Best Practices for Integrating OpenAir and NetSuite

Creating an integration between NetSuite and your OpenAir implementation can be a true benefit for your business. The integration allows for the automated flow of important data between the systems, saves time by removing data entry duplication, and improves data accuracy. Data is available more quickly to more stakeholders, and processes – like revenue realization – are accelerated.

To achieve the full impact, companies should follow best practices when integrating the two systems. This ensures that the business is getting the greatest benefit from the shared systems.

Token-Based Authentication and User Management

User management between the two systems can be a challenge, especially when dealing with administrator-level accounts and functionality. Luckily, there is a straightforward solution that promotes the proper use of administrator accounts.

Implementing token-based authentication (TBA) between the two systems simplifies user authentication between OpenAir and NetSuite. Doing so means you’ll no longer need to worry about password expiration and the hassle of resetting accounts because a password changed.

To do this, configure the integration record in NetSuite to use TBA only, with no user authentication. On the OpenAir side, a new switch was implemented that hides the email and password fields – simply set the switch to use TBA exclusively. You’ll then create a token record and link that to the NetSuite integration user and the automatically created NSOA Connector role.

When the NSOA role is created, the permissions are not optimally set. The role should have full access to login tokens, user access tokens, and access token management. If you have a OneWorld currency account, currency access should also be set to full, and invoices should be changed from view to full permissions.

Also, we highly recommend that inside NetSuite an Integration User account is created instead of mapping the role to an existing employee account. While this does use up one seat of your license, it is a more secure implementation and allows for employees to leave or change roles without major complications to user management and permissions.

Real-time and Scheduled Integrations Workflows

The paramount reason for building integrations is to share data between systems, and the NetSuite to OpenAir integration does exactly that. However, when the data is shared is a configurable element of the system.

There are two options for this – scheduled and real-time integrations. Scheduled integrations are exactly as they sound – data is exchanged between the two systems on a set schedule. NetSuite limits these updates to 12 in a 24 hour period, which can be split up in any way that works best for your business. Be careful when setting these up, however. NetSuite uses Eastern Time for all scheduling, regardless of the time zone of your company.

Real-time integrations add more flexibility into data sharing between OpenAir and NetSuite. These integrations are bi-directional and are triggered by specific actions – in particular, with a save or approval. So, as an example, if an invoice is approved in OpenAir, that would trigger the integration to immediately forward the invoice over to NetSuite.

Billing Data Workflows for Taxes and Credits

There are several integrations between OpenAir and NetSuite that are helpful with financial functions. Three of these cover elements of taxation and credits, among others.

Some jurisdictions now require service organizations to include tax for their services. OpenAir, however, doesn’t include taxes when an invoice is computed. NetSuite does. Using the integration between these two systems, OpenAir generates an invoice and, once approved, forwards it to NetSuite. From there, the appropriate tax is added to the invoice. Once the tax is added, the export process updates the originating invoice in OpenAir with the proper amount.

Credits can also be a challenge across systems, but integration between the two systems can keep them in sync. Depending on the reason and the handling of the credit, there are two different workflows that will keep your data aligned.

If an error on a bill has occurred, a bill will be split, or for some reason, the invoice will be re-issued, then initiating the credit within OpenAir is the best option. Originating the credit in OpenAir will credit the entire invoice amount in NetSuite, which is why this workflow is best for an invoice that will be recreated to account for the credit.

If you’ve chosen to issue a credit to a client for other reasons – a consideration for a problem, as a customer service gesture, etc. – you should add the credit into NetSuite and resync back to OpenAir, instead.

Troubleshooting Tips

Issues with integrations may occur. NetSuite provides a means of tracking and reporting the error codes, and recently added functionality through the status link that makes it easier to understand errors that occur and streamlines the troubleshooting process.

On the other hand, some errors in the log can be cryptic. In these cases, the web service log created can help NetSuite support understand what is going on within your system.

These tips, tricks, and best practices are just the beginning of getting started using OpenAir and NetSuite integrations well. For more suggestions, check out our webinar, Best Practices for Integrating OpenAir and NetSuite.

Want to learn more or have a process you want to improve with an OpenAir and NetSuite Integration? Find out how Top Step can help your business.