REQUIREMENT DOCUMENT FOR MynTahl Corporation DBA East Electronics
The document provides an overview of the successful implementation of subsidiary in NetSuite for MynTahl Corporation DBA East Electronics. Additionally, it details the involvement and responsibilities of Jobin and Jismi IT Services LLP, who serve as official implementation partners for Oracle NetSuite.
Submitted To
MynTahl Corporation DBA East Electronics
Submitted By
Jobin and Jismi Pvt Ltd
Table of content
INTRODUCTION
Summary
This document provides a summary of the functional and procedural requirements collected by Jobin & Jismi IT Services from the client.
The information in this document is a result of meetings conducted with the customer, allowing our team to map the business requirements to a streamlined flow within NetSuite. Once finalized, this document will serve as a blueprint for the configuration of NetSuite by the Jobin & Jismi team. This document is inclusive of all business requirements provided by the Customer. The document captures the comprehensive requirements of the organization, encompassing both functional and non-functional aspects.
Business Objectives
The main objective of the project is configuration and implementation of the subsidiary MynTahl Corporation DBA East Electronics.
Scope
The project’s extent would encompass conventional Oracle NetSuite implementation services along with the utilization of optimal practices. Configurations and the sample data import are planned to be executed as the part of the project.
The effective deployment of NetSuite ERP enables the client to harness excellent operational methods, fostering a smooth and efficient interplay among different divisions. Additionally, it empowers senior business users to access the necessary high-quality business and financial reports, facilitating well-informed, fact-driven decision-making processes.
BACKGROUND
East Electronics Corporation, previously known as MynTahl Corp., was founded in 1981 and is in the heart of Silicon Valley, within the San Francisco Bay Area. The company specializes in supplying various acoustic components, including microphones, receivers, speakers, sounders/alarms, ultrasound sensors, inductors, and batteries. Its business area is Wholesale and Distribution. East Electronics is one of the Group companies owned by Rachel Xu and functions independently. It is held as a subsidiary of Yune for NetSuite implementation. East Electronics Group currently operates as one among the main subsidiaries alongside Steri-Tek Industries. As part of their strategic plans, they now seek to implement the subsidiary ” MynTahl (East USA)”.
BUSINESS PROCESS
Hierarchy
The existing organizational structure that encompasses East Electronics company is as follows:
The project is dealing with the implementation of the subsidiary MynTahl (East USA). Under the east electronics all the subsidiaries are exiting as separate entities. The company operates primarily from two warehouses – Soonest (third-party warehouse) and another facility located in Fremont, California. Additionally, the company possesses a factory situated in China, which functions both as a vendor and a third-party warehouse. This is because the company acquires goods from the factory and stores them there.
Business strategy
East electronics purchase from the vendor and sell it to the customer. For sales order there will be a corresponding purchase order. Mainly checking accounts are used by the organisation.
Lead Generation
As per the company’s definition, a lead is characterized as a fresh inquiry from a new customer or a new project originating from an existing customer.There are multiple ways of receiving leads – Digi key, prospects from website, rep network, distributors network and customers from direct. These are channels by which opportunity pipeline is getting filled. When some ask datasheets or samples the company receives notification. Leads are entered or updated daily.
If the online lead form is utilized, the routing of leads is determined by routing the inquiry to a shared email ID, and subsequently, the leads are assigned manually.
The company will generate opportunities for its current customers, and upon winning these opportunities, they will be transformed into sales orders
Purchase to pay process
After creating sales order, they will be creating a purchase order for fulfilling that sales order. There are currently 2 types of vendors – direct vendors and third-party vendors. The details related to purchase order are maintained in an excel sheet P.O N.B.
When a purchase order is created that item will be purchased to the third-party warehouse (Soonest) for order fulfilment, and then it will be transferred to customers. The purchase order without sales order will be purchased to the warehouse -Fremont, California. There are 2 scenarios for purchasing – directly purchasing from China (factory) and purchased from 3rd party vendor and then move to 3rd party warehouse and from there sales order will be fulfilled. The inventory is maintained in the factory when they need to hold back the order for a period before transferring it to the third-party warehouse.
Product vendors issue invoices upon processing the shipment against the purchase order, whereas service vendors send their invoices after the services have been provided.
Purchase orders are generated not solely for fulfilling sales orders, but also for the company’s internal purposes, such as maintaining stock visibility on Digi-Key. This stock is retained for the purpose of providing samples. All samples are centralized in a single location in Fremont, California. In the factory the company keeps inventory based on forecast, agreement, when the order is pushed for some period and can’t be moved to a third-party warehouse. 20% of the products are outsourced to third part vendors. It is received in China (factory), pooled and sent as per requirement. Sales department order samples from vendors for prospecting.
For purchase orders related to items, the operation department will handle them without requiring approval. In cases of vendor bills not associated with a purchase order or those linked to expenses, the operation department or accountant will handle processing.
The purchase requisition process entails initial approval of samples by the sales department. The Operations department can directly initiate purchase orders for recurring sales orders; for initial sales orders or in case of price discrepancies from historical records, the company seek approval from the Sales department. Requisitions related to expenses require approval either from the accounting department or the manager.
Order to cash process
When a sales order is created, the data from the sales order will be added to the release calendar. The item will be released based on the delivery date. The soonest warehouse will be notified to release the item. The release calendar is maintained internally and is not exposed to soonest (third part warehouse). When the material arrives, and the notification is received from the soonest then the person responsible will transfer the details to soonest worksheet. Release calendar help to know which one to release from the particular shipment that arrived.
Quotes are created and maintained in the company by the Sales department (Jay or Toni) and is communicated to the customers by email as PDF. The Sales department (Jay or Toni) verify the price in the sales order and forward it to the operations department for entry.
Once fulfilment is created then invoice need to be created and along with that invoice, packing list is created and then release it to 3rd party warehouse to ship. Once fulfilment is created and marked shipped, shipping label is generated, and tracking number is added to the item fulfilment record at that time. For some customers it depends on the payment terms. mostly invoice is generated after being shipped.ie Once label is created then the item will be shipped. In certain orders 50% advance amount is received in advance and for them invoice is generated immediately after purchase order is received. There is partial as well as repay by percentages. The company bill its customers in advance by 50% as well as 100%. If 50% rest of it is billed when they actually ship. USPS and FedEx are the delivery services that the company uses.
Sales orders are created by Operation department (Kathy) based on customer purchase orders and corresponding purchase orders are generated to vendors, buffer purchase orders are created based on demand forecast. The operation department receives the product, stores it in the warehouse and ships it to the customer. Kathy from the Operations department is also responsible to create AR invoices and email to customers when she processes shipments. A penalty of 2% per month for late invoices is printed at the bottom of the invoice.
Revenue is recognized when the product is shipped, and invoice was issued to the customer at the same time. If the company does assembly of a product and its product become one of the components, that will be billed and considered as a value-added service.
Return Process
Upon receipt of customer complaints regarding a product, if the veracity of the complaint is confirmed, an RMA (Return Merchandise Authorization) number is assigned, and subsequently, a credit return sale order is initiated. In the case of a straightforward return, the credit amount is transmitted to the customer once the returned item is received.
For items requiring replacement, if cross-shipping is feasible, the company dispatches the replacement item to the customer and then awaits the return of the original item to resolve the issue. In instances where the item is manufactured in-house, the process involves receiving the returned item from the customer, marking the issue as resolved, and then shipping the replacement item.
Failures and returns accepted are given due credit by the company and adjusted against the outstanding dues or carried forward to be applied to future bills.
The company retains the flexibility to receive and ship items at zero value, thus ensuring minimal impact on financials. In situations where the customer accepts a replacement, credit issuance is not applicable. Instead, a credit is generated but not immediately issued; it remains in an adjusted state.
For specific customers opting for replacements, the practice involves closing the preceding purchase order and initiating a new one for the replacement item. The replacement product is dispatched via a new purchase order. The previous purchase order is concluded through the assignment of an RMA number, which subsequently triggers credit issuance. When the replacement item is shipped, a new purchase order is generated, the credit is applied, and the original purchase order is closed out.
Managing damaged inventory
The procedure for managing inventory that has been received but is discovered to be damaged are –
- Report to the Freight forwarder and make a claim
- Report to manufacturer and get credit
- Return or scrap the damaged material
Damaged goods are stored in separate inventory location
Accounting
The company follows a fiscal year divided into 12 monthly accounting periods, concluding on the 31st of December. Accrual based accounting reporting is used by the company.
When it comes to settling expenses with vendors, the company employs methods such as Wire, ACH, Credit Card payments, and issuing Cheques. Conversely, they receive payments from customers through ACH, wire, cheques, and PayPal. Notably, as a wholesaler, the company is exempt from charging sales tax.
The company operates with primarily two checking accounts. At the end of each month, the Staff Accountant ensures that the transactions recorded in the accounting system align with the entries in the bank statements. Bank accounts are reconciled every month and default reconciliation is done by date. They also post-date the transactions related to insurance amortization to future periods. Additionally, they perform intercompany expenses reconciliation.
After the tax return, the company closes off its periods, and before closing, they backdate their transactions to prior periods. The period closing activities to be performed in NetSuite is
- Bank and credit card reconciliation
- AP and AR reconciliation
- Adjustment GLs for accruals
- Inventory count
Journal entry approvals
Kathy from the Logistics department issues purchase and sales orders and inputs invoices and bills into the system. The staff accountant handles credit card transactions and bank reconciliation, occasionally entering special purchase and sales order entries. Civian inputs commissions, manages payroll, handles customer collections, and manages vendor payments. Jay also occasionally enters purchase and sales orders.
REQUIREMENTS
1.General set up and configuration
Setting up subsidiary-
A new subsidiary needs to be set up ‘East Electronics’ under the parent company Smart World LLC along with two other subsidiaries.
Rename record or transactions
The requirement is to rename record and transactions as per the preference of the client.
Department, location and class set up-
The requirement is to set up new departments, location and classes. The task involves establishing business segments that can serve as search filters and columns in NetSuite reports. Additionally, if a custom segment is configured to have a GL impact, it should be visible on the GL Impact page.
Before deciding, the client is interested in engaging in a discussion regarding various topics. These topics include determining which segments should be obligatory, implementing limitations on account assignments to specific segments, and enabling the use of segments at both the individual transaction line level and the order level.
Set up autogenerated number
The requirement encompasses the setup and activation of an automated system for generating ID numbers in NetSuite upon record creation. Furthermore, there will be an option to deactivate this automated ID generation feature as necessary. Within this interface, it’s possible to include prefixes and suffixes to the automatically generated numbers. These additions aid in quickly identifying the type of a record, transaction, or document. It’s important to note that auto-generated numbers remain enabled for transaction record types and document types at all times.
Set up accounting period
The requirement is to set up the operational year end to be 12/31 and the accounting period structured for reporting to be 12 months.
Accounting and tax set up
The requirement involves the set-up of chart of accounts, accounting year, tax control accounts, tax types, tax schedule and tax code. The chart of account must contain a parent child hierarchy. The requirement to set up checking account as company’s default account for transactions.
Set up a default reconciliation rule
The requirement involves configuring the default reconciliation rule to be either based on the date or the check number.
2.Creation of roles and assign functionalities
The requirement is to set up 10 different roles in NetSuite – CEO, Directors, Vice President, Accounting & Finance, HR, Sales Department, Compliance and Case Management, Purchasing Department, Order Processing, Shipping & Billing and to assign certain standard functionalities needed by those roles such that
| ROLES | FUNCTIONALITIES ASSIGNED |
| CEO, Director | All functions |
| Vice President (S&M) | Pre Sales, Sales, Customers, Accounts, Partners |
| Account Manager | Pre Sales, Customers, Accounts, Partners, Quotes, Return Authorization |
| Quality Manager | Certifications, Product compliance, Returns, SCARs |
| Accounts Manager | A/R & A/P functions, Bank reconciliation |
| Logistics Executive | Order entry, open order report, PO generation, receiving and shipping |
| Operations Executive | Scheduling, Shipping, Invoicing |
3.Creation and classification of reports
The requirement is to create a set of reports for sales such as
- Sales by customer summary
- Sales by customer details
- Sales by item summary
- Sales by item details
- Sales by ship-to-address
- Sales Margin by client
- Opportunity report
- Quotation report
- Sales Reports by SKU
- Sales report by Customer
- Sales report by Region
- Sales report by Month, Quarter, and Year
- Project / Support summary for particular client / project
- E-Marketing campaign result (click number, response rate…etc.)
- Open sales order report
- Sample report
Other reports that are required to be generated are –
- Aging Reports – A/R & A/P
- Shipmen Due Report
- Inventory Report
- Ocean Transit Report
- Top 10 Account by Revenue
- Top 10 Accounts by Profit
- Report on Toni’s quote worksheet
- Reports need to be created based on – sales prospecting, sampling date, quota history, vendor cost history and line items showing purchase number.
The client also wants to classify the reports based on certain criteria. Data filtering can be done through this classification.
Reports related to customers are classified on the basis
- Foreign / domestic
- State (In CA / not)
- Rep Commissionable
Reports related to sales can be classified on the basis –
- Direct
- CM (Identify each product with CM and end customer)
- Distributor
- Representative
Product reports can be classified as
- Buzzer
- Speaker
- Microphone
- Battery
- Misc /Other
- Value Add / Assembly
Vendor reports must be classified based on
- Through NB (5% markup)
- Direct
Reports based on inventory must be classified based on
- In house
- 3rd party
The client requires the vendor report to be organized by location, and they anticipate Jobin and Jismi to provide a suggested criteria for classifying the financial information in the reports.
4.Reports based on sales order
The requirement is to create two custom reports based on the sales order. First one is the report on the Sales Order Pending to Be Fulfilled This Week and second one is Sales Order Pending to Be Fulfilled irrespective of the date.
Pending fulfilment sales order report along with date already entered in sales order records to understand the due date and when it is shipped. Sales order can be marked shipped by creating an item fulfilment record. This part of the sales order will be removed because it is already shipped. When data is entered in reports it need to be updated in the reports.
5.Differentiating subsidiaries based on account numbers
At the moment, the system operates using a 5-digit account numbering system. Nonetheless, there is a requirement to migrate to 6–7-digit account numbers for the East Electronics subsidiary. This change is necessary to ensure distinct separation between the East Electronics subsidiary and SteriTech based on their respective account numbers.
7.Add options to make a transaction void
The business requirement necessitates the availability of two options for making a transaction void: the ability to reverse the transaction and the ability to remove the transaction. It is essential that the removal of a transaction can only be performed post-approval, with final approval will be granted by the employee – Civian.
8.Reconcile credit card statements.
The client requires the capability to effectively reconcile credit card statements in NetSuite. Currently, their process involves the Staff Accountant downloading credit card transactions in CSV format during month-end closing and importing them into the accounting system. Subsequently, the transactions are categorized under various expenses and then reconciled with the credit card statements. The client is seeking the expertise of Jobin and Jismi to develop an improved method for accomplishing this task.
9.Create warehouses
As outlined in the Business Process Questionnaire (BPQ), the designated warehouses for East Electronics encompass Soonest, MynTahl/East Warehouse, Digi-Key (virtual shelves within MynTahl/East), Ningbo East Factory, and the potential inclusion of other vendor factories. However, based on a recent discussion with the client, there is a requirement to establish certain specific warehouse records for the company. This involves the creation of a warehouse named “Soonest” (operated by a third party) and an additional one located in Fremont, United States.
Furthermore, a warehouse is set up within their China-based factory. It’s important to note that this factory serves a dual purpose, functioning both as a warehouse and as a vendor. This unique dual role arises from the company’s practice of procuring goods from this factory while also utilizing it for inventory storage.
10.Creating shipping labels and packing slips from NetSuite
After an item has been successfully fulfilled and is in transit, a packing list is generated simultaneously with the invoice. Following this, the order is forwarded to the external warehouse for shipping. The data must be extracted from the sales order to facilitate fulfilment, enabling it to be pushed into the process of creating a shipping label.
The requirement is to enable the generation of shipping labels and packing slips directly from NetSuite with a single click. It’s important to note that the creation of a shipping label comes before generating a tracking number, and the availability of a tracking number is contingent upon the creation of the shipping label. Additionally, the client should have the ability to determine the shipping cost in order to verify the charges associated with the shipment.
11.Automatic creation of invoice
When the fulfilment is generated and designated as shipped, a shipping label is produced, and a tracking number is appended to the item fulfilment record. This action signifies the item as shipped or released. The requirement involves the automatic generation of invoices as soon as order fulfilment is created.
In cases of partial fulfilment, the company faces a scenario where they invoice the customer in advance based on a percentage. The remaining amount is billed when the actual shipment takes place. The company’s requirement is to generate invoices for both partial and complete order fulfilment instances.
Kathy from the Operations department must be given permission to generate AR invoices and subsequently send them to customers via email during the shipment processing procedure.
12.Adding new fields related to customer in NetSuite
The requirement involves creating new fields in NetSuite to gather additional information such as – Contract Manufacturers, Project name, Customer end product, Estimate Launch time, estimate annual volume, No. Employee, Sales product category, Competitor name / model, Competitor price range, East Quotation, Sample history, Call log and Visit memo
There also require custom fields created for customer categorisation. These fields help to categorize customers according to various criteria: sales pipeline stages/status, contact details with different departments, hierarchy, industry, and region.
The custom fields based on sales pipeline stages/status are Prospect, Quote, Sample, Design Approval, and Won. Those based on hierarchy include Customer Group and Subsidiaries, Contract Manufacturers, and Distributors. Additionally, fields related to regions include Rep, State, and Country. Furthermore, there will be fields designated for Commodity, Planning, Engineering, and Quality.
13.Adding custom fields related to vendor in NetSuite
The requirement is to create custom field to identify whether the vendor created is a third-party vendor created through NBE or is a direct vendor. They also require creating custom fields which are Cost based, Expense based, based on payment term and 1099 or W9 to further categorise the vendor.
Note – Form 1099 are issued for vendors who are LLCs or individuals
14.Add item records to the NetSuite account
The requirement is to add the following item records into NetSuite – Piezo Buzzers – TH, Leads, SMT Piezo Transducers, Magnetic Buzzers, Magnetic Transducers, Microphones – ECM, MEMS Speakers, Batteries, Value add/Assembly and Others/Misc. They also need to establish a hierarchical relationship between parent and child items, along with maintaining inventory records for each individual child item
15.Add custom fields in item records
The requirement is to add custom fields in the item record. Two new fields Date Code and Lot Number need to be introduced into the item record.
This functionality serves the purpose of enabling the addition of lot numbers to be received items. When the company acquires an item, the lot number can be associated with the received quantity, effectively linking it to a specific lot. Consequently, when this item is eventually sold, the system allows for the selection of the precise item from the designated lot where the inventory was recorded.
16.Creating warehouse reports
The requirement is to create reports that display sales orders along with the corresponding quantities in the warehouses. The company won’t directly input data into these reports; instead, as data is entered into the respective item records and sales orders, the reports will automatically reflect these changes.
Furthermore, there is a requirement to generate a report “Inventory by Locations”.
17. Permission to assign Leads and follow up Leads
The requirement is to authorize Nick to allocate leads to sales representatives and account managers. Permission to follow up leads should also be granted to Vice President of Sales (Nick), Sales Manager (Jay), and Customer Success (Toni).
18. Categorisation of prospects
The business requirement entails classifying potential leads according to the following criteria:
- Digi key
- Online inquiries
- Research
- Referrals
- Existing clients
The client also required to track Emails, Stock Keeping Units, and Quotes inside the prosect record.
19. Creating and maintaining quotes
The requirement involves granting authorization to the sales department comprising Jay and Toni for the creation and management of quotations. These quotes will be shared with customers via email in the form of PDF documents.
20. Access to reconciliation of vendor received purchase order
The business requirement involves authorizing Kathy from the Operations department to perform the reconciliation of vendor-received invoices with the NetSuite purchase orders.
21. Handling price discrepancies
The business requirement is to manage instances of price discrepancies within purchase orders. In this process, Kathy from the Operations department is required to obtain approval from the Sales department, which includes Jay and Toni who after verifying the prices will forwards it back for entry.
22. Sales order item fulfillment
The need is to grant permissions associated with different stages of sales order fulfillment to various departments.
| Department | Permission |
| Sales | AP |
| Operation | Logistics, shipping, AR, AP |
| Accounting | AR, AP |
23.Create custom report based on the release calendar.
East Electronics currently manages a release calendar in the format of an Excel spreadsheet. This calendar serves as a record of scheduled releases. Whenever a sales order is generated, all the pertinent information from the sales order will be updated within the release calendar. The release calendar also includes specific release dates. Depending on these dates, notifications are dispatched to the nearest warehouse, indicating which item is ready for release. Once an item is released, it is then removed from the release calendar.
Upon the arrival of materials at the designated location, notifications are sent out from the Soonest warehouse. The release calendar plays a crucial role in identifying the appropriate item to be released from the incoming shipment.
Presently, all entries in the release calendar worksheet are manually inputted. The need is to generate a custom report within NetSuite that mirrors the maintained release order worksheet. The information within this report should be automatically updated upon the creation of a sales order and the subsequent release of the order.
24.Create a client hierarchy
The requirement is to create a Layered client hierarchy to show end client and contract manufacturer of each Sales Order so report can show either based on final client or by contract manufacturer.
25.Sending samples to prospect
The act of sending samples to clients doesn’t rely on a purchase order; rather, a sales order with zero value is generated and fulfilled for this purpose. The resulting invoice will likewise have a zero value. The requirement here is to explore the feasibility of sending samples to prospects and completing the fulfilment process without converting them into formal customers.
26.Categorisation of customers based on specific fields
The requirement involves the classification of customers based on specific criteria, including sales pipeline stages/status, contact details associated with various departments, hierarchical structure, industry, and geographic region. Additionally, the client is interested in monitoring communication interactions such as emails, phone calls, physical visits, and online meetings with these customers.
27.Warning message on days overdue
The customer desires a warning notification to appear when the overdue days of an invoice reach a particular threshold. The company aims to present a popup reminder message once the overdue days extend past the designated date.
28.Assigning sales quota/targets to sales force
The requirement is to establish sales quotas or targets for each sales representative, enabling them to define goals and facilitating the monitoring of the sales team’s performance. These sales quotas can be determined based on factors like location, department, sales channel, and item.
29.Creating custom field for lead source
East Electronics employs Digi key as one of the sources for lead generation purposes. Since integrating Digi key with NetSuite is not being considered in the current project phase, an alternative approach involves establishing a custom field. This field will enable users to designate the specific channel through which leads or prospects are created and manually enter it.
30.Inspection details of the returned goods
East Electronics aims to maintain comprehensive records encompassing inspection particulars of customer-returned items. Functioning as a vendor-sourced item retailer, East Electronics communicates with the relevant vendor when items sold are subsequently returned by customers. This prompts East Electronics to initiate an investigation into the reasons for the return and the condition of the items.
The requirement entails creating a custom record in NetSuite for documenting the inspection particulars of items that customers have returned. This distinct record needs to be automatically linked with the corresponding sales order. The details of the customer, related SO, item, return reason, ordered qty, and return qty can be documented inside the custom record.
31.Data migration into NetSuite account
The task involves importing client-provided data into the NetSuite platform. The client will supply cleaned data that they’ve extracted and structured according to the templates provided by Jobin and Jismi. Subsequently, this data is sorted, mapped, and imported into NetSuite. A defined list of data items is slated for import into NetSuite, including:
1. Chart of Accounts
2. Load/Create Static Lists (Departments, Classes, Locations)
3.Customers /Lead/ Prospect
4. Vendors
5. Employees
6. Contacts
7. Inventory Items
8.Kit/Package items
9. non-inventory items
10. Service items
11. Other Charge items
12. Item Groups
13. Open Sales Orders
14. Open Purchase Orders
15. Open Return Authorizations
16. Open Credit Memos
17. Open Vendor Credits
18. Open Invoices
19. Open Vendor bills
20. Inventory Adjustment as of the Go-live date
21. Trial Balance as of Go-live date
32.Customer Portal
The requirement is to establish a customer portal (a custom dashboard) that serves as a communication bridge connecting the customer with the company. The customers should be able to enter the order details including item specifications, expected delivery dates, etc. through the portal. The provided details will be accessible to the NetSuite user, enabling them to generate a quote based on the data. The customers will be able to view and confirm the Quote created. Upon confirmation, the NetSuite user can create a sales order record from the Quote.
The customers should be able to view the orders requested by them and add notes to the same. The NetSuite users need to be notified automatically on adding a note. Should customers wish to modify quantities, delivery dates, or other aspects, they can enact these changes directly within the portal. Subsequently, these notes added by the customer after creating an order/quote will be visible under the ‘Communication’ subtab of the sales order/quote in NetSuite as an email.
33.Vendor Portal
Presently, East Electronics is utilizing an Excel spreadsheet (P.O NB) to monitor information connected to purchase orders. In line with their current needs, the company aims to transition from spreadsheets to a vendor portal. This portal will serve as a communication platform connecting the company and vendors. The fundamental requirement for the vendor portal is to faithfully reproduce all the data fields found in the existing Excel spreadsheet.
Within the vendor ecosystem, two primary types of vendors are recognized: third-party vendors and direct vendors. Due to the potential expenses associated with establishing a vendor center, the company has opted for an alternative approach. They seek to provide a vendor portal which is a custom page which can be accessed through a URL. The custom page will show the open purchase orders whenever created. The vendors can filter the orders through the custom filters added on the page. The vendors must be able to navigate to the item page of the purchase orders.
To ensure controlled access, the company’s intention is to limit the permissions for certain fields in the vendor portal. Specifically, selected fields will be set to “view only” mode, granting vendors the ability to see but not modify them. Conversely, other fields will be designated as editable, enabling vendors to make changes. Among the editable fields are the delivery date, estimated availability time, and similar data points. Importantly, any information inputted or modified within the vendor portal must be accurately reflected in the corresponding purchase order.
34.FedEx and UPS integration in NetSuite
The client has communicated their interest in investigating the practicality of integrating reputable shipping carriers such as FedEx and UPS with their NetSuite system. Currently, the company manually input tracking numbers for their shipments. The requirement is to have the tracking numbers automatically displayed in the purchase order upon shipment, eliminating the need for manual input.
Automation not only economizes time but also lessens the potential risks tied to data entry errors. This encompasses real-time tracking updates, facilitating accurate monitoring of shipment progress and status.
Furthermore, they are also interested in exploring the feasibility of integrating USPS (United States Postal Service) with NetSuite.
ASSUMPTIONS
- US dollar is both the functional and reporting currency
- We assume that account manager and accounts manager are two separate roles. Account manager is related to NetSuite account management while accounts manager handles the accounts of the company.
- They are not having One World as all the subsidiaries are in the same country
- The legacy system is QuickBooks and they have been recording data in Excel as well
- Products and operations are entirely different for the two subsidiaries – East Electronics and SteriTech
- There are mainly 2 types of tax reporting – federal and state income tax.
- In Phase 1 of the project, there are no identified customization or integration elements other than those mentioned in this document.
LIMITATIONS AND RISKS
- Any aspects not falling within the scope of the aforementioned requirements will not be taken into consideration during phase 1 of the project.
- Data extraction cleanup and data quality assurance activities are out of the scope of the project.
- Any need for additional customization or integration will be taken into account during Phase 2 of the project through a change request.
FUTURE SCOPE
The following integrations are within the future scope of the project –
- EDP
- Digi key
- Bank
QUERIES
- Kindly provide details regarding the individual within the sales department responsible for approving samples and purchase orders, as well as the personnel within the operations department who have the authority to initiate purchase orders.
- Kindly confirm whether the warehouses should be established according to the details outlined in the BPQ or as deliberated upon during the meeting.
ABBREVIATIONS
| HR | Human Resource |
| CRM | Customer Relationship Management |
| SKU | Stock Keeping Unit |
| PO | Purchase Order |
| SO | Sales Order |
| CEO | Chief Executive Officer |
| EDP | Electronic Data Processing |
| BPQ | Business Process Questionnaire |
| USPS | United States Postal Service |
| UPS | United Parcel Service |