How can I connect ApprovalMax to NetSuite?

NetSuite connection overview

Currently, ApprovalMax supports manual TBA (token-based authentication) when an Administrator needs to generate tokens in the NetSuite User Interface (UI) to manually copy them to the ApprovalMax UI later.

In order to set up a connection between ApprovalMax and NetSuite, we need the following data from the NetSuite account:

 

Parameter	Description
NetSuite Account Id	In NetSuite, go to Setup > Company > Company Information, or copy the account ID from the URL.
Consumer Key	See below how to generate this key
Consumer Secret	See below how to generate this key
Token ID	See below how to generate this key
Token Secret	See below how to generate this key
Subsidiary ID	In NetSuite, go to Setup > Company > Subsidiaries and find the ID for the selected subsidiary in the ”INTERNAL ID” field.
Timezone	In NetSuite, go to Home > Set Preferences and find the timezone selected for a user on behalf of whom the API tokens were generated.

In order to generate the 4 keys above, the following actions are required:

1. Enable token-based authentication and SOAP web services


2. Create an integration record


3. Create a role and assign it to a user


4. Create an access token for the integration record, the user and the role

Enable token-based authentication and SOAP web services

Go to NetSuite Setup > Company > Enable Features > Suite Cloud > Manage Authentication

and tick the TOKEN-BASED AUTHENTICATION checkbox:


Go to NetSuite Setup > Company > Enable Features > Suite Cloud > Manage Authentication and activate the SOAP WEB SERVICES checkbox:

Create an integration record

Go to NetSuite Setup > Integration > Manage Integrations, tap the New button and create a new integration.
Tick the TOKEN-BASED AUTHENTICATION checkbox, and uncheck both the TBA: AUTHORIZATION FLOW and AUTHORIZATION CODE GRANT options:

A Consumer Key and Consumer Secret will be generated after the integration record's creation.

Copy the Consumer Key and Consumer Secret values to be used in the setup configuration.

Please note: the Consumer Key and Consumer Secret values are displayed only once, so make sure you copy them before going to another page.

Create a role and assign it to a user

Go to NetSuite Setup > Users/Roles > Manage Roles.

In Accessible Subsidiaries, choose either ALL or SELECTED.

Create a role and assign the necessary permissions as shown in the table below:

Permissions tab	Permission	Level
Transactions	Bills	Full
	Expense Report	Full
	Find Transaction	Full
	Item Receipt	Full
	Purchase Order	Full
	Return Auth. Approval	Full
	Return Authorization	Full
	Sales Order	Full
	Sales Order Approval	Full
	Vendor Bill Approval	Full
	Vendor Return Auth. Approval	Full
	Vendor Return Authorization	Full
Lists	Accounts	View
	Accounts Payable Register	View
	Amortization Schedules	View
	Classes	View
	Currency	Edit
	Customers	View
	Departments	View
	Documents and Files	Create
	Employee Record	View
	Employees	View
	Expense Categories	View
	Items	View
	Locations	View
	Projects	View
	Subsidiaries	View
	Tax Records	View
	Units	View
	Vendors	View
Setup	Accounting Lists	View
	Custom Body Fields	View
	Custom Column Fields	View
	Custom Segments	View
	Deleted Records	View
	Manage Accounting Periods	View
	SOAP Web Services	Full
	User Access Tokens	Full
Custom Record	<Custom Record Type used in custom fields or segments added to ApprovalMax>	View

Assign the role to that user who will be used for the integration.

Go to Lists > Employees > Employees > Edit User > Access tab > Roles sub-tab.

Tokens will be generated for this user.
All changes made by ApprovalMax in the NetSuite account (like Vendor Bill updates) will be logged in the history on behalf of this user.

Create an access token

Go to NetSuite Setup > Users/Roles > Access Tokens > New.
Create an access token for a combination of integration record, user and role.

The Token ID and Token Secret will be generated after the access token's creation; do keep them safe because they are visible only once.

Please copy the Consumer Key and Consumer Secret values to be used in the setup configuration.

Connect ApprovalMax to NetSuite

1. In the main menu select your ApprovalMax Organisation and open "Organisation Settings" page under "Workflows and setting" section.
   
2. Click on the "CONNECT" button next to "Approval workflows for Oracle Netsuite":
   
3. Copy the generated tokens and click on CONNECT:
   

1. Now, your ApprovalMax Organisation is connected to the NetSuite subsidiary, and you can set up approval workflows. 

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