WooCommerce Integration App offers 8 flows that take care of Sales Order (import and export), Fulfillment (export), Order Status (export) and Refund (export) between NetSuite and WooCommerce (NOTE: Import and Export word is used taking NetSuite as a reference).

DataFlow 1:  Sales Orders – Add Sales Orders from WooCommerce to NetSuite

This flow will import the Sales Orders from WooCommerce to NetSuite.

Part A: Setting the integrator.io side of things

Steps to configure flow:

1. Log in to integrator.io.
2. Click on WooCommerce – NetSuite Integration App.
3. Click on the Settings tab, you’ll see the below tabs related to order which are Shipping, Payment Method, Discount, Tax, Orders, Customers and Items.

Shipping:By selecting the drop-down on NetSuite Side, you can select the NetSuite Shipping method corresponding to the WooCommerce Shipping Method.

NOTE: In the sales order import flow mappings, replace the ‘shipping_method’ field mapping with the below field.

Payment Method: By selecting the drop-down on NetSuite Side, you can select the NetSuite Payment method corresponding to the WooCommerce Payment Method.

Discount: You can select the discount related settings by clicking on the Discount tab under the Setting tab.

i) Add WooCommerce discount amount as: You can select the required setting in the drop-down depending on how you would like to bring the discount on the sales order to NetSuite.

ii) Select a NetSuite Discount Item to track WooCommerce discounts: You can select the required discount type item in the drop-down which will be tracking the discount amount.

Tax: You can select the tax related settings for the sales order by selecting the correct option from the drop-down. If you want to bring it as a line-item on the sales order then you need to select the “Add sales tax total as a single line-item total” option and provide the internal ID of the non-inventory item below else select the below option to allow NetSuite to calculate the tax.

Orders: You can select all the order related settings depending on how you want to import the orders in NetSuite. Please review the below guidelines.

i)Add WooCommerce orders with one or more status options (Multi-Select): You can select multiple sales order statuses in the drop-down so that the connector can import all the orders that have these selected order statuses from WooCommerce to NetSuite.

ii) Add orders created after a specific Date and Time (Time Zone: GMT): You have to add the Start Date and Time in GMT before tuning on the order flows so that the connector can start importing the order from the specified date and time from WooCommerce to NetSuite.

iii) Enter Cut-off WooCommerce Order ID: You can give the cut-off WooCommerce order id in this box and the connector will pick the orders after the added order id.

For example, if you want to start importing orders from WooCommerce Order ID: 1729 then you need to give the Order ID: 1728 in the box because it will pick the orders after the cut-off WooCommerce Order ID that you provide in the box.

iv) Enter Default NetSuite Customer (NetSuite Internal ID) for ALL WooCommerce orders, if applicable: You need to provide the internal ID of the NetSuite Customer which will be used as default customer for all the WooCommerce Orders.

v) Enter Default NetSuite Customer (NetSuite Internal ID) for ALL WooCommerce guest orders, if applicable: You need to provide the internal ID of the NetSuite Customer which will be used as default customer for all the Guest WooCommerce Orders.

vi) Default Customer Record If No Match Found: You need to provide the internal ID of the NetSuite Customer which can be used as default if there is no match found in NetSuite for the customer.

vii) Push specific Sales Order(s) to NetSuite as a Sales Order on demand: You can provide the WooCommerce Order ID (by a comma-separated for more than one) to import specific WooCommerce orders into NetSuite.

viii) Push specific Sales Order(s) to NetSuite as an Invoice on demand: You can provide the WooCommerce Order ID (by a comma-separated for more than one) to import specific WooCommerce orders as an Invoice to NetSuite.

ix) Push specific Sales Order(s) to NetSuite as a Cash Sale on demand: You can provide the WooCommerce Order ID (by a comma separated for more than one) to import specific WooCommerce orders as a Cash Sales to NetSuite.

Customers:You can select the settings related to Customer import under the Customers tab depending on how you want to create the customer in NetSuite.

How to add the additional mappings to the Sales order import flow?

Click on the icon under the Mappings. You will find two sections. One is the Export field (Wrapper) where all the WooCommerce fields will be available and the other one is the Import Field (NetSuite) where all the NetSuite fields (see screenshot below) will be available.

DataFlow 2: Sales Orders – Add Sales Orders from WooCommerce to NetSuite as Invoices

1. Click on the icon under the Mappings and follow the above steps to configure the mappings to import Sales Orders as an Invoice from WooCommerce to NetSuite.
2. Please add the mappings in this flow that are required on the invoice records in NetSuite.
3. This flow imports the WooCommerce Sales orders as invoices to NetSuite.

DataFlow 3: Sales Orders – Add Sales Orders from WooCommerce to NetSuite as Cash Sales

1. Click on the icon under the Mappings and follow the above steps to configure the mappings to import Sales Orders as Cash Sales from WooCommerce to NetSuite.
2. Please add the mappings in this flow that are required on the Cash Sale record in NetSuite.
3. This flow imports the WooCommerce Sales orders as Cash Sales to NetSuite.

NOTE: 

1. If any of the above flows is enabled then it is advised to keep DF1 and DF2 /DF 3 disabled.
2. These flows aren’t a popular choice but it is provided just in case you have a certain business requirement that requires WooCommerce sales orders to be imported as either Cash Sales/Invoice in NetSuite.

DataFlow 4: Sales Orders Status Change – Update WooCommerce Orders Status

Part A: Steps to configure Integrator.io side of things

1. Go to the Settings tab and select the Order tab.
2. Select the required saved search in the list like below.

Part B: Steps to configure the Saved Search in NetSuite.

1. Log into NetSuite and type: novamodule WooCommerce Sales order Multiple Statuses Export Template and click on it.
2. Edit the below Status field in the saved search criteria and add the required order statuses.
   
3. Now, add all the required order statuses and in the IO settings (see PART A screenshot).

DataFlow 5: Customers – Add / Update Customers from WooCommerce to NetSuite

1. This flow is used to add/update the Customers from WooCommerce to NetSuite
2. To add additional mappings depending on how NetSuite customer is created in your NetSuite account, click on the icon under the Mappings and add the additional mappings.
3. If subsidiaries are configured in NetSuite then make sure to add the correct subsidiary to the customer import flow. Click on the Setting icon and update the Subsidiary mapping to the required Subsidiary and save it.

DataFlow 6: Refunds – Add Refunds from NetSuite to WooCommerce

This flow will export refunds from NetSuite to WooCommerce. For more information on how WooCommerce may refund the payment gateway, see WooCommerce Refunds.

Part A: Steps to configure Integrator.io side of things

1. Go to the Settings tab and select the Order tab.
2. Select the required saved search in the list like below.
   
3. Go to flow mapping step "Refunds - Export Refunds from NetSuite to WooCommerce" 
   
4. If you want to automatically process the payment processor (i.e. Stripe) refund in WooCommerce, set api_refund to "true".
   
5. Run the flow.

Part B: Steps to configure the Saved Search in NetSuite.

1. Log into NetSuite and type: Novamodule WooCommerce Refund Export and click on it.
2. Edit the saved search and make sure you have all the below fields in the criteria.
   
3. Go to the results tab and make sure to have all the below fields.
   
4. Click save and run.

DataFlow 7: Customers – Add / Update Customers from NetSuite to WooCommerce

This flow will export Customers from NetSuite to WooCommerce.

Part A: Steps to configure Integrator.io side of things

1. Go to the Settings tab and select the Customer tab.
2. Select the required saved search in the list like below.
   
3. Add any required fields if not already there in the mappings.
   
4. Save and run the flow.

Part B: Steps to configure the Saved Search in NetSuite.

1. Log in to NetSuite and type: novamodule Woocommerce Customer Export and click on it.
2. Edit the saved search and make sure you have all the below fields in the criteria and also on the customer record.
   
3. Go to the results tab and add any required fields if needed.
   
4. Click save and run.

DataFlow 8: Sales Orders – Add Sales Orders from NetSuite to WooCommerce

This flow will export Sales orders from NetSuite to WooCommerce

Part A: Steps to configure Integrator.io side of things

1. Go to the Settings tab and select the orders tab.
2. Select the required saved search in the list like below.
   
3. Click on the icon under the mappings tab and add the required fields if needed.
   
4. Save and run the flow.

Part B: Steps to configure the Saved Search in NetSuite.

1. Log in to NetSuite and type: novamodule WooCommerce Sales Order Export and click on it.
2. Edit the saved search and select the order statuses of the sales order that you want to export.
   
3. Go to the results tab and add the required fields if needed.
   
4. Save and run it.

USE CASES:

1. How to import all the WooCommerce Sales orders to NetSuite against one default Customer?

Log in to NetSuite and copy the internal ID of the default customer record (Ex: 1729) and Paste this internal ID in the below box using IO Settings → Orders tab → Find the below box. Once finding the box, paste the id and save the changes by clicking on the SAVE button.

2. How to create the Customer records of type individual/Company based on the Company name in WooCommerce?

Please use the below handlebar expression ({{#compare billing.company “==” ”}}T{{else}}F{{/compare}}) in the Customer Add/update flow mappings

3.How to overwrite the tax from WooCommerce to NetSuite?

Setting IO side of things:

Go to Settings → Orders → Tax tab

Select the option ‘Overwrite tax with WooCommerce’ in the dropdown

Give the internal ID of the default tax code from NetSuite(Ex: 1511)

Check the checkbox “Assign the default tax code to all the orders”

Note:Check the checkbox “Per-line taxes on transaction enabled in NetSuite” if you see the “transaction is not in balance” error in IO.

Setting NetSuite side of things:

In the global search, type Page: Tax codes

Click on the new tax code and give the required tax fields

The internal ID of this tax code is used in the above IO settings

Also, enable the ‘Novamodule Tax Calculations’ User event Script in NetSuite to populate the tax successfully. Initially, it’ll be in an inactive state. Edit the script and uncheck the inactive checkbox.

4. How to bring discounts as a line item on the sales order in NetSuite?

Setting IO side of things:

Go to Settings → Orders → Discount tab

Select the option ‘NetSuite Order line level discount as total’ to bring the complete discount as a line item on the sales order in NetSuite.

Select the option ‘NetSuite Order line level discount under each relevant item’ to bring the WooCommerce line level discount as a line item under each item that has a discount.

If a discount type item will be used to track the discount amount then select it in the drop-down and if it is a Non-Inventory item then provide the internal ID of the item in the last box below and save it.

Setting NetSuite side of things:

Create a Non-inventory item/discount type item to track the WooCommerce order discounted amount on the NetSuite sales order. You can either provide the internal ID of this item or select it in the drop-down in the above IO settings.

5. How to map a meta_data field value in the WooCommerce order data to a NetSuite sales order field?

If there is any information that is available in the meta field and needs to be populated in NetSuite then please use the below handlebar expression and replace the meta.key with the required key and map to the corresponding NetSuite field. The below example is to map the Last Four Digits.

({{#each meta_data as |meta|}}{{#compare meta.key “==” ‘_wc_cybersource_credit_card_account_four‘}}{{meta.value}}{{/compare}}{{/each}})

6. How to bring the Shipping amount from WooCommerce as a line item on the sales order to NetSuite?

Setting IO side of things:

Go to Settings → Order → Shipping → Select the below option “NetSuite order line level Shipping as a total” → Select the Shipping item in the drop-down/provide the NetSuite internal ID of the item in the below box and save it.

Setting NetSuite side of things:

Create a Non-inventory item type to track the Shipping amount and select this item in the above drop-down

Next Steps

Configure Customer Deposit