Proposal Summary

This proposal covers the scope of sending  bulk transaction emails out of Netsuite.

Requirement

Herbs of Gold Pty Ltd  needs a functionality  to send bulk emails to specific recipients.

Our Solution

Prerequisites

• There will be a checkbox to select the email transaction type (Statement, General/Marketing)

Description of Task

Invoices

The invoice emails will be sent on a scheduled basis. There will be two types of emails. For newly created Invoices and for Due Invoices. The requirement can be achieved by creating a custom record for the scheduling purpose. The process will work as follows:

• A custom record will be created containing the following fields – 

1. Author
2. Email Template
3. Email Subject
4. Email Body
5. Days Over Due

• The first entry for this custom record will be for the newly created Invoices. And we will create the first base entry. This entry must not be deleted.
• You can create entries for sending Due invoices. “Days Over due” field is mandatory for such emails. We will be sending emails for entries which have non empty “Days Over due” fields.
• For the first base entry we will use a scheduled script to fetch values from the custom record and send daily emails to specific recipients. The script can be scheduled every day at 7.00 pm.
• For the other custom record entries, each day, the invoices that satisfy the “Days Over Due” value will be sent to customers.
• The recipients will be the invoice customers who are subscribed to “Billing Information” and their contacts with category “Receive invoices and credits”. A saved search needs to be created for that.
• If one customer has multiple invoices, then it will be sent separately.
• The PDF template of invoices will be attached to each mail.

Statements

• Choose the transaction type as Statements.
• A suitelet page will be created containing basic email fields and the fields from the standard Statement page. And the fields will be

1. Author
2. Email Template
3. Email Subject
4. Email Body
5. Statement Date
6. Start date
7. Show only Open transactions Checkbox
8. Consolidated Statement
9. Custom form

• For selecting recipients, a saved search should be created. The search should include the customers subscribed to “Billing Information” and their contacts with category “Receive statements”.
• The Statements of child customers can be consolidated to the parent level and sent.
• The PDF templates of corresponding statements will be attached to the emails.

Marketing emails

• Choose the transaction type as General/Marketing.
• This will include the basic email fields.
• There will be a field to select the file to be attached with the email. The file should be saved in the file cabinet.
• A saved search needs to be created for the recipient list. This will be based on the custom field in customer record.

Note

• In the customer record, select the Marketing Newsletter custom field accordingly so that the recipient saved search results  correct customers corresponding to each marketing newsletter value.

General communication

• Choose the transaction type as General/Marketing
• The page will be the same as the Marketing emails.
• A saved search field should be created to select the recipient list.

• There will be a Populate List checkbox in every email type. If checked, then the recipient list will be populated in the page.

Risks

• The summary search will not work in the Suitelet pages. So avoid using summary types in saved searches.
• As Suitelets have time limits, if there are requests more than the limit that can be handled then we will be using a scheduled script there. So there will be a delay.
• We prefer to use a Domain Key setup as Netsuite may consider the bulk emails as spam if not configured. This should be setup in both the Netsuite side and Herbs of Gold server side. This will take additional effort which is currently not included in this proposal scope.