Proposal Summary
Hay Australia needs Levy item line automation on the Vendor Bill. This proposal outlines a customized solution to have a system to automate the Lavy item line on purchase orders.
Requirement
Hay Australia would like to a have a solution to automate the Lavy item line on Vendor Bills.
Hay Australia record levies depending on the Hay Variety and State. When a Purchase Order is converted into a Bill, a non-inventory line item (linked to the correct Levy GL Account) needed to be added by the script to record the Levy.
Prerequisite
- Provide the Non inventory item needed to be used for the Hay Variety-Specific Levy item lines and State-Specific Levy.
- Provide the default paddock season for the levy lines if the Paddock season is set as mandatory on item lines.
Deliverables
To streamline the inclusion of Levy item lines in Vendor Bill, we will utilize a NetSuite SuiteScript to create automation within the Purchase process.
Custom Fields
Following custom fields will be created in the Bill Transaction (Vendor Bill) record in NetSuite.
Header
- Contract Type
- Levy Applicable (Checkbox)
- State Levy Applicable (Checkbox)
Line
- Hay Variety (fetched from the Paddock Season associated to the line)
- Item Type (fetched from the Paddock Season associated to the line)
Levy item lines Automation Process
The user will create the purchase order from Purchase Contract. In Purchase Order, all the details will be auto populated from the Purchase Contract. Once the Purchase order is created from purchase contract, the user will edit and add the Paddock Season associated to the item line.
On creating a Vendor bill from Purchase order, the script will automate the process of adding the Levy items to the transaction line. These lines will be visible once the vendor bill creation page is open. The user will have the option to make changes on the transaction lines including the Levy lines. The user final updates in the transaction lines will be saved as it is.
For succeeding edits, a Recalculate button will be made available to allow the user to manually trigger the script to run and update the levy lines. This approach will help ensure the speed/performance of the process. This button will only be visible in view mode and not in edit mode.
There will be two types of Lavy items Hay Variety-Specific Levy and State-Specific Lavy.
Hay Variety-Specific Levy
- When all the conditions below are met, a separate transaction line for each line-variety combination will be created by the script. These lines will be added following the last original line of the transaction.
- Grower Contract = Grower Contract
- Levy Applicable = True
- Hay Variety is not blank. (Fetched from the Paddock Season associated to the line)
- Item Type = Hay
- The rate will be retrieved from the “Hay Variety Levy Rate” field within the custom record for Hay Variety, and users have the option to override it manually. It’s important to emphasize that the Hay Variety Levy Rate must be a negative value in order to ensure the accurate GL Impact.
- If the rate is not defined in the Hay Variety record associated with the paddock season record, the levy calculation and the levy lines will not be added for that specific item line.
- The following information will be the same as the original line:
- Quantity
- Department
- Class
- Location
- As the Paddock Season is mandatory, an automatic default value for the Paddock Season will be supplied for the levy line.
State-Specific Levy
- When all the conditions below are met, a single transaction line will be created by the script. This line will be added following the last original line of the transaction or the last hay variety-specific line.
Header Level Validation
- Grower Contract = Grower Contract
- State Levy Applicable = True
Line level
- Item Type = Hay
- The Rate will be fetched from a State Levy Rate custom item field and can be manually overridden by the user. To ensure accurate GL impact, any amounts entered should be in the negative. It is the user’s responsibility to ensure that rates are entered as negatives.
- In cases where State Levy Rates are about to change, users should ensure that all Purchase Orders with old rates were already converted into a Vendor Bill/RCTI, prior to updating the Levy State Rate. This will ensure that the old State Levy Rates were used/carried over to the RCTIs/Bills. But if the user uses the Recalculate button to do the Levy recalculation, the current available rate in the Item record will be used.
- The following information will be set as default.
- Quantity = (sum of all quantities that have “Hay” Item type.)
- Department = same as header
- Class = same as header
- Location = same as header
- As the Paddock Season is mandatory, an automatic default value for the Paddock Season will be supplied for the levy lines.
Assumptions
- The script will auto run during the creation of the Vendor bill and add the levy lines. For the succeeding vendor bill edits, if the user has updated item lines, the script will not automate and add or recalculate the Levy lines, instead a button will be added to the purchase order. The user needs to click the button to recalculate the levy lines.
- User would need to ensure that Levy Rates are entered as negative amounts to ensure correct GL Impact. No validation will be added for it.
- If the hay variety rate is unspecified for the item line, the calculation of the specific item levy will not be performed.
- The state specific Levy rate will be fetched from the State Levy Rate custom field in non-inventory item record.
- The State Levy Rate custom field is not available currently in the sandbox, so new custom field will be created for this in non-inventory item record.
- On clicking the recalculate button, the current State Levy Rate set in the item record will be used.
- The Hay Variety rate available during the Bill creation will be used as the rate for the Hay Variety specific levy line. On the further recalculation using the Recalculate button, the currently set Levy rate in the Hay Variety record will be used.