Proposal Summary
This proposal outlines a customized solution to populate the rate on the purchase order based on various factors from purchase contract.
Requirement
Hay Australia is required to divide the item rates into 4 different aspects: Item Rate, Storage Rate, Freight Rate, and TopUp Rate. All these rates need to be added up as part of Item Cost in the transaction Line of the Purchase Order. Hay Australia would like to a have a solution to auto populate the rate on the purchase order item line based on these various factors from purchase contract.
Deliverables
The NetSuite SuiteScript will be used to calculate and populate the item cost (Rate) in the Purchase Order item lines. The following steps will be taken place to auto populate the Rate field in Purchase Order.
Sourcing Custom Rate Fields
On the Purchase order creation, the following custom fields in the Purchase Contract will be populated to Purchase Order using script.
By utilizing a script, we have the capability to pinpoint the corresponding item line within the Purchase Contract, even when a single line from the Purchase Contract gets divided into multiple lines within the Purchase Order. Therefore, with the script, we can effectively locate and retrieve any custom item line fields from the Purchase Contract item line.
- Storage Rate (T/F)
- Freight (T/F)
- Freight Rate
- TopUp (T/F)
- TopUp Rate
- Bale Quantity
Storage Rate Population
The calculation of the storage rate is determined by the Carry $ PT/PM Rate, Carry Start date, and the Purchase Order Transaction date.
The Storage Rate is computed using the formula:
Storage Rate= Carry $ PT/PM Rate x (number of months between Carry Start and PO Date)
It will do the calculation only when the Purchase order date is in between the Carry Start and Carry End date. If it is outside of these, the storage rate will be considered as zero.
As the Purchase order will be created in background from the Purchase contract, there will not be any alert to notify it to the user.
Additionally, the “Storage Rate (T/F)” checkbox needs to be marked to consider the storage rate for that item line.
Standard Rate Population
The Rate field in the Purchase Order (PO) item line is determined by adding the Storage Rate, Freight Rate, TopUp Rate, and the Rate from the Purchase Order Contract. In mathematical terms:
Rate = Storage Rate + Freight Rate + TopUp Rate + Rate from the Purchase Order Contract on Purchase order create
To account for the Storage Rate, Freight Rate, or TopUp Rate, you must select or check the respective checkboxes labelled Storage Rate (T/F), Freight (T/F), or TopUp (T/F). If these checkboxes are not selected, those specific rates will be treated as zero.
For the Storage Rate, if the “Storage Rate (T/F)” checkbox is checked and there is no existing custom Storage Rate Record, it will be considered as zero.
During the creation of the purchase order, the newly calculated rate will be placed into the standard “Rate” field in the Purchase Order (PO) item lines.
Once the Purchase order is created from Purchase Contract, any further updates on the any of the rate fields, the calculation will only work through user interface or updates done through manually. We will not consider the server-side purchase order updates context and purchase order update through integration.
We will create new custom transaction line field in Purchase order to store the initial item rate for future references.
The levy lines are not added during the Purchase order creation, so the calculation will not be considered for the levy lines. This calculation will not be implemented even when the levy lines are added during the Vendor bill creation.
Assumptions
- The sourcing of item line fields and rate population is exclusive to Purchase Orders that are generated from a Purchase Contract. It does not apply to standalone Purchase Orders.
- The sourcing of item line fields from the Purchase Contract only occurs during the initial creation of the Purchase Order. Any subsequent updates made to the Purchase Contract will not be reflected in the existing Purchase Order.
- Rate recalculation takes place whenever there are updates to the item line rate details.
- If a user manually inputs a rate in the Rate field on the item line within a Purchase Order, the script will not recompute the rate or overwrite what the user has entered.
- When the Storage rate is calculated, the month of the Purchase Order Date is considered, not the month in which the Purchase Order is created.
- The levy lines are not added during the Purchase order creation, so the calculation will not be considered for the levy lines. This calculation will not be implemented even when the levy lines are added during the Vendor bill creation.
- Once the Purchase order is created from Purchase Contract, any further updates on the any of the rate fields, the calculation will only work through user interface or updates done through manually. We will not consider the server-side purchase order updates context and purchase order update through integration.
- Only the specifies 6 custom fields in the Purchase contract item line will be sourced to the Purchase Order.
- Anything not specified in the proposal will be considered out of scope of the proposal.