NetSuite: Invoice Sync

When you finalize an invoice in MonetizeNow, it is sent to NetSuite as a NetSuite invoice. MonetizeNow finds or creates the matching NetSuite customer and adds a line for each invoice line, plus a tax line if needed. This page explains when invoices sync, what to set up in NetSuite first, how fields map, and how to fix a failed sync.

To connect MonetizeNow to NetSuite in the first place, see Authentication Setup.

What syncs and when

You finalize an invoice. This can happen on a bill run, when a quote is processed, or when you finalize an invoice by hand. Draft invoices never sync.
MonetizeNow sends the invoice to NetSuite straight away. Each invoice is queued and sent on its own. There is no nightly batch or schedule.
MonetizeNow finds the NetSuite customer. If the account isn't linked to a NetSuite customer yet, MonetizeNow searches using your Matching Field for Customer Lookup setting. If nothing matches, it creates a new customer.
MonetizeNow creates the NetSuite invoice. Each invoice line is matched to a NetSuite item. If the invoice has tax, a tax line is added.
The result is recorded. You can see it on the invoice and in Integration Logs.

Changing an invoice after it has synced. Later changes update only the custom fields you've mapped (see Custom fields). Amounts, lines and dates in NetSuite stay as they were at the first sync. To correct a synced invoice, issue a credit note, or credit and rebill it (see Credit and Rebill).

What else syncs. Credit notes sync as NetSuite credit memos, and successful payments sync too. See Credit Memos and Payments.

Before you connect (NetSuite prerequisites)

Work through this checklist before you finalize the first invoice.

Create an item for every MonetizeNow product.
- MonetizeNow never creates or changes NetSuite items.
- In NetSuite, create an item (a Non-inventory Item is the usual choice). Set its Item Name/Number to the product's MonetizeNow Product ID.
- The item's income account decides which GL account the revenue posts to, so set it up the way your accounting team wants.
- If an invoice line's product has no matching item, the whole invoice fails to sync.
Create a tax item, if you charge tax.
- Create one NetSuite item for tax amounts.
- Enter its internal ID in NetSuite Item Id for Tax Line in your MonetizeNow NetSuite settings.
- Without it, any invoice that has tax fails to sync.

Decide how accounts should match NetSuite customers. In Matching Field for Customer Lookup, choose one of these:

Option	MonetizeNow looks for a NetSuite customer whose…
MonetizeNow Account ID	Customer ID matches the MonetizeNow account ID
Custom ID	Customer ID matches the account's Custom ID
Account Name	Company Name matches the account name
None	No search. A new customer is always created.

If exactly one customer matches, the account is linked to it. If more than one matches, the sync fails. If none matches, MonetizeNow creates a new customer.

Confirm your subsidiary.
- MonetizeNow records invoices against one NetSuite subsidiary, which is set when the integration is connected.
- If you bill from more than one subsidiary or legal entity, contact MonetizeNow Support before you connect.
Check currencies. New NetSuite customers are created in the account's default currency.
Connect a production NetSuite account. Sandbox accounts aren't supported.
Choose these settings carefully the first time: customer lookup, item matching, tax item and subsidiary. To change any of them after connecting, contact MonetizeNow Support.

How invoice fields map to NetSuite

Invoice header

MonetizeNow invoice	NetSuite invoice	Notes
Account	Customer	Matched or created. See Before you connect.
Invoice creation date	Date	Uses Pacific time. This is not the bill group's Bill Date Calculation Strategy date.
Due Date	Due Date
Period start date	Start Date
Period end date	End Date
Purchase Order Number	PO #
Billing address	Billing address	Country is sent as a 2-letter code.
Shipping address	Shipping address
MonetizeNow invoice ID	External ID	Used to recognize the invoice on later syncs.
Invoice number	Invoice #

The header has no standard mapping for Terms, Memo, Department, Class or Location. To fill these in, use custom fields.

Invoice lines

MonetizeNow invoice line	NetSuite invoice line	Notes
Product	Item
Quantity	Quantity	A quantity of 0 is sent as 1.
Amount (before tax)	Amount
Description	Description	Uses the product name if the description is blank.

Tax line

If the invoice has tax and a tax item is set up, MonetizeNow adds one line to the NetSuite invoice:

Field	Value
Item	Your NetSuite Item Id for Tax Line
Quantity	1
Amount	The invoice's total tax
Description	Tax

Invoices with no tax get no tax line.

Custom fields

You can send extra MonetizeNow fields, including your own custom fields, to NetSuite fields. Set this up in Accounting Data Mapping under your NetSuite connection settings. You can map:

Invoice → Invoice
Credit Note → Credit Memo

Mapped fields are sent when the invoice is created, and again whenever it is updated.

Watching sync status and fixing errors

Check one invoice

Open the invoice. Integration icons appear in the page header.
A NetSuite icon labeled NetSuite — last sync failed means the most recent sync didn't work. Not Connected to NetSuite means the invoice hasn't synced yet.
Select the icon to see:
- the last sync's status (Successful or Failed) and when it ran
- the NetSuite record ID
- the error message, if it failed
Select the NetSuite row to open Log Details, or select View all in Integration Logs.

Check every sync

Go to Settings → Integration Logs. You need the Tenant Admin, Billing Admin or Settings Read Only role.
Each row shows:
- Timestamp
- Object (Invoice, Credit Note, Payment, Account and others)
- Operation (Create or Update)
- Label
- Source Record ID (MonetizeNow)
- Target Record ID (NetSuite)
- Status
Filter to find failures. Select Export CSV to download the list.
Select a row to open Log Details, which shows the Error Message and Technical Details.

Retry a failed sync

Fix the cause in NetSuite or MonetizeNow, using the Common errors table below.
Open Log Details for the failed sync and select Retry Sync.
The status updates once the retry finishes. Select Refresh to check.

Retry Sync sends the record again as if it were new. It also triggers any outbound webhooks you've set up for that event.

Common errors

Error message (or situation)	What it means	What to do
Item not found / an invoice line's product is missing	No NetSuite item matches the product.
`taxItemId is not configured`	The invoice has tax, but no tax item is set up.	Add NetSuite Item Id for Tax Line, then retry.
More than one customer matched	Your lookup field matches several NetSuite customers.	Remove or rename the duplicates in NetSuite so only one matches, then retry.
`Unable to create customer in Netsuite`	The new customer couldn't be created, so the invoice wasn't created either.	Check the error details (often a required NetSuite customer field), fix it, then retry.
`This record already exists.`	NetSuite created the invoice but didn't confirm in time, so MonetizeNow doesn't know about it. Payments on that invoice will also fail until this is fixed.	Don't create the invoice again by hand. Contact MonetizeNow Support to link the existing NetSuite invoice.
`Association not found`	A related record, such as the invoice a payment belongs to, never synced.	Find the related record in Integration Logs, fix and retry it first, then retry this record.
`SuiteTalk concurrent request limit exceeded`	NetSuite received too many requests at once.	Usually nothing to do: MonetizeNow retries automatically. If it stays failed, select Retry Sync.
`The G/L impact of a transaction in a closed period cannot be changed`	The NetSuite accounting period is closed.	Reopen the period in NetSuite, or have your NetSuite admin decide how to post it. Then retry.
`Unable to find a matching line for sublist apply`	NetSuite already shows the invoice as paid, so a payment or credit can't be applied.	Compare the invoice's balance in NetSuite and MonetizeNow, and fix it in NetSuite.
`This transaction is voided`	Someone voided the record in NetSuite.	This can't be retried. Decide in NetSuite how to handle it.

Credits, rebills, and voids

What you do in MonetizeNow	What happens in NetSuite
Issue a credit note against an invoice	A credit memo is created and applied to the NetSuite invoice. The invoice itself isn't changed. See Credit Memos.
Issue a credit with no invoice	A credit memo is created and applied when a future invoice syncs.
Credit and rebill	A credit memo is applied to the original invoice, and the new invoice syncs as a separate NetSuite invoice.
Void an invoice	Not synced. Void or reverse the invoice in NetSuite yourself. NetSuite doesn't let you void a paid invoice.
Record a payment	Successful payments sync and are applied to the invoice.

FAQ

Do draft invoices sync?
No. Only finalized invoices sync.

I edited an invoice after it synced. Why didn't NetSuite change?
After the first sync, only mapped custom fields update. To change amounts or lines, use a credit note or credit and rebill.

Does the Bill Date Calculation Strategy change the NetSuite date?
No. The NetSuite invoice date is the date the invoice was created in MonetizeNow.

Does MonetizeNow create items in NetSuite?
No, you create them. MonetizeNow does create customers when none match.

Can I sync to more than one subsidiary?
Contact MonetizeNow Support before you connect.

Can I connect NetSuite and QuickBooks at the same time?
No. You can connect one accounting system at a time. To switch, disable the current connection first.

How do I pause the sync?
On the NetSuite connection card, select Disable. Select Enable to turn it back on.

Who can see sync errors?
Anyone who can view the invoice sees its integration icons. Integration Logs and its View all link require the Tenant Admin, Billing Admin or Settings Read Only role.