Jira code: BRL–17

Proposal summary

The proposal covers the automated batch process to send payment vouchers to vendors. A scheduled process will be implemented in the NetSuite to send payment vouchers to vendors for selected payment records based on a specific time frame.

Requirement 

The requirement is to send emails consisting of payment vouchers to vendors as a batch process. We only need to consider the bill payments where the associated vendor record consists of an AR email address.

Payment Voucher

Our Solution

The requirement can be achieved by implementing a scheduled workflow in NetSuite which will collect vendor payments created on the current day and send payment vouchers as PDF attachments to the connected vendors.

The workflow only considers the bill payments satisfying the following criterias.

1. Vendor payments should be created within the specified time frame based on the date created and not the transaction date.
2. The vendor record associated with payment should have an AR email address (custom field).
3. We can ignore the bill payments where the payment is done automatically using the credit card.  

Assumptions

• We will assume that we need to consider  only the vendor payments created in the current day.
• Payment Vouchers are always attached as PDF to the email.
• All of the emails will be sent from the employee record having an email address ap@brobinson.com.
• We set up an “employee” in Netsuite with the AP email. 
• The vouchers are sent to the AR e-mail addresses of the corresponding vendors.
• The email subject and content will be static and hard coded in the workflow
• We will be using the existing voucher print template.
• Each email will be sent separately for vendors if we record tw different bill payment records in netsuite for a vendor.
• We can create an email field on the vendor for AR Email. And then If there is an email ID present in the vendor record of the vendor for whom the bill payment is made, we will then send the email at 9pm EST time on a daily basis for the transaction recorded in netsuite.
• We will exclude the bill payments that have an account main that has an account type of Credit card.
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