We have developed a web services integration to the NetSuite ERP application. The integration centers around the employee record and allows for data utilities to assist in implementation as well as the real time synchronization of data from the HRIS to NetSuite.
Configuration
NetSuite
The below steps describe the process to setup and collect the API information in NetSuite to begin the integration.
The information needed is as follows:
- NetSuite Login Account
- Application ID
- Account ID
Step 1 - Get Account ID
To find your account ID, go to:
Setup > Integrations > Web Services Preferences
Your company’s ID will be listed under Account ID. This needs to be provided to the HRIS representative.
Step 2 - Set up Data Integration API
Go to Setup > Integration > Manage Integrations > New
- Add the HRIS as the name of the integration. Adding a description is optional.
- Ensure, the "State" is enabled
- Select USER CREDENTIALS.
- Click Save
The Application ID will be generated. The values need to be copied and provided to the appropriate HRIS representative as the information will not be able to be retrieved.
HRIS
After selecting Netsuite from the Agreements tab and signing the agreement two tabs will populate for configuration, Settings, and Setup NetSuite Subsidiary Mapping.
Settings tab
To configure the HRIS for integration with NetSuite first select NetSuite from the Agreements tab and sign and accept the license agreement.
Refresh the page and navigate to the Settings tab
- The HR Company ID will populate automatically and is a unique identifier for your account in the HRIS.
- The Service ID is
- The Service Login is the username used to access the NetSuite site.
- The Service Password is the password associated with the service login to access the NetSuite site.
Application ID
The Account ID is your company's ID within NetSuite and can be retrieved by logging in to NetSuite and navigating to setup>integrations>web services preferences.
The Consumer Key and Consumer Secret are values within NetSuite associated a data integration. After saving the new integration in NetSuite the key and secret will be generated.
The Token ID and Token Secret are access granting values associated with users in NetSuite. The data integration must be created first, then access tokens can be created for users. Once the access token has been created for the user, the ID and secret will be generated.
Checking Enabled will activate the sync with NetSuite.
Data Mappings
Company Data Mappings
The table below indicates the company level data that syncs between the HRIS and NetSuite.
Naming conventions vary between systems. The left column indicates the field in the HRIS and the right column indicates the field it correlates and syncs to in NetSuite.
Company level fields are always managed on the ERP side. Edits, additions, and deletions should first be performed in the ERP application and then loaded into the HRIS.
| HRIS Field | ERP Field | Mapping Details |
|---|---|---|
| Pay Groups | Employee Classes | |
| Employee Types | Employee Types | Accounting > Employee Related Lists |
| Facilities | Locations | |
| Department | Departments | |
| Ethnicities | Ethnicities | Accounting > Employee Related Lists |
Employee Demographics Mappings
| HRIS Field | ERP Field |
|---|---|
| Employee ID | Employee ID |
| Employee Status | Employee Status |
| FIrst | Name 1 |
| Middle | Name 2 |
| Last | Name 3 |
| Home Phone | Home Phone |
| Mobile Phone | Mobile Phone |
| Office Phone | Office Phone |
| Street 1 | Address 1 |
| Street 2 | Address 2 |
| City | City |
| State | State |
| Country | Country |
| Zip | Zip |
| Department | Department |
| Pay Group | Class |
| Facility 1 | Location |
| User Defined 6 | Subsidiary |
| SSN | Social Security Number |
| Birth Date | Birth Date |
| Employee Type | Type |
| Employee Status | Employee Status |
| Hire Date | Hire Date |
| Termination Date | Termination Date |
| Martial Status | Marital Status |
| Ethnicity | Ethnicity |
| Gender | Gender |