Proposal Summary
This proposal outlines the scope of setting up the Installer scheduler on the NetSuite account and the order integration with the Dispatch Track system at Famous Tate (hereafter referred as client) by Jobin&Jismi (hereafter referred as Implementer).
This proposal covers the customization to add an Installer Scheduler page accessible from the Sales Order and Return Authorization records. Users will be able to schedule installers for the respective orders. Once the installers are scheduled, the order will be synchronized with Dispatch Track.
Requirement from Famous Tate
Develop an Installer Scheduler page based on the existing Delivery Scheduler functionality. The page will include key modifications such as replacing delivery zones with a dropdown for selecting installers and capturing installer-specific details. This feature will allow scheduling for both sales orders and returns (RMA).
After scheduling installers, the following functionalities must be implemented:
Sales order item lines will be updated to display the assigned installer details and scheduled dates.
Orders will be pushed to DispatchTrack in a scheduled basis.
Additionally, the integration must handle order cancellations. If the installer schedule is cancelled in NetSuite, the corresponding order in DispatchTrack must be deleted automatically to ensure consistency between the systems.
Deliverables
The deliverables include adding custom record for installer details, creating custom page for scheduling Installers and sync the orders to NetSuite. Also, the order in dispatch track deleted when cancelling the scheduler in NetSuite side.
The implementer has reviewed the requirement thoroughly and find below the deliverables the implementer propose.
Sales Order/RMA Field Setup
New custom fields will be added to the sales order/RMA item lines to set the installer and scheduled date.
Custom record setup for Installer:
A custom record will be created for storing the installer’s details such as installer name, email address, and days available (checkboxes for Sunday, Monday, Tuesday, Wednesday, Thursday, Friday and Saturday).
Installer Scheduler from Sales order/RMA
The Installer Scheduler button will be available in the sales order and Return authorization if the sales order/RMA contains the items with the ship method Outside Service Store/FTD and there are items needs to schedule the installer.
The installer Scheduler page will be displayed after clicking the installer scheduler button in the Sales order/return authorization.
This page presents essential information, such as the NetSuite order number, customer name, and email ID.
The user, typically a sales representative, can easily peruse this list and select the preferred Installer.
Once a Installer is selected, the interface conveniently displays the available dates corresponding to that Installer. This enables users to select dates, providing a straightforward and intuitive process for scheduling installers.
Then we can select the items needed to schedule, it is possible to schedule installation partially and completely and click the Submit to Schedule button.
After submitting this the details will be stored in the NetSuite sales order/RMA line level. This can include sent date, schedule date, Installer, scheduled by etc. So, NetSuite itself should know out of ordered items how many are installed or not installed.
Order Cancellations
In case a scheduled installer needs to be canceled, only the sales representative should have the capability to cancel and reschedule it by choosing a date.
The “Cancel installer Schedule” button will be displayed if at least one order is scheduled for a future date and that is not in the completed status.
The page displayed after clicking the Cancel installer Schedule Button will include the orders we created and by clicking on the order need to cancel will shows the list of items in that order.
For make the cancellation need to enter the reason of the cancellation. These reasons are customer specific. In NetSuite these reasons will be entered under the Cancellation Record in the sales order, and this is basically for an auditing purpose.
Then click the Submit button and DispatchTrack will cancel that order. In NetSuite, the order details of this will also be removed from the line. These items will be visible in the Installer scheduler, and it is possible to schedule the canceled order items again. After cancelling all the orders then the Cancel button will not be visible.
We will create a mandatory field ‘Reason for Cancellation’ on the custom page with the provided values.
When the cancellation record is submitted, a custom record will be created with the following values from the cancellation record.
· Reason for Cancellation
· Installer
· Cancelled By (who created the cancellation record)
· Location
· Parent transaction – It will be the originating transaction.
· DT Order ID
When we click the “Submit to cancel” button in the NetSuite Installer scheduler, the order will be canceled in the DispatchTrack.
Order Updates from DispatchTrack to NetSuite
We will create a scheduled process to retrieve order details from DispatchTrack using the APIs provided by the DT. The process will run twice a day. It will fetch details of orders scheduled for Yesterday, Today, and Tomorrow (i.e., 3 days forward from yesterday)
We will update the body fields in the sales order /RMA and populate the DT details at the transaction line level.
Notes:
· We will not be updating any details in the item fulfilment or any related records.
Exchange of Orders
In the RMA, the checkbox labeled “Replacement Requested” indicates that a replacement order needs to be created. This helps in tracking and managing replacement requests seamlessly.
If a customer requests a replacement, a replacement sales order is created from the Return Authorization (RMA). The RMA ensures that the returned items are tracked and processed correctly.
A unified Installer scheduler page is used to manage both sales orders and return. This page provides a consolidated view and control over the scheduling process, ensuring that sales orders and returns are handled efficiently.
The ” Installer Scheduler” and “Cancel Installer Schedule” buttons are displayed only on the sales order page. These buttons allow users to schedule and cancel Installer directly from the sales order interface.
The Installer scheduler page allows scheduling Installer for both new sales orders and returns. This ensures that both types of scheduling are planned and executed efficiently.
The script will update line items in both the sales order and return. This includes changing Installer details as needed. Such updates are reflected in both NetSuite and Dispatch Track to maintain accuracy.
A single order is created in DispatchTrack, consolidating the sales order and return details. This integration ensures that the order and return process is managed smoothly in DispatchTrack.
Order details are fetched from DispatchTrack to ensure that NetSuite has the latest information about the installer, tracking, and any changes made in DispatchTrack.
A single cancel page is provided for both the sales order and return. This page allows users to cancel either or both orders as needed, streamlining the cancellation process.
The “Cancel Installer Schedule” button is available only on the sales order page. This button allows users to cancel scheduled installers directly from the sales order.
In the cancel process, orders can be deleted in DispatchTrack. This action ensures that any canceled or incorrect orders are removed from the system to avoid confusion.
Line details in both the sales order and return are updated as needed. These updates ensure that all changes are accurately reflected in the system.
Assumptions
· The items with ship method Outside Service Store/FTD are considered for this Installer scheduler page.
· Applicable only to inventory items and non-inventory items, not applicable to Matrix, item group, kit, discount items, etc as we couldn’t find any other item type in the sandbox.
· we are not adding any subsidiary restrictions in the integration.
· RF-SMART is used for warehouse management, and we will not update the item fulfilments for Dispatch Track orders.
· Bin Management is enabled in the account, and we will not be sending any bin-related data to DT.
· We assume that the item fulfilments will be created already in the account using NetSuite UI or WMS and we will not enter the serial or bin details to DT.
· The customization/integration will be applicable only O2C cycle for B2C customers.
· Fulfilment preference is set to “Limit to committed” and any de-committing scripts scheduled in the account will not affect the installer scheduler functionalities.
· When a sales order involves a partial installation of items with partial commitment, it necessitates splitting the line items into separate entries based on stock availability. For instance, if there’s an order for item A with a quantity of 5, but only 3 are available, the existing line item needs to be adjusted to 3, and a new line item with the remaining quantity of 2 should be added.
Notes
The scope and the provided estimate are based on the anticipation, expectation, and understanding through our discussions and email. If the scope change/additional feature development identified during actual development will be treated as change request.