Jira Code : MAMS-18
Proposal Summary
The proposal describes the process of receiving items from a purchase order and the creation of Item Receipt and close the unreceived items automatically.
Requirement
Mohd Ali Mohideen Supermarket wants to create the Item Receipt for the selected items from the purchase order. Also, they would like to close the item lines where those items are not received from the corresponding purchase order and to reorder the items to a new Purchase order.
By considering the role each step can be controlled, only the user with assigned role can be accessible to assigned processes.
Our Solution
We will develop a real time script which will be triggered while creating an Item Receipt for a Purchase order record.
Role Customization: Receiver
Centre type: Classic centre
Permissions:
- Item Receipt Full
- Invoice Full
- Invoice Approval Full
- Purchase Order View
Field Customization
Item Receipt
- We will add a custom checkbox named “Closing PO for remaining” in the Purchase order record and the script will be executed based on this checkbox.
- We will create custom field named “Barcode” and attach this to the Item Sublist under the Items & Expenses subtab in the Item Receipt record. The column will help the user to easily select an item using the barcode from the Item Receipt page.
User can scan the UPC code in the “select Item” field in the item receipt page for selecting an item as highlighted below:
The Barcode will be mapped with the field “UPC Code” (Field ID: ‘upc code’) from the item record.
Receive items Page
User can navigate to the receive items page by Transactions > Purchases > Receive Orders
Full Receive
In case of fully receiving the items from a purchase order, we can either use the Standard Receive Orders page which will allow bulk receiving of multiple orders or can do it in a single level. The script will not do anything in this case.
Partial Receive
In case of partial receive, an Item receipt will be created with the selected quantity of items and there are two cases as follows:
Case 1: Partial Item Receipt = Unchecked in the purchase order
Our script will be work when we create an Item receipt for the purchase order having “Partial Item Receipt” is checked.
- In this scenario, we will create an Item receipt for the selected items with selected quantity from the purchase order
- Script will close the item lines which are not received from the purchase order and reorder the remaining items with the corresponding quantity to a new purchase order with the same vendor.
- The new purchase order will be created in the “Pending Approval” status and will go for a three-level approval again and it provides the way to edit the purchase order as per our need.
- When we are receiving an item partially, we will close the same item line with full quantity from the Purchase order and we will add a new item line for the same item with the received quantity in the purchase order.
CASE 2 : Partial Item Receipt = checked in the Purchase order
In case of receiving an item from the purchase order where the “Partial Item Receipt” checkbox is not checked, the script will not trigger and the NetSuite standard functionalities will be followed for the creation of Item receipt.
Cancel Items
When the user clicks on the Receive link, a new screen will be opened with a new button “REJECT ITEM RECEIVING” in the Item receipt form.
- The button can be used to reject the Item receipt creation and on clicking the Reject button, we will be navigated to a custom record named “Item Receipt Reject Reasons” and we need to submit the record.
- On successfully creating a record, the reject reason will be attached the corresponding purchase order record in the custom field “Item Receipt Reject Reason”.
- This field will contain the internal id of the custom record which defines the reject reason
- Also, we will close all the item lines in the purchase order record without recreating the purchase order.
Custom Record Fields – Item Receipt Reject Reasons
- Purchase Order Internal ID
- Reject Reason
Assumptions
- The customization will trigger only if the “Partial Item Receipt” field is unchecked
- Reordering of items to a new purchase order will help to avoid the duplication in LPO number
- Once the Item receipt is created for an Item, the “Partial Item Receipt” checkbox will be disabled in the old purchase order record and unchecked in the newly created purchase order
- The “Partial Item Receipt” will be unchecked when we create a purchase order from a “Partial Item Receipt” checked purchase order through the “Make A Copy” option.
- Dashboard customization will not be included in the role customization for the role reciever
- The purchase order with pending approval status will be displayed in the item receiving page
- Once the item receipt has been created and purchase order has been created automatically for the remaining items if partial IR checkbox in PO is unchecked
Risks
- Item receipt will not be created when we have not selected any item line from the purchase order
- The customization will not be in action in case of updating or deleting an Item Receipt