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NetSuite SolutionTraining Guide
Release Date January 6, 2014
343 West Erie, Suite 440 Chicago, IL 60654, USA
Phone: (312) 229-1727 x111 Fax: (312) 229-1736
Document Information
2 Adeptia Incorporation Adeptia
DOCUMENT INFORMATION
Adeptia Inc.
NetSuite Solution Training Guide
Printed January 2014
Printed in USA
Adeptia Support Information
For support queries, please contact us at [email protected].
Access the Adeptia Web site at the following URL:
www.adeptia.com
Copyright
Copyright © 2000-2014 Adeptia, Inc. All rights reserved.
Trademarks
Adeptia™ is a trademark of Adeptia, Inc. All other trademarks and registered trademarks are the property of their respective owners.
Confidentiality
This document is the confidential and proprietary information of Adeptia. The information set forth herein represents the confidential and proprietary information of Adeptia. Such information shall only be used for the express purpose authorized by Adeptia and shall not be published, communicated, disclosed or divulged to any person, firm, corporation or legal entity, directly or indirectly, or to any third person without the prior written consent of Adeptia.
Disclaimer
Adeptia, Inc. provides this publication "as is" without warranty of any kind, either express or implied. In no event shall Adeptia be liable for any loss of profits, loss of business, loss of use or data, interruption of business, indirect, special, punitive, incidental, or consequential damages of any kind.
No part of this work should be reproduced in any form or by any means—graphic, electronic, or mechanical—including photocopying, recording, taping, or storage in an information retrieval system, without prior written permission of Adeptia Inc.
This publication is subject to replacement by a later edition. To determine if a later edition exists, contact www.adeptia.com.
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Adeptia Incorporation NetSuite Solution Training Guide 3
TABLE OF CONTENTS Target Audience 5 Other resource materials 5
How is this guide organized? 5
Conventions 6 Typographical conventions 6 Graphical conventions 6
Contacts/Reporting problems 7 Sales 7 Support 7 Latest updates and information 7 Adeptia Web site 7 Prerequisites 8 Topics Covered 8
NetSuite Solution Framework 8
Modifying the Search Criteria to Extract Data From NetSuite Desktop 9
Update/Insert Data From a Database to NetSuite 15
Preface
Adeptia Incorporation 5
1 PREFACE The NetSuite Solution Training guide enables you to learn NetSuite solution framework, modify search criteria, and update/insert data into NetSuite.
Target Audience
This document is intended for those users, who want use NetSuite as their cloud-based ERP software.
Other resource materials
The following other resource materials are available:
Title Description
Installation Guide This guide is intended for developers. They can use these details to perform all the design features of Adeptia Suite.
Business User Guide This guide is intended for business users. They can use this guide to perform all the functions of Adeptia Suite.
Admin Guide This document provides a detailed description of the Administrative features of Adeptia Suite. It guides you to seamlessly manage the functioning, design and integration of business processes using these administrative features.
Developer Guide This document covers a detailed description of all activities and services of Adeptia Suite that are available to a developer. It acts as a guideline to use these services seamlessly and use them in a design environment using Adeptia Suite.
HOW IS THIS GUIDE ORGANIZED?
This guide is organized into the following sections:
Section Description
Introduction to this document
NetSuite Solution Framework This section covers the initial implementation of NetSuite with Adeptia
Preface
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Section Description
Modifying Search Criteria to
Extract Data From NetSuite
Desktop
This section covers information that you can use to extract data from NetSuite Desktop into Adeptia
Update/Insert Data From a
Database to NetSuite
This section covers information that you can use to update/insert data from database to NetSuite
CONVENTIONS
The following tables list the various conventions used in this documentation. We follow these conventions to help you quickly and easily identify particular elements, processes, and names that occur frequently in documents.
Typographical conventions
This guide uses the following typographical conventions:
Convention Description
Bold Text Indicates one of the following:
Screen element
A file or folder name
A control in an application’s user interface
Important information
Bold Italics Text File or folder path that you need to enter as per your system configuration
Monospaced Text Indicates the code that you need to enter as it is
Monospaced Italics Text Indicates the code that you need to enter as per your system configuration/specification
Hyperlink Indicates a link to a website or web material
Graphical conventions
This guide uses the following graphical conventions:
Preface
Adeptia Incorporation 7
Convention Description
Indicates additional information that may be of interest to the reader
CONTACTS/REPORTING PROBLEMS
These sections present contact information for a variety of situations.
Sales
In case of any sales queries, please contact us at [email protected].
Support
For support queries, please contact us at [email protected].
Latest updates and information
For the latest updates and information, please visit us at www.adeptia.com.
Adeptia Web site
Access the Adeptia Web site at the following URL:
www.adeptia.com
NetSuite And Adeptia
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2 2 NETSUITE AND ADEPTIA Prerequisites
The pre-requisites of using the Migration utility are outlined as:
1. Setup the tables in backend database as mentioned in the Installation guide.
2. Update the DB Info object and test the connection to the NetSuite database (see Figure 1).
3. Go to Design Process Flows and verify that all the NetSuite-related flows exist there.
4. Verify that your NetSuite login account (provided during Adeptia installation) is correct.
Figure 1: Database Connection To NetSuite SQL Server
Topics Covered
The following topics are covered in the document:
NetSuite Solution Framework
Modifying Search Criteria to Extract Data From NetSuite Desktop o Execute the Search Contact From NetSuite o Get Last Modified This Week
Update/Insert Data From a Database to NetSuite o Change a Record in the Database o Execute the Contact Update List to NetSuite Flow
NETSUITE SOLUTION FRAMEWORK
Executing NetSuite solution process flows will connect Adeptia to NetSuite and depending upon the search criteria, Adeptia Suite will extract the data records from NetSuite and load it into the database (see Figure 2). The solution allows end-users to synchronize NetSuite data with backend database.
Modifying the Search Criteria to Extract Data From NetSuite Desktop
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Figure 2: Overview of NetSuite Solution Framework
MODIFYING THE SEARCH CRITERIA TO EXTRACT DATA FROM NETSUITE DESKTOP
1. After executing the process check the logs and verify that the process flow has executed successfully. Check the status of each activity by going to the Details section of the process logs. In the Repository there will be several intermediate files that are archived and one of them will contain confirmation (SOAP XML) from NetSuite in terms of the data record that is picked up from the application.
2. Now go to the database of the object table (such as Lists_Contact, Lists_Customers etc) and you will see the new data that is picked up from NetSuite.
3. When the data is picked up from NetSuite the modifyBy field is set to “SynchronizedByAdeptia”. This means that the data is successfully picked up by Adeptia and is loaded into the Database.
4. The NetSuite solution flows are of two types:
Search From NetSuite: get data from NetSuite based on a search criteria and load the data into the database tables (see Figure 3).
Insert/Update To NetSuite: Take data from database and load it into NetSuite. Also refer to NetSuite SuiteTalk Guidelines to understand how the Web Service communication works and what type of methods are supported.
NetSuite And Adeptia
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Figure 3: Overview of NetSuite Solution Framework (Web Services)
Communication between Adeptia and NetSuite occurs through Web Services. Go to Configure Services Web Service Consumer to view the different Web Service consumer calls Adeptia makes to NetSuite ranging from Adding/Updating data to NetSuite and Searching data from NetSuite. These are pre-defined Web Service Consumer activities which are included within Adeptia’s NetSuite solution and you do not need to make any changes here.
The following topics are covered in this section:
Execute the Search Contact From NetSuite
Get Last Modified This Week
Execute the Search Contact From NetSuite
1. The search criteria for getting data from NetSuite of a particular data object such as Contacts, Customers etc. are stored in a custom plugin.
2. Go to Configure Services Extensions and select the Contacts_GenerateSearchMessage radio button (see Figure 4).
3. In this plugin there are three parameters that we can edit to modify our search request:
Search basis and the operator - Example lastModifiedDate and ‘within’. For instance if we need to get all the records that were modified within a certain time period.
Condition value - Example thisWeek. For instance get all modified Contacts that were modified within this week.
Modifying the Search Criteria to Extract Data From NetSuite Desktop
Adeptia Incorporation Adeptia Suite 11
Figure 4: Search Contact From NetSuite
Get Last Modified This Week
Search criteria consists of three parts:
1. Search Basis - This forms the basis of your search, for example I want all the last modified Contacts 2. Operator - This forms the operational attribute of the condition such as ‘within’ >> I want all the last
modified Contacts within certain date/time. 3. Criteria Value - This forms the time constraint of your search condition >> I want all the last modified
Contacts within this week. Note that all the search criteria values are case sensitive and must follow the format as listed in the table above. Adeptia can provide more details on the search logic if further clarification is needed. To find out how to get the search base criteria other than lastModified, just click on the field in the NetSuite GUI and you will see the technical field name that you can use as part of the search criteria (see Figure 5). For example if you click on the Date Created the Field ID is datecreated. Now you can use this field name as part of your search.
NetSuite And Adeptia
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Figure 5: Get Last Modified Date
Login to your NetSuite account and go to Lists Relationships Contacts Search Edit any Contact (such as Address, Title etc.).
We will then retrieve this modified record when we execute the below process flow.
Go to Design Process Flow and then select the SearchContact_From_NetSuite radio button and click on the Execute button (see Figure 6). And then click on the View Process flow logs link.
Modifying the Search Criteria to Extract Data From NetSuite Desktop
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Figure 6: Process Flow For Contacts Modified Last Week
Login to your NetSuite account and go to Lists Relationships Contacts Search Edit any Contact (such as Address, Title etc.).
We will then retrieve this modified record when we execute the below process flow.
Go to Design Process Flow, select the SearchContact_From_NetSuite radio button and click on the Execute button. And then click on View Process flow logs link.
Process Flow logs will show the status of every step in descending order (latest step on top). You can click on the Details link to see further details of the transaction. To view the actual data in XML, you can click on the Repository link in the Details page and view the SOAP XML files (see Figure 7).
NetSuite And Adeptia
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Figure 7: Details of Transaction Execution
The database records in the Lists_Contact table will now contain all the records from NetSuite modified this week. In our example, we edited Alistair Sullivan’s Title to Sales Rep and now after running the process flow the
database contains that record with all the fields.
In addition to the record fields, Adeptia has also added fields such as modifyBy, LastModifiedDate, and ErrorMessage to help keep track of the status.
The status after loading the data into the table shows SynchronizedByAdeptia meaning that database is now in-sync with NetSuite in regards to that record (see Figure 8).
When loading data into NetSuite, these fields help identify if any record fails to get uploaded into NetSuite due to any errors. Users can correct those errors and re-run the flow.
Update/Insert Data From a Database to NetSuite
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Figure 8: Results in Backend Database
UPDATE/INSERT DATA FROM A DATABASE TO NETSUITE
This section covers the following topics:
Change a record in the database
Execute Contact Update List to NetSuite Flow
Change a Record in the Database
Update or Insert data into the database table. For now you can update the existing record in the Lists_Contact table and make changes to some of the values.
Adeptia identifies the records that need to be picked up by flag set in the modifyBy field. If it contains ModifiedByWeb then that record will be picked up as part of the database extraction and will be loaded into NetSuite.
Such as update the data record by running these two SQL queries:
UPDATE NetSuite.dbo.Lists_Contact
SET Title = 'BusinessUser'
WHERE NetSuiteInternalID = 42
GO
The above query will change the Title of this record to BusinessUser.
UPDATE NetSuite.dbo.Lists_Contact
SET modifyBy = 'ModifiedByWeb'
WHERE NetSuiteInternalID = 42
GO
The above query will change the modifyBy to ModifiedByWeb (see Figure 9).
NetSuite And Adeptia
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Figure 9: Loading Updated Data Into NetSuite
Execute Contact Update List to NetSuite Flow
By executing this flow, Adeptia will pick the records from the Contact (and child tables) database and will load this data into NetSuite.
If there are any errors while loading data into NetSuite then check the Error Description field to see what the error is and how to resolve it. If, for example, the Error Description is saying that a particular mandatory fields value is missing than you can correct that field, change the modifyBy field to ModifiedByWeb and re-run the flow. Rest of the records that are successfully loaded into NetSuite will have their status changed to SynchronizedByAdeptia.
After process flow executes you can go to NetSuite and do a refresh to see the changes for that contact (see Figure 10).
Update/Insert Data From a Database to NetSuite
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Figure 10: Contact Update List to NetSuite Process Flow
After making corrections to your data depending upon the error message you can rerun the flow by first changing the modifyBy field to ModifiedByWeb and execute the flow. Records that are successfully loaded into NetSuite will have their status changed to SynchronizedByAdeptia (see Figure 11).
Figure 11: Error Description in Error Message Field
