NetSuite Integration Overview

Overview

NetSuite and Kantata OX have seamlessly integrated to provide a unified solution for project delivery. This integration helps automate project creation, sync time and expense data, and eliminates the need to enter data in two systems. 

Getting Started

This integration requires NetSuite API access and a SuiteCloud Plus license. For more information, please contact Customer Success or Kantata Support.

NetSuite Scenarios

There are 14 pre-built scenarios available for this integration:

• Expenses | Mavenlink Approved Expense Reports to NetSuite Expense Reports—This scenario syncs approved Kantata OX expense reports to NetSuite as expense reports.
• Expenses | Mavenlink Vendor Expense to NetSuite Vendor Bill—This scenario transfers Kantata OX expense reports with vendor expenses to NetSuite as vendor bills.
• Expenses | NetSuite Expense Reports to Mavenlink Expenses—This scenario creates an expense in Kantata OX when a new expense report is created in NetSuite.
• Expenses | NetSuite Vendor Bill to Mavenlink Expenses—This scenario creates an expense in Kantata OX for each vendor bill line in NetSuite. 
• Invoices | Mavenlink Invoices to NetSuite Invoices—This scenario syncs open invoices in Kantata OX to NetSuite. 
• Invoices | 'Paid in Full' NetSuite Invoices to Mavenlink Invoices—This scenario creates an invoice in Kantata OX when a new invoice is created and then paid in full in NetSuite.
• Project Custom Fields | Bi-directional Mavenlink and NetSuite Custom Field Values—This scenario populates custom field values based on the direction the scenario is configured. 
• Projects | Mavenlink Project to NetSuite Job—This scenario creates a job in NetSuite when a project is created in Kantata OX. 
• Projects | Mavenlink Project on Complete Updates NetSuite Job Status—This scenario updates the NetSuite job status when a Kantata OX project status is changed to Completed.
• Projects | NetSuite Job to Mavenlink Project—This scenario creates a project in Kantata OX when a job is created in NetSuite. 
• Tasks | Mavenlink Tasks to NetSuite Project Tasks—This scenario syncs Kantata OX task updates to project tasks in NetSuite. 
• Time Entries | Mavenlink Approved Time Reports to NetSuite TimeBills—This scenario syncs time entries on approved time reports in Kantata OX to NetSuite as TimeBills. 
• Time Entries | NetSuite Time Bills to Mavenlink Time Entries—This scenario creates a time entry in Kantata OX when a new TimeBill is created in NetSuite.
• Users | NetSuite Employees to Mavenlink Users—This scenario creates an account invitation in Kantata OX when an employee is created in NetSuite. 

Functional Capabilities

The NetSuite integration includes the following capabilities:

Projects:

• Projects are pushed from NetSuite to Kantata OX or vice versa.
• Updates to project information can be synchronized with NetSuite.

Tasks:

• Tasks within a project are pushed to NetSuite along with estimated time to track project % complete.
• Updates to tasks in Kantata OX can be synchronized with NetSuite.

Project Resources:

• Project Participants in Kantata OX are pushed to NetSuite as Project Resources or vice versa.

Task Assignments:

• Task assignees in Kantata OX are pushed to NetSuite as Project Task Assignees.

Time Entries:

• Approved timesheets in Kantata OX are pushed to NetSuite as Time Bills including rate and service item.

Expenses:

• Approved expenses in Kantata OX are pushed to NetSuite.
• Rejection of previously approved expense reports in NetSuite rejects the expense report in Kantata OX.
• NetSuite expense categories can be added to Kantata OX so everyone is using your ledger categories.

Invoices:

• Fully paid invoices will have the amount synchronized to their Kantata OX project for the purposes of tracking paid vs. unpaid budget.

Users:

• New users created in NetSuite that are flagged as Kantata OX users are automatically created in Kantata OX.

Configuration Options

Mappings:

• Map Kantata OX users to NetSuite users.
• Map Kantata OX project statuses to NetSuite statuses.
• Map NetSuite subsidiaries.
• Map Kantata OX Roles to NetSuite Service Items.
• Custom field in Kantata OX to store Subsidiary, Customer, NS Project ID, Expense Class.

Scenario Options

• Select the frequency and schedule of the integration sync.
• Select which status a project or job must have in order to be included in the integration.

Field Mappings

Projects

Tasks

Time Entry

Expenses

NetSuite Field Locations