🔗 NetSuite: Data Mapping & Synchronisation

This guide details the exact data flow and schema mapping between your NetSuite environment and Optiply. It outlines the synchronisation schedule, configuration options, and provides the specific logic used for every data entity.

⏱️ Synchronisation General Board

The following table outlines the data entities and their update frequencies.

Entity	Direction	Frequency
Products	NetSuite → Optiply	Every 60 min
Product Compositions	NetSuite → Optiply	Every 60 min
Suppliers	NetSuite → Optiply	Every 60 min
Supplier Products	NetSuite → Optiply	Every 60 min
Supplier Products Deletions	NetSuite → Optiply	Every 60 min
Stocks	NetSuite → Optiply	Every 60 min
Buy Orders	NetSuite → Optiply	Every 60 min
Buy Orders (Export)	Optiply → NetSuite	Every 10 min
Sell Orders	NetSuite → Optiply	Every 60 min
Receipt Lines (Item Deliveries)	NetSuite → Optiply	Every 60 min

⚙️ Options and Features (Configuration)

The following settings are available to customise how Optiply interacts with your NetSuite locations. These options are not visible in the front-end interface. Please contact Customer Support to adjust these variables.

1. Stock Locations Filter

Variable: stock_location_ids (Default: null)
Description: Defines a specific list of NetSuite locationIds from which Optiply will retrieve the stockLevel.
Logic: By default (null), we pull and sum stock from all location IDs. If populated, we only count stock from the specified locations.

2. Buy Order Destination Location

Variable: send_locationId (Default: null)
Description: Defines a specific NetSuite locationId where Optiply will send Buy Orders when exporting them from Optiply to NetSuite.

🗺️ Data Mapping Details

1. Products

Source Paths: /Item (for Product data), /Inventory_Item_Locations (for stock levels), /Item_Prices (for price).

Optiply	NetSuite	Logic / Notes
Remote ID	`Id`	-
Name	`fullname`	-
SKU Code	`custitem_cl_sku`	-
Article Code	`vendorname`	-
Price	`Inventory_Item_Locations.price`	-
EAN Code	`upccode`	-
Stock Level	`quantityavailable`	Pulled from all locations or specific `stock_location_ids`.
Status	`custitem_cl_item_status`	IF status = `"Prepare"` → `"disabled"`. OTHERWISE → `"enabled"`.
Created At	`createddate`	-
Not Being Bought	`custitem_cl_item_status`	IF status is in `["Ending", "Ending (Supplier)", "Offline / Order Item"]` → `"true"`. OTHERWISE → `"false"`.
Assembled	`custitem_cl_item_status`	IF status = `"Warranty/Part"` → `"true"`. OTHERWISE → `"false"`. *Note:* Products that are composed (parentitem in kit item) will also be set with `assembled:true`.

⚠️ Filter Rule: Optiply will only sync Items where itemtype="InvtPart" or itemtype="Kit".

2. Product Compositions

Source Path: /kit_item_members

Optiply	NetSuite
Composed Product ID	`parentitem`
Part Product ID	`item`
Part Quantity	`quantity`
Remote ID	`id`

3. Suppliers

Source Path: /Vendor

Optiply	NetSuite
Name	`companyname`
Remote ID	`Id`
Fixed Costs	`custentity_cl_shipping_amount`
Delivery Time	`custentity_cl_lead_time`

⚠️ Filter Rule: We will only sync Vendors where Active is true.

4. Supplier Products

Source Path: /item_vendor

Optiply	NetSuite	Logic / Notes
Name	`item.fullname`	-
Remote ID	Calculated	`Concat(item + vendor)`
Price	`purchaseprice`	-
Article Code	`vendorcode`	-
Status	`"enabled"`	Hardcoded.
Lot Size	`item.reordermultiple`	-
Delivery Time	`item.leadtime`	-
Preferred	`preferredvendor`	-

5. Sell Orders

Source Path: /sales_orders

Optiply	NetSuite
Total Value	`foreigntotal`
Remote ID	`id`
Placed Date	`createddate`
Completed Date	`closedate`

⚠️ Filter Rule: We will only sync transactions where type="SalesOrd".

6. Sell Order Lines

Source Path: /sales_order_lines

Optiply	NetSuite	Logic
Article Code	`item`	Maps to `optiplyWebshopProductArticleCode`.
Quantity	`absolut(quantity)`	Takes the absolute value.
Subtotal Value	`absolut(netamount)`	Takes the absolute value.
Remote ID	`uniquekey`	-

⚠️ Filter Rule: We will only sync transactions where recordtype="SalesOrd".

7. Buy Orders (Import: NetSuite → Optiply)

Source Path: /purchase_orders

Optiply	NetSuite	Logic / Notes
Remote ID	`id`	-
Total Value	`absolut(foreigntotal)`	Takes the absolute value.
Placed Date	`createddate`	-
Completed Date	Calculated	Logic: IF `status` is in `["Purchase Order : Fully Billed", "Purchase Order : Pending Bill", "Purchase Order : Closed"]` → `completed` = `lastmodifieddate`.
Expected Delivery	`duedate`	-
Supplier Remote ID	`entity`	Maps to `optiplySupplierRemoteID`.

⚠️ Filter Rule: We will only sync transactions where type="PurchOrd".

8. Buy Order Lines (Import: NetSuite → Optiply)

Source Path: /purchase_order_lines

Optiply	NetSuite	Logic
Product Remote ID	`item`	Maps to `optiplyWebshopProductRemoteID`.
Quantity	`absolut(quantity)`	Takes the absolute value.
Subtotal Value	`absolut(netamount)`	Takes the absolute value.
Remote ID	`uniquekey`	-
Expected Delivery	`duedate`	-

⚠️ Filter Rule: We will only sync transactions where recordtype="PurchOrd".

9. Buy Orders (Export: Optiply → NetSuite)

Optiply	NetSuite	Notes
Buy Order ID	`memo`	Maps from `optiplyBuyOrderId`.
Supplier ID	`vendor.id`	Maps from `optiplySupplierId`.
Placed Date	`tranDate`	-
Expected Delivery	`dueDate`	-

10. Buy Order Lines (Export: Optiply → NetSuite)

Optiply	NetSuite	Logic / Notes
Product ID	`item.id`	Maps from `optiplyWebshopProductId`.
Quantity	`quantity`	-
Unit Price	`UnitPrice`	Calculated: `subtotalValue / quantity`.

11. Receipt Lines (Import: NetSuite → Optiply)

Source Path: /item_receipt_lines

Optiply	NetSuite
Quantity	`quantity`
Occurred Date	`linecreateddate`
Remote ID	`uniquekey`

❓ Frequently Asked Questions (FAQs)

Why aren't some of my products syncing into Optiply?

Optiply uses a strict filter for NetSuite items. We only pull items where the itemtype is set to "InvtPart" (Inventory Part) or "Kit". Ensure your missing items are categorised correctly in NetSuite.

Why aren't all my Vendors showing up?

Optiply only synchronises Suppliers (Vendors) where the Active flag is set to true in NetSuite. Inactive vendors are ignored.

How does Optiply know a Buy Order is closed?

Optiply maps the completed date using the lastmodifieddate of the order, but only when the NetSuite order status changes to one of the following: "Purchase Order : Fully Billed", "Purchase Order : Pending Bill", or "Purchase Order : Closed".

NetSuite - Data Mapping & Syncronisation