This guide explains how to identify and resolve permission-related issues that can cause sync failures between Oracle NetSuite and Re-Leased. Permission errors are among the most common causes of sync problems, and understanding where to look in NetSuite will help you resolve them quickly.
Overview
The Re-Leased integration connects to NetSuite through the Re-Leased Integration Role. This role is installed as part of the Re-Leased SuiteApp and comes pre-configured with the permissions needed for a standard NetSuite environment. However, if your NetSuite instance includes custom fields, Custom Segments, Custom Record Types, third-party SuiteScripts, or non-standard features, the Re-Leased Integration Role may need additional permissions to access them. When the role lacks the required permissions, the sync will fail and return an error.
Understanding Permission Error Messages
When a permission issue occurs, the sync error message returned from NetSuite will typically include a field ID. This field ID identifies the field that the Re-Leased Integration Role cannot access. Keep in mind that the field ID can sometimes look quite different from the field's display name, or it may refer to a different field than you expect.
To identify the field from its ID, navigate to the field in NetSuite and click Customise. The field ID will be displayed on the customisation page. This is the most reliable way to confirm which field is causing the error.
Common Causes of Permission Issues
Missing NetSuite Features
Some fields and capabilities in NetSuite are only available when certain features are enabled. For example, Classifications must be enabled for classification-related fields to be accessible. If the integration references a field tied to a disabled feature, the sync may fail with a permission or field-access error.
To check whether a feature needs to be enabled, go to Setup > Company > Enable Features in NetSuite and verify that the required features are active.
Custom Segments and Custom Record Types
If your NetSuite environment uses Custom Segments or Custom Record Types that are included on transaction forms, the Re-Leased Integration Role must have explicit permissions to access them.
To grant permissions for a Custom Segment or Custom Record Type:
- Open the Custom Segment or Custom Record Type record in NetSuite.
- Navigate to the Permissions tab.
- Add the Re-Leased Integration Role and grant the appropriate access level.
- Save your changes.
Additionally, Custom Record Types that underlie a Custom Segment must have the Use Permissions List access type configured. Without this, the Re-Leased Integration Role cannot interact with the record, even if the role has been added to the permissions list.
Custom Segment "Apply To" Configuration
Custom segments must have the correct Apply To fields enabled in NetSuite, otherwise the segment will be filtered from the NetSuite query and will not sync into Re-Leased. Ensure the following options are enabled on the custom segment:
- Apply to purchase
- Apply to sale
- Apply as sale column
- Apply as purchase column
- Apply as expense column
- Apply as store column
If any of these are missing, the custom segment will be silently excluded from the sync without returning an error.
Custom Fields on Transaction Forms
Custom fields added to transaction forms (such as invoices and vendor bills) must be accessible by the Re-Leased Integration Role. Under the field's Application & Sourcing settings, all relevant transaction types should have access to the custom field. If a transaction type does not have access, the custom field will not sync into Re-Leased.
Ensure the custom field has editing and searching enabled on the record - even if the integration does not need to edit the field, or the field is not actively used on invoices.
Third-Party SuiteScript Fields
If a Custom Segment or custom field originates from a locked-down third-party SuiteScript, you may not be able to add the Re-Leased Integration Role to its permissions directly. In this case, the field must be excluded from the default transaction form used by Re-Leased.
To exclude the field, create a dedicated form for the Re-Leased Integration Role that does not include the restricted field. For instructions on setting up a dedicated form, refer to Understanding NetSuite Mandatory Fields and Re-Leased Sync.
Transaction Forms and the Re-Leased Integration Role
Re-Leased uses the default transaction form in NetSuite. If your default form includes mandatory fields or restricted custom fields that Re-Leased does not support, the sync will fail.
You can assign a dedicated form to the Re-Leased Integration Role to work around these issues. The dedicated form should exclude unsupported mandatory fields and restricted custom fields while preserving the standard fields needed for syncing. For step-by-step instructions, refer to Understanding NetSuite Mandatory Fields and Re-Leased Sync.
Custom Field Considerations
Be aware of the following behaviours with custom fields that can cause unexpected sync issues:
- Filtered By setting - Custom fields with the Filtered By option configured are not supported by the integration. If a filtered custom field is present on the form, it may cause the sync to fail or prevent the field from syncing.
- Deselecting filtered values - Once a value has been selected on a field with the Filtered By option, it cannot be deselected using a standard click. You must use Ctrl + Click to deselect the value. This behaviour is not obvious and can lead to confusion when troubleshooting.
Quick Reference: Rules of Thumb
- If Re-Leased does not support a mandatory field on the form, the sync will fail. Review and adjust your form's mandatory fields accordingly.
- Ensure that any Custom Record Type has editing and searching enabled, even if the integration does not need to edit the field or the field is not in use on invoices.
- The Re-Leased Integration Role must have full access to any custom record used by the integration. Access can be granted either on the role itself or on the record's permissions.
- Error messages include the field ID. Use the field's Customise page in NetSuite to confirm which field is referenced.
Troubleshooting Steps
Having permission-related sync errors? Follow these steps to resolve them:
- Check the sync error message for the field ID causing the issue.
- Navigate to the field in NetSuite and click Customise to confirm the field name and ID match.
- Verify that the required NetSuite features are enabled under Setup > Company > Enable Features.
- Check the Permissions tab on any Custom Segment or Custom Record Type to ensure the Re-Leased Integration Role has access.
- Confirm that the Custom Record Type has the Use Permissions List access type configured.
- Ensure custom fields have editing and searching enabled, and that all relevant transaction types have access under Application & Sourcing.
- If the field belongs to a locked third-party SuiteScript, exclude it from the form used by the Re-Leased Integration Role.
- Run a sync and check the Sync Results page for any remaining errors.
If you've verified the above and the issue persists, please contact Re-Leased Support for assistance.