Automate Inbound Shipment Creation

  1. Proposal Summary 

 

This proposal outlines the scope and approach for implementing a CSV upload functionality to automatically create Inbound Shipment records in NetSuite. By leveraging a custom Suitelet page, employees will be able to upload a CSV file containing shipment data, which will be parsed and used to create the corresponding Inbound Shipment records. This process aims to streamline data entry, reduce human error, and improve operational efficiency. 

  1. Detailed Requirements 

 

2.1. CSV File Format and Structure: 

  • The CSV file will consist of the following required columns: 
  • Internal ID: A unique identifier for each shipment record. 
  • Memo: Optional field for notes about the shipment. 
  • Expected Delivery Date: The expected date of delivery (must follow a valid date format like MM/DD/YYYY). 
  • VENDOR: The vendor supplying the items, which must exist in the NetSuite Vendor list. 
  • Bill of Lading: The shipping reference or Bill of Lading number for the shipment. 
  • PO#: The associated Purchase Order number for the shipment. 
  • Item Name: The name or SKU of the item being shipped. This must exist as an item record in NetSuite. 
  • Quantity (QTY): The quantity of the item being shipped. 

 

2.2. Data Validation: 

  • Field Validation: 
  • Expected Delivery Date: Must be a valid future date, not in the past. 
  • Vendor: The value in the Vendor field must match a valid vendor record in NetSuite. If not, the system will flag it as an error. 
  • Item Name: The value in the Item Name field must match an existing item in NetSuite. An error will be triggered if there’s no matching item. 
  • Quantity (QTY): The value must be a positive numeric value. Non-numeric or negative values will be rejected. 

 

  • CSV Structure Validation: 
  • The CSV should not have empty rows or columns. 
  • The CSV file should not have duplicate entries for the same PO# or Item Name combination. 
  • All required fields (e.g., Vendor, Item Name, and Quantity) should be filled. If any required field is missing, the system will prompt the user to correct the issue before proceeding. 

2.3. CSV File Upload: 

  • User Interface for CSV Upload: A custom Suitelet will be developed to allow users to upload the CSV file. The user interface will include: 
  • An easy-to-use file picker for CSV file selection. 
  • Data validation feedback before confirming the upload. 
  • File Handling: 
  • The uploaded CSV will be processed asynchronously to handle large files without timeouts. If the file exceeds processing time limits, users will be notified once the process completes. 
  • File Size Limitation: The CSV file size must not exceed 10 MB. Files larger than 10 MB will not be accepted, and the user will be prompted to reduce the file size. 

2.4. Inbound Shipment Record Creation: 

  • Inbound Shipment Record: 
  • Upon successful validation of the CSV file, an Inbound Shipment record will be created in NetSuite for each row in the CSV. 
  • The Inbound Shipment record will have the following mappings: 
  • Memo → Memo field 
  • Expected Delivery Date → Expected Delivery Date 
  • Vendor → Vendor 
  • Bill of Lading → Bill of Lading 
  • PO# → Purchase Order 
  • Item Name → Item (must exist in NetSuite) 
  • Quantity → Quantity Received 

2.5.  Error Handling and Notifications 

  • Data Error Notifications: If there are any issues with the CSV (e.g., incorrect data format or missing required fields), the system will display specific error messages, indicating the row and column that needs correction. These error messages will be clearly highlighted for users to easily identify the issue. 
  • Email Notifications for Errors: If errors occur during the CSV file upload or record creation process, an automatic email notification will be sent to the user who initiated the upload. This email will contain detailed information about the errors encountered, including the affected rows and columns, as well as instructions for resolving the issues. 
  • Success Notifications: After processing the CSV file and successfully creating the Inbound Shipment records, an automatic email notification will be sent to the user. The email will confirm the successful creation of the Inbound Shipments and will include a summary of the records created, such as the Shipment Numbers and the number of successfully processed records. 
  1. Scope of Work 
  2. Deliverables 
  • Custom CSV Upload Interface: A user-friendly custom page in NetSuite that allows the upload of a CSV file containing shipment details. 
  • Inbound Shipment Record Creation: Once the CSV file is uploaded, the system will process the file and generate Inbound Shipment records based on the data. 
  • Data Validation and Error Handling: The system will validate the data, ensuring that it matches the required format and ensuring that only valid records are processed. Users will be notified if there are any errors, and the system will provide detailed feedback for correction. 
  • Field Mapping: The fields in the CSV will be mapped to the corresponding fields in the Inbound Shipment record, ensuring consistency and accuracy. 
  • Vendor and Item Validation: The solution will validate vendors and items to ensure they exist in the NetSuite system. If they do not, appropriate error messages will be displayed. 
  • Error Logging and Reporting: A log of both successful and failed records will be generated for audit purposes. 

 

  1. Scope and Limitations 

 

  • Scope: 
  • This project will cover the creation of Inbound Shipment records based on data from a CSV file. 
  • The CSV file size must not exceed 10 MB. 
  • Limitations: 
  • No real-time integration with external systems will be implemented as part of this scope. 
  • The solution will not address issues related to other NetSuite workflows or external data sources not related to Inbound Shipments. 
  1. Assumptions 

 

  • The CSV file format will remain consistent. 
  • All vendors and items referenced in the CSV file must exist in the NetSuite system. 
  • Users will have the necessary permissions to upload CSV files to the Suitelet page. 
  • The custom Suitelet will be accessible by authorized employees only. 
  1. Risks 

 

  • Data Integrity Issues: If the CSV contains incorrect or incomplete data, this could prevent successful record creation, requiring manual intervention to resolve. 
  • User Error: Users might upload incorrectly formatted CSV files or fail to map fields correctly, causing errors in the creation of Inbound Shipments. 
  • Large File Handling: Handling large CSV files could lead to performance issues if not optimized for processing. 
  1. Notes 

 

The scope and the provided estimate are based on the anticipation, expectation, and understanding through our discussions and email. If the scope change/additional feature development identified during actual development will be treated as change request

  1. Estimated Effort 

 

The following timeline is based on the estimated hours for implementation. The schedule is subject to change based on the complexity of requirements and availability of resources: 

40 hours 

 

The estimate includes Project management, risk analysis, system analysis, development, unit testing, regression testing, documentation, and deployment.  The rate is calculated based on our master service agreement.      

 

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