Optimizing Financial Operations: A NetSuite Case Study on Suite Billing API Integration for Usage Items

Overview

The client wanted to create usage records for usage-based items to facilitate billing for such items. The usage data needed to be extracteds from the client’s internal system on a monthly basis. Earlier, the usage records were created manually using CSV import. The client wanted to reduce the manual effort and streamline the process. Hence, they proposed automating the creation of Usage record to track Usage-based subscription items in NetSuite by getting the usage data from the client’s internal system with API.

Challenges Faced

Data from the internal system contained both usage-based items and flat fee items.

• Internal data included subscriptions in draft status and those not available in NetSuite.
• Data had to be extracted monthly from the 26th of the previous month to the 25th of the current month.
• For subscriptions available in NetSuite but not in the internal system, an email had to be sent with the respective subscription name and rate of the item.

Solution Offered

• Implemented a MapReduce script to extract data from the client’s internal system using API Integration.
• Included conditions in the script to filter usage-based subscriptions based on instalment type.
• Created a saved search in NetSuite to filter active and usage-based subscriptions.
• Set up monthly data extraction by defining start and end dates from the current month.
• Scheduled the script for automation on the 26th of every month.
• Executed script pulls usage data from the internal system via API and filters for usage-based items.
• Compared data from saved search in NetSuite with API data to identify matching subscriptions.
• Created usage records using subscription name, date, subscription plan, and item name obtained from API Integration.
• Configured email notification to the client upon successful script execution.

Result

SuiteMatrix’s NetSuite consultants helped the client experience streamlined processes, reduced manual workload, and enhanced accuracy in usage record creation. Owing to our solution, the Usage record would be created automatically on the 26th of every month, and an email would be sent if subscriptions were unavailable in NetSuite. This ultimately led to improved operational efficiency and client satisfaction.