Proposal For Federal express commercial invoice.

This proposal covers the custom solution for creating a custom consolidated report on commercial invoices for Divinity Boutique-USA-NS.

PROPOSAL-For-Federal-Express-Commercial-Invoice-DVTB-288-2Download

Proposal Summary 

This proposal outlines the process of creating a custom page for showing the consolidated commercial invoices and manifest. Additionally, every Thursday, the report will be sent via email to both the packing station and the office. And on the report page, there will be an option to print the consolidated reports. 

Requirement 

The Divinity Boutique-USA-NS needs to create an automated consolidated commercial invoice for FedEx. 

The process is as follows:  

  1. Add a new account number in NetSuite.  (This account will be based on the Federal Express Hub located in Toronto, Canada).  The client will ship by pallet to the federal express hub in Toronto and then they will process the ground shipment for each package.  The packages will clear customs as one bulk shipment so the client needs a consolidated invoice for each shipment.   
  1. Create a shipping item called CANADA GROUND with a standard ground label.  
  1. Add a check box on the sale order. 
  1. When the order is created and saved with the country of receipt as Canada, the script need to check the checkbox if it is not already checked. 
  1. On Thursday afternoon at 5pm.  The system will search for the check boxes, take the quantities shipped for all of the Canada orders, and create a consolidated commercial invoice for all of the Canada orders. The system will email the commercial invoice and Manifest (below) to our packing station and office. 
  1. The system will then remove the checkboxes from the orders. 
  1. The system will also create a list of the orders that it removed the checkbox from (basically a manifest) 
  1. The manifest will include the Store Name, Address, phone number, sales order number, # of boxes, and each tracking number listed on the boxes 
  1. Attach both the commercial invoice and the manifest to the item fulfillment of each order as a PDF attachment. 
  1.  For the commercial invoice, include 
  1. All of the standard information that is normally found on a Commercial Invoice plus the below.   
  1. Quantity – this will need to be consolidated from EVERY order.  So, if we order 5 of item 21121 on each of ten orders.  The commercial invoice should say 50 pieces. 
  1. Country of Origin should be China.  The reason I want the default as China is in case, we didn’t update the manufacturing country block in NetSuite.  I want the system to check the below manufacturing country and if it is different than China to update the country to what is in this space. This way, the system will update the USA items to say USA. 
  1. Include the HTS Code on the Commercial Invoice.  It can be found on the additional item tab. 
  1. Purchase price based on the below.  This is the cost we will use to clear customs, not the cost on the customer’s order. 

Deliverables 

This requirement can be achieved by creating a customized Page that presents a comprehensive overview of the commercial invoices. 

Creation of the Advanced PDF  

We will be creating an Advanced PDF template similar to the FedEx commercial invoice PDF. 

The template will be designed to fetch details as similar to the FedEx commercial invoice. 

  • Header and the footer will be the static information as same as from the commercial invoice of the FedEx. 
  • The shipdate, Invoice No., Tracking No. will be based on Item fulfillemnt record and will not be included in the Consolidated report. 
  • The Exporter details will be static information of the owner from the FedEx account. 
  • The Importer details and consignee details will be the static information regarding the receiver of the consolidated report. Most probably this will be the address of the packing station and office. This will be changed to the customer details on attaching the PDF separately on every Item fulfillment. 
  • We will update the “country of manufacturer” line field based on the manufacturing value provided in the item record. If the manufacturing value is specified as US, we will set the “country of manufacture” as USA. However, if there is no manufacturing value or if it is a value other than USA, we will update the “country of manufacture” field to China. 
  • On the line fields, Terms of Sale will not be populated as this field is fetched from the Item fulfillment directly for the consolidated report. 
  • No. of Units will be the consolidated quantity. 
  • Net weight, Unit of measure, Description of goods, and Country of manufacture will fetch from the item record directly. 
  • Unit value will be the purchase value of that item. 
  • HTS code – Will be fetched from the “HTS Number” field in the item record.  
  • Considering the name of broker will be always static value as “FedEx ground Brokers”. 

Custom report page 

The report page displays a summary of item details from sales orders created within a weekly period, starting on Thursday and ending on the following Thursday. The report will present a consolidated item report for the period between 5:00 pm on Thursday to 5:00 pm on the following Thursday, inclusive, covering a range of seven days. 

The navigation to the custom report can be added from the classic center. The user can navigate to Reports -> Custom Reports -> FedEx Commercial Invoices. Then upon clicking the “FedEx Commercial Invoices”, the user will be redirected to the report page. 

The fields given below will be indicated on the header part of the report. 

Main Fields 

  • Print Button – To print both Consolidated report of Commercial invoices and Manifest in two tabs. 
  • Date range  – Date range of the report will be shown on the fields From and To. These fields will not be editable. 
  • Page Range – Pagination will be given to show all the items. 

Sublist Fields 

  • No – Numbering in running sequence. 
  • Name – Item Name 
  • Description – Item Description 
  • UOM – Unit of Measure from the item record 
  • Unit of Value – Purchase price for the item from the item record. 
  • No. of Units – Total quantity of the items from all the sales orders from Thursday to Thursday. The report will present a consolidated item report for the period between 5:00 pm on Thursday to 5:00 pm on the following Thursday, inclusive, covering a range of seven days. 
  • Total Value – Unit of Value * Total quantity 

Emailing Action 

  • We will be adding a check box called “Include for Consolidated report” inside the sales orders. 
  • When the order is created and saved with the country of receipt as Canada from the bill to address, the checkbox will be checked as true. 
  • And every Thursday at 5:00 pm will be running a script to send the consolidated Commercial invoices and the manifest for a specific receiver from a specific sender (to the Packing station and office). 
  • After that the system will be changing the checkbox value to unchecked. 
  • And this will be recurring on all the Thursdays.  

Attaching PDF to respective records 

  • After sending the email, we will attach both the commercial invoice and the manifest as separate PDF attachments to each order’s item fulfillment record.  
  • These PDFs will not display the consolidated quantity; instead, we will split the consolidated quantity and generate a separate PDF for each item fulfillment record, attaching them accordingly. 

Manifest file generation 

As per the current instance, we are not able to print the manifest files from the account. So, we are moving forward with a general assumption by including the following fields in the advanced PDF template. 

  • Store Name, 
  • Address,  
  • phone number,  
  • Sales order number,  
  • # of boxes,  
  • tracking number listed on the boxes. 

Assumptions 

  • We assume the mockup for the manifest file will be provided from Divinity Boutique for reference. 
  • We assume there will be a Specific sender and a specific receiver. 
  • The exporter address will be the same for both the consolidated and individual Commercial Invoices. 
  • If the manufacturing value is specified as USA, we will set the “country of manufacture” as USA. However, if there is no manufacturing value or if it is a value other than USA, we will update the “country of manufacture” field to China. 
  • Our assumption is that the “Unit Value” field will be automatically populated based on the purchasing price of the item, which is stored in the “Purchase Price” field under the Purchasing or Inventory subtab. This information will be reflected in the PDF to provide accurate pricing details for each item. 
  • Date filters in the custom page will be non-editable. 
  • It is our understanding that the PDF will be on A4 size when printed, and the header will follow the standard PDF format. 
  • Assuming there is no footer to add on the commercial invoice PDF. 
  • We assume that the account number and shipping item details have already been added to the production account. We will replicate this information in the Sandbox environment for testing purposes with the below given details. 

Details: 

“Account# 276092512 Orders are picked from the Cleveland warehouse and the product will be taken by truck to the Toronto Canada Hub and shipped from that hub location.  

Label Name: Canada Ground (what would show in NetSuite as the shipping item name) 

Integrated Label: Standard Ground 

FedEx Account#: 276092512  

Notes 

  • The attaching PDF file onto the item fulfillment records will not be having the consolidated quantity. 
  • The print button will print both the commercial invoice and manifest PDF files together. 
  • Sublist fields on the custom page can be added as per the Divinity Boutique suggestions. 
  • Emails will be scheduled on every Thursday at 5:00pm. 
  • We will carry out the customization in Sandbox instance, and once we receive confirmation and approval, we will then move the changes to the production environment. 
  • When the page is opened, the custom field will display dates starting from the previous Thursday up to the current day. And it will be in a range of 7 days from Thursday to 5:00 pm. 

Questions 

  • Could you please provide me with the email address of the recipient and the sender’s email address so that we can send the email to the intended recipient for (Consolidated report)? 
  • Also, could you please specify the owner Exporter address from the FedEx account? 
  • Would it be possible to receive a sample manifest file that we can use as a reference?  
  • Also, could you provide more information on the fields that must be included in the manifest when printing it, such as whether they should be obtained from the item fulfillment or sales orders? Additionally, could you clarify what value should be set for the “Store Name” field etc? 
  • Store Name, 
  • Address,  
  • phone number,  
  • Sales order number,  
  • # of boxes,  
  • tracking number listed on the boxes. 
  • Can you provide guidance on how to calculate the number of packages for each item in the consolidated report in printing the advanced PDF template? 

Risks 

  • NetSuite has a default maximum email attachment size limit of 20 MB. This means that any email attachments larger than 20 MB may not be sent through NetSuite’s email service. This limit applies to all emails sent through NetSuite, including those containing consolidated reports. 
  • This process is only for sending consolidated reports between the packing station and office and is not related to any ETD FedEx processes. 
  • We will customize the Manifest PDF based on the specified fields and basic layout. However, if the complexity of the PDF layout increases beyond what was initially proposed, the level of effort required may vary accordingly. 

Estimated Time  

90*hrs 

* If any variations from the mentioned scope, either we will consider it in phase 2 customization, or the estimated hour will change. 

Leave a comment

Your email address will not be published. Required fields are marked *