How to receive NetSuite data from external parties

As a popular ERP for financial data, NetSuite is used by organizations across industries, and many of our own users need to exchange data with an external party's NetSuite. This could be anything from payment files and order details to financial and operational reports. 

While we have a built-in NetSuite connector, this is used for sending data from NetSuite via SFTP (since this isn't a simple or straightforward process). Receiving data is actually much simpler, and all you need to do is set up an SFTP or email endpoint and provide those details to the external party, something that only takes a few minutes with Couchdrop. 

The final flow looks like this:

1. The other organization exports the NetSuite data. 

2. The data is sent via SFTP or email to your Couchdrop endpoint. 
3. Data is routed to your cloud storage or systems automatically without being retained by Couchdrop. 

We'll cover both receiving NetSuite data via SFTP and email in this guide. 

Configuring Couchdrop and NetSuite for SFTP exports

Setting up Couchdrop to receive files from NetSuite is virtually the same process as receiving files from any other platform that can send files via SFTP. All you need to do is connect your endpoint, create an SFTP user that is mapped to that storage, and then send the details to the other party. 

Step 1 - Connect your endpoint

To receive files from NetSuite, those files need a destination. Because NetSuite is able to export files via SFTP, you can use any of Couchdrop's 50+ storage integrations as that destination. 

Connecting storage in Couchdrop is simple and straightforward. Simply choose to add a new connection, then select your platform from the list. The specific method of integrating systems varies slightly depending on the particular platform you use, though most connect through a simple OAuth flow. 

Our most common method is receiving NetSuite data as files that you route to a cloud storage directory. When using a storage integration, you can limit the connection to a specific root if you wish. By doing this, the selected folder will act as the top-level, and Couchdrop won't be able to access any parent folders. SFTP users like external suppliers can be limited to deeper subfolders from there, so you don't have to create multiple connections from the same top-level folder.

One of Couchdrop's major advantages is that it allows you to SFTP to over 3o storage platforms without taking custody of the files. This means you can accept files via SFTP to platforms like SharePoint, Google Drive, and AWS S3, and Couchdrop doesn't retain any user files.

If you don't want to use your own storage, however, you can also receive the files into Couchdrop hosted storage, which is included in all plans, or send NetSuite data directly to other platforms via Couchdrop's API connectors. 

Step 2 - Create an SFTP user connecting to your storage and provide credentials to the other party 

Once you've connected your endpoint, you need to create an SFTP user, which will be the information you send to the external party to add to their NetSuite export. 

To add a new user, choose to create a new SFTP user. This will take you to the configuration screen where you can set the username/password (or have Couchdrop generate one automatically), and set permissions. 

Here is where you set the destination, the directory where the files sent from NetSuite will land.  Remember, this folder can point to any directory in connected storage, allowing you to receive files via SFTP into any compatible storage platform. 

The last step is to give the user credentials to the other party. You can do this directly from Couchdrop when creating the user--and choose whether or not to send sensitive information like key & password information--or send the credentials manually.  

After receiving the user credentials, the external party simply needs to add them to their SFTP export details in NetSuite and can then send data directly to you. 

Configuring mailboxes for receiving data from NetSuite

If the data the external party wants to send you can be sent via email attachment, Couchdrop Mailboxes are another option for receiving files. While simpler to set up, mailboxes also have more limitations and provide less control than receiving files via SFTP, so we don't recommend this method when you have other options available. 

To set up a Mailbox, all you need to do is choose the Mailbox option and create a new connection. You'll be prompted to choose a destination (again, this can be a folder in any connected storage), then configure Mailbox settings like expiry, one-time use, and if you want to receive the body of the email as a .txt file. 

Couchdrop will then generate a unique email address. Give this email address to the other party to add to their export, then any files they send via email attachment will be routed to your connected storage directory. 

There are a few types of NetSuite data that are easy to send via email. Saved Search outputs, for instance, can be configured to be sent as an email attachment. Getting reports out of NetSuite is also simple when using email as the delivery method. While both of these data types can still be sent via SFTP, the configuration is significantly more complicated using the N/sftp module, though it does provide better security and control, so is still a worthwhile option. 

Optional - Automate file processing after receiving files

While you will receive data that is sent to you with either of these methods, these files will be exported with contents and metadata outside of your control. For many organizations, receiving the data is only a small part of the process, and the end goal is to get this data into other systems for next steps. 

With automations, you can add file processing steps like renaming the file, making a copy, and routing it elsewhere. You can even transform the file contents and push it into another internal system. Multiple actions can be done in a single flow, so you can make adjustments to each file and automate steps to have it ready for your own use. 

Conditional filtering also allows you to perform different actions based on different parameters. For example, if a supplier regularly sends two types of files, you can perform a different series of steps based on if the file is a CSV or a text document, while still having everything from the same supplier handled in one flow. 

Automations work with data flows as well, allowing you to connect APIs from numerous platforms and trigger actions based on the data that you receive. This enables you to create workflows spanning multiple platforms and actions and manage everything from within Couchdrop's modern web interface. 

Easily receive NetSuite data with Couchdrop

Couchdrop is the simple way to receive data from NetSuite. Getting everything set up and ready only takes minutes, and you have full control over where and how data arrives.

These same processes work with many other ERPs that support exporting files via SFTP and email, including Microsoft Dynamics 365, Workday, and more. To try this process for yourself, log in to Couchdrop now, or you can start a free 14-day trial with no credit card required.