How to set up NetSuite credentials to sync bills from Procurify (Beta)

The following feature is in Beta. Please content your Procurify representative for more information. Setting up the Bills integrations requires a couple of credentials to be created in NetSuite. Anyone with NetSuite administrator privileges can complete the following steps. We recommend letting your NetSuite consultant take care of this for you. Have you read the article: What to consider when mapping data to sync bills from Procurify to NetSuite?

Before you Begin:

Feature: Login using Access Token

Per NetSuite documentation here, this feature needs to be enabled.

Go to Setup in NetSuite application → Company → Enable Features → Click the SuiteCloud subtab → Under Manage Authentication section, check the TOKEN-BASED AUTHENTICATION (Please note that the features Client SuiteScript and Server SuiteScript must also be enabled to use token-based authentication with RESTlets, If it is not enabled, please enable).

Steps:

Setting up a new Integration

1. Login into NetSuite as an Administrator or through a role that can create Integrations. From the menu, navigate to Setup →  Integration, → Manage Integration and finally, click on New.

2. Name the integration to ‘Procurify Bills Integration’ or something similar that hints at its purpose. 

Ensure Token-Based Authentication is checked.

Ensure TBA: Issue Token Endpoint is unchecked.

Ensure TBA: Authorization Flow is unchecked.

Ensure User credentials are unchecked.

Ensure Authorization Code Grant is unchecked.

3. Click on the Save button. Write down somewhere safe the resulting credentials you will see at the bottom. These will only be shown once, hence the need to store them securely. Note that these are the credentials you will enter in Procurify for the integration record.

Creating the User and the Role

The second set of credentials required is called a User Access Token, which requires both a User and a set of Rules or permissions. We will presume that you already have created a User or will reuse an existing user (as is usually the case).  

4a. To create the correct Role or permission set for this integration, navigate to the Setup → Users/Roles → Manage Roles → New page.

4b. On this page, we focus on three specific areas. First, give the role a name. We suggest simply naming the role Procurify Integrations. Second, select the User Subsidiary option for accessible subsidiaries. Finally, ensure that you have selected the Accounting Center for the Center Type dropdown.

Finally, we dive into the permissions tabs.

4c. In the Permissions → Transactions panel, type in Bills, set its level to Create, and click on the Add button to add the permission to the list. 

4d. Adding more in the same way, we go to the reports panel and add the SuiteAnalytics Workbook permission.

4e. Continuing to the Lists section, we add the following permissions: Accounts, Classes, Currency, Custom Record Entries, Customers, Departments, Employees, Items, Locations, Subsidiaries, and Vendors. All are set with the level View.

4g. In the Setup section, we add Log in using Access Token, REST Web Services, Custom Body Fields, Custom Fields, and User Access Tokens. We set all of them to a level of ‘full’ except for ‘Custom Body fields and Custom Fields that are set to View. 

4f. Finally, click the save button at the bottom of the page.

In the Setup → Users/Roles → Manage Users page, edit the user who will be tied to the role we created. Add the role in the Access → Roles section at the bottom and Save.

Creating the User Access Token

5a. Now that we have the role required to create the User Access Token, we can navigate to the Setup → Users/Roles → Access Tokens → New.  

5b. Ensure you select the Application or integration we created initially in the steps above, followed by the user you just assigned the permissions for the role we created. Select the role created and finally name it appropriately. 

5c. Once you press Save, ensure you keep the credentials you have now on screen.

Getting the Account ID

6. From Setup → Company → Company Information, grab the Account ID at the bottom right.

Setting up the integration in Procurify

7. Navigate to the Settings → Tools → Integrations page and click on the NetSuite Bills Integrations card.

8. Enter it in the Account ID text field.

9. Enter the Client ID and Client Secret previously created for the integration.

10. The final step is to enter your NetSuite Access credentials. Click the Connect to NetSuite button after that.