StarterPak: Dynamics CRM Opportunity To NetSuite Sales Order

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1 StarterPak: Dynamics CRM Opprtunity T NetSuite Sales Order Versin 1.0 7/20/2015

2 Imprtant Ntice N part f this publicatin may be reprduced, stred in a retrieval system, r transmitted in any frm r by any means, phtcpying, recrding, r therwise, withut prir written cnsent f Scribe Sftware Crpratin. N patent liability is assumed with respect t the use f the infrmatin cntained herein. While every precautin has been taken in the preparatin f this bk, Scribe Sftware Crpratin assumes n respnsibility fr errrs r missins. This publicatin and features described herein are subject t change withut ntice. Scribe Sftware Crpratin makes n representatins r warranties, either expressed r implied, by r with respect t anything in this manual, and shall nt be liable fr any implied warranties f merchantability r fitness fr a particular purpse r fr any indirect, special r cnsequential damages. Disclaimer The names f cmpanies, prducts, peple, and/r data used in windw illustratins and sample utput are fictitius and are in n way intended t represent any real individual, cmpany, prduct, r event, unless therwise nted. Trademarks Scribe Online is a trademark f Scribe Sftware Crpratin. All ther prducts r services mentined in this dcument are identified by the trademarks r service marks f their respective cmpanies r rganizatins. Scribe Sftware Crpratin disclaims any respnsibility fr specifying which marks are wned by which cmpanies r rganizatins. Publishing Infrmatin Scribe Sftware Crpratin. All rights reserved.

3 Cntents Dynamics CRM Opprtunity T NetSuite Sales Order StarterPak 1 Abut The StarterPak 1 StarterPak Cntents 1 Requirements 2 Supprted Dynamics CRM Versins 2 Preparing The StarterPak 3 Extract The Files Frm The Zip File 3 Cnfiguring The Scribe Online Cnnectins 4 Cnfigure The Dynamics CRM Cnnectin 4 Cnfigure The NetSuite Cnnectin 4 Cnfiguring The Scribe Online Slutin 5 Create Slutin 5 StarterPak Map 6 Custmers And Addresses 6 Identifier Keys 6 Billing And Shipping Addresses 6 Sales Order 7 State And Cuntry Values 7 Sales Order Lines 7 Upsert, Update, And Update/Insert In NetSuite 8 Sales Tax 9 Versin 1.0 StarterPak: Dynamics CRM Opprtunity T NetSuite Sales Order - i -

4 Dynamics CRM Opprtunity T NetSuite Sales Order StarterPak Dynamics CRM Opprtunity T NetSuite Sales Order StarterPak Welcme t Scribe s Dynamics CRM Opprtunity T NetSuite Sales Order StarterPak, which supprts creating a Sales Order in NetSuite frm a Wn Opprtunity frm Dynamics CRM. This StarterPak is part f the NetSuite and Dynamics CRM StarterPak series and can be used independently r with ther StarterPaks in the series. Abut The StarterPak This StarterPak supprts creating Sales Orders in NetSuite frm Wn Opprtunities in Dynamics CRM: Dynamics CRM Opprtunity T NetSuite Sales Order This StarterPak is available as a dwnladable zip file, ScribeStarterPak- DynamicsCRM-t-NetSuite-Opprtunity-t-SalesOrder_v1_0.zip. Yu can dwnlad this file frm the Scribe Dwnlads page. StarterPak Cntents The StarterPak includes: CRM-NS Opprtunity t Sales Order.xml An XML file cntaining the Scribe Online map that defines the mappings between Dynamics CRM and NetSuite fr Sales Orders...\Samples A flder cntaining a sample csv file: NS_CRM_Cuntry.csv Versin 1.0 StarterPak: Dynamics CRM Opprtunity T NetSuite Sales Order - 1 -

5 Dynamics CRM Opprtunity T NetSuite Sales Order StarterPak Requirements In additin t the StarterPak, yur site needs: A trial r paid subscriptin t Scribe Online Integratin Services (IS). Access t a Dynamics CRM Organizatin. A Dynamics CRM user with apprpriate credentials and permissins t query the entities int which the StarterPak integrates. Access t a NetSuite Organizatin. A NetSuite user with apprpriate credentials and permissins t create the entities the StarterPak uses. A Scribe Online Clud r On-Premise Agent. The StarterPak uses CSV files that require an On-Premise Agent. If yu plan t use a Clud Agent, yu must cnvert the CSV files t Lkup Tables and mdify the frmulas within the maps accrdingly. Supprted Dynamics CRM Versins The fllwing versins f Dynamics CRM are supprted: Dynamics CRM Online Dynamics CRM 2015 On Premise Dynamics CRM 2013 On Premise Dynamics CRM 2011 On Premise StarterPak: Dynamics CRM Opprtunity T NetSuite Sales Order Versin

6 Preparing The StarterPak Preparing The StarterPak This sectin describes the steps required t prepare NetSuite and Dynamics CRM, extract files frm the.zip file, and cnfigure the Scribe Online cnnectins. Fr infrmatin n Scribe Online tasks, such as cnfiguring surce and target cnnectins and using Scribe Online, see the Scribe Online Help Center. Extract The Files Frm The Zip File 1. Dwnlad the ScribeStarterPak-DynamicsCRM-t-NetSuite-Opprtuntiy-t- SalesOrder_v1_0.zip file 2. Extract the files t a lcatin that can be accessed by Scribe Online. 3. Cpy the CRM - NS Opprtunity t Sales Order.xml file t a directry under yur Scribe Online installatin, such as..\scribe Sftware\Scribe Online Agent\Maps\. 4. Cpy all files frm the Samples flder, created when the zip file was extracted, t the..\scribe Sftware\Scribe Online Agent\Data Exchange flder. Versin 1.0 StarterPak: Dynamics CRM Opprtunity T NetSuite Sales Order - 3 -

7 Cnfiguring The Scribe Online Cnnectins Cnfiguring The Scribe Online Cnnectins Cnnectins are used in multiple maps, therefre, Scribe recmmends creating Cnnectins frm the Cnnectins page and adding them t the maps as needed. Fr infrmatin, see Adding Cnnectins. Cnfigure The Dynamics CRM Cnnectin Cnfigure the Dynamics CRM Cnnectin, as described in Scribe Online Cnnectr Fr Micrsft Dynamics CRM. Verify that yu have the credentials and permissins t query Accunts and Opprtunities. If yu are using an existing Dynamics CRM Cnnectin, refresh the metadata as described in Managing Cnnectins. Cnfigure The NetSuite Cnnectin Cnfigure the NetSuite Cnnectin as described in Scribe Online Cnnectr Fr NetSuite. Verify that yu have the credentials and permissins t create: Custmer Custmer Address Sales Order Sales Order Lines If yu are using an existing NetSuite Cnnectin, be sure t refresh the metadata as described in Managing Cnnectins. StarterPak: Dynamics CRM Opprtunity T NetSuite Sales Order Versin

8 Cnfiguring The Scribe Online Slutin Cnfiguring The Scribe Online Slutin After yu create Scribe Online Cnnectins, cnfigure the Slutin. Create Slutin 1. Cnfigure Step 1 and Step 2 f the Slutin. See Managing Slutins. 2. On Step 3, Defining a Map, click Imprt, brwse t the CRM - NS Opprtunity t Sales Order.xml file, and imprt that file. The maps shw as Incmplete. 3. Open each map and cnfigure the surce and target cnnectins. Yu must mdify the map fr yur NetSuite Organizatin, yur Dynamics CRM Organizatin, and yur business requirements. Fr mre infrmatin, see the StarterPak Map sectin. Versin 1.0 StarterPak: Dynamics CRM Opprtunity T NetSuite Sales Order - 5 -

9 StarterPak Map StarterPak Map This sectin prvides details abut the map included in this StarterPak. Fr mre infrmatin n the specific field mappings, review the map in Scribe Online. The StarterPak prvides the fllwing map: CRM-> NS: Create Sales Order frm Wn Opprtunity Retrieves all Wn Opprtunities, related Accunts, and line items frm Dynamics CRM, and creates Sales Orders in NetSuite. The map prcesses all recrds created since the last run/date time, which is based n the Dynamics CRM createdn field. If the related Custmer des nt exist in NetSuite, the Custmer, default Billing Address, and default Shipping Address are created in NetSuite. Custmers And Addresses When wrking with Custmer and Address infrmatin, cnsider the fllwing. Identifier Keys When yu define yur integratin apprach and best practices, yu can chse whether r nt t stre the unique identifiers, r keys. Yu can d ne f: Stre keys frm the surce system in the target system Stre keys frm the target system back int the surce system D nt stre keys The map prvided in the StarterPak stres the key frm the surce system in the target. The accunt.accuntid field n the Accunt in Dynamics CRM is written t the ExternalId f the Custmer frm NetSuite. Lkup NS Custmer uses the Cmpany Name as the Lkup Criteria, t prevent making assumptins abut key sharing. Scribe recmmends mdifying the match criteria and basing it n the key fields. Billing And Shipping Addresses The address1 and address2 set f fields fr the Accunt in Dynamics CRM are used t ppulate the default Billing Address and default Shipping Address in NetSuite. StarterPak: Dynamics CRM Opprtunity T NetSuite Sales Order Versin

10 StarterPak Map Sales Order By default, the Sales Order is created using the default Billing Address and the default Shipping Address frm the Custmer and the default State in NetSuite. The Create NS Sales Order blck cntains a hard-cded internalid value fr the Inventry Lcatin. Yu must replace the InternalID value fr the Inventry Lcatin with the apprpriate value fr yur NetSuite Organizatin. State And Cuntry Values NetSuite requires specific values fr cuntry whereas Dynamics CRM cuntry values are free frm text by default. Fr example, the NetSuite cuntry value fr United States is _unitedstates, while the Dynamics CRM cuntry value culd be United States, US, U.S., etc. The StarterPak is designed with the expectatin that the cuntry values in Dynamics CRM are the tw character ISO standard values such as US, CA, and AU. The NS_CRM_ Cuntry.csv file prvides a list f the NetSuite cuntry values and the crrespnding tw character ISO Cuntry standard value. This file is used t transfrm the cuntry frm Dynamics CRM t NetSuite. Yu may need t mdify this file t meet yur specific requirements. NetSuite als requires specific values fr state. The StarterPak is designed with the expectatin that the state values in Dynamics CRM are the same as the expected state values in NetSuite. Review yur data in bth NetSuite and Dynamics CRM. If the state values differ, yu can generate a csv file similar t the NS_CRM_Cuntry.csv file t perfrm the necessary transfrmatins. Sales Order Lines When creating transactin lines in NetSuite, yu must prvide the internalid fr the Item as well as the Price Level. The Lkup NS Inventry Item blck is cnfigured t use the ItemId/prductidname as the Lkup Criteria, t prevent making any assumptins abut key sharing. Scribe recmmends mdifying the match criteria and basing it n the key field. The Fetch NS Inventry Item Price List blck retrieves and lps thrugh all NetSuite Price Levels assciated with the Prduct. The map assumes the Base Price in NetSuite and the default Price Level base price in Dynamics CRM are the same, and is the nly Price Level/Price List in use. Versin 1.0 StarterPak: Dynamics CRM Opprtunity T NetSuite Sales Order - 7 -

11 StarterPak Map The If CRM Unit Price matches NS Base Price blck determines if the Dynamics CRM price matches the NetSuite price fr the Base Price Level. The Base Price internalid is hard-cded in the first Create NS Sales Order Items blck. If yu either use a Price Level ther than the Base Price, r the Dynamics CRM price differs frm the value n the NetSuite Price Level, yu may need t mdify the line t use a Price Level f Custm. The internalid fr this is hard-cded in the secnd Create NS Sales Order Items blck, and shuld nt have t be changed fr any reasn. Upsert, Update, And Update/Insert In NetSuite Yu can extend the maps t supprt Upsert r Update fr the Custmer by changing the blck peratin type f the Create NS Custmer blck: Upsert Uses the externalid fr recrd matching. The externalid is already linked. Update Use either the externalid r internalid fr recrd matching. The map can als be extended t supprt Updates fr Custmer Addresses by changing the blck peratin type f the Create Address blcks in the map: Use the parentinternalid and the addressinternalid fr recrd matching. parentinternalid The internalid f the Custmer assciated with the address. addressinternalid The internalid fr the specific address. See Changing Blck Operatin Type fr additinal infrmatin. The Address Entity des nt supprt Upsert. StarterPak: Dynamics CRM Opprtunity T NetSuite Sales Order Versin

12 StarterPak Map Sales Tax The StarterPak was designed against a NetSuite Organizatin withut Advanced Taxes enabled and with the fllwing Sales Tax cnfiguratin: If the Custmer and Item are taxable and yu use this cnfiguratin with the State Tax tables prvided by NetSuite, the Sales Tax is calculated n the pstal cde f the Shipping Address n the Sales Order. The pstal cde is cntained within a Tax Grup. Versin 1.0 StarterPak: Dynamics CRM Opprtunity T NetSuite Sales Order - 9 -

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