Sync Vendor Data to NetSuite

Estimated Read Time: 7 minutes

Sections in this article:

• Sync Vendors From the Vault
  • Part 1: Grant the NetSuite Sync Permission
  • Part 2: Perform the Sync
• Sync Vendors via Workflows
• View Synced Vendors in Gatekeeper
• Unlink Vendors from NetSuite
• Link Vendors Manually to NetSuite
• Troubleshooting
  • Upgrade the SuiteApp
  • Access Request Logs
• FAQs

You can manually sync vendors to NetSuite from the repository, or do this via workflows. Before syncing vendors, ensure the integration is installed and configured. If you haven't done this yet, see Configure the NetSuite Integration.

Sync Vendors from the Vault

If you have vendors in Gatekeeper to sync with NetSuite but do not have a workflow in place to manage this, certain admin users can manually push metadata records directly from the Gatekeeper repository to NetSuite.

Part 1: Grant the NetSuite Sync Permission

Before a user can manually sync vendors to NetSuite, they need the NetSuite Administrator permission. To grant this to a user:

1. From the navigation menu, expand Settings then click Users.
2. Expand the three dots on the relevant user, then select Edit.
3. Select the NetSuite Administrator checkbox in the Additional Permissions section.
4. Click Save.

Part 2: Perform the Sync

Once you have the required permission, you can sync a vendor to NetSuite from the Vault. To do this:

1. From the navigation menu, expand the Vault and click Vendors.
2. Click a vendor to open their record, then click NetSuite.
   
3. Select Sync to NetSuite.

Sync Vendors via Workflows

You can sync vendors to NetSuite on workflow phases where the Create/Update Vendor action is enabled. To do this: 

1. Navigate to the workflow and click on the relevant phase to edit it.
2. Click Actions, then select the Sync to NetSuite on Action checkbox.

All vendors that have this action executed will now be synced to NetSuite.

View Synced Vendors in Gatekeeper

Once a vendor is synced to NetSuite, its record in Gatekeeper displays a link to the associated NetSuite record.

You can also add a column in the vendor list view to see which vendors have been synced to NetSuite.

Unlink Vendors from NetSuite

Administrators can unlink a vendor from NetSuite, directly in Gatekeeper. This halts data synchronisation for that vendor while retaining historic data in Gatekeeper.

To do this:

1. From the navigation menu, expand the Vault and click Vendors.
2. Click a vendor to open their record.
3. Click NetSuite then select Unlink Vendor.
4. To proceed, you must type Unlink in the confirmation field.
5. Click Unlink.

Link Vendors Manually to NetSuite

You can manually link a vendor record in Gatekeeper to a vendor in NetSuite. To do this:

1. From the navigation menu, expand the Vault and click Vendors.
2. Click a vendor to open their record.
3. Click NetSuite then select Set NetSuite ID.
   
4. Enter the NetSuite Vendor ID.
5. To proceed, you must type Link in the confirmation field, then click Link Vendor.
   
6. Once linked, click Sync to NetSuite to initiate data syncing.

Troubleshooting

Use the following sections to help resolve issues with the NetSuite integration.

Upgrade the SuiteApp

It's recommended to regularly update the SuiteApp to access new features, enhancements, and issue fixes. To do this:

1. Navigate to the SuiteApp Marketplace.
2. Locate the Gatekeeper SuiteApp using Search Apps, then click the corresponding tile.
3. Click Upgrade.

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

Access Request Logs

If you experience issues syncing data from Gatekeeper to NetSuite, you can access the integration logs directly from your Gatekeeper tenant:

1. From the navigation menu, expand Settings,then click Configuration.
2. Click NetSuite.
3. Click the Request Log tab.

This displays each request Gatekeeper sends to NetSuite. Click the links in the Details column for further information.



If you require help interpreting the logs, please contact support.

FAQs