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Step-by-Step Guide: FieldAware –NetSuite Parts Tracking Integration

Here’s a detailed step-by-step guide for using the FieldAware–NetSuite integration to track planned and used quantities for inventory items.

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Written by Enda Hennigan
Updated over 2 months ago

This guide explains how to create and manage sales orders in NetSuite while syncing Planned, Used, and Completed quantities with FieldAware. It also covers best practices, setup steps, and limitations.

Prerequisites and Setup

  • This functionality is available in NetSuite from SuiteApp version 2.25.0 onwards.

  • Ensure the Parts Tracking toggle is enabled in FieldAware to allow Planned and Used Qty data to sync between FieldAware and NetSuite.

  • Planned and Used quantities only work with Inventory Items that have been synced to FieldAware.

  • By default, the Planned, Used, and Completed fields are available in your NetSuite Sales Order (SO) settings.

  • For best results, edit the Sales Order template and reposition these fields where they are easy to view:

    • Go to: Customization > Forms > Transaction Forms
      ​

1. Create a Sales Order in NetSuite

  1. Create a new Sales Order in NetSuite.

  2. Add customer and job details as usual.

  3. In the line items section, add:

    • A Service Item (e.g., “Service Callout”)

    • An Inventory Item (e.g., “3000W 12V Pure Sine Wave Inverter Charger”)

  4. Set the standard Quantity field (e.g., 5). This automatically updates the Planned Qty to match.

  5. Save the Sales Order.

🔍 On saving, you’ll see new fields added to each line item:

  • Quantity = 5

  • Planned Quantity = 5

  • Used Quantity = 0

  • Completed = blank

2. View the Linked FieldAware Job

  1. Click the link to open the associated FieldAware Job.

🔍 In the tasks table, you’ll see:

  • The service item.

  • The inventory item with the Planned Qty synced from NetSuite.

3. Execute the Job in FieldAware

  1. Assign the job to a technician.

  2. On site, technicians use the mobile app to:

    • View the Planned Qty.

    • Enter the Used Qty when completing work.

    • Mark the item or parent task as Complete.

Note: For demo or admin purposes, you can also update these values directly on the web:

  • Example: set Used Qty = 4, mark the item as Completed, and then start and complete the job.

5. Sync Back to NetSuite

  • Once the job is completed and synced back:

    • Planned Qty remains 5.

    • Used Qty is updated (e.g., 4).

    • The NetSuite Quantity field (standard SO field) is updated to match the Used Qty (e.g., 4).

✅ This ensures that downstream NetSuite inventory processes—such as fulfilment, stock decrementing, reordering, and reporting—are driven by the updated Used Qty.

Why This Matters

This integration addresses key business challenges:

  • Overstocking/Understocking: Real-time usage data prevents inventory mismatches.

  • Multi-location Inventory Management: Usage from field jobs is synced for central visibility.

  • Manual Errors: Reduces reconciliation mistakes between field operations and ERP.

  • Job Costing & Forecasting: Accurately tracks part consumption across service jobs.

Limitations

  • Updating the Used Qty in FieldAware does not trigger an update in NetSuite.

  • Updating the Completed flag in FieldAware does not trigger an update in NetSuite.

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