The client would like to create a Purchase request whenever a user creating a sales order in their system. We have been informed about the special purchase order facility & dropship order facility available in Netsuite. But they need approval from the supervisor before a purchase order creates.

Proposal summary

This proposal covers the requirement for the automatic creation for purchase requisition from the sales order and the proposed solutions.

Requirement 

Automate purchase requisition creation from a sales order consolidates the lines to a single purchase requisition if the preferred vendor is the same. Once the PO is created against the purchase requisition, the information like expected receive date, and other custom statuses to the SO lines. This should be updated as per the changes in the PO.

Our Solution

When creating a sales order in the Netsuite account, we will create one/more one purchase requisition according to the items added in the sales order. If all the item’s preferred vendors are the same, then need to create only a single purchase requisition. The created purchase requisition will contain the items having the same preferred vendor. The sales order lines will contain the Purchase requisition number and the Purchase Requisition lines will contain the sales order number too. We will add a new status field in Purchase Requisition. The purchase requisition status created from the sales order will be “B2B”. If the items added in the sales order have multiple preferred vendors, then multiple purchase requisitions will be created. While creating a purchase requisition we will store the corresponding sales order number and upon creating the purchase order. After submitting the purchase order will check for the requisition number and will fetch the corresponding Sales order number. 

The following field will be auto-filled to the sales order from the purchase order

1. Expected receive date from PO to sales order
2. Status from the sales order lines

Critical data fields in the purchase order should be added in the line level of the Purchase order. When the vendor updates the purchase order line fields the fields should auto-populate to the sales order too.

When a sales order is updated, the related purchase order needs to be updated. The sales order should be updated as per the PO status. 

A report should be created for the supply team to identify the need of confirming PO.

Assumptions

• “CS” indicated in the given sheet refers to the creator of Sales order
• Even if the Purchase order is created manually, purchase order lines will be updated with purchase requisition number for reference.
• For all the sales orders created in the Netsuite, we have to create a purchase requisition.
• If there are multiple preferred vendors in sales orders items, then we have to create multiple purchase requisitions.
• While changing the sales order then the purchase requisition also needs to be updated with items.
• We assume the order will have more than one hundred lines so we are scheduling the process of creating a purchase requisition. Scheduling the script will take time to process according to the number of items and currently executing schedule scrips.
• The report should contain all the sales order quantity and quantity onhand to ensure the purchase required for the item. This report will be based on a daily basis.

Risks 

• Even if the Purchase order is created manually, purchase order lines will be updated with purchase requisition number for reference. Only if we have the reference to the purchase requisition then only we can  execute the script.
• For a sale order, the maximum number of items can be added is 500. If all the item’s preferred vendors are different, then we have to schedule creation of purchase requisition which is not an instant action.