Proposal summary
This proposal covers the scope of implementing a method for creating an ‘Incoming Fund’ custom
transactions after reviewing the ‘Pending Donation’ custom transactions created on NetSuite,
submitted by Donors through a custom portal.
Requirement
The requirement is to implement a method for creating Incoming Fund custom transactions after
reviewing the Pending Donation custom transactions. The customization should include the
following features:
• Email notifications to the finance team (email recipients Employee Group) on the creation of
a new Pending Donation custom transaction to efficiently track and manage donations.
• Email notifications to the donors on the creation of a new Pending Donation custom transaction
via the donor portal.
• An option for the employee with the ‘CFS-Grant Officer’ role to review the new Pending
Donation transactions and create Incoming Fund transactions from it with the calculation of
Support Fee.
• After 7 days from submitting a Pending Donation, if it is still in “Pending” status, an email
reminder will be sent to the donor.
• A functionality to automatically archive the ‘Pending Donation’ records 3 weeks after
submitted. Donors should also receive a notification email when a ‘Pending Donation’ is
archived.
• An email notification will be sent to the donor when a pending donation is canceled
Deliverables
• Implement the functionality to automatically send a notification email to the donor when a
new Pending Donation record (status: ‘Pending’) is added through the Donor portal.
o The templates used will be based on the ‘payment type’ field value in the pending
donation record.
o If the payment method selected is ‘Pay Now’ then the email should have the QR code of
the link provided by the portal for the donation.
• Add functionality to automatically send a notification email to the ‘Email recipient
employees’ when a new Pending Donation record (status: Pending) is added. The email will
contain basic details of the Pending Donation record and a hyperlink to the record in
NetSuite.
• Show a ‘Convert’ button in the new Pending Donation record for the employees with specific roles. This role can be changed by the administrator using the script
parameters inside the script deployment page. The button should redirect to the create
page of the ‘Incoming Fund’ transaction record with values populated from the Pending
Donation record. The Support Fee needs to be calculated for the amount in the Pending
Donations and based on the existing calculation process.
• Once the Incoming Fund record is created, a link to the Incoming Fund transaction will be
stored in a custom field ‘Related transaction’ in the Pending donation record.
• On creating the Incoming Fund transaction record, the status of the ‘Pending Donation’
record will be changed to ‘Converted’ from the initial ‘Pending’ status.
• If a Pending Donation is not converted to an Incoming Fund record and the status is
‘Pending’ for a week (7 days), a reminder email will be sent to the donor. If a Pending
Donation is not converted to an Incoming Fund record and the status is ‘Pending’ for 3
weeks (21 days), then the Pending Donation status will be set to ‘Archived’. An email will be
sent to the donor when a Pending Donation is archived.
• When the status of the pending donation is changed to canceled, an email notification will
be sent to the donor.
Assumptions
• The proposed solution only covers the NetSuite customizations which initiates after the
creation of Pending Donation records via Portal.
• The email recipient team will have a maximum of 10 employees.
• Each payment type will have a separate email template for the pending donation creation
and reminder emails.
• There should be a payment type for pending donations with value as ‘Pay Now’, ‘Cheque’, or
‘Bank transfer’. If the payment type is ‘Pay Now’, then the pending donation should have a
URL for the QR code.
• The time duration for reminder email for a Pending donation will be 7 days by default. We
can add a custom field to the Company Information record to store the number of days for
adding a reminder email. This field can be updated by the administrator to change the
duration in days if necessary.
• The time duration for archiving a Pending donation will be 3 weeks (21 days) by default. We
can add a custom field to the Company Information record to store the number of days for
archiving donations. This field can be updated by the administrator to change the duration in
days if necessary.
• The Donor (customer) records and the ‘email recipient’ team employee records will have
a valid email address. We must set a specific employee as the sender of the notification
emails which should be provided by the client portal team.
• Only one Incoming Fund record will be allowed to be created from a Pending donation
record. The ‘Convert’ button will be disabled/hidden after creating one ‘Incoming Fund’
record.
Risks
• If a donor or ‘ email recipient’ team employee does not have an email address, no email will
be sent.
• If there are more than 10 members in the ‘CFS email recipient team, the notification email
will be sent to only the first 10 employees.
• If no payment type is specified in the pending donation record, no notification email will be
sent to the donors.
• The support fee calculation is implemented using the existing Suitescript/customization in
the NetSuite account. Further modifications to the support fee can only be done by
changing those scripts.
Estimate
Estimated Effort: 34 hours