This proposal covers the scope of the automated creation of inventory adjustments to ProScope locations when Project task/milestone status is marked as Completed by the user. This proposal also covers the engagement scope of Jobin and Jismi It Services LLP, as the official implementation partner Of Oracle NetSuite.
Submitted To
L+O Technologies
Submitted By
Rijo John
Project Manager
Jobin and Jismi IT Services LLP
Submitted on 18 September 2023
Proposal Version 1.0
Proposal summary
This proposal outlines our comprehensive plan for the development and implementation of automated creation of inventory adjustments to ProScope locations when Project task/milestone status is marked as Completed by the user.
Requirement
Inventory adjustment need to be auto created when Project Task/milestone status is marked as Completed manually by the user with following parameters:
- Primary trigger: status changed to Completed on Project task.
- Reports to identify items to be considered as for Auto creation of Inventory adjustment.
Deliverables
Inventory adjustment will be auto created when status field in Project task/ Milestone record is marked as Completed by the user in the custom page “Proscope Material Issuing”.
Project Requisition record
Project Requisition record is the custom record used to request the allocation of resources, materials, or services for a specific project. This record helps streamline the procurement process and ensures that the necessary items or services are available when needed for a project.
We can issue the materials in custom page “ProScope Material Issuing” and user can navigate from project record under Schedule/WBS task.
On clicking the save button, the materials will be issued to Project corresponding to activity selected.
Following are the columns displayed on the custom material issuing page:
- Item
- Reserved
- Issued
- Issuable
- Issue
Inventory Adjustment Creation for Materials Issued
Custom fields are created in the ProScope Project Requisition record to capture the errors and corresponding inventory adjustment created for each Material issuing. Also, we will create a custom field in the inventory adjustment record so that ProScope project requisition corresponding to that can be recorded in the field.
The following steps provide the details of the implementation of automated creation of inventory adjustments:
Saved search to be filtered by following fields to identify items to be considered for auto creation of Inventory adjustment:
| NetSuite Field | Value |
| Subsidiary | Set the subsidiary from Project record populated on Linked project field in Project ProScope Requisition record linked to project. |
| Adjustment account | Set the account to 5100 Direct materials. |
| Item | Set the item from Item Code field in project ProScope Requisition record linked to project. |
| Adjust Quantity | Set the quantity from quantity field in Project ProScope Requisition record linked to Project. Multiply the quantity by -1. |
| Bin Number | It is shown in the Project> SetUp> Project Inventory Bin. All bin numbers in the Project tasks are same as Project Internal id. |
| Location | Set the location from a custom mapping done in NetSuite using custom record for Projects without purchase order Set location from associated purchase order |
| Est. unit cost | The Est. Unit cost is auto populated by the system due to negative inventory adjustments. |
| Project Segment | Set the project segment from Linked Project field in Project ProScope Requisition record linked to project. |
The following custom fields need to be created on Project ProScope Requisition record:
| Auto Inventory Adjustment creation status | To be captured upon success or failure of Inventory Adjustment creation. |
| Auto Inventory Adjustment Creation Error | To be captured upon failure of Inventory Adjustment creation. |
| ProScope Inventory Adjustment | To populate the link of the Inventory Adjustment created via auto creation script. |
| Create adjustments for issued items only with current date as the adjust date. | |
| If “ISSUABLE” item quantity is not zero for a particular item, then auto create adjust when the “ISSUABLE” item quantity is moved to “ISSUED” column. Use the date created as the Adjustment posting date |
Reports and KPI’s
- Create a report to show, what items and quantities of that item are consumed and remaining per project.
- Create a KPI of daily adjustment counts and their status. This report needs to be drilled further into the adjustments if required.
- A search can be created to view the failed Inventory adjustment creations.
Assumptions
- The posting period will open and select the corresponding month of the current date for the same.
- The adjustment account will be accessible to all subsidiaries and their location.
- We are assuming that there will be only one Inventory adjustment for one ProScope Project Requisition record.
- The current on-hand quantity of items is not considered in the scope.
- Document numbers for inventory adjustment records will be auto generated by the system.
- We have assumed no mandatory fields are considered in the record.
- For a Project record, on changing status to Completed, there should be a ProScope Project Requisition record created and the customization will only be working for those records.
- We have considered the project segment will be the department and class. Project segments will not be inactive.
- Inventory adjustment is to be auto created when Project Task/milestone status is marked as completed manually by the user.
- If an error was encountered initially and after its correction, the record can be edited and saved so that the error can be removed from the custom field, and inventory adjustment will be created automatically.
- Only inventory items are considered in the scope of customization.
- The multiple currency is not considered in the scope of customization.
Risks
- The stock quantity can go to a negative value as we are not validating the adjustment quantity.
- Status can be changed to Completed only by the user manually is considered and if it is updated through any backend processes, the scope will change.
- If we change the status from Completed to any other status, then before changing it again to Completed status, we will check the custom field Proscope Inventory Adjustment in the ProScope Project requisition record, whether the link of the Inventory Adjustment is present or not.
- The quantity change in the ProScope Project requisition record is not in the scope of customization.
- ProScope Project Requisition record deletion is not considered in the scope.
- Units in the inventory adjustment record are not considered in the scope of customization.
Estimated Effort
26 hours