Proposal Summary
This proposal outlines the development of an improved Customer Tax Item setup for Growire Group. The primary objective is to enhance their customer tax process. The proposed solution focuses on creating a custom record for Tax Code Mapping, which involves associating tax items with countries and setting up tax items in customer records.
Requirement
Customers can change their billing address using an external system that connects with NetSuite using Rest Call. When the billing address is changed, the Tax item should be updated based on the Default billing country and Subsidiary. The required tax item information should be retrieved from the custom record setup. Additionally, it’s necessary to clear the field in the customer record if there is no Tax Item mapping corresponding to the selected Default Billing Country and Subsidiary. Furthermore, if a new entry is created inside the custom record system, the corresponding customer’s tax item must be updated accordingly.
Also, it’s important to ensure the uniqueness of entries in this custom record per billing country and subsidiary. Netsuite users should have the ability to add new entries for existing Billing country and Subsidiary combination, but only if the previous entry for that specific country and subsidiary is inactivated.
Deliverable
A custom record named “Tax Item Mapping” will be provided to store the Billing country and its associated tax item. This record will consist of two fields:
- Subsidiary
Type – List/Record – Subsidiary.
- Billing Country
Type – List/Record – Country.
- Tax Item
Type – List/Record – Tax Code.
All fields within the custom record will be mandatory. The “Tax Item Mapping” record editing(to update Billing Country, Tax Item or Subsidiary) / deleting via the user interface will be restricted. Users will be able to create unique entries based on the country and Subsidiary. A custom entry can only be created once per country and subsidiary combination. If a user intends to create a new mapping for an existing Billing Country and Subsidiary, they must first inactivate the existing custom records entry associated with the same country and Subsidiary combination. Only after this inactivation can the system permit the creation of a new entry.
The Tax Item field will display a list of all tax items in the custom record. However, the entry will be resticted if users input an invalid tax item based on the chosen Subsidiary.
When creating or editing a customer record, the standard Tax Item (taxitem) field value will be automatically updated. The tax item will be retrieved from the “Tax Item Mapping” custom record, based on the default billing address country and Primary Subsidiary. This process will consider only active “Tax Item Mapping” records. If there’s no active tax item associated with a billing country and subsidiary in the custom record, the tax item field in the customer record will be cleared(Empty).
Additionally, a scheduled script will handle the update on all active customers upon any new entries created/inactivated in the “Tax Item Mapping” record. This script will update the tax item for customers with a corresponding default billing country and Primary Subsidiary. The scheduled update will run every 30 minutes for the entries created/inactivated within the last 30 minutes. This process will also take care of updating tax items for all existing customers.
Assumptions
This proposal is based on the following assumptions:
- Record entries in the “Tax Item Mapping” will be created by Growire team.
- The country will be taken from the customer’s default billing country and the subsidiary is the Primary Subsidiary. If the default billing country is not available, the tax item will be empty.
Risks
- The Tax Item mapping record restrication will be only on the client side, specifically through the UI.
- Changing a customer’s billing address will trigger the tax item update after the save of the customer record. However, for newly created/inactivated “Tax Item Mapping” entries, customer tax items will be updated on a scheduled basis within an interval of 30 minutes.