This article is relevant if you need a NetSuite report incorporating data from sources outside the NetSuite system.
Background
NetSuite’s competitive advantage is enabling businesses to operate on a single platform, which typically eliminates the need for a separate data warehouse by consolidating information internally. However, some organizations choose to operate certain functions outside of NetSuite.
One of our clients uses the Coupa procurement system to manage internal capital projects. This client operates in an industry that requires heavy equipment and frequently develops tools and capacities to provide services to their customers. For their operational needs, they use NetSuite’s native purchase order system.
In this scenario, NetSuite naturally serves as the definitive source for all financial transactions. The client recognizes capital project concepts as a formal dimension within their system and aims to monitor the budget versus the actual status of their projects. Some information about the capital project is managed in Coupa.
The challenge arises in amalgamating data from both Coupa and NetSuite to provide a unified view of this information.
Integrating External Data into NetSuite Driven Reports
The common sense approach to incorporating external data into a NetSuite report is to export the data from the external system and import it into NetSuite in custom records and fields. This method can indeed be effective — but it comes with costs and will require some sort of update procedure to shuffle the data around.
However, if the external system is a modern cloud-based platform like Coupa, it likely offers a well-defined API that enables real-time data retrieval.
Why should we undertake the laborious task of manually moving data? Instead, why not develop a NetSuite-driven report that can access and display data from the external system as if it were native to NetSuite? We can do this, and we will demonstrate how!
Leveraging Prolecto’s Content Renderer Engine to Get External Data
In my 2022 article, Learn the Framework to Extend NetSuite Content Generation, I offer a background for a license-free tool we provide to our clients to enhance NetSuite’s reporting and Advanced PDF capabilities. This tool’s essence is to define a “data universe” that will be utilized by templating technologies to produce dynamically rendered outputs.
Accordingly, our current focus is on expanding this concept by integrating real-time data from Coupa (or another external system). The aim is to select relevant data from these external systems and merge it with data readily available within the NetSuite database.
Click the related image to explore the architecture. The process involves using some JavaScript to bridge from the NetSuite server platform to Coupa, retrieve the desired data, and then integrate it into our data universe. The essential steps for any NetSuite technology professional to achieve this are:
- Connect to Coupa (or another external system): Use Postman or another API testing tool to ensure connectivity and data retrieval from the external system. Each system will have its own method of interaction, often requiring some trial and error to fine-tune.
- JavaScript Override: Our Content Renderer Engine includes a feature allowing a JavaScript function call to further manipulate data collection. In this phase, the function reaches out to Coupa (or another system) to gather data, which is then added to the data universe.
- Render the Data Universe: Once the data universe incorporates information from both NetSuite and the external system, it is ready to be processed through NetSuite’s Freemarker template system. This allows the data to be outputted as PDF, HTML, or other formats.
This approach leverages internal resources like Saved Search, SuiteQL, or NetSuite’s file cabinet and external data sources, enabling comprehensive and customizable outputs.
The image displayed here combines data from both NetSuite and Coupa, allowing end-users to view a unified business presentation in real-time. This integration eliminates the need to manually transfer data or concern about the freshness of the information. Users can instantly access combined insights without the complexities of data management.
Watch Video on How to Incorporate External Data Into NetSuite Reports (1:28)
Matthew M., Senior Technology Analyst in our Technology Practice, produced a short video (1:28) below on his work to produce these outputs.
Click here to see the video directly.
Addressing NetSuite Reporting Challenges with Prolecto’s Leadership and License-Free Tools
The above example underscores the leadership and guidance we extend to our clients. We approach NetSuite challenges with the philosophy that software should be molded to enhance business profitability. In this scenario, we eliminated the need for costly data migration infrastructure by leveraging our Content Renderer Engine (CRE), which, like all our intellectual property, is provided license-free to avoid recurring costs. The real value lies in the expertise of those who can listen, conceive, design, and deliver effective solutions. Our clients’ NetSuite Administrators often gain significant insights from our team, enhancing their capabilities.
If you found this article relevant, feel free to sign up for notifications to new articles as I post them. If you are facing NetSuite reporting challenges and believe that accessing data in real time could be beneficial, let’s have a conversation.
Marty Zigman
Holding all three official certifications, Marty is regarded as the top NetSuite expert and leads a team of senior professionals at Prolecto Resources, Inc. He is a former Deloitte & Touche CPA and has held CTO roles. For over 30 years, Marty has produced leadership in ERP, CRM and eCommerce business systems. Contact Marty to set up a conversation.
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