Gatekeeper NetSuite Integration Guide

As an Administrator, navigate to Setup > Company > Enable Features:
Locate the SuiteCloud sub-tab:
Under the section Manage Authentication, ensure that the following features are enabled:
Review and agree to the Terms of Service.
Under the section SuiteTalk (Web Services), ensure that the following features are enabled:
Under the section SuiteCloud Development Framework ensure the following features are enabled:
Review and agree to the Terms of Service.
Click Save.

Installation

Gatekeeper’s SuiteApp is available from the SuiteApp Marketplace and may be installed by following these steps.

Navigate to the SuiteApp Marketplace by either:
1. Clicking on SuiteApps in the navigation bar (if available):
2. Typing SuiteApp into the global search and selecting SuiteApp Marketplace:
Locate the Gatekeeper SuiteApp using Search Apps and then click on the icon:
Click Install:
This page will display the progress and once complete will show the status as Installed.

SuiteApp Permission

The SuiteApp needs Edit permissions for objects (bills, POs, credits, etc.) with which users can associate Gatekeeper contracts. Failure to provide sufficient permissions will cause the SuiteApp functionality to fail.

Integration Configuration

The following steps only need to be performed during installation

Configure Users & Roles

Select an appropriate User for the integration and Edit the record in NetSuite.
Under the Access subtab, assign the Gatekeeper Integration role from the SuiteApp:
Click Save.

Create an Access Token

Navigate to Setup >Users/Roles > Access Tokens.
Click New Access Token.
Select the Application (Integration Record), User and Role configured in the previous steps:
Click Save.
Make a note of the Token ID and Token Secret for use in the setup in Gatekeeper.

For security reasons, this is the only time that these values are displayed.

Connect to the Gatekeeper API

Navigate to Setup > Gatekeeper > Gatekeeper Setup and complete the form using the below table for guidance, ensuring you click save afterwards.

Configuration	Description
Region	The region your Gatekeeper tenant is located. This can be found in the URL of your tenant e.g. 'https://us.gatekeeperhq.com/5825'
Tenant ID	The ID of your Gatekeeper tenant. This can also be found in the URL of your tenant e.g. 'https://us.gatekeeperhq.com/5825'
API Key	The authorisation key to allow Netsuite to interact with the API of your Gatekeeper tenant. This can be found by logging into your tenant and navigating to Settings > Configuration > Integration
Spend Integration Enabled/Disabled	If you have the Gatekeeper Spend module then enabling this will create Spend in Gatekeeper from your Vendor Bills for all Vendors that have been synced with Gatekeeper.
Show Contract selection	Enabling this will allow you to select a Contract when creating Purchase orders and/or Bills in Netsuite for your Vendors that are synced with Gatekeeper. Any Spend from Bills associated with a Contract will be created and linked against both the Vendor and the Contract in Gatekeeper

Gatekeeper Portlet

Navigate to the Gatekeeper tab in Netsuite & click Set Up in the portlet.
Select the source to be [GATEKEEPER] Visualisation Portlet and click Save.
You should now see your Gatekeeper Tenant within Netsuite.

You can find your API key within the API documentation for your tenant by navigating to the following link (replacing the uppercase with your details): https://REGION.gatekeeperhq.com/TENANT_ID/api_docs

Enabling the Spend Integration for your SANDBOX

The Spend Integration is disabled by default for Sandbox accounts

💡 This to prevent both your Production and Sandbox accounts sending spend data to Gatekeeper at the same time!

Step 1) In Netsuite, navigate to Setup > Custom > Gatekeeper Setup

Step 2) If the advanced settings do not display for your sandbox, add "&advanced=true" to the URL of the page

This will display the Advanced features

Step 3) Tick ☑️ Run Spend Integration in Sandbox

Configuring Gatekeeper

Within Gatekeeper as an administrator with Configuration access, navigate to Settings > Configuration > Netsuite and click enable.
Input the details you saved for later whilst configuring Netsuite.
Click Save.
Once you have saved the configuration and if you have a Netsuite OneWorld account, tick the OneWorld checkbox and select the default subsidiary for created Suppliers to be assigned to from the dropdown.
Click save.

Here is an example of a complete configuration of a OneWorld account in Gatekeeper:

Configurable Field Mapping

To begin setting your Configurable Field Mapping, first navigate to Settings > Configuration > Netsuite.

Note: Only Administrator users with the Additional Permission of Configuration can access the Configuration Page within Gatekeeper. For more configuration information, click here.

Quick note: Gatekeeper does not have visibility into the fields you've flagged as mandatory within your Netsuite Instance. Ensure that you map these fields appropriately within Gatekeeper to avoid issues with Netsuite later.

Within Field Mapping, select Add Field to begin mapping Gatekeeper Data to your Netsuite Custom Entity Fields.

Then select the required Gatekeeper field to map to the required NetSuite field, and select Save.

Continue to populate your field requirements until all required fields are complete.

If you need to create additional Gatekeeper Custom Data Fields as part of this process, please see our Knowledge Base Article here.

Supported Field Mapping Table

Both Vendor Core Data and Vendor Custom Data can be used for Gatekeeper Field Mapping.

Note: In the instance of a Netsuite Custom Entity Type that can be associated with dropdown values, the values for Netsuite must be entered manually, and must match precisely those that reside within your Netsuite instance.

Gatekeeper Field Type	can be mapped to	Netsuite Custom Entity Type(s)
Single/Multi-Line Text	➡️	Long Text Free-Form Text "Print on Check As" "Fax"
Multi-Line Text	➡️	Rich Text
Address	➡️	Address Book
Yes/No	➡️	Check Box Long Text Free-Form Text "Is Individual"
Integer	➡️	Integer Number Long Text Free-Form Text
Float	➡️	Decimal Number Long Text Free-Form Text
**Single Dropdown List	➡️	List/Record Long Text Free-Form Text "Currency" "Subsidiary" "Terms" "Expense Account" "IncoTerm" "Category"
Multi-pick Dropdown List	➡️	Subsidiary
Attachment	➡️	Document
**Custom Entity	➡️	"Subsidiary"

**Default Subsidiary

The default Subsidiary field will only map to 1 singular Entity and is a mandatory field.

If you would like to map more than 1 Subsidiary, you can create a Custom Data Field against the Vendor Record of the type 'Entity', or map a Multi-select dropdown which can then be used to override the default Subsidiary field.

Syncing Vendors to NetSuite from the Repository 🔁

If you have Vendors in Gatekeeper to synchronise with NetSuite (but do not have a Workflow in place to facilitate this) certain Admin users will be able to push metadata records directly from the Gatekeeper Repository to NetSuite

If you would like to get a structured worklfow in place to facilitate this synchronisation, below are some of our suggested examples:

• Vendor Onboarding - to sync newly added Vendors after they complete onboarding

• Simple NetSuite Update Request - to allow your internal users to request updates to Vendor data in Gatekeeper & NetSuite

• Vendor Portal Update Request Form - to allow the Vendor themselves to request updates to Vendor data in Gatekeeper & NetSuite

Part 1 - Granting the NetSuite Sync Permission

Step 1) Head to your Users menu

Step 2) Alongside your chosen user, click the settings menu then choose Edit

Step 3) Enable the ☑️ NetSuite Administrator permission

Step 4) Hit ✅ Save

NB. This permission can also be enabled en-masse via a bulk user update

Part 2 - Performing the Sync as a User

Step 1) Open a Vendor record in the Repository

Step 2) In the top right-hand corner, hit Sync to NetSuite

NB. This Sync To NetSuite action can be used for creating new Vendors in NetSuite or updating existing Vendors in NetSuite which have already been connected

Enabling the Sync to Netsuite actions in Workflows 🔁

Please ensure you have completed all of the above requisites before attempting to enable the actions within Workflows

Navigate to the Workflow Phase Action configuration which has a Supplier action of Create or Update that you would like to sync to Netsuite along with that action.
Enable the 'sync to NetSuite' sub-action.
Click Save.

All Suppliers that have this action executed will now be synced to Netsuite.

Viewing Netsuite synced Vendors in Gatekeeper

Once you have synced a Vendor to Netsuite via gatekeeper it will be tagged with a link to the associated record in Netsuite within the Vendors data page in Gatekeeper.

You will also have a new column that you can enable within the Vendor repository view which will allow you to view all Vendors that have been synced to Netsuite.

🔗 Unlinking Vendors from NetSuite

As an Administrator, you now have the ability to unlink a Vendor from NetSuite directly from Gatekeeper. This feature allows you to halt data synchronisation for a specific vendor while retaining historic data in Gatekeeper.

⚙️ How to Unlink a Vendor:

Navigate to the Vendor record in Gatekeeper.
Scroll to the NetSuite Integration section.
Click "Unlink Vendor".
A confirmation modal will appear:
- Modal header: Unlinking [Vendor Name] from NetSuite
- The warning text explains the impact on sync behaviour.
- To proceed, you must type "Unlink" in the confirmation field.

🔁 Syncing Again Later:

If you later choose to re-sync the vendor:

Use the “Sync to NetSuite” button on the Vendor record.
The system will automatically re-link the Vendor to the original NetSuite record (same ID).
Future spending data will resume syncing from that point onward.

Upgrading the SuiteApp

It is recommended to regularly update the SuiteApp in order to access new features, enhancements, and issue fixes.

Follow steps 1-2 from “Installation”
Click Upgrade

This page will display the progress and, once complete, will return the status to Installed.

Troubleshooting Issues

Should you ever have any issues with the syncing of data from Gatekeeper to Netsuite, then you can access the integration logs directly from your Gatekeeper Tenant:

Logs are stored for seven days before being destroyed.

You will need the Configuration additional Permission within your Gatekeeper environment

Navigate to Settings -> Configuration -> Netsuite
Under the Request Log section, you can view each request we send to Netsuite and its associated response which should detail the reason for any failed requests:
Should you require any support interpreting the logs, then please do not hesitate to raise a Support ticket

Frequently Asked Questions

VAT Registration Number or Tax ID

Q: Our Netsuite instance does not have the Tax ID field. How can we map to this field?

A: In some instances, Netsuite does not include the Tax ID field. Instead, you can map your data to the VAT Registration Number Field

Issue: Vendor unlinked from NetSuite and re-synced, but the expected spend is not appearing
Explanation: Spend created while the Vendor was unlinked does not sync back into Gatekeeper, even if the Vendor is relinked. This is by design to ensure the integrity of linked data.