Proposal For TrackTraceRX-NetSuite Integration

Summary

This documentation covers the serialization process along with the TrackTrace-Netsuite integration for handling the DSCSA rule.

The pharmaceutical sector has been implementing serialization for its RX products using EPCIS and GS1 standards. There are various providers available in the market to ensure interoperability. We are evaluating providers and require your assistance in integrating them with NetSuite and RF-Smart.

After reviewing the TrackTraceRX documentation, we have concluded that it offers the most suitable features for serialization requirements. Its open APIs provide access to most of its functions, allowing us to integrate them if required.

Prerequisite

Client needs to provide the import file with the list of items, customers, vendors, locations for the initial sync with TrackTraceRX. The Client will also need to provide all the missing and required data for integrating these records with TrackTraceRX.
Static Bins should be provided for different location to add the static bin in the item receipt depending on their location.

Deliverable

To comply with the DSCSA and serialization, the following actions need to be performed in the NetSuite account.

TrackTraceRX-NetSuite integration

TrackTraceRX-NetSuite integration will be done for the inbound and outbound operations.

The authentication will be by using the API key. We assume the API key will be provided by TrackTraceRX.

Master Data Sync

Master data sync in NetSuite refers to the process of synchronizing and maintaining consistency between the master data records across various systems and applications within an organization. The master data from NetSuite will be synced to TrackTraceRX in real-time.

Item Sync:

Item creation, update, inactive/deletion from NetSuite will be synced to TrackTraceRX in real-time.
We will sync the Existing item (list provided by Client) from NetSuite to TrackTraceRX. This will be a onetime initial sync.
We will be only considering all lot numbered items in NetSuite for the integration.

Dosage form Sync:

We will create custom dosage form record to store all the dosage forms used in NetSuite account. All existing dosage forms will be synced to TrackTraceRx.
A new custom field will be created in item record for the Dosage Form. The new field will list all the dosage form we have recorded in the custom dosage form record.
Any new dosage form created will automatically get synced to TrackTraceRx.

Location sync:

Location creation, update, inactive/deletion from NetSuite will be synced to TrackTraceRX in real-time.
We will sync the Existing Locations (list provided by Client) from NetSuite to TrackTraceRX. This will be a onetime initial sync.

Vendor sync:

The vendors creation, update /deletion/inactivation in the Client account will be synced with TrackTraceRX in real time.
Only vendors flagged by Client in the vendor record will be taken into consideration for integration.
We will sync the existing Vendor (list provided by Client) from NetSuite to TrackTraceRX. This will be a onetime initial sync.
We will be creating the Vendors as trading partners in TracktraceRX.

Customer sync:

The customers created, updated /deleted/inactivated in the client account will be synced with TrackTraceRX in real time.
Only customers flagged by client in the customer record will be taken into consideration for integration.
We will sync the existing Customer (list provided by the Client) from NetSuite to TrackTraceRX. This will be a one-time initial sync.
We will be creating the Customers as trading partners in TracktraceRX

Address book Sync:

All the addresses added for the customer and vendor will be synced to TrackTraceRx in real time.
Any new addresses and any update in the existing addresses in the address book will be synced to TrackTraceRx.
The exiting addresses will be synced when the existing Vendor and Customer synced to TrackTraceRx.

Inbound operations

The process starts with a Purchase Order (PO) created in NetSuite, which will be forwarded to TrackTraceRX. Once the items are received at the warehouse, RapidRX will scan them and generate an Inbound shipment in TrackTraceRx. To automate the next step, a scheduled process will be set up in NetSuite. This process will retrieve the Inbound Shipments data from TrackTraceRx and automatically generate corresponding Item Receipts in the NetSuite account.

Purchase order Sync:

Client will create Purchase orders in NetSuite account. The purchase order creation, update, deletion will be synced to TrackTraceRx in real time.
Whenever a Purchase order is created/updated/closed in NetSuite, the same details will be sent to the tracktraceRx.
This integration will happen only for the vendors and only for the items that are already integrated with TrackTraceRx.

Item receipt Sync:

Upon receiving the items in the warehouse, an Inbound Shipment will be generated in TrackTraceRx for the corresponding purchase order. To synchronize this data with NetSuite, we will periodically create Item Receipts by fetching details from the Inbound Shipment in TrackTraceRx. It is important to note that this synchronization will be scheduled and not instantaneous.

Note: In NetSuite, a static Bin will be utilized for different locations for all received items, resulting in each Item Receipt having the same bin assigned to all items depending on their location.

Outbound operations

The process begins with the creation of a Sales Order in NetSuite. Subsequently, an Item Fulfillment is generated in NetSuite for the picked items. This Item Fulfillment data is then forwarded to TrackTraceRx, resulting in the creation of a Sales Order in TrackTraceRx.

Once the items in the Item Fulfillment are shipped, RapidRx comes into play to scan the shipped items, leading to the creation of the corresponding outbound shipment in TrackTraceRx for the Sales Order previously generated from NetSuite.

To streamline this synchronization, a scheduled process is established in NetSuite. This process retrieves the Outbound shipments from TrackTraceRx and updates the status of the corresponding Item Fulfillments to “Packed” in NetSuite.

Item Fulfillment Sync

Once an Item Fulfillment is created in Picked status in NetSuite, the sales order will be created in TrackTraceRx. This synchronization will be in real time.

When the fulfillment is shipped the Items will be scanned by RapidRx and it will create Outbound shipment for the scanned items in TrackTraceRx from the corresponding Sales Order in TrackTraceRx.

Once the sales order is shipped in TrackTraceRx, the status of the item fulfillment will be changed to “Packed” in NetSuite. This will be a scheduled process.

Assumptions

Field mapping will be confirmed in the initial stage of development.
Client will provide the import file with a list of items, customer, vendors, location for the initial sync with TrackTraceRX. The Client will also need to provide all the missing and required data for the integration. For example, GLN, GS1 company prefix, SGLN etc.
We hope the item fulfilment will be created in picked status in NetSuite.
We will initially implement in the NetSuite Sandbox and TrackTraceRX test account. After your confirmation, we can establish a connection between NetSuite production and TrackTraceRX production.
We will map the address of the customer and vendor in the NetSuite with corresponding trading partner’s address in the TrackTraceRX.
We can create necessary custom fields/records in NetSuite for better error handling regarding the integration.
Purchase orders that are approved in NetSuite will only be synced to TracktraceRX if there is approval routing enabled for these transactions.
There are limits for the fields like a city with a maximum word length of 50 characters in NetSuite and this will be limited while sending data from NetSuite to TracktraceRX as per standard NetSuite Limitations
We assume that while receiving items of the purchase order, the receiving quantity will not be more than the quantity specified in the purchase.
We assume that while fulfilling a sales order, the fulfilled quantity will always be less than or equal to the quantity in the sales order.
No more additional items can be received or fulfilled NetSuite system while receiving a purchase order or fulfilling a sale order.
Sending any emails from the script is out of the scope of this development. For example, if the send email to customers after fulfillment feature is enabled in the NetSuite account, the emails will be sent from NetSuite.
Historical migration of master data, outbound and inbound shipment data is out of this scope.
We assume that the item fulfillments will be created based on the committed quantities in NetSuite.
We assume that the GS1, GLN, SGLN, company prefix values will be added in the entity records.
Bin management will be enabled in the item record.
We hope the data for the different subsidiary in NetSuite is synced to the same TrackTraceRX.

Scope Limitation / Terms & Conditions

Integration with TrackTraceRX in Receiving (ItemReceipt) and fulfilling (item fulfilment) are already tracking in TrackTraceRX. So, we are not considering separate inventory (Stock) sync.
We will not sync the existing list of Shipping method, tax, discount etc to TrackTraceRX.
We will only consider the Lot numbered Items in NetSuite for the sync with the TrackTraceRX.
Only newly created transactions will be considered for the integration, the existing transaction sync will not be included in this scope as it is not needed.
Payment method sync or price level sync is not considered in this integration.
Class or department or category classifications in transactions are out of the scope of this development.
Vendor return, customer returns, transfer orders or intercompany transactions are out of scope.
The changes outside of the proposal will be considered as additional change of request.
Creation of items and orders in the TracktraceRX will not be reflected in NetSuite.

Risks

We will be doing the Item Fulfillment sync from TrackTraceRX to NetSuite on the scheduled basis. So, there will be a delay in sync to change the status of the item fulfilment to “Packed”.
For Item Fulfilment the number of items is greater than a particular limit it may take more time to save the Sales Order or depending on the performance, we may change it to scheduled process.
Only the Sales Order and item fulfilment created for the synced customer will be considered for the sync.
Only the purchase orders and item receipt of the synced vendors will be considered for the sync.
We will not keep any track of Serialisation in TracktraceRX side to NetSuite while receiving or fulfilling the items.

Project Execution Process

As the proposal is accepted, the client will share NetSuite accesses to sandbox and production.
A technology lead will be introduced to the client who will be the point of contact for the client throughout the SDLC.
The project manager will schedule a kick-off call to discuss the entire project scope and get clarification on all the queries.
Soon after the kick-off call within a working day time, the project manager will revert to the project plan. We will be following the Agile methodology for development.
We as the company use Jira as the project management tool. In case the client would like to use any equivalent tool then we are open to that.
Regular weekly meetings will be scheduled with the client and keep the client updated with the project’s progress.
The client will be provided with the test release as per the project plan and expects to revert with the feedback so that it can be incorporated in the upcoming sprint.