Recipe Overview
You can sync GUIDEcx Time Tracking data over to NetSuite as often as you'd like. It will sync that data to the corresponding Service Item Fulfillment in NetSuite.
Integration Setup
Installing the Recipe
Prerequisites:
You must have NetSuite set up to connect to GUIDEcx. You can do that by following the steps found here.
You must have GUIDEcx Time Tracking turned on, with the following settings:
Your GUIDEcx Time Categories must match your NetSuite Product names exactly. (Character + Case-sensitive)
Your GUIDEcx Time Category Descriptions must match your NetSuite Product Description. (Character + Case-sensitive)
Toggle your GUIDEcx Time Tracking Preference "Users may edit Time Entries for the current month only" ON.
Follow the steps outlined in the video below to install the recipe:
Configuring Individual Steps
Edit the frequency and day/time GUIDEcx syncs to NetSuite:
By default, the recipe will do a bulk sync of GUIDEcx Time Tracking to NetSuite Service Item Fulfillment on a monthly basis. This can be customized in Step 1 (Trigger every 1 months at 10:00:00 PM on day 1 of the month) of the recipe.
Follow these steps to change when this recipe runs:
Click on the Trigger (Step 1)
If you'd like to edit the frequency, you can edit the "Time Unit" and "Trigger Every" fields
If you'd like to edit what day and time the recipe runs aka when the sync occurs, you can edit the "Days of the month" and "Trigger at" fields.
Search Sales orders in NetSuite:
You must also double check to see if your NetSuite instance is being used in the recipe. To do that, follow these steps:
Scroll down to Step 6 (Search Sales orders in NetSuite)
Click on Step 6
Fill out the following fields:
Connection name
Account ID
Token ID
Token Secret
Click Connect
You may need to repeat those steps for Step 15 (Create Item Fulfillment in NetSuite). It's worth scrolling down and double checking.
Add items to Sales Order Line Items List:
In order for GUIDEcx to sync the right times to the right Sales Orders, we need to map the right data fields. We recommend the following for Step 10:
List Item | Datapill |
So internal id | Internal id (from NetSuite) |
Line | Line |
Description | formula: |
Starting the Recipe
From within Recipe Builder, click the 3-dot menu to the right of each of the three recipes and select "Start Recipe".
Recipe Testing
You must have the following items to test:
Time tracking records created in GUIDEcx have to be for the current sync period
Sales Orders ID pasted into Step 6 in NetSuite
Follow these steps to test the recipe:
Click on Test Recipe found on the top right of the Recipe Builder
FAQs
If I tracked 14 hours, but only allotted 10 hours for the Sales Order will I be notified of that overage?
If I tracked 14 hours, but only allotted 10 hours for the Sales Order will I be notified of that overage?
Yes, we have that step baked into the recipe. It's set up to send an email when there is an error. All you need to do is customize Step 17: Send Email via Workato. You just need to add your email address to the recipient's email address field (See screenshot below).
Does this recipe allow for me to sync time across multiple Sales Orders in NetSuite at once?
Does this recipe allow for me to sync time across multiple Sales Orders in NetSuite at once?
Not at this time. We are exploring other iterations of this recipe that would allow that.
If I have multiple projects in GUIDEcx, will this recipe sync all that time to a single Sales Order in NetSuite?
If I have multiple projects in GUIDEcx, will this recipe sync all that time to a single Sales Order in NetSuite?
Yes. This version of the integration will allow you to take all time tracked from GUIDEcx for a particular Sales Order and sync it to NetSuite.