Zuora Billing to NetSuite

Links

State and Ownership

• Current State: Up and working in Workato prod.

Developer	Code owner	Business Owner
@Karuna16	@Karuna16	@jesssalcido

Summary

This integration is used a the end of each month to synchronise Zuora Billing journal entries to Netsuite.

Sequence

sequenceDiagram
    participant Z as Zuora
    participant W as Workato
    participant P as GCP Pub/Sub
    participant N as Netsuite
    participant B as GCP BigQuery

Z ->>+ W: New Journal Run (webhook)
W ->> Z: Fetch Journal Entries
Z -->> W: Return entries
loop For Every Entry
    alt Entry is valid
        W ->> P: Add job
    else entry invalid
        W ->>- P: Add to DLQ
    end
end

W ->> P: Fetch job
activate W
P -->> W: Job Payload
W ->> N: Fetch metadata accounts subsidiaries etc
N -->> W: Data
W ->> N: Create Journal Entry
N -->> W: Journal Entry Id
W ->> Z: Mark Journal Entry as Transferred
Z -->> W: OK
W ->> B: Record transfer
deactivate W

Error handling

1. If journal entries are invalid, they are immediately put into the dead letter queue.
2. When journal entries fail to sync, the job in GCP Pub/Sub will be retried a few times and then put into the dead letter queue if it continues to fail.
3. For any other errors like connection timeout or error in connecting to GCP, a Slack notification will be sent to the #workato-finance-alerts-private slack channel.

Here’s the detailed error-handling flow:

Follow-up actions in case of failure

1. For invalid JEs, an issue will be created in the Integration Automated Incidents project and the finance ops team will correct the JEs in Zuora and resend the journal batch run.
2. For valid JEs which failed to sync to NetSuite, the integrations team will look into the error. In case, NetSuite is down or API not working, contact NetSuite support (if needed).
3. For any other errors (usually the ones notified via Slack), the integration team will look into the errors and failed jobs.

Data Model

Journal Entry Model

Field	Type	Description
number	string	The journal entry ID in Zuora Billing
status	string	The status of the journal entry in Zuora Billing
journalEntryDate	string (date)	The date of the journal entry in Zuora Billing
currency	string (alpha 3 currency code)	The currency of the journal entry in Zuora Billing
homeCurrency	string (alpha 3 currency code)	The home currency of the journal entry in Zuora Billing
aggregateCurrency	boolean	Whether the journal entry is in aggregate currency
transactionType	string	The type of the journal entry in Zuora Billing
accountingPeriodName	string	The accounting period from which the journal entry was created
timePeriodStart	string (yyyy-mm-dd)	The start date of the accounting period
timePeriodEnd	string (yyyy-mm-dd)	The end date of the accounting period
transferredToAccounting	string (Yes/No)	Whether the journal entry has been transferred to accounting
notes	string	Any notes associated with the journal entry
journalEntryItems	JournalEntryLine	The journal entry items

Journal Entry Line Model

Field	Type	Description
accountingCodeType	string	“AccountsReceivable”, “SalesRevenue”, “DeferredRevenue” etc.
accountingCodeName	string	Basically the same as above but with spaces
glAccountName	string	The name of the GL account
glAccountNumber	string	The number of the GL account
type	string	“Debit” or “Credit”
homeCurrencyAmount	string	The amount in home currency
amount	string	The amount in the currency of the journal entry

Security Components

All API calls are authenticated using API credentials which have been granted only the permissions needed for the integration to function. All connections are over HTTPS or SOAP using TLS encrypted connections.

Data classification

This integration handles Orange Data. The data is stored in the queue and processed by the system.

Environments

Environment	Zuora	Workato	Netsuite
Production	Production	Production	Production
Staging	Central Sandbox	Test	Sandbox 2
Development	API Sandbox 1/2	Development	Sandbox 1

Notes

• All GCP components are in the entapps-integrations GCP project.
• In the future this integration should be moved into Nestjs to greatly simplify it.