How to send NetSuite data to external parties

One common use case we have with Couchdrop and NetSuite is one company sending data like reports and stock/inventory flows from NetSuite to an external supplier or partner.  

Our NetSuite Connector supports several methods of exporting files, including SFTP, Mailboxes, and Webhooks, each of which can work for getting files outside of the organization. When sending files or reports to external parties, the most common way to do this in Couchdrop is by sending them to their SFTP server/endpoint.

Since the most common method is SFTP, we'll use that as the focus of this guide, although the process will be relatively similar for the other methods as well. 

The final flow looks like this:

1. The NetSuite file is exported on a set schedule. 

2. The file is sent via SFTP and arrives in Couchdrop.
3. You send the file to the external party using the details they give you for their SFTP endpoint.

Configuring Couchdrop and NetSuite for SFTP exports

Setting up NetSuite to send files to externally requires four steps: setting up connections on the Couchdrop side, setting up the connection to the outside party, configuring & scheduling the file export in NetSuite, and sending the data. 

For this guide, we'll cover two scenarios: sending inventory updates via SFTP to a supplier and sending files to banks, but the process is essentially the same for sending other types of data. 

Example 1: Sending inventory updates via SFTP

Step 1 - Set up the connections on the Couchdrop side

Before you can send data, you need to set up a way to get it out of NetSuite. You can do this by creating an SFTP user for this connection in Couchdrop. 

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, you can also set the root folder for the user. This folder will be where NetSuite sends the data export, and can be a directory in any connected storage platform. Instead of connecting your own storage, you can also use Couchdrop hosted storage, which is included in all plans. 

Step 2 - Set up the connection to the supplier

Next, you need to make the connection to the supplier. Since this endpoint will be owned by them, you'll need to set up a Partner/Provider connection, and they'll need to provision your credentials for the endpoint.

While NetSuite itself doesn't support direct FTP connections, using Couchdrop as the midpoint, you can send the data to any FTP, SFTP, or AS2 endpoint, which means if the supplier has an FTP server/endpoint, this method will still work.  

Add the information for the supplier's endpoint and use the credentials they gave you to authorize the connection. Once you've tested and saved the connection, it will appear as a folder in the virtual file browser, and adding files to that folder is the same as directly uploading them to the endpoint via FTP/SFTP. 

For this guide, we'll call this folder Supplier_SFTP. 

Step 3 - Configure the SFTP Export in NetSuite

When you have the Couchdrop side done, you need to choose the files to send and set up the export in NetSuite. Because SFTP isn't a fundamental part of NetSuite, this is a much more complicated process than with Couchdrop, and requires creating scripts for finding/generating the file and scheduling the export. 

To see how to set up SFTP in NetSuite, see their documentation on Setting up an SFTP Transfer. Be sure to include the SFTP details for the user you set up in step 1. 

Next, you need to decide what data to send and set up the export itself. Once you've done that, set up the script to export the data via SFTP to your Couchdrop user. 

Step 4 - Send the files to the external suppliers from Couchdrop

Now that you've set up the export, the files will be sent via SFTP into the directory connected to the SFTP user.

From there, all you have to do is move the file from where it landed into the supplier's folder (Supplier_SFTP in this example), which you can do in a number of ways, such as downloading/reuploading, or by using automations.  

Example 2: Sending payment files to banks

Since banks are one of NetSuite's core industries, they have several options available to streamline getting data to and from banks. One of these is the SFTP Connector, a SuiteApp that allows you to directly transfer payment files from NetSuite to bank servers.  

If the bank is already integrated with NetSuite, this connector is a straightforward way to manually transfer payment files from NetSuite to the bank or schedule automatic transfers at a set time. Setting up outbound connections is relatively straightforward and lets you transfer files from predefined folders in the file cabinet into the bank server's predefined folder. 

However, once you need to deviate from this very specific flow, the NetSuite method isn't suitable. For instance, some banks use PGP encryption instead of the AES encryption required for this method. You are also limited on the amount of file processing you can do before sending. When the bank is already using NetSuite, this is likely expected, but it could cause extra steps when this isn't the case. 

For other types of flows, Couchdrop can function as the transport layer to send payment files to banks. Follow the same steps as above, but with an additional step of adding a final step to add encryption as part of an automation that will then transfer the file to the bank. 

Optional - Automate sending and processing files

While you certainly can manually move files as they arrive, it's not practical to do this at scale, especially when many of the NetSuite files can involve updated data like stock changes that the external party needs ASAP. 

In the case of a single export going to a single supplier, you could set Supplier_SFTP as the root. This would essentially create a passthrough for NetSuite to send the folders to that Couchdrop user, which is a connection to the supplier's SFTP endpoint. With this setup, exported files will then go directly to the supplier. However, you lose a lot of control with this method, and it won't work for the example of sending payments to banks that require encryption. 

Instead, we recommend setting up an automation to transfer the file to the external party. At its most basic, you simply need to set up a trigger or schedule, then choose the transfer or copy action and select the virtual folder for the outside party. Once you enable the automation, it will take effect immediately. 

You can also add data processing steps like encrypting the file, renaming the file, making a copy for archival in your own storage, and much more. Multiple actions can be done in a single flow, so you can have the file prepared for your own use or have it ready for the external party to use immediately. This way, if you need to add a flow with another organization, you can quickly create a connection for them, route the files as needed, and also do any required housework before sending them off.

Simplify sending NetSuite files to external suppliers with Couchdrop 

Couchdrop is the simple, secure, and reliable way to send NetSuite files to external parties. Simply set up a user for NetSuite, add the SFTP connection details, then export the data. 

This same basic process works for other ERPs such as SAP, Workday, and Microsoft Dynamics 365, allowing you to freely exchange data between these platforms. 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.