Proposal for Supply Allocation Feature with BO Summary Print PDF

Proposal Summary 

Flowco Ltd t/a Waterworks would like to add back order details to sales order and automated notifications as needed 

Requirement 

To allocate back-order items to existing purchase orders and when the goods are received into stock, they need to commit to the correct orders that have been previously allocated to this PO. The allocation needs to work based on a first come- first serve. it must also give us the ability to manually change what PO they are allocated to so our procurement team can juggle priorities as needed. The automated allocation also works whenever a new PO and SO are created. 

We suggest creating an additional PDF template for Sales Orders called Back Order Summary and adding it to our print options. 

On the supplier PO: While updating the “DATE REQUIRED BY” field value under primary information for the whole PO, it should automatically populate “EXPECTED RECEIPT DATE” on a line level, with the same date entered on “DATE REQUIRED BY”. However, need the ability to manually update this information at a line level. This needs to work both when the “Date Required By” is first entered, and also when it gets updated. 

If the original ETA for the item above changes, send an instant email notification to the employee listed “authorized field”. Compile all into one email if possible.  

Once the sales order is SAVED, set up a popup notification for orders with back-ordered items only  

If there are not enough items on existing supplier POs to be able to fulfil this line, populate ETA with a dash “- “  

If there are not enough of the required items already on order, automatically send an email notification to procurement@waterworksnz.co.nz with the subject line: Items not allocated to an existing PO, please order. 

Our Solution 

Supply Allocation Feature: 

Backorder item allocation can be achieved by using the native Supply Allocation feature available in the NetSuite. Supply Allocation matches inventory supply sources to demand sources. We can enable Supply Allocation to meet demand requirements with the right product and location by the required date. The Supply Allocation feature can expand inventory commitment calculations to consider future inventory on supply orders in addition to current, on-hand inventory.  

For the supply allocation feature, we need to enable the Multi-location inventory feature and supply allocation feature in the NetSuite account. The multi-location inventory feature is already enabled in the Account. 

After the supply allocation feature is enabled, new fields will be available in the sales order item line which will serve the purpose of a new tab for backorder data. Once an order is entered, the system allocates it according to the allocation strategy. It will look at available inventory in stock, as well as Purchase orders, to allocate future inventory to the sales order, and the system automatically calculates the Expected shipping date based on the allocation strategy. 

• The Supply Required By Date field will be hidden as per your request. 
• Expected ship date – when supply allocation is on, the date is auto-calculated based on the allocation strategy. The expected ship date field is not editable. 

•  The EXPECTED SHIP DATE is auto-populated from the allocated PO, as the maximum of the EXPECTED RECEIPT DATE of the corresponding Purchase order line. As we are now hiding the Supply Required By Date, no manual intervention can be done on the EXPECTED SHIP DATE. 

• Allocated Supply will show any future supply allocated to this order. The allocated quantity is a link.  

When we click on the allocated supply link, a popup window will appear that shows the allocated supply details. 

The supply allocation will perform after the transactions create, edited, and delete. We can set the demand preferences as per our preferences. Manual reallocation is also available in this feature.  

Print Back Order Item PDF: 

We can’t add the “Print BO Item” option to the standard print options in the sales order. Alternatively, a button called “Print BO Item” can be added to the sales order. When clicking the “Print BO Item” button the custom print page will open in the new window. A script & template will be developed for the back-ordered item print page. 

The print page will list only Back-ordered item details  with the following PDF layout, 

Email Notification: 

There are no standard email notifications in the supply allocation feature. We need to create custom emails. 

If there are not enough items on existing supplier POs to fulfil the item line, then an Email will be sent to procurement@waterworksnz.co.nz with the subject line: Items not allocated to an existing PO, please order. 

A script will be developed for sending emails after submitting the transactions. This email will be sent only during the sale order creation. 

 The email has following info 

•    Sales order number 
•    Customer 

•    Item code for item back ordered and not allocated to a PO 
•    Qty Ordered 
•    Qty back ordered 

Expected Receipt Date Population: 

As per the NetSuite standard, the default  “EXPECTED RECEIPT DATE” is PO’s “trandate”. 

A script will be developed for updating the “EXPECTED RECEIPT DATE” on a line level in the purchase order while updating the “DATE REQUIRED BY” field value under primary information for the whole PO.  

The behaviour of the script in the Purchase order create mode:  

• The script will trigger during the “DATE REQUIRED BY”  field change and save of the record. 
•  We can’t update the “EXPECTED RECEIPT DATE” manually in the create mode. 

The behaviour of the script in the Purchase order edit mode: 

• The script will trigger during the “DATE REQUIRED BY”  field change and it will set the “DATE REQUIRED BY” value as the default value to “EXPECTED RECEIPT DATE” for every item line. 
• We can update the “EXPECTED RECEIPT DATE” manually in the edit mode. 
• If the items were added using Add Multiple button in the edit mode, the script will not update the “EXPECTED RECEIPT DATE”. 

Popup Notification For BO: 

A popup notification will show while saving sales orders if any items are in backorder. The check box field called “In Active BO Popup Notification” will be created for the employee record. If the check box was checked then the back order popup notification will not show for the employee. 

The popup notification has the following details for back-ordered items: 

• Item code 
• Qty Ordered 

• Qty back ordered 

Assumption 

• The allocation will work based on a first come- first serve model. 
• An allocation strategy will be chosen to automatically update the Expected Ship date whenever an update in the transaction along with manual intervention. 

Risks 

• We can’t send an email notification if the Expected Ship Date is updated through the automatic supply allocation or reallocation. 
• We can’t update the “EXPECTED RECEIPT DATE” manually in the create mode for the Purchase order. 
• If we are using Add multiple button for adding an item in the Purchase Order then the script will not update the “EXPECTED RECEIPT DATE” in the edit mode. 

Note 

• We will consider only Purchase orders as future inventory for the supply allocation. 

• The “Items not allocated” email will be sent only during the sales order creation. 
• The “EXPECTED RECEIPT DATE” field value population will work only in the UI context. 
• A standard popup notification is available on adding back ordered items in transactions. 
• The Supply Required By Date field will be hidden as per your request.