swiftpos Help Guides

Interfaces

Netsuite Rest API

How To

NetSuite Rest API

Subjects ▼

Assign/Map Accounts
Configure The End Of Day Process?
Import The Chart Of Accounts (COA)?
Manually Export?
Mark All As Exported?
Reset Trading Dates?

How To Assign/Map Accounts? ▲ ▼

This outlines how to assign/map the imported NetSuite Accounts to swiftpos Locations, Location/Media and Location/Master Group combinations.

When Is It Required?
What Is Required?
Assign/Map Accounts?

When Is It Required? ▲ ▼

Venues are implementing the NetSuite Rest API interface for the first time, to interface with their NetSuite application.
Venues are already using the NetSuite Rest API interface and have imported an up-to-date version of the Chart of Accounts (COA). Refer to How To Import The Chart Of Accounts Into SwiftPOS for more information.

What Is Required? ▲ ▼

A connection must be established with the Venue's NetSuite application. Refer HERE for more information.
The Location Group (Venue) for which the Chart of Accounts (COA) is to be imported, must be selected in the Accounts tab. Refer to How To Add And Configure A Location Group To Connect To XERO for more information.

Import NetSuite’s Chart of Accounts(COA). Refer to How To Import The Chart Of Accounts Into SwiftPOS for more information.

Assign/Map Accounts? ▲ ▼

In Back Office select the Data Export > Data Portal > NetSuite Rest API > Settings menu option, then for each of the tabs (located to the right of the Accounts tab), do as follows:

To assign/map a NetSuite Account to multiple rows, use the Filters and the Apply To options when available in the header section of each of the tabs:
- Select the Location Group from the Location Group filter drop down list.
- Select an Account from the Account filter drop down list.
- Select one of the Apply To options available and apply the selected Account to ensure it is assigned/mapped to the appropriate rows listed in the grid.
  - If the Selected Rows option was selected, select the rows in the grid that are to be assigned/mapped the selected Account.
  - If no Apply To options are available then, then when the Apply button is selected, the selected Account will be assigned/mapped to all rows in the grid.
- Select the Apply button to assign/map the Account.
OR, to assign/map an Account to single rows, by selecting the Account from the drop down-list of Accounts in the right most column of the grid of each of the tabs.
Select Save to save the changes.
Repeat the above for each of the tabs (located to the right of the Accounts tab).

How To Configure The End Of Day Process? ▲ ▼

This outlines how to configure the End of Day process to ensure the exporting of General Journal and Supplier Invoice related data is done automatically as part of the End of Day process.

Notes ...

The same process applies to both the General Journals and the Supplier Invoices export.

In the Export screen, do as follows:

Ensure the Include in EOD option is selected where appropriate in the General Journals and/or the Supplier Invoices sections of the screen.

In Back Office > Administration > Location Groups (Venues):

Select the Location Group (Venue) in the grid, that needs to be configured for the End of Day Process.
Select the Full Edit option at the bottom of the screen to open the Location Group Edit screen.
Select the End Of Day option to open the End Of Day Options screen.
In the grid navigate to the row containing the NetSuite Rest API entry in the Process Description column.
Ensure the checkbox in the Enabled column of the same row located above is selected.
Select OK to save the change

IMPORTANT

The above steps will need to be completed for each of the Location Groups (Venues) that need to be configured for the End of Day Process.

The Event Logs (SwiftPOS Applications > swiftpos SQL Application) will need to be regularly monitored to ensure the daily export of data to NetSuite is processing as expected.

How To Import The Chart Of Accounts (COA)? ▲ ▼

This outlines how import the Chart of Accounts (COA) into swiftpos. Do as follows:

In the Accounts tab of the Settings screen, select the Import Chart of Accounts option at the bottom of the screen.
This will initiate the import process.
Once completed successfully, the NetSuite Accounts should be listed in the grid section of the Accounts tab.

How To Manually Export? ▲ ▼

This outlines how to export General Journal and Supplier Invoice related data manually. In the Export screen, do as follows:

In either the General Journals and/or the Supplier Invoices sections, select:
- Select from the drop-down list the Location Group for which data is to be exported.
- Select from the drop-down list the Location for which data is to be exported.
- Select from the drop-down list the Trading Date for which data is to be exported.
- Select the Export option to initiate the exporting of the data to NetSuite.
- After each Export check the Event Logs (SwiftPOS Applications > swiftpos SQL Application) for any errors.
- Refer to Troubleshooting for more information.

How To Mark All As Exported? ▲ ▼

This outlines how to mark all data as exported, thus ensuring all historical data is NOT included in any future exports. In the Export screen, do as follows:

For General Journals
For Supplier Invoices

Notes ...

The above may need to be repeated for each of the Venues's Location Groups when initially configuring swiftpos to Export to NetSuite for the first time.

For General Journals ▲ ▼

Do as follows:

In the General Journals section of the screen, select the Mark All as Exported option.
Select from the drop-down list the Location Group for which data will be flagged as exported.
Select from the drop-down list the Location for which data will be flagged as exported.
Select the OK option to mark all General Journal related data for the current (Location Group / Location) selection as exported.

For Supplier Invoices ▲ ▼

Do as follows:

In the Supplier Invoices section of the screen, select the Mark All as Exported option.
Select from the drop-down list the Location Group for which data will be flagged as exported.
Select from the drop-down list the Location for which data will be flagged as exported.
Select the OK option to mark all General Journal related data for the current (Location Group / Location) selection as exported.

How To Reset Trading Dates? ▲ ▼

Notes ...

When resetting and exporting again, be sure that they DO NOT result in duplicates when imported into NetSuite.

This outlines how to reset a Trading date, thus ensuring all data for a selected Trading date is marked as NOT exported and hence can be included in future exports. In the Export screen, do as follows:

For General Journals
For Supplier Invoices

For General Journals ▲ ▼

Do as follows:

In the General Journals section of the screen, select the Reset option.
Select from the drop-down list the Location Group for which data will be flagged as NOT exported.
Select from the drop-down list the Location for which data will be flagged as NOT exported.
Select from the drop-down list the Trading Date for which data will be flagged as NOT exported.
Select the OK option to reset all General Journal related data for the current (Location Group / Location) selection as NOT exported.

For Supplier Invoices ▲ ▼

Do as follows:

In the Supplier Invoices section of the screen, select the Reset option.
Select from the drop-down list the Location Group for which data will be flagged as NOT exported.
Select from the drop-down list the Location for which data will be flagged as NOT exported.
Select from the drop-down list the Trading Date for which data will be flagged as NOT exported.
Select the OK option to reset all General Journal related data for the current (Location Group / Location) selection as NOT exported.

End of article. ▲