Oracle NetSuite Quote-to-Cash


Introduction

Quote to Cash process

The entities that are involved in the Q2C process for TemplateOne are: quote items, sales order items, delivery items, invoice items, and payments.

A user creates a quote with a series of quote items, which are converted into a sales order with a series of sales order items that are being purchased by a customer. Once approved, these sales orders are sent to order fulfillment, where delivery of the items is planned, scheduled, and executed. These items are then invoiced to the customer, with payments then collected around pre-defined payment terms.

Entity relationship diagram

The below is an entity relationship diagram of the entities used in the creation of the events for the Q2C process.

Tags

Tag Description
Throughput time more than 30 days max(event_end) - (min event_end) > 30 per case id
Quote item price differs from sales order item price quote_item."price" != sales_order_item."price"
Total invoice item prices differs from sales order item price sales_order_item."price" != sum(invoice_item."Price")
Change in sales order item price Quote_item_event_log."Activity" = 'Change sales order item price'
Change in sales order item quantity Quote_item_event_log."Activity" = 'Change sales order item quantity'
Partial goods delivery sales_order_item."Quantity" > sum(delivery_item."Quantity")

Due Dates

Due Date Description
Payment due date Difference between invoice item due date and create payment date

Oracle NetSuite configuration

The Oracle NetSuite Quote to Cash app template requires NetSuite version 2021.2 or higher. NetSuite has two data model configurations: SuiteTalk and SuiteQL. Both SuiteTalk and SuiteQL schemas are used in this app template.

NetSuite and CData Sync Date Matching

In order for filtering on dates to work, the date format in NetSuite and CData must match. Go to NetSuite -> SetUp -> Company -> General Preferences and make note of the date format (MM/DD/YYYY for instance)

In CData, go to the NetSuite Connection, then to the Advanced tab, and make sure that Net Suite Date Format: is set to the same as above (MM/DD/YYYY for instance)

System specific settings

In NetSuite, go to Setup -> Company -> Enable Features and enable the following in the SuiteCloud tab:

A role should be created for connecting to NetSuite to extract the data. This role must have the permissions that are listed in CData's documentation. Create a token for this role to connect it to CData.

Custom Saved Search Creation

One of the required tables must be created in NetSuite as a custom saved search. The custom saved search titled transaction item change log utilizes the Line System Notes Fields... in order to bring in line item level changes into the app template. Follow these steps in order to create the necessary saved search in NetSuite:

Go to Lists -> Search -> Saved Searches -> New. Choose Transaction for the Search Type. Under Search Title type in transaction item change log.

Go to Criteria -> Standard and fill in the following:

Choose Line System Notes Fields... from the dropdown, and choose Line System Notes: Context. Choose none of and -None-.

This will set the description parameter to be is not none

Under the Results tab, add the following fields:

Field
Line Unique Key
Transaction Number
Line System Notes: Context
Line System Notes: Date
Line System Notes: Field
Line System Notes: New Value
Line System Notes: Old Value
Line System Notes: Record
Line System Notes: Record ID
Line System Notes: Record Type
Line System Notes: Role
Line System Notes: Set by
Line System Notes: Type
Department
Status
Vendor: Country
Vendor: Company Name
User: Internal ID
Save & Run

Click Save & Run to save the search and look at the results.


Configuring CData Sync for Oracle NetSuite Quote to Cash

Below is a description on how to use CData Sync to set up a source connection and load data into a Process Mining Oracle NetSuite Quote to Cash process app template.

In general, you should follow the steps as described in Loading data using CData Sync (Snowflake) or Loading data using CData Sync (SQL Server) to set up data loading using CData Sync. Since specific settings are required when using Oracle NetSuite, pay attention to the steps described below.

As NetSuite has two schema types: SuiteQL and SuiteTalk, it will be required to create two connections, with one for each. Both connections have their own custom queries, which are listed below.

SuiteQL

SuiteQL is the newer schema that NetSuite uses to interact with the source system data.

Setting up the source connection

Step Action
1 Define a New Connection of type NetSuite and name the connection SuiteQL_Connection.
2 Select Auth Scheme = Token and enter the token credentials from the role created in NetSuite
3 Regarding Account Id, this can be found in the URL for your NetSuite instance: Account Id.app.netsuite.com
4 Under the Advanced tab, set the Schema to SuiteQL

Setting up the destination connection

Step Action
1 Define a New Connection of type SQL Server or Snowflake.
2 Setup connection details as required.

Setting up environment variables in the extraction job

CData allows the use of environment variables in order to drive specific extraction logic in each query.

Variable Description Comment
start_extraction_date Defines first date for which data will be extracted. Mandatory
end_extraction_date Last date for which data will be extracted.

In order to setup the environment variables:

Step Action
1 Access the job created in the previous step.
2 Click on the Events tab.
3 Add the following lines to the Pre-Job Event script.
<!-- Modify environment variables here. --> <!-- Variable start_extraction_date must be populated.--> <api:set attr="out.env:start_extraction_date" value="01/01/2022" /> <!-- In case a specific end date is needed, replace the value string with the required date in the Date format listed in NetSuite. --> <!-- i.e api:set attr="out.env:end_extraction_date" value="01/01/2022" --> <api:set attr="out.env:end_extraction_date" value= '12/31/3000' /> <api:push item="out" />

Important: Do not modify the api:info details that are shown by default.

In order to modify the environment variables, modify the values within the Events tab. By default, end_extraction_date will default to today's date. start_extraction_date must always be populated.

Table replication

Once the job is correctly setup, click on Add Custom Query under the Tables tab and paste the following queries (each query needs to maintain the semicolon at the end). Make sure you save all changes.

Use the following custom query for SuiteQL when creating the job:

REPLICATE [Employee] WITH TruncateTableData = 'True' SELECT [id], [department], [employeetype], [entityid], [title] FROM [employee]; REPLICATE [Entity] WITH TruncateTableData = 'True' SELECT [id], [entityid], [vendor] FROM [entity]; REPLICATE [Item] WITH TruncateTableData = 'True' SELECT [id], [department], [fullname], [itemid], [itemtype], [subtype] FROM [item]; REPLICATE [Previoustransactionlinelink] WITH TruncateTableData = 'True' SELECT [linktype], [nextdoc], [nextline], [nexttype], [previousdoc], [previousline] FROM [previoustransactionlinelink] WHERE [nexttype] IN ('Estimate', 'SalesOrd', 'CustPymt', 'ItemShip', 'Deposit', 'CustInvc', 'RtnAuth', 'CashSale'); REPLICATE [Systemnote] WITH TruncateTableData = 'True' SELECT * FROM [systemnote] WHERE [field] IN ('TRANDOC.KSTATUS', 'TRANLINE.MESTAMOUNT', 'TRANDOC.BPAYMENTHOLD', 'TRANDOC.STRANTYPE', 'TRANLINE.RITEMCOUNT', 'TRANLINE.MAMOUNT', 'TRANDOC.MAMOUNTMAIN', 'TRANLINE.RUNITPRICE', 'TRANDOC.DSHIP', 'CUSTBODY_REPORT_TIMESTAMP', 'TRANDOC.KFORMTEMPLATE') AND ([recordtypeid] = -30) AND ([date] >= '{env:start_extraction_date}') AND ([date] <= '{env:end_extraction_date}'); REPLICATE [Transaction] WITH TruncateTableData = 'True' SELECT [id], [approvalstatus], [billingaddress], [billingstatus], [closedate], [createdby], [createddate], [currency], [daysopen], [daysoverduesearch], [duedate], [employee], [entity], [exchangerate], [externalid], [foreigntotal], [paymentmethod], [postingperiod], [status], [terms], [trandate], [trandisplayname], [type], [void], [voided] FROM [transaction] WHERE [type] IN ('Estimate', 'SalesOrd', 'CustPymt', 'ItemShip', 'Deposit', 'CustInvc', 'RtnAuth', 'CashSale') AND ([createddate] >= '{env:start_extraction_date}') AND ([createddate] <= '{env:end_extraction_date}'); REPLICATE [Transactionline] WITH TruncateTableData = 'True' SELECT DISTINCT TL.[id], [uniquekey], TL.[linelastmodifieddate], TL.[createdfrom], [department], TL.[entity], [expenseaccount], [inventorylocation], [isclosed], [item], [itemtype], [linesequencenumber], [location], [netamount], [quantity], [subsidiary], [taxline], [transaction], [units] FROM [transactionline] AS TL JOIN [transaction] as T ON TL.[transaction] = t.[id] WHERE [type] IN ('Estimate', 'SalesOrd', 'CustPymt', 'ItemShip', 'Deposit', 'CustInvc', 'RtnAuth', 'CashSale'); REPLICATE [Unitstypeuom] WITH TruncateTableData = 'True' SELECT [internalid], [unitname] FROM [unitstypeuom];

Please make sure that the query for transactionline works, as it is a custom case where it is joined to the transaction table in order to filter to only include transaction lines for transactions in the purchase to pay process.

Following these steps will set up all the requirements for the SuiteQL connection tables. Next, a connection to SuiteTalk will be covered to bring in the required custom saved search.

SuiteTalk

SuiteTalk is the schema required to bring in saved searches, and custom saved searches.

In order for the custom saved search to work, the steps to allow for CData to find RESTlet schemas must be followed first. These directions are listed in the Search_script for RESTlets section below.

The custom saved search, transaction_item_change_log must also be created first in the NetSuite instance in order for it to be found and connected with CData.

Search_script for RESTlets

A JavaScript file, called search_script.js, must be added to NetSuite in order for RESTlet Saved Search Queries to work. Follow the steps from the CData documentation to set this up. This will allow for the Custom Saved Search transaction_item_change_log to be used.

Setting up the source connection

Step Action
1 Define a New Connection of type NetSuite and name the connection SuiteTalk_Connection.
2 Select Auth Scheme = Token and enter the token credentials from the role created in NetSuite
3 Regarding Account Id, this can be found in the URL for your NetSuite instance: Account Id.app.netsuite.com
4 Under the Advanced tab, set the Schema to SuiteTalk
5 Under the Custom Schemas tab, click Add Schema and choose CreateRestletSchema
6 Enter Transaction_item_change_log for the TableName
7 Enter the SearchId, ScriptId, and DeploymentNum and click Create

Setting up the destination connection

Step Action
1 Define a New Connection of type SQL Server or Snowflake.
2 Setup connection details as required.

Setting up environment variables in the extraction job

CData allows the use of environment variables in order to drive specific extraction logic in each query.

Variable Description Comment
start_extraction_date Defines first date for which data will be extracted. Mandatory
end_extraction_date Last date for which data will be extracted.

In order to setup the environment variables:

Step Action
1 Access the job created in the previous step.
2 Click on the Events tab.
3 Add the following lines to the Pre-Job Event script.
<!-- Modify environment variables here. --> <!-- Variable start_extraction_date must be populated.--> <api:set attr="out.env:start_extraction_date" value="01/01/2022" /> <!-- In case a specific end date is needed, replace the value string with the required date in the Date format listed in NetSuite. --> <!-- i.e api:set attr="out.env:end_extraction_date" value="01/01/2022" --> <api:set attr="out.env:end_extraction_date" value= '12/31/3000' /> <api:push item="out" />

Important: Do not modify the api:info details that are shown by default.

In order to modify the environment variables, modify the values within the Events tab. By default, end_extraction_date will default to today's date. start_extraction_date must always be populated.

Table replication

Once the job is correctly setup, click on Add Custom Query under the Tables tab and paste the following query. Make sure you save all changes.

Use the following custom query for SuiteTalk when creating the job:

REPLICATE [Transaction_item_change_log] WITH TruncateTableData = 'True' SELECT [Line_Unique_Key], [Transaction_Number], [Context], [Date], [Field_text] as [Field], [New_Value], [Old_Value], [Record], [Record_ID], [Record_Type], [Role_text] as [Role], [Set_by_text] as [Set_by], [Type], [Department_text] as [Department], [Status_text] as [Status], [Country_text] as [Country], [Company_Name], [Internal_ID_text] as [Internal_ID] FROM [transaction_item_change_log] WHERE ([Date] >= '{env:start_extraction_date}') AND ([Date] <= '{env:end_extraction_date}');

Input fields

This section contains an overview of the fields for each of the input tables of the Oracle NetSuite Quote to Cash app template. For each table the fields are listed.

NetSuite SuiteQL

The following is a list of tables that are brought in with the NetSuite SuiteQL Schema specified:

More information can be found on these tables in the NetSuite help center. The Analytics Browser tab is for SuiteQL tables.

employee

Field Data type Label Filtering
id Text Internal ID
currency Text Currency
department Text Department
employeetype Text Type
entityid Text Entity ID
title Text Job Title

entity

Field Data type Label Filtering
id Text Internal ID
entityid Text Entity name
vendor Text Vendor ID

item

Field Data type Label Filtering
id Text Internal ID
cost Double Cost
department Text Department
fullname Text Internal ID
itemid Text Full Name
itemtype Text Address
subtype Text Sublocation of
Field Data type Label Filtering
linktype Text Link Type
nextdoc Text Transaction ID of next document
nextline Text Line ID of the next document line
nexttype Text Next document type in ('Estimate', 'SalesOrd', 'CustPymt', 'ItemShip', 'Deposit', 'CustInvc', 'RtnAuth', 'CashSale')
previousdoc Text Transaction ID of previous document
previousline Text Line ID of the previous document line

systemnote

Field Data type Label Filtering
id Text Internal ID
date date Country
field Text Currency in ('TRANDOC.KSTATUS', 'TRANLINE.MESTAMOUNT', 'TRANDOC.BPAYMENTHOLD', 'TRANDOC.STRANTYPE', 'TRANLINE.RITEMCOUNT', 'TRANLINE.MAMOUNT', 'TRANDOC.MAMOUNTMAIN', 'TRANLINE.RUNITPRICE', 'TRANDOC.DSHIP', 'CUSTBODY_REPORT_TIMESTAMP')
name Text Full Name
newvalue Text Address
oldvalue Text SubSubsidiary of
record Text Return Address
recordid Text Shipping Address
recordtypeid Text State -30
role Text Address

transaction

Field Data type Label Filtering
id Text Internal ID
lastmodifieddate Date Date Last Modified
approvalstatus Text Approval Status
billingaddress Text Billing Address
billingstatus Text Billing Status
closedate Text Date Closed
createdby Text Created By
createddate Text Date Created
currency Text Currency
daysopen Text Days Open
daysoverduesearch Text Days Overdue
duedate Text Due Date
employee Text Sales Rep
entity Text Entity
exchangerate Text Exchange Rate
externalid Text External ID
foreigntotal Text Total Amount (Transaction Currency)
paymentmethod Text Payment Method
postingperiod Text Posting Period
status Text Status
terms Text Terms
trandate Date Date
trandisplayname Text Transaction
type Text Type in ('Estimate', 'SalesOrd', 'CustPymt', 'ItemShip', 'Deposit', 'CustInvc', 'RtnAuth', 'CashSale')
void Text Void
voided Text Voided

transactionline

This table is joined to the transaction table in order to filter on transaction."type"

Field Data type Label Filtering
id Text Internal ID
uniquekey Text Unique Key
linelastmodifieddate Text Line Last Modified Date
createdfrom Text Created From
department Text Department
entity Text Entity
expenseaccount Text Expense Account
inventorylocation Text Storage location
isclosed Text Closed
item Text Item
itemtype Text Item Type
linesequencenumber Text Line Number
location Text Location
netamount Text Amount (Net) (Transaction Currency)
quantity Text Quantity
subsidiary Text Subsidiary
taxline Text Tax Line
transaction Text Transaction ID
units Text Unit ID

unitstypeuom

Field Data type Label Filtering
internalid Text Internal ID
unitname Text Name of the measuring unit

NetSuite SuiteTalk

The following is a list of tables that are brought in with the NetSuite SuiteTalk Schema specified:

transaction_item_change_log is a custom saved search that has been created for the purpose of bringing line item change history into the transformations.

transaction_item_change_log

This is the table created as a custom saved search and connected through the SuiteTalk RESTlet Saved Search Schema.

Field Data type Label Filtering
Line_Unique_Key Text Unique ID of the line item
Transaction_Number Text Transaction document number
Context Text Execution context of the change
Date Datetime Datetime
Field_text Text Field of change
New_Value Text New value
Old_Value Text Old value
Record Text Record type
Record_ID Text Transaction ID
Record_Type Text One word record type
Role_text Text Name of the role making the change
Set_by_text Text Name of user making the change
Set_by_value Text User ID of person making the change
Status_text Text Status of the transaction
Type Text Change log action type
Department_text Text Name of the department

Design specifications

Entities

Below is an overview of the entities, and their attributes, of the Oracle NetSuite Quote to Cash app template.

Cases_base

Name Attribute Data type Mandatory Y/N Description
Case_ID Quote_items."Quote_item_id" Text Y Unique identifier of quote item
Case concat(transactions."Tran_display_name", '-', transactionlines."Line_id") Text N Display name of quote item
Case_status transaction_item_change_log."Status" Text N Quote item status
Case_type systemnote_order_types_input."New_value" Text N Quote item order type
Case_value Quote_items."Price" Integer N Quote item value
Quote_item_quantity concat(abs(transactionlines."Quantity"), ' ', coalesce(unitstypeuom."Unit_name", 'Units')) Text N Quote item quantity and unit type
Created_by Quote_items."Creator" Text N Quote item creator
Quote_items
Name Attribute Data type Mandatory Y/N Description
Quote_item_ID transactionlines."Unique_key" Text Y Unique identifier of the quote item
Line_id transactionlines."Line_id" Text Y Identifier of the line in the quote transaction
Quote_ID transactionlines."Transaction" Text Y Unique identifier of the quote
Created_at transactions."Created_date" Date Y Creation date
Creator employee."Entity_id" Text Y Employee name
Price abs(transactionlines."Net_amount") Double Y Value of the quote item
Quantity concat(abs(transactionlines."Quantity"), ' ', coalesce(unitstypeuom."Unit_name", 'Units')) Text Y Quote item quantity and unit
Status transaction_item_change_log."Status" Text Y Quote status
Team employee."Department" Text Y Employee team
Sales_order_items
Name Attribute Data type Mandatory Y/N Description
Quote_item_ID transactionlines."Unique_key" Text Y Unique identifier of the quote item
Line_id transactionlines."Line_id" Text Y Identifier of the line in the quote transaction
Quote_ID transactionlines."Transaction" Text Y Unique identifier of the quote
Created_at transactions."Created_date" Date Y Creation date
Creator employee."Entity_id" Text Y Employee name
Price abs(transactionlines."Net_amount") Double Y Value of the quote item
Quantity concat(abs(transactionlines."Quantity"), ' ', coalesce(unitstypeuom."Unit_name", 'Units')) Text Y Quote item quantity and unit
Status transaction_item_change_log."Status" Text Y Quote status
Team employee."Department" Text Y Employee team
Delivery_items
Name Attribute Data type Mandatory Y/N Description
Quote_item_ID transactionlines."Unique_key" Text Y Unique identifier of the quote item
Line_id transactionlines."Line_id" Text Y Identifier of the line in the quote transaction
Quote_ID transactionlines."Transaction" Text Y Unique identifier of the quote
Created_at transactions."Created_date" Date Y Creation date
Creator employee."Entity_id" Text Y Employee name
Price abs(transactionlines."Net_amount") Double Y Value of the quote item
Quantity concat(abs(transactionlines."Quantity"), ' ', coalesce(unitstypeuom."Unit_name", 'Units')) Text Y Quote item quantity and unit
Status transaction_item_change_log."Status" Text Y Quote status
Team employee."Department" Text Y Employee team
Invoice_items
Name Attribute Data type Mandatory Y/N Description
Quote_item_ID transactionlines."Unique_key" Text Y Unique identifier of the quote item
Line_id transactionlines."Line_id" Text Y Identifier of the line in the quote transaction
Quote_ID transactionlines."Transaction" Text Y Unique identifier of the quote
Created_at transactions."Created_date" Date Y Creation date
Creator employee."Entity_id" Text Y Employee name
Price abs(transactionlines."Net_amount") Double Y Value of the quote item
Quantity concat(abs(transactionlines."Quantity"), ' ', coalesce(unitstypeuom."Unit_name", 'Units')) Text Y Quote item quantity and unit
Status transaction_item_change_log."Status" Text Y Quote status
Team employee."Department" Text Y Employee team
Payments
Name Attribute Data type Mandatory Y/N Description
Quote_item_ID transactionlines."Unique_key" Text Y Unique identifier of the quote item
Line_id transactionlines."Line_id" Text Y Identifier of the line in the quote transaction
Quote_ID transactionlines."Transaction" Text Y Unique identifier of the quote
Created_at transactions."Created_date" Date Y Creation date
Creator employee."Entity_id" Text Y Employee name
Price abs(transactionlines."Net_amount") Double Y Value of the quote item
Quantity concat(abs(transactionlines."Quantity"), ' ', coalesce(unitstypeuom."Unit_name", 'Units')) Text Y Quote item quantity and unit
Status transaction_item_change_log."Status" Text Y Quote status
Team employee."Department" Text Y Employee team

Activities

A break down of the activities is listed below, based on each model that contains the activity:

Create quote item

This identifies the creation action of a quote item

Change quote item price

transaction_item_change_log."Field" = 'Amount'

This identifies a change to the price of a quote item

Change quote item quantity

transaction_item_change_log."Field" = 'Quantity'

This identifies a change to the quantity of a quote item

Cancel quote item

transaction_item_change_log."Status" = 'Closed'

This identifies that a quote item has been canceled or voided

Create sales order item

This identifies the creation action of a sales order item

Change sales order item price

transaction_item_change_log."Field" = 'Amount'

This identifies a change to the price of a sales order item

Change sales order item quantity

transaction_item_change_log."Field" = 'Quantity'

This identifies a change to the quantity of a sales order item

Cancel sales order item

transaction_item_change_log."Status" = 'Closed'

This identifies that a sales order item has been canceled or voided

Create delivery item

This identifies the creation action of a delivery item

Goods picked

systemnote."field" = 'TRANDOC.KSTATUS' and systemnote."newvalue" = 'Picked'

This identifies that the goods for this delivery item have been picked

Goods packed

systemnote."field" = 'TRANDOC.KSTATUS' and systemnote."newvalue" = 'Packed'

This identifies that the goods for this delivery item have been packed

Goods shipped

systemnote."field" = 'TRANDOC.KSTATUS' and systemnote."newvalue" = 'Shipped'

This identifies that the goods for this delivery item have been shipped

Create invoice item

This identifies the creation action of an invoice item

Change invoice item price

transaction_item_change_log."Field" = 'Amount'

This identifies a change to the price of an invoice item

Change invoice item quantity

transaction_item_change_log."Field" = 'Quantity'

This identifies a change to the quantity of an invoice item

Cancel invoice item

systemnote."Field" = 'TRANDOC.KSTATUS' and systemnote."New_value" = 'Voided'

This identifies the cancellation of an invoice, which is applied to the individual invoice items

Create payment

This identifies payment creation


Customizing the transformations

Configuration

Automated Users

A variable exists in dbt_project.yml called Automated_users for users to specify the automated users that exist in the Entity table. Please add the entity.id for these users to this variable.


Limitations, known issues, common problems

Limitations

NetSuite SuiteQL relies on some incredibly large tables for its data, which can be filtered by specifying the record types required. Not filtering on these can cause a lot of performance issues with either Snowflake or SQL Server, and will replicate a lot of superfluous data.

If you plan on using CSV files and are going to be using the SQL Query Editor for exporting the SuiteQL tables, the SQL Query Editor tool only allows for up to 5,000 rows to be exported in each query. If more rows are needed, one can filter based on date, and add the results together into a larger file.

Filtering the transactionline table is important, as it can be a rather large table if one does not. However, this requires joining the transactionline and transaction tables in order to filter transactionline to only include the transaction types that are listed in the filtering above. Please use the custom query for the CData job for transactionline in order to filter correctly.

DELETE activities like Delete sales order or Delete invoice will remove the transaction, and subsequent transaction lines, from the transaction, transactionline, systemnote, and transaction_item_change_log tables.

Void activities are built with NetSuite having Void transactions using reversing disabled. In NetSuite, go to Setup -> Accounting -> Accounting Preferences to check.

Known issues

NetSuite is structurally built around the header level, so tracking item level changes requires utilizing a mixture of SuiteTalk and SuiteQL Schemas to find and pull the requisite data for process mining.

If you encounter errors when running a job that state column not found, go to the Advanced tab of the NetSuite Connection in CData and set the Row Scan Depth: to 0

Common problems

CData Sync may exhibit some issues in filtering the extraction tables on multiple values, so this is something to keep in mind if you do encounter similar issues.