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NetSuite Integration: User Setup Guide

How to Prepare NetSuite for Your Limble Integration

Overview

This guide walks you through the process of preparing your NetSuite account for the Limble NetSuite integration. The NetSuite-side values and mappings in this article should be gathered before the integration is enabled.

Depending on your implementation, the NetSuite integration may rely on the following setup areas:

  1. Core Configuration: Gather required NetSuite internal IDs such as Subsidiary and, when applicable, Inventory Adjustment Account.

  2. Item Configuration: Prepare the correct account IDs for inventory or non-inventory item behavior.

  3. User and Location Mapping: Map Limble users and locations to the correct NetSuite records, including fallback behavior.

  4. Accounting Configuration: Provide the GL accounts required for the inventory adjustments (Inventory Items) and journal entries (Non-Inventory Items) created when parts are consumed.

  5. Vendor Sync Controls: Create and populate the NetSuite checkbox field used to determine which vendors are eligible to sync.

  6. Classification Mapping: Gather the names and internal IDs of NetSuite Projects, Departments, and Line of Business records used on Limble purchase orders and parts consumption.

  7. Limble Purchase Order Custom Fields: Optionally configure Limble Purchase Order custom fields used to display NetSuite approval status and the NetSuite purchase order number back in Limble.

(Note: this guide focuses on the NetSuite-side values and mappings required before the integration is enabled.)

Table of Contents

Prerequisites

Step 1: Find Your NetSuite Subsidiary ID
​Step 2: Gather Item Account IDs

Step 3: Gather Employee Mapping and Fallback User IDs
​Step 4: Gather NetSuite Location IDs

Step 5: Gather Inventory Adjustment and Journal Entry Account IDs
​Step 6: Create the Vendor Sync Checkbox Field

Step 7: Set Up the Asset Custom Record (Asset Sync)

Step 8: Gather Projects, Departments, and Line of Business
​Step 9: Configure Limble Purchase Order Custom Fields

Results

Prerequisites

  • An active NetSuite account

  • Permission to view internal IDs and configure fields in NetSuite

  • Access to the NetSuite records your Limble integration will rely on

  • The ability to confirm user, location, and account mappings before go-live

Important: The integration requires internal NetSuite IDs, not record names. If names are provided instead of internal IDs, the integration may fail.

Step 1: Find Your NetSuite Subsidiary ID

  1. In NetSuite, navigate to Setup > Company > Subsidiaries > View.

  2. Locate the subsidiary you plan to use with the integration.

  3. Record the internal ID for that subsidiary.

If your implementation uses inventory adjustments, also record the internal ID for the Inventory Adjustment Account used by your NetSuite environment.

Notes:

  • The Inventory Adjustment Account is only required if your implementation uses inventory items.

  • Save the internal ID, not the account name.

Step 2: Gather Item Account IDs

The accounts you need depend on how the integration will represent Limble parts in NetSuite.

If syncing Limble Parts as Inventory Items, gather the internal IDs for:

  • COGS Account

  • Asset Account

  • Income Account

If syncing Limble Parts as Non-Inventory Items, gather the internal ID for:

  • Expense Account

If you are not sure whether your implementation uses inventory items or non-inventory items, confirm that before completing this step.

Step 3: Gather Employee Mapping and Fallback User IDs

  1. Determine the NetSuite internal IDs of Employees that correspond to the Limble users who will interact with the integration.

  2. Determine a fallback NetSuite User ID.

The fallback user is used when:

  • A user mapping is missing

  • A user initiates an action without a valid mapping

If no fallback user is defined, the integration will fail and send an email notification when one of these cases occurs.

Make sure all mapped users have the roles and permissions required by your implementation.

Step 4: Gather NetSuite Location IDs

  1. Determine the internal IDs of the NetSuite Locations that map to your Limble locations.

  2. Record each mapping clearly so the integration can use the correct NetSuite location.

Notes:

  • If one Limble location maps to multiple NetSuite locations, create a separate row for each mapping.

  • If a location mapping is missing, the fallback location will be used if one is defined.

  • If no fallback location is defined, the transaction will fail and trigger an email notification.

Step 5: Gather Inventory Adjustment and Journal Entry Account IDs

How parts consumption is posted to NetSuite depends on whether Limble Parts are synced as Inventory Items or Non-Inventory Items.

If Limble Parts are synced as Inventory Items

When a Limble task or work order is completed and parts are consumed, the integration creates a NetSuite Inventory Adjustment. Gather the internal ID for the:

  • Expense (Debit) Account — the GL account used to record part consumption.

An offset (credit) account is not required. NetSuite uses the item's existing configuration to handle the other side of the inventory adjustment automatically.

If Limble Parts are synced as Non-Inventory Items

When parts are consumed, the integration creates a NetSuite Journal Entry. Gather the internal IDs for both:

  • Consumption (Debit) Accounts — GL accounts used to record part consumption on tasks. These are typically Expense Accounts or COGS Accounts.

  • Offset (Credit) Accounts — GL accounts used to offset the consumption entry. Common examples include Inventory Asset, Clearing Accounts, or Accrued Consumption Accounts.

If the required account IDs are not provided, the corresponding inventory adjustment or journal entry will not be created.

Step 6: Create the Vendor Sync Checkbox Field

If your implementation includes vendor sync, create the custom field that controls which vendors are eligible to sync.

  1. In NetSuite, navigate to Customization > Lists, Records, & Fields > Entity Fields > New.

  2. Configure the field exactly as follows:

    • Type: Checkbox

    • Label: Sync to Limble

    • ID: _sync_to_limble

  3. Under Applies To, select Vendor only.

  4. Enable Show in Search if you want the field easier to review and maintain.

  5. Save the field.

  6. For each vendor you want to sync:

    • Open the vendor record

    • Check Sync to Limble

    • Save the vendor

Important: The field ID must match exactly as _sync_to_limble, including the leading underscore.

Step 7: Set Up the Asset Custom Record (Asset Sync)

If your implementation includes asset sync, the NetSuite custom record type used to store Limble asset data must be configured before the integration is enabled.

  1. In NetSuite, navigate to Customization > Lists, Records, & Fields > Record Types and confirm that the record type customrecord_limble_asset exists.

  2. Confirm the following required custom fields exist on that record type with the exact script IDs listed:

    • custrecord_limble_asset_id

    • custrecord_limble_asset_name

    • custrecord_limble_asset_location

  3. For any Limble asset custom fields you want synced to NetSuite, create a corresponding field on the record type using this naming convention:

    • Script ID: custrecord_limble_asset_<suffix>

    • The <suffix> must match the Limble custom field name, lowercased with spaces replaced by underscores.

    • Example: A Limble field named "Serial Number" requires a NetSuite field with script ID custrecord_limble_asset_serial_number.

Important: Script IDs must match exactly. A mismatch will cause that field to be silently skipped during sync.

Step 8: Gather Projects, Departments, and Line of Business

If your implementation uses NetSuite Projects, Departments, or Line of Business on transactions, gather the name and NetSuite internal ID of each value the integration will use on Limble purchase orders.

If Line of Business is configured as a custom field in NetSuite, also note the custom field name. Examples: class, department, location, custbody_lob, custbody_cseg_lob.

Tasks and Work Orders (Inventory Adjustments and Journal Entries)

If you plan to use Projects, Departments, or Line of Business on the Inventory Adjustments or Journal Entries created when parts are consumed in Limble, you will also need to create an Instruction Set Template in Limble. Refer to Instruction Sets for setup details.

Configure the template as follows:

  1. Create a Dropdown List instruction for each of Projects, Departments, and Line of Business that applies to your implementation.

  2. For each dropdown option, set the option name to the NetSuite record name (for example, the Project name, Department name, or Line of Business name).

  3. Add a child instruction of type Note under each dropdown option, with the NetSuite Internal ID as the Note value.

Important: The Note value must contain the NetSuite Internal ID, not the record name. The integration reads the Internal ID from the Note when posting to NetSuite.

Instruction Template Setup in Limble

Step 9: Configure Limble Purchase Order Custom Fields

Two optional Limble Purchase Order custom fields can be used to surface NetSuite information back into Limble after a purchase order is posted to NetSuite. Both fields are configured in Limble, not NetSuite.

Limble PO Approval Status Field

This field is used to display the NetSuite approval status on the Limble Purchase Order. Leave the integration setting set to Do Not Post NetSuite Approval Status to disable writing approval status updates back to Limble.

If you choose to enable this, create a new custom field on the Limble Purchase Order view. Depending on the order of your Limble PO custom fields, choose the matching option in the integration setup: customField1, customField2, customField3, customField4, customField5, or customField6.

Limble PO NetSuite Number Field

This field is used to display the NetSuite Purchase Order number on the Limble Purchase Order. Configuration is the same as the Approval Status Field — create a custom field on the Limble Purchase Order view, then select the matching customField1 through customField6 option in the integration setup.

Purchase Order custom field in Limble

Results

Once this setup is complete, you will have the NetSuite-side configuration values needed to support the Limble NetSuite integration.

Before enabling the integration, double-check:

  • All required values are saved as internal NetSuite IDs

  • The correct Subsidiary ID is documented

  • Item account IDs are prepared for the item type your implementation uses

  • Employee mappings and the fallback user are configured

  • NetSuite location mappings are complete

  • Inventory adjustment and journal entry accounts are prepared per the Step 5 rules for Inventory Items and Non-Inventory Items

  • The vendor field _sync_to_limble exists and is checked on the vendors you want to sync

  • Asset custom record fields are confirmed, if asset sync is included

  • NetSuite Projects, Departments, and Line of Business internal IDs are gathered (and the Limble Instruction Set Template is created) if these are used on parts consumption

  • Limble Purchase Order custom fields are configured if you want NetSuite approval status or the NetSuite PO number written back to Limble

If required mappings or configuration values are missing, the integration may fail and send email notifications.

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