Proposal summary
Proposal summary
This proposal outlines the customization and migration in NetSuite at Knot & Co (hereafter referred as client) by Jobin&Jismi (hereafter referred as Implementer).
This proposal focuses on the key aspects of the client’s business operations, including data migration, transaction management, and customization of critical processes. The implementer will ensure the successful migration of inventory items, with special attention to maintaining data integrity and ensuring that all item details are accurately reflected in the new system. Customizations are focused on PDF templates for Purchase Orders, Sales Orders, and Invoices, tailoring them to meet the client’s specifications, including the exclusion of sales prices from Purchase Orders and the inclusion of detailed item information on records.
Additionally, the project involves configuring custom fields, such as the ability to enter and manage custom design numbers, default location settings, and centralizing email communications through a single address. In addition to the document customizations, the project will configure system-wide improvements, including the addition of fields for tracking sales order statuses, deposit dates, confirmation details, custom reports, Packing slip customization and default location settings across all records. The proposal also addresses the need for clean data migration, specifying client responsibilities in data preparation and the scope of migration.
Deliverables cover data migration, PDF customization, system configurations, and visibility enhancements, encompassing all phases from development to deployment. The project is estimated covering project management, system analysis, development, testing, documentation, and deployment.
1.Requirement from Knot & Co
The Client have requested the below requirements through the meeting:
- Inventory Item Migration: The client wanted to ensure that inventory items, including on-hand quantities, were included in the migration, and they discussed the importance of maintaining consistency with the trial balance and chart of accounts during this process.
- Custom Design Number Requirement: The client requirement regarding the design number was to have a system where they could manually enter a new design number for custom rugs during the item creation process. They wanted an option to create a unique design number (e.g., SEV-1379) that would not automatically populate the standard list of predefined design numbers. The client also wanted the ability to type in custom design details, ensuring these custom design numbers do not clutter the standard design list. The Client discussed potential workarounds, such as adding a checkbox or a free-text field to handle custom designs without affecting other functionalities. A Screenshot has been attached for reference.
- Purchase Order PDF Customization: The client specified that pricing information, such as the sales price, should not appear on the purchase order PDF that is sent to vendors. This is to prevent vendors from seeing the sales price, which could reveal the client’s profit margins. The client wants the purchase order PDF to include details such as the design number, material, quality, and colour of the items, but exclude any pricing details. The client also mentioned that in the future, if vendors are given access to NetSuite to manage their orders, it is crucial that these vendors do not see any pricing information in the system, not just on the PDF.
Additionally, the Client requested to include the information’s, Item details (item number, design number, collection name, size, color, quality, material) and item notes in the PDF template. The customizations must be done based on the Mock-up template provided by the client. The mock-up template is attached below for reference:
- Sales Order PDF Customization: The Client need to customize the PDF template of Sales Order Record. The following information’s are requested to be included by the Client. Customer information, Ship to information, Item details (item number, design number, collection name, size, color, quality, material), notes about item, price of item and total price. The customizations must be done based on the Mock-up template provided by the client. The mock-up template is attached below for reference:
- Invoice PDF Customization: The Client need to customize the PDF template of Invoice. The following information’s are requested to be included by the Client. Customer information, Ship to information, Item details (item number, design number, collection name, size, color, quality, material), notes about item, price of item and total price. In addition to the above the Client also want to include any payment made towards order (deposit and payments) in the PDF invoice template. The customizations must be done based on the Mock-up template provided by the client. The mock-up template is attached below for reference.
- Default Email Address Configuration: The client requested that all emails sent from NetSuite should use a centralized email address (e.g., info@knot&co) rather than individual users’ personal or work email addresses. The main reason for this is to ensure that all order-related communications are accessible to the entire team, allowing for better visibility and coordination. The client emphasized that using a single email address, like info@knot&co, would prevent issues where important emails could be missed if they were sent to an individual’s email address, especially if that person is unavailable.
- Enhanced Item Receipt Details: The client requested that the Item Receipt should show detailed information about the rugs being received, including the design number, collection name, and quality. This is to ensure that all relevant information is available at the time of receiving the items, facilitating better tracking and verification. They emphasized that the same columns and information displayed on the Sales Orders and Purchase Orders should also be reflected in the Item Receipts.
- Shipping Cost Field Display: The client requested the ability to add shipping costs to sales orders and invoices. They inquired about how to enter the shipping cost and include it in the billing process. It was mentioned that the field to enter shipping costs was currently disabled. The client asked for this issue to be resolved so they could input shipping costs directly into the system. The client discussed the importance of being able to bill customers for shipping costs and ensuring that this cost is properly captured and displayed in the invoice. They also emphasized the need to add the tracking number and other shipping details during the fulfilment process.
- Data Cleaning Format: The client needed guidance on the specific format required for cleaning up their data before it could be imported or used in the new system. The client asked the implementer to provide a standard format or template that would outline how the data should be organized and formatted.
- Training: The requirement regarding training, as mentioned by the client, is to ensure that comprehensive training is included in the proposal for the new system. They specifically want both basic and administrator-level training to be provided. This training should cover all the functionalities of the system to ensure that all users, particularly those with admin access, are fully capable of using the system effectively. The client emphasized the need for this training to be detailed and included in the proposal, as it is crucial for the successful adoption and use of the new system by their team.
- Custom rug display in Sales Order: The client wants to ensure that custom rugs are also displayed under the items tab in the sales order record. The client has requested to include details like design, size, and color be displayed in the sales order. This ensures clarity and accuracy in order processing and customer communication.
- Multiple lines for each item in order confirmation (sales order pdf): The client specified requirements about displaying quantities in sales order pdf template. They requested that the quantity of each item be clearly indicated, and if the same item appears multiple times on an order, it should be listed with individual line entries rather than aggregating the quantities. This approach is critical for them because it addresses the uniqueness of each item, particularly in scenarios involving custom and uniquely specified products such as rugs, where each item, despite being the same model or design, may have distinct characteristics or customizations.
- Default location across records: The client needs to default the location in the Item record, Sales order record, deposit record, Purchase Order and Invoice records to “Knot and Co” to streamline processing and ensure consistency across the sales and inventory systems. This setup will reduce manual inputs, minimize errors, and maintain uniform data for accurate inventory tracking and reporting. While the default location is set to “Knot and Co,” the system will still provide the flexibility for client to manually select alternative locations when necessary. Implementing this feature will require system configuration adjustments and comprehensive user training to manage location overrides efficiently.
- Adding fields in Sales order: The client specified several key requirements for enhancing the sales order record to better manage and track the progress of orders:
- Checkbox for Deposit Received: The Client requested a checkbox to be added to the sales order records to indicate whether a deposit has been received.
- Signed Confirmation Checkbox: Similarly, another checkbox is needed to indicate whether the sales order has been signed by the customer, confirming agreement on the terms and the order itself.
Date Fields:
- Deposit Received Date: A specific date field to record when a deposit is received.
- Signed Confirmation Date: A date field that displays the date when the sales order confirmation is signed by the customer.
- Customized Report based on Excel Sheet details: The client requested a custom report that replicates the functionality of their current Excel sheet used for tracking orders. This report should include detailed information on each sales order, such as the sales order number, whether the order confirmation has been signed, the date it was signed, and if a deposit has been received. Additional details to be included are the corresponding purchase order number, the vendor associated with that purchase order, and regular updates on the order status. This report is essential for them to manage and monitor the progress of orders efficiently, ensuring that they can track all key aspects of sales orders in a streamlined and automated manner within their new system. The screenshot of the client’s existing report has been attached for reference.
- Sales Order Field display on Purchase order record: The client requested that sales order field be displayed on the purchase order record to ensure that relevant information from the sales orders is visible and accessible when viewing or processing purchase orders. This requirement is particularly aimed at enhancing the connectivity between sales and purchasing processes, allowing for better tracking of items and ensuring that the details of the sales order are directly linked to and reflected in the associated purchase orders. This would help in maintaining consistency and traceability between the two types of documents, which is crucial for inventory management and order fulfillment.
- Custom Statuses: The client requested the implementation of custom statuses for orders that reflect specific stages in their processing workflow. These custom statuses should be displayed prominently within the sales order and purchase order documents to provide clear, real-time updates on the order’s progress. This includes statuses that indicate whether an order is awaiting fulfillment, placed in purchase order or is pending customer confirmation. The goal is to enhance visibility across different departments and ensure that all team members are informed of the order status at every step, facilitating smoother operations and more effective communication.
- Adding fields in Receive Order Record: The client requested that the Receive Order record include more detailed information like sales orders number, item numbers, and respective purchase orders. This would facilitate better visibility and management of items being received, especially for orders involving multiple items or sales orders linked to a single purchase order.
- Packing Slip Customization: The client requested for the packing slip to include detailed information such as the item description, quantity, and additional custom fields relevant to their products, like design number, collection, and any specific customer instructions. This customization is crucial for ensuring that the packing process is accurate, and that all necessary information is readily available for packing teams, which helps in correctly fulfilling orders and managing inventory. The customizations must be done based on the Mock-up template provided by the client. The mock-up template is attached below for reference.
- Enter Purchase Shipment information: The client required a system feature that allows detailed recording and management of purchase shipment information. Specifically, they needed a mechanism to effectively document incoming shipments, including the ability to input and track key data such as shipment numbers, vendor details, arrival dates, and detailed descriptions of the contents.
The client emphasized the importance of being able to upload and integrate documents related to the shipments, such as packing lists and invoices from vendors, directly into the system. This functionality should allow for the seamless inclusion of all pertinent data from these documents into the system’s records, enhancing accuracy and reducing manual data entry errors.
Additionally, the client pointed out a gap in their current system, which does not support this level of detailed shipment tracking and documentation natively. They require a solution that either modifies their existing system or integrates with it to capture and manage all the necessary details about each shipment comprehensively and efficiently. Screenshots of the Client’s existing shipment information have been attached for reference.
2.Deliverables
The business process flow in NetSuite, as discussed with the client, begins with the creation of an item, whether standard or custom, followed by generating a Sales Order (SO) that includes customer details and defaults to a specified location. The process continues with managing shipping costs and recording customer deposits through various payment methods. For custom or out-of-stock items, a Purchase Order (PO) is issued to vendors, customized to display necessary details like the rug design number while excluding sales pricing information from the documents sent to vendors. Once the goods are received, an Item Receipt is created.
After the items are received and available in inventory, the Sales Order is fulfilled, which includes preparing the items for shipment and generating packing lists. Once the order is fulfilled, an invoice is generated and sent to the customer, reflecting the total cost, including shipping, and any previously recorded deposits. Payments are tracked within NetSuite. Throughout the process, customer and Vendor communications are ensured.
The implementer has reviewed the requirement thoroughly and find below the deliverables the implementer propose.
- Data Migration of Inventory Items: The Implementer will do the migration of inventory items, ensuring that all relevant data is accurately transferred and integrated into NetSuite. The implementer will ensure that inventory data is fully aligned with the existing systems, taking care to preserve data accuracy. This migration will verify that all inventory items are correctly mapped and integrated, providing the client with an accurate and up-to-date inventory management system.
- Custom Design Number: The implementer will provide a new field where a custom design number could be typed manually by selecting the option ‘Custom’ from the list. This field will be only displayed when the client selects the ‘custom’ option from the list. All other fields under Design Attributes including the Collection field will not be auto populated on selecting this option, thereby allowing the client to type in the details manually. Additionally, the custom design number will not automatically populate the standard list of predefined design numbers as these won’t be listed among the custom record. This is because only the data configured at the custom record in the back end will be displayed in the list. A Screenshot has been attached for reference.
- Purchase Order PDF Customization: The implementer will customize the Purchase Order (PO) PDF template within NetSuite to exclude pricing information related to sales, ensuring that only the necessary details are visible to the recipients, primarily the vendors. While NetSuite requires a sales price to save a Purchase Order record, the implementer will ensure that this information is hidden in the PDF sent to vendors, protecting sensitive pricing data. The PDF template will be customized to include relevant information without disclosing any sales prices that the client prefers to keep confidential. Additionally, the implementer will customize the template to include Item details (item number, design number, collection name, size, color, quality, material) and item notes.The purchase order template will be modified based on a mock-up provided by the client, ensuring it reflects all required details.
- Sales Order PDF Customization: The implementer will customize the Sales Order (SO) PDF template within NetSuite to include Customer information, Ship to information, Item details (item number, design number, collection name, size, color, quality, material), notes about item, price of item and total price along with other details that are already present in the template . Price of the item and the total amount are already present in the standard template. The sales order template will be modified based on a mock-up provided by the client, ensuring it reflects all required details.
- Invoice PDF Customization: The implementer will customize the Invoice PDF template within NetSuite to include Customer information, Ship to information, Item details (item number, design number, collection name, size, color, quality, material), notes about item, price of item and total price and payment details made towards the order (deposit and payments) along with other details that are already present in the template .Price of the item ,total price and the amount paid are already present in the standard template. The invoice template will be modified based on a mock-up provided by the client, ensuring it reflects all required details.
- Email address Configuration: The implementer cannot configure NetSuite to send all outgoing emails from the default address, info@knot&co. As this must done from the client side. The Client should select the ‘Set Preferences’ option in the NetSuite Home tab and in that within the field ‘From Email Address’, Enter the email address that the client wants to use as the from address for the email that client send through the system. Replies to emails that the client send through the system are sent to this email address as well. If client do not enter an email address here, email will be sent with the client’s login email address.
- Item Receipt Customization: The implementer will enhance the item receipt record in NetSuite by adding line level fields like that of sales order and Purchase Orders. The customization will ensure that all necessary details are displayed on the Item Receipt, maintaining consistency across different types of transaction records. This enhancement will provide the client with a comprehensive view of each item as it is received, enabling better tracking and verification.
- Shipping Cost Field: The implementer will enable the Shipping Cost field on Sales Orders within NetSuite, ensuring it is visible and editable. The implementer will resolve any issues preventing the visibility or editability of the Shipping Cost field, making it fully functional within the system. This will allow the client to accurately enter, manage, and bill shipping costs directly through the Sales Order, ensuring that all costs are captured and reflected in the customer’s invoice. The implementer will ensure that the Shipping Cost field is correctly linked to the billing and reporting modules within NetSuite, providing accurate financial data and improving overall business operations.
- Data Cleaning Format: The implementer agreed to provide a format for Data Cleaning, ensuring that the client’s data would be properly structured for the system’s needs. The client agreed to clean up the data accordingly once they received the necessary guidelines and format from the implementer.
- Training: The implementer will conduct both basic and administrator-level training to ensure that users are fully equipped to understand and utilize NetSuite’s capabilities. This training will cover all essential processes and functionalities, allowing your team to gain a comprehensive understanding of how the system aligns with your business needs. During these sessions, the client can ask questions and identify any additional customizations or features required.
- Custom rug display in Sales Order: The implementer will ensure that custom rugs are displayed under the items tab in the sales order record . This will ensure that both standard and custom items are properly tracked within the system, allowing for seamless integration into the order processing workflow. By having custom rugs included in the sales order, the client will be able to manage and process these orders with the same efficiency as standard items, ensuring consistency across all orders.
- Multiple lines for each item in order confirmation (sales order pdf): The implementer will customize the sales order PDF template to display quantities for each item as individual line entries, rather than aggregating the quantities. This approach ensures that if the same item appears multiple times in an order, each instance will be listed separately with its own line entry, reflecting any distinct characteristics or customizations, particularly for unique products like custom rugs. The PDF template would be configured to handle these multiple line entries for the same item, maintaining clarity and accuracy in the order confirmation process, and ensuring that each item is properly represented as per the client’s requirements.
- Default location across records: The implementer will configure the system so that the default location is set to “Knot and Co” across Item record, Sales order record, deposit record, Purchase Order and Invoice records. This will streamline processing by reducing the need for manual inputs, minimizing errors, and ensuring consistent data entry for accurate inventory tracking and reporting. While “Knot and Co” will be the default location, the system will still allow users to manually select alternative locations when necessary. The implementer emphasized that this configuration adjustment will be accompanied by user training to ensure that users understand how to override the default location when needed, maintaining both flexibility and accuracy in the system.
- Adding fields in Sales order: The implementer will add a checkbox to the sales order record to indicate whether a deposit has been received. A date field will be implemented to record the exact date when the deposit is received. The implementer suggested that there is no need for a separate checkbox for the signed confirmation. Instead, a single date field will suffice. The Signed Confirmation Date field will serve as both confirmation that the sales order has been signed and as a record of when it was signed. If the date field is populated, it will indicate that the order has been signed. This approach simplifies the process, reduces redundancy, and still provides the necessary tracking for customer agreement and process completion.
- Customized Report based on Clients existing Excel Sheet details: The implementer will create a custom report within the system to replicate the client’s current Excel sheet used for tracking orders. This report will include details such as the sales order number, the signed confirmation status, the signed confirmation date, and the deposit received status. Additionally, the report will show the corresponding purchase order number, the vendor associated with that purchase order, and regular updates on the order status. This solution will streamline and automate the client’s order-tracking process, allowing them to efficiently monitor all key aspects of their sales orders within the new system.
- Sales Order Field display on Purchase order record: The implementer will display the sales order field on the purchase order record, allowing the client to manually select the respective sales order directly within the line level of the purchase order. This ensures that relevant sales order information is visible and accessible when processing or viewing purchase orders. By linking the sales order details to the associated purchase orders, this approach will enhance the connectivity between sales and purchasing processes, improve item tracking, and maintain consistency and traceability between the two documents.
- Custom Statuses: The implementer will display custom statuses for orders in the report that will reflect the specific stages in the client’s processing workflow. These custom statuses will be provide real-time updates on each order’s progress. The statuses will indicate key stages such as awaiting fulfillment, placed in purchase order, or pending signed confirmation. This solution is designed to enhance visibility across departments, ensuring that all team members are informed of the order status at every step, thereby improving operational efficiency and facilitating more effective communication.
- Removing Sales price from Purchase Order record (Workaround solution): The implementor will implement a workaround for handling scenarios where the sales price should not be disclosed on purchase orders sent to vendors. The proposed solution involves setting the purchase price of an item as zero during the item setup phase in the system. This setup would ensure that when creating a purchase order, the amount shown would not reflect the actual cost or sales price, thereby maintaining confidentiality while complying with system requirements that require a value in the price field.
- Adding fields in Receive Order Record: As the receiver order record is not scriptable, the implementer will create a custom page by making use of report and suitelet page, that will list the purchase orders along with the related sales orders and items. There will be a button to receive. Clicking the receive button it will navigate to Item Receipt Record. This custom solution will include each item line’s sales order association and allow for more precise tracking and management of the receiving process.
- Packing Slip Customization: The implementer will customize the packing slip to meet the client’s operational needs by including necessary fields. The packing slip template will be modified based on a mock-up provided by the client, ensuring it reflects all required details. This customization will help the packing team by making all relevant information easily accessible, thus improving accuracy in the packing process and better managing inventory.
- Purchase Shipment information Report: The implementer will develop custom Report to monitor and track purchase shipments. These reports will include key details such as shipment numbers, vendor details, arrival dates, and item descriptions This solution will provide the client with a comprehensive overview of their incoming shipments, streamlining the tracking process and ensuring better visibility across their supply chain operations.