.

How to Configure NetSuite Categories

On the NetSuite Category Configuration screen, you will see drop-down lists next to each of the NetSuite categories. The drop-down lists will display Account, Level, and any custom dimensions set up for your model.

To map NetSuite categories to Adaptive dimensions, select the corresponding dimension for each category using the drop-down lists. If multiple NetSuite categories map to one Adaptive dimension, select that same dimension in the drop-down list for those categories.

To associate a category with multiple dimensions, click the Add link next to the drop-down list. Up to three additional drop-down lists can be added for each category, for a total of four dimensions assigned to that category.

Click Save when you are done.

Configuring NetSuite Category Mappings (Mapping Values)

After the category configuration has been completed, the NetSuite Category Mappings sub-tab link will lead to this mapping page. Here, the importer can specify mappings between the NetSuite category values and the Adaptive model dimension values. This list will be empty until an import has been performed.

Importing from NetSuite

Once the NetSuite integration and category configurations have been completely set up, the import user can perform imports from NetSuite on the Import tab in their Adaptive model.

To import from NetSuite:

  1. Log into your Adaptive model.
  2. Click the Integration link in the upper right corner of the screen.
  3. The Import tab will load.
  4. Under Import Type, select Actuals.
  5. Under Import From, select NetSuite Actuals.
  6. Under Import into Sheet, Standard will be selected by default.
  7. Under Months to Import, select the month or month range you want to import.
  8. Click Continue.
  9. If you have not already configured category mappings for NetSuite, the Category Mapping screen will appear. Set up mappings as described in “Configuring NetSuite Category Mappings (Mapping Values)” .
  10. Click Continue.
  11. Decide whether the Actuals you are importing are ready to appear on sheets in your Adaptive model. Click the radio button next to Yes or No.
  12. Click Import Actuals.
  13. The Results of Import page will load once the import has completed, and display information about whether the import was successful.

Export

Administrators can configure Adaptive Integration to export budgets into NetSuite.

Permission Required

In order to be able to use the Export Budgets to NetSuite functionality, a user must be assigned a role with the necessary permissions.

On the Admin > General Setup screen, check NetSuite integration. On the Role Details screen for the role you want to use for exporting, check Export Capabilities and Export Budgets to NetSuite.

This permission can be granted to any role.

Exporting to NetSuite

If a company has the NetSuite feature enabled and the current user has a role with the Export Budget to NetSuite permission, the Export tab will display a choice of Output Target. The choices are NetSuite and CSV file.

If a company has the NetSuite feature enabled but it is not yet configured, the Output Target section appears but the NetSuite choice is disabled.

 As with the Import tab, if a company has not yet configured the NetSuite integration, the NetSuite Category Configuration sub-tab will appear.

Clicking NetSuite Category Configuration takes the user to the same Category Configuration page used during the NetSuite actuals import. The links at the bottom of this page do not go to Import pages. Instead, they are NetSuite Export Category Mappings and Export Main Page. If export categories have already been configured, the user will see the NetSuite Export Category mapping sub-tab. Clicking this takes the user to the Export Category Mapping screen, just as on the Import tab.

On the Export page, selecting NetSuite as the output target causes two new sections to appear: Budget Category and Fiscal Years.

Make your selections and click Export to perform the export.

DrillThrough

When viewing an Adaptive sheet or Cell Explorer window containing an actuals number mapped for importing from NetSuite, the user can drill down into the number. This launches a NetSuite report which details the transactions that comprise the number.

On the Company Setup screen, there is a NetSuite Integration check box. If it is checked, then there is a field in the Role Details screen called Drill into NetSuite Imported Numbers. This permission can be granted to any role.

The behavior of the drilldown depends on whether or not the Adaptive Insights for Netsuite bundle (from the NetSuite Bundle Marketplace) has been installed in your NetSuite installation. If the bundle has been installed, be sure to go to the NetSuite Integration Setup page and check the Adaptive Insights for Netsuite bundle installed check box.

Requirements for Drilling

Once data has been imported from NetSuite, users with the right permissions will be able to drill into the NetSuite data from Adaptive applications.

Without the Adaptive Insights for Netsuite Bundle

If the Adaptive Insights for Netsuite bundle has not been installed in NetSuite, the Drill into NetSuite option will appear in the right-click menu only if all of the following are true:

  • The user has a role that includes the Drill into NetSuite Imported Numbers permission.
  • The NetSuite Integration Setup has been performed successfully, and the NetSuite connection is configured.
  • The right-clicked number belongs to the actuals version.The number is not the result of a formula; it must be either a raw piece of data or a rollup of such data, and that data must have been imported from NetSuite.
  • The number is for a timeslot that maps to at least one NetSuite accounting period.
  • The number is for an account that is a target of a NetSuite Import Account Mapping.
  • The number is not in a cube account. (Linked accounts which are linked to cube accounts, but are showing their own actuals numbers, can be drilled through.)
  • The number is on a level which fulfills at least one of the following requirements:
    • The level is the Top Level.
    • The level is included in the NetSuite Import Organization Mapping.
    • If the number is on a split, then all dimension values assigned to the split (other than blank or Any values) are included in one or more NetSuite Import Dimension Mappings.
  • The number maps to at most one value for each NetSuite category.

 With the Adaptive Insights for Netsuite Bundle

If the Adaptive Insights for Netsuite bundle has been installed in NetSuite, the Drill into NetSuite option requirements are somewhat eased. In particular:

  • If the coordinates being explored or visited have been mapped from NetSuite at all, then the Drill Into NetSuite option will appear. It is not required that a mapping has to be exactly one-to-one.
  • Drilling on rollups is permitted as long as at least one of the leaf cells included in the rollup has been mapped from NetSuite. It is not required that all cells included in the rollup be mapped.

All other requirements stay the same.

To be more specific, the Drill into NetSuite option will appear in the right-click menu only if all of the following are true:

  • The user has a role that includes the Drill into NetSuite Imported Numbers permission.
  • The NetSuite Integration Setup has been performed successfully, and the NetSuite connection is configured.
  • The right-clicked number belongs to the actuals version.
  • The number is not the result of a formula; it must be either a raw piece of data or a rollup of such data. If a rollup, at least one of the pieces of data in that rollup must have come from NetSuite, but not necessarily all of them.
  • The number is for a timeslot that maps to at least one NetSuite accounting period.
  • The number is for an account that is a target of a NetSuite Import Account Mapping.
  • The number is not in a cube account. (Linked accounts which are linked to cube accounts, but are showing their own actuals numbers, can be drilled through.)
  • The number is on a level which fulfills at least one of the following requirements:
    • The level is the Top Level.
    • The level is included in the NetSuite Import Organization Mapping.
    • If the number is on a split, then all dimension values assigned to the split (other than blank or Any values) are included in one or more NetSuite Import Dimension Mappings.
  • The number maps to at least one value for at least one NetSuite category.

Drilling from a Sheet

A sheet can display actuals values when either the actuals version has been chosen in the View Selector or the chosen plan version displays some months of actual data. Either way, a right-click on an actuals number opens a menu which includes the choice Drill into NetSuite.

Select Drill into NetSuite from the right-click menu launches a NetSuite transaction report in a new browser window. If you are not yet logged in to NetSuite, a login prompt will appear.

Once you are logged in, the report is displayed. The report will be either the NetSuite Profit and Loss Detail report or the NetSuite Balance Sheet Detail report, depending on the number that was selected. The Profit and Loss Detail report is launched if the number being drilled into is in a NetSuite account of type Expense, Income, Other Income, Other Expense, Non-Posting, or Cost of Goods Sold. All other account types will launch a Balance Sheet Detail Report.

Once the NetSuite report is displayed, you can click on anything NetSuite allows and drill into whatever detail NetSuite provides.

If the number being drilled into has been edited in Adaptive, it may no longer match what was originally imported from NetSuite. Also, the number in NetSuite may have changed at some time after it was imported into Adaptive. In these cases, the NetSuite report will reflect a different number than the number which was drilled into in Adaptive.

 Drilling from Cell Explorer

When a Cell Explorer window displays a number that satisfies the same rules described above, a Drill into NetSuite link appears in the upper right corner of the window, to the right of View Audit Trail. This link behaves identically to the Drill into NetSuite option in the right-click menu.

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