Your finance department struggles with visibility on customer debts, as invoices generated in Fishbowl fail to sync with your accounting system. Cash flow is impacted, often without full awareness of the situation. For distributors and manufacturers managing inventory through Fishbowl, integration with NetSuite's comprehensive accounting capabilities resolves these challenges. It retains the operational systems your warehouse team utilizes while providing real-time financial insight. This guide details every phase of the Fishbowl-NetSuite integration, from planning to full implementation, ensuring you achieve operational efficacy and improved cash flow management.
Key Highlights
The Fishbowl-NetSuite connector can eliminate manual data entry by synchronizing critical operations, such as orders, fulfillment updates, and financial records, into NetSuite.
Setup periods for standard integration take 2-4 weeks, whereas more intricate multi-entity configurations might extend to 4-6 weeks.
Businesses can save 15-25 hours per week by reducing manual data input and reconciliation.
Automated handling of prepayments and waterfall allocation for deposits across partial shipments is supported.
Real-time accounts receivable visibility and consolidated financial reporting across different locations are possible without manual updates.
Understanding the Importance of Fishbowl to NetSuite Integration
Reasons to Combine Fishbowl and NetSuite
Fishbowl is superb for warehouse-oriented tasks like picking, packing, shipping, and inventory management. However, as businesses grow beyond what QuickBooks can support, there's a need for advanced accounting solutions, which Fishbowl alone cannot provide. Integration fills this gap by syncing data like:
Sales order to invoice conversion post-shipment
Purchase order to vendor bill creation with accurate accrual accounting
Customer payment handling with the distribution of prepayments over various shipments
Inventory adjustments posted with precise GL coding
Multi-location inventory movements with the correct cost assessment
Without this integration, accounting teams manually reenter transactions, wasting considerable time and risking financial inaccuracies.
Benefits of Integrated Systems
Beyond time-saving, integrating Fishbowl with NetSuite offers significant advantages:
Real-time AR visibility: Monitor customer dues without delay.
Automated prepayment processing: Ensures deposits apply aptly over partial shipments.
Comprehensive reporting: Unified financial statements covering various locations and subsidiaries.
Audit-ready trail: Every inventory shift generates automatic GL entries.
One client resolved major cash flow impediments by unlocking visibility into previously inaccessible accounts receivable data held in Fishbowl.
Key Considerations Before Initiating Integration
Defining Integration Goals
Prior to adjusting any technical configurations, outline what successful integration should accomplish for your organization. Typical objectives include:
Minimizing duplicate data entry between the warehouse and accounting
Producing accurate customer statements from NetSuite
Attaining real-time inventory valuations across sites
Facilitating multi-currency or subsidiary operations
Complying with audit standards
These goals dictate the scope of integration needed. A single-entity distributor requires a different setup than a manufacturer managing multiple locations with complex tracking needs.
Selecting an Integration Method
To link Fishbowl and NetSuite, you can use:
Generic Item Mapping (Recommended for Most):
Use three NetSuite items to manage all Fishbowl products.
Invoices display full line-item details.
Simple backend GL structure with minimal maintenance.
Advanced 1:1 Product Mapping:
Match every Fishbowl SKU directly with a NetSuite item.
Necessary when products need distinct GL accounts.
Higher effort in setup and ongoing maintenance, with added costs.
Generic mapping meets most needs, but the advanced approach is for firms needing specific revenue recognition.
Ensure your NetSuite roles are structured correctly, as the integration needs specific access levels to avoid authorization issues during setup.
Preparing for Fishbowl and NetSuite Integration
Step 1: Enable Web Services and Generate Integration Records
Within NetSuite, initiate an integration record with Token-Based Authentication (TBA). Look under setup options to proceed. This provides:
Client ID and Secret for API authorization
Application ID for integration purposes
NetSuite Account ID for configuration
Time needed: Approximately 15-30 minutes.
Step 2: Connect to the NetSuite Sandbox
Begin testing in a sandbox environment. The implementation specialist establishes API connections using earlier credentials, confirming successful data communication capabilities.
Expected outcome: Achieves a successful API link; enables Fishbowl-NetSuite sandbox interaction.
Time needed: Approximately 30-60 minutes.
Step 3: Align Chart of Accounts
Assign GL paths for all transactions, configuring these mappings for:
Receivables
Payables
Inventory assets
Goods sold
Sales income
Prepayments/undeposited funds
Adjustment accounts
Ensure thorough documentation of each mapping, as missing data can cause incorrect postings.
Time needed: 2-4 hours.
Step 4: Set Up Generic Item Mappings
Introduce three versatile NetSuite items in the sandbox:
Generic Inventory Item for Fishbowl parts.
Generic Service Item for service lines.
Generic Non-Inventory Item for non-stock elements.
Each must link to the relevant GL accounts (Income, COGS, Inventory Asset) with accurate tax settings.
Time needed: 1-2 hours.
Step 5: Address Custom Fields
Identify all unique NetSuite custom fields, such as:
Department codes
Class specifics
Location identifiers
Custom report fields
Define how Fishbowl data fills these fields. Missed mappings can lead to incorrect report data. For NetSuite saved searches, confirm mapped fields display accurately.
Time needed: 2-6 hours, variance based on customization.
Executing the Fishbowl-NetSuite Connection
Opting for an Integration Method
Link Fishbowl and NetSuite typically through a third-party connector or custom API, as Fishbowl lacks native NetSuite integration. Benefits include:
Direct system communication
No extra software
Available through third-party providers
Supported options for frequent scenarios
Scheduling Synchronization
Decide sync frequency based on business needs:
Standard: Every 15 minutes - 1 hour during operational periods.
High-volume: Frequent syncs may need enhanced NetSuite service levels.
Off-hours: Reduced sync during inactive times.
The batch processing approach focuses on operational patterns for timely data access.
Supervising Data Sync Process
Establish monitoring mechanisms pre-launch:
Review logs daily within the initial weeks
Compare Fishbowl transactions with NetSuite records
Confirm GL balances align with expectations
Design a NetSuite workflow to notify administrators of sync issues.
Synchronizing Inventory and Order Information
Flow Synchronization
Inventory movements in Fishbowl should correspond with NetSuite entries:
Receiving Inventory:
Fishbowl PO receipts trigger NetSuite vendor bills
RBNI accruals are managed intrinsically
Landed costs added to inventory values
Shipping Inventory:
Fishbowl shipments create invoices in NetSuite
Correct cost layers determine COGS
Multi-order handling ensures accurate revenue recognition
Adjustments:
Cycle discrepancies result in journal entries
Waste and damage translate to expense postings
Cost amendments prompt inventory revaluation
For distributors, precise inventory flow sync drives profitability and purchasing decisions.
Order Processing Linkage
Configure sales orders carefully:
Single-Shipment Orders:
Order generated in Fishbowl
Picking, shipping completed
NetSuite invoice created with item details
Fishbowl processes payment, applied to the NetSuite invoice
Multi-Shipment Orders with Prepayments:
Customer deposits initiate holding account postings
Partial invoices follow the first shipments
Waterfall logic ensures the oldest invoice clears first
This approach resolves prepayment challenges for custom manufacturers.
Real-Time Visibility and Integration Automation
Extending Business Automation
Post-reliable data sync, automation opportunities thrive, such as:
AR dunning notices through NetSuite AR aging
Reorder alerts aligning with inventory levels
Customer credit restrictions if AR exceeds limits
Revenue recognition automation for variable payment models
Utilizing Integrated Data for In-Depth Insights
Automatic data flow elevates reporting:
Cash forecasting linked to AR and inventory pledges
Inventory turnover analyses categorized by location or product
Comprehensive margin reports with refined COGS by product
Customer profitability metrics considering true service costs
Manufacturers boast valuable insight from integrated work order costing, accurately transforming labor, material, and overhead into finished goods.
Solving Typical Fishbowl-NetSuite Integration Challenges
Spotting Data Inconsistencies
Even meticulous integrations may show issues. Typical signs and remedies include:
Frequency: Common
Reason: Custom field mapping gaps or sync hiccups
Fix: Review logs and mapping validation
Frequency: Occasional
Reason: Independent calculation engines
Fix: Set a unified tax method during configuration
Frequency: Sporadic
Reason: Waterfall logic flaws
Fix: Test multiple-invoice settings in sandbox
Frequency: Rare
Reason: Unconfigured holding account
Fix: Review Goods Received Not Invoiced setup
Addressing API Connectivity Failures
When integration halts:
Check tokens validity - TBA tokens last unless purposely voided, but OAuth 2.0 credentials need regular upkeep.
Ensure NetSuite service status - Look out for scheduled maintenance affecting API.
Reflect on permission adjustments - Role alterations may disrupt access.
Simplify transaction testing - Determine if specific or all transactions are affected.
Maintain an alert and responsive strategy during early days post-launch, logging each issue and solution for future reference.
When to Seek Further Expertise
Some problems demand expert intervention:
Multi-currency posting complications - Handling intricate exchange rates
Intercompany removal issues - Concerns regarding subsidiary settings
Performance drop-offs - Possible API throttling or tier limits
Creative script conflicts - SuiteScript interference with integration
Collaborating With Versich for Faultless Fishbowl NetSuite Integration
Integrating Fishbowl and NetSuite transforms more than technical systems; it affects finance, operations, warehouse, sales, and purchasing sectors. While some companies manage alone, complex cases require expert support. Versich, as a NetSuite Solution Provider, offers profound expertise in critical integration functionalities:
Inventory automation managing multi-location intricacies
Tailored workflow development for business-specific needs
Backend systems connection teaming up ERP with operational tools
Our specialist team has aided distributors breaking QuickBooks confines and guided manufacturers through complex integration and proper WIP tracking setups.
Working with Versich is like consulting a trusted neighbor who provides clear, straightforward resolutions, ensuring your systems function harmoniously.
