Proposal for Implementing Product Specification Document in NetSuite

Proposal Summary 

The Proposal Covers the scope of the development and implementation of a Product Specification Document for Item Records in NetSuite. The document will feature a static header on all pages, include product images, package images, barcode generation, carton details, and a revision history. Users can generate the document directly from the item record by clicking a new button. 

This proposal is based on our discussions, anticipation, and understanding through our meetings and other communications. Any requirements/updates during the development will be treated as a change request. 

Requirement

The client has requested the implementation of a product specification document for item records using a specific template within NetSuite. This functionality will include template configuration, file storage and linking, download functionality, barcode label generation, and the creation of new tabs and fields for item records. These components are essential for automating business processes and streamlining operations. 

Deliverables  

The implementer has reviewed the requirement thoroughly and proposes the following deliverables: 

Specification Document Button: 

• This button will be available for Inventory items, kits/Packages, and Assembly/Bill of Materials. 
• The button will be accessible only in the view context of the item record. 
• Clicking the button will open a new tab displaying the Product Specification PDF document with complete details. 

 

Product Specification Document Contents: 

The Production Specification Document contains the following details 

1. Main Product Image 
2. Technical Drawings 
3. Product CMF 
4. Product Artwork & Graphics 
5. Product Packaging 
6. Inner Carton Details 
7. Master Carton Details 
8. GMA Pallet Details 
9. Euro Pallet Details 
10. Revision Documentation 

Each page will feature static headers with the OX Tools logo, product barcode, version date, and version number. 

 

The attached spreadsheet document outlines the detailed layout and field mapping of each page.  

Field Mapping Document Link: OTGA-2535 – OX Tools Item Specification Document – Field Mapping_ V1.1 

 

Version Numbering and Date: 

 

• The implementor will create two custom item fields named “Version#” and “Version Date” to store the version number and date. 
• Additionally, the implementor will develop a script to identify changes in the item records by examining the system notes. 
• Furthermore, the implementor will create a new custom record type for revision history details. Whenever changes occur in the item record, those changes will be stored in the custom record, including the update date, updated user, version number, and updated details such as the field name using the revision description details. 
• The update details will be fetched from the item record’s system notes. Only specific field changes will be considered, not all field value changes. The list of fields to be monitored will be provided by the client during the development phase. 

 

Barcode Generation: 

 

• There is a static product barcode value on all pages. The implementor will generate the barcode using the Advanced PDF template functionality and add it to the static value on all pages. The barcode type will be static. In the shared example, the barcode type is “EAN-13.” The implementer will ensure the main product barcode type is “EAN-13.” 
• Additionally, there are four other barcodes within the product specification document, including Inner Carton, Master Carton, GMA Pallet, and Euro Pallet barcodes. These barcodes will use static barcode types, or the client should provide the barcode type to generate the barcode within the specification document. The barcode size will also be static, as outlined in the mapping document. 

 

Fields and Tab Configuration: 

 

• Approximately 75 fields and 2 custom records will be created as per the Field Mapping Document. 
• The fields, sublists, custom record types, and subtabs will be configured as outlined in the document. 

 

Notes  

• The product specification document file will be read-only, preventing users from inputting values directly into the PDF document. 
• The product specification document will be implemented only for inventory items, kit/package items, and assembly item types. 
• The implementer will assume the field configuration will be individual for kit/package and assembly items and will not be fetched from the component items. 
• The implementer assumes there is no need for page numbers in the document as per the layout. 
• The layout of the document will remain the same as the shared sample layout. Changing the layout or colour is not considered in the current phase. 
• The Product Specification Document will contain 10 static pages, with the last page repeated based on the revision history details. 
• The barcodes generated for the product specification document will be of a static barcode type. 
• The implementer will assume all images to be added to the product specification document will be available on the item record as a NetSuite File Cabinet file URL. 
• The image file to be added to the product specification document should be less than 10MB in size. 
• The Advanced PDF template will only support JPEG and PNG image files. All images in the specification document template must be in JPEG or PNG format. 
• Users can store any file type other than NetSuite-supported types (e.g., PSD, AI, SolidWorks files) as “Other binary file type” However, users can store these files and share the link with anyone. 
• To share the file link with individuals who do not have NetSuite access, the “Available without Login” option must be checked on the file record. 
• When a file is uploaded through the document field, it is stored in the NetSuite File Cabinet and is not accessible without a NetSuite login by default. Users can make this file public either manually or by adding a script. 
• In the current scope, only the creation of the product specification document is considered. Automating approvals (e-signatures) through DocuSign or any other external system is not considered. This customization would require an in-depth analysis of the external system’s API availability. Therefore, the implementer will consider automating the e-signing process in the next phase. 
• The proposal is based on the layout and field mapping available in the Field Mapping Spreadsheet document. The document link is attached to this proposal, and the implementer will also send the document via email. 
• The Product Specification document includes barcodes, images, and multiple pages. These enhancements may cause some performance delays when generating the PDF document.