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How to Sync Departments with NetSuite SuiteApp

Learn how the integration of departments works with Precoro SuiteApp.

TABLE OF CONTENTS

How to Export Departments from NetSuite

Overview and Requirements

You can find the list of your departments in NetSuite in the Setup → Company → Departments section.

In Precoro, departments can be integrated based on their role in NetSuite:

  • Custom Fields for Documents: This integration is mandatory if you have departments at the document level in NetSuite.
  • Custom Fields for Items: This integration is mandatory if you have departments at the item level in NetSuite.

Before setting up the integration, please pay attention to the following points:

  • If multiple integrations are configured, records will be exported based on the subsidiary’s availability rule. A department will only be exported to the Precoro company if it is available to the subsidiary with which it is integrated.
  • Every child record must be integrated with its parent record. If you integrate a record without selecting its parent, all related parent records will be integrated automatically. If there are multiple levels, the entire chain of parent records will be included. This ensures that your data in Precoro stays complete and consistent with NetSuite.

You can integrate departments in several ways: 

Option 1: Mass Export

To export departments in bulk:

  1. In NetSuite, navigate to Precoro → Configuration → Integrations. Step 1-1
  2. In the Export Lists tab, click Export next to Departments.Departments
  3. In the Export as section, choose how departments should be exported to Precoro: as Document Custom Fields, Item Custom Fields, or both. By default, checkboxes will be pre-selected if the SuiteApp detects that departments are mandatory at the relevant level for the integrated documents.
  4. Only departments available for integrated subsidiaries will appear on the Departments Export page. Select the departments to export, or click Mark All to select all on the current page. If you switch pages, selections will be reset, so each page must be exported separately.
  5. Click Export. The selected departments will appear in Precoro within 15 seconds.
  6. Repeat the process for other pages if necessary.

Export

💡Please note: The “Sync to Precoro” checkbox will be automatically enabled for all exported records.

Option 2: Single Record Export

To export a specific department:

  1. Navigate to Setup → Company → Departments.Single Export-1
  2. Click Edit next to the desired department (or click New Department to create one). Edit-1
  3. Enable the relevant Sync to Precoro checkbox(es) depending on how you want to integrate the department.
  4. Click Save. The department will appear in Precoro within 15 seconds.Save-1

Option 3: Enable Sync by Default

To enable automatic syncing for all newly created departments:

  1. Go to NetSuite → Precoro → Configuration → Integrations. Step 1-1
  2. Navigate to the Global Settings tab.
  3. In the Sync New Records by Default section, check the Departments as Document Custom Fields or Departments as Item Custom Fields box, or select both options.
  4. Click OK to confirm the synchronization.

💡 Please note: You can manually uncheck the “Sync to Precoro” checkbox when creating a new department. In this case, the department will not be synced with Precoro.

How the Updates Work

Updates to integrated departments from NetSuite to Precoro occur in real time once changes are saved in NetSuite.

For the update to occur, the “Sync to Precoro” checkbox must be enabled for the corresponding department.

Integrated Fields and Their Synchronization Method

The integration uses one-way synchronization. Therefore:

  • Changes in NetSuite are reflected in Precoro
  • Changes in Precoro are not reflected in NetSuite

Department Field in NetSuite

Department Field in Precoro

Name

Name
Fields-1

💡Please note: Precoro does not import/integrate department codes (internal IDs). Please contact your CSM manager if you need to display the departments’ codes in Precoro.

Character Limits for Department Fields in NetSuite

NetSuite enforces the following character limits:

  • Name: 31 characters

FAQs

What if a department has multiple subsidiaries?

If one of those subsidiaries is integrated with Precoro, the department can be integrated.

Can I rename the integrated department?

If you rename the department in NetSuite, changes will be automatically reflected in Precoro. The department name cannot be updated in Precoro.

How can I add a new department?

You can enable the "Sync to Precoro" checkbox(es) by editing the required department in NetSuite. The department will be automatically added to Precoro once changes are saved.

In Precoro, you cannot edit the integrated custom fields for documents and items.

How do I remove or deactivate a department?

If you remove or deactivate a department in Precoro, it will remain active in NetSuite. If you want to deactivate or remove a department in NetSuite, please do this manually by clicking the "Edit" button. The changes will be reflected in Precoro automatically.