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NetSuite Integration - Setup

NetSuite is requiring two-factor authentication and token-based authentication for all of its customers by April 8, 2019. If you don't upgrade your NetSuite integration to token-based authentication by April 8, 2019, your connection to NetSuite within Adaptive Insights will fail and your integration won't work. To find out more about what you can do, go here.

If you are an Adaptive Insights customer who's also a NetSuite customer, you can automate the import of actuals data from your NetSuite accounts into your Adaptive Insights model using the NetSuite connector. Once the NetSuite connector gets turned on and configured, you can also export budgets from Adaptive Insights to NetSuite and enable drill-through from Adaptive Insights into NetSuite. This method of connecting is also known as NetSuite Basic.

In an Adaptive Insights model, Adaptive Insights users with administrative permissions can grant NetSuite Setup permission to any role. Users with that role permission can then set up the NetSuite Connector.

You can integrate using NetSuite Basic with one of two authentication options:

  • Legacy login requiring a NetSuite email account/password and will stop functioning April 8, 2019 when NetSuite upgrades all of their customers.
  • Token-based authentication requiring a Consumer Key, Consumer Secret, Token ID and Token Secret you generate in NetSuite and will function beyond April 8, 2019.

Before You Begin

  • Permissions required in Adaptive Insights: Administrator
  • Permissions required in NetSuite: NetSuite admin (role id=3)
  • Obtain your company's NetSuite account ID from within NetSuite by navigating to Setup > Company > Company Information
  • For Token-Based Access: Generate token-based authorization keys in NetSuite
  • For Legacy access: Obtain the login credentials for a NetSuite admin (role ide=3) or create an Adaptive Planning user in NetSuite specifically for integrating with Adaptive Insights

Basic Steps

  • Grant the NetSuite Setup Permission to a role in Adaptive Insights and assign that role to the user who needs to set up the NetSuite connector
  • Enter your NetSuite Account ID and the NetSuite System type (production or sandbox) from NetSuite

For Token-Based Authentication (TBA)

  • Log in to Adaptive Insights as the user with the NetSuite Setup Permission role and enter NetSuite token-based authentication keys in the NetSuite Integration Setup page.

Watch this Video: 4m 00s

Token Based Authentication and upgrading to NetSuite 2018.1 for NetSuite Basic in Adaptive Insights
 

For Legacy Login

  • Provide the email address, password, and NetSuite Role ID for a NetSuite (role id=3) or a special user created specifically for the integration process. This method will stop functioning and not be available beginning April 8, 2019.

For both authentication options

  • Set up NetSuite category configuration and mappings in Adaptive Insights before importing from NetSuite the first time.
  • Import from NetSuite to Adaptive Insights
  • If needed, export budgets to NetSuite 

How You Get There 

Compass.png From the nav menu navigate to Integration > NetSuite Setup.

Set Up Integration

Set up the NetSuite integration once for each Adaptive Insights instance.

  1. Log in to Adaptive Insights.
  2. Go to nav menu > Integration > NetSuite Setup. Only users with the NetSuite Setup permission see NetSuite Setup.
  3. Choose an Authentication option:
    NetSuite Basic - Authentication Options
    1. Select Token based authentication if you already generated token based authentication keys from NetSuite and want to use the NetSuite 2018.1 endpoint.
    2. Select Legacy Login if you haven't enabled token based authentication in NetSuite

You may need to select Update Import User to unlock the settings. Updating the import user does not delete any mappings or previously imported actuals.

  1. Enter the NetSuite Account ID and select the system type. If your company purchased the Adaptive Insights for Netsuite bundle in the NetSuite Bundle Marketplace (recommended), select Enhanced bundle-based drill-through.
    NetSuite Integration - Setup - NetSuite Account Details

If the NetSuite Sandbox Account ends in _SBx (eg. _SB1 or _SB2, etc.) System type must be set to Production.

  1. Enter authentication details.
    1. For Token-Based Authentication enter the NetSuite Consumer Key, Consumer Secret, Token ID, and Token Secret you generated from NetSuite.
      NetSuite Basic - Token Based Authorization Keys
    2. For Legacy Authentication Details enter the NetSuite user’s required fields for email address and password. Enter the optional Role ID if a user with a role other than Administrator will import from NetSuite.
      NetSuite Basic - Legacy Login 
  2.  Save the setup.

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

Adaptive Insights attempts to connect to NetSuite to establish the integration when you click Save. If the connection succeeds, this page confirms the integration and displays the NetSuite account ID. If the connection fails, the page will display an error message with a description of the issue.

Retain NetSuite Role 3 Admin Status and the Web-service Only Role for Legacy Login

You cannot begin the NetSuite Basic (NetSuite OEM) integration process for legacy login by using a NetSuite Web-service only role. Legacy login with NetSuite first requires a (role id=3) administrator to initiate SSOLogin so that a security token can be passed to Adaptive Insights.

This original NetSuite (role id=3) administrator for the legacy login user must keep their role 3 status or NetSuite integration with Adaptive Insights will stop working.

If the original legacy login NetSuite user loses (role id=3) administrator status, update the import user to a new (role id=3) administrator user. After updating the import user to a new (role id=3) administrator user, change the import user to a separate user who has the web-services only role.

Create an Adaptive Planning Integration User

As a recommended best-practice you can create a new user account exclusively for performing NetSuite data imports. This optional user account protects against the loss of the integration if the first user account becomes invalid.

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

To set up an Adaptive Planning integration user in NetSuite:

  1. Create a new role in NetSuite called Adaptive. Give it web-services-only access with these 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 > Accounting Lists – EDIT
  • Setup > Deleted Records – FULL
  • Setup > Login Using Access Tokens – FULL (for token-based authentication)
  • Setup > Manage Accounting Periods – VIEW
  • Setup > Web Services – FULL

Permissions can be renamed in NetSuite. If you don't see a permission from this list, navigate in NetSuite to Setup > Company > Rename Records/Transactions and check for changed names. For example, Class could have been renamed Classification. Error messages use the original names. 

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.

  1. Make a note of the role’s Internal ID.If the internal ID does not show, navigate to Home > Set Preferences > General > Defaults > Show Internal IDs and select T.
  2. Create a new user in NetSuite called Adaptive Planning Integration and assign this user the Adaptive role.
  3. Navigate to Integration > NetSuite Setup in Adaptive Insights.
  4. Select Update Import User.
  5. Enter the Adaptive Planning Integration user’s authorization details. To view the account ID in NetSuite, navigate to Setup > Integration > Web Service Preferences. The role ID is the Internal ID you noted earlier.

Reset the Integration Setup

Once the NetSuite Integration has been successfully completed, a Reset Connection button appears at the bottom of the screen. Click this button to disable the NetSuite integration and prevent data from transferring from NetSuite into Adaptive Insights. Resetting the integration does not delete any mappings or previously imported actuals.

You can restore an integration by re-entering authentication information in the NetSuite Integration Setup page described earlier.

Update the Import User For Legacy Authentication

If you need to change the NetSuite user set as the import user for legacy authentication, click Update Import User. This opens the NetSuite Setup Integration page where your can enter details for the new import user.

Impact of Making Changes to the NetSuite Import User Account

Once the NetSuite integration gets created, the import user can transfer data from NetSuite to Adaptive Insights. Some changes to the import user in NetSuite can invalidate the link between NetSuite and Adaptive Insights, and cause subsequent imports to fail:

  • Changing a user’s password in NetSuite does not invalidate any Adaptive Insights NetSuite link that refers to that user’s credentials.
  • Changing a user’s default role in NetSuite does not invalidate any Adaptive Insights 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 Insights 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 Insights administrator with NetSuite Setup administrative permissions must update the import user to be a valid NetSuite user with the required permissions.

Set Up NetSuite Category Configuration

  1. Go to nav menu > Integration > NetSuite Category Configuration.
  2. Select the Netsuite Import Category Mappings at the bottom of the page.
  3. Map the in-use NetSuite categories to their corresponding Adaptive Insights dimensions before performing the first import from NetSuite.

An administrator can specify how NetSuite categories (e.g. Subsidiary, Department, Class, etc.) relate to dimensions in Adaptive Insights (e.g. Account, Level, etc.). The associations established here let you map:

  • A one-to-one relationship of a NetSuite category to a single dimension in Adaptive Insights
  • Multiple NetSuite categories to a single dimension in Adaptive Insights
  • A single NetSuite category to more than one dimension in Adaptive Insights

Mappings determine what choices the person importing gets during the import process or from the NetSuite Category Mappings page. Mappings don't need to change often, if at all.

  • If multiple NetSuite categories are associated with a single Adaptive Insights dimension, the values in those categories get concatenated and mapped 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 Insights 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.

Configure NetSuite Categories

  1. Select the corresponding dimension for each category in the drop-down lists to map NetSuite categories to Adaptive Insights dimensions. The drop-downs display Account, Level, and any custom dimensions for your model. If multiple NetSuite categories map to one Adaptive Insights dimension, select that same dimension in the drop-down list for those categories.
  2. Select Add next to the drop-down list to associate a category with multiple dimensions. Up to three additional drop-down lists can be added for each category, for a total of four dimensions assigned to that category.
    NetSuite Category Configuration - Categories
  3. Click Save when you finish.

Configure NetSuite Category Mappings Values

After you complete the category configuration, the NetSuite Import Category Mappings link navigates to the mapping page. The user importing can specify mappings between the NetSuite category values and the Adaptive Insights model dimension values. This list remains empty until an import.

Import 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.

  1. Log into Adaptive Insights.
  2. Go to nav menu Integration > Import Data.
  3. Select Actuals under Import Type.
  4. Select NetSuite Actuals under Import From.
  5. Standard gets selected by default under Import into Sheet.
  6. Select the time range you want to import under Time Periods to Import.
  7. Click Import.
  8. Set up mappings you want in the Category Mappings page.
  9. Click Continue.
  10. The Results of Import page loads after the import completes, indicating if the import succeeded.

Export to NetSuite

Administrators can configure Adaptive Integration to export budgets into NetSuite.

Required Permissions

Administration > General Setup > Integration and NetSuite Basic

Administration > Roles and Permissions edit the user who exports and select Export Capabilities and Export Budgets to NetSuite.

Select NetSuite As the Export Target

Once NetSuite Basic gets enabled, users with the Export Budget to NetSuite permission can export to NetSuite or a CSV file.

If NetSuite Basic is enabled but not configured, the Output Target section appears but the NetSuite checkbox is disabled. If NetSuite Setup isn't configured, the NetSuite Category Configuration link appears.

  1. Set up the NetSuite Category Configuration described earlier if you didn't already.
  2. Go to Integration > Export Data.
  3. Select NetSuite for the output target.
  4. Select the budget category in NetSuite you want to export to.
  5. Select one or more fiscal years in NetSuite you want to export to.
  6. Select Export.

DrillThrough

When you view a sheet in Adaptive Insights or Cell Explorer window containing an actuals number mapped for importing from NetSuite, you can drill down into the number. This launches a NetSuite report detailing the transactions that comprise the number.

The NetSuite Basic check box in Administration > General Setup enables a Role Details permission called Drill into NetSuite Imported Numbers you can grant toany role.

The drill behavior 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 imports from NetSuite, users with the right permissions can drill into the NetSuite data from Adaptive Insights.

Read more about requirements for drill through into NetSuite here.

Without the Adaptive Insights for Netsuite Bundle

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

  • The user has a role that includes the Drill into NetSuite Imported Numbers permission.
  • The NetSuite Integration Setup succeeded 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 was 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 less restrictive:

  • If the coordinates being explored or visited were mapped from NetSuite at all, then the Drill Into NetSuite option shows. A mapping does not need to be exactly one-to-one.
  • Drilling on rollups is allowed when at least one of the leaf cells included in the rollup got mapped from NetSuite. Not all cells included in the rollup need mapping.

All other requirements stay the same.

To be more specific, the Drill into NetSuite option appears 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 succeeded, 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
  • the chosen plan version displays some months of actual data 

Either way, a right-click on an actuals number opens a menu including the choice, Drill into NetSuite.

Select Drill into NetSuite from the right-click menu to launch a NetSuite transaction report in a new browser window. If you haven't logged in yet to NetSuite, you get prompted to log in.

After log in, either the NetSuite Profit and Loss Detail report or the NetSuite Balance Sheet Detail report shows up, depending on the selected number. The Profit and Loss Detail report shows if the drilled number is in a NetSuite account of type Expense, Income, Other Income, Other Expense, Non-Posting, or Cost of Goods Sold. All other account types launch a Balance Sheet Detail Report.

You can click on anything NetSuite allows and drill into whatever detail NetSuite provides.

If the number being drilled into was edited in Adaptive Insights, it may no longer match what was originally imported from NetSuite. The number in NetSuite may have changed at some time after it was imported into Adaptive Insights. In these cases, the NetSuite report reflects a different number than the number you drilled into in Adaptive Insights.

 Drilling from Cell Explorer

When a Cell Explorer window displays a number that satisfies 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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