Entity or Employee record lookup

About Entity or Employee Record Lookup

The Entity/Employee Record Lookup is an enhancement to the generic record lookup feature that is used to search for employee or entity specific information and to return data elements needed for transactional processing.

Functional Process

In NetSuite, the user would search for the employee or entity, select the entry and extract data as needed. The employee/entity information extracted from NetSuite is used in the Advanced Inventory App to allow user access authentication, to gather data points such as location, and to record information in other transactions. The Advanced Inventory App will use the information in the back end of the system.

Environment Considerations

To ensure optimal communication between the NetSuite interface and the Advanced Inventory app, refer to the following recommendations for the Entity / Employee Record Lookup feature.

To search for an employee or entity in NetSuite, use the following methods.
- Search by employee or entity name in search field.
- Search by employee or entity ID or Internal ID in search field.
- Search by pulling up a list of employees or entities.
An employee search in NetSuite is restricted to roles that need information. The restriction is in place to protect employee confidential information and to limit the ability to establish, change or remove system access.
Searching for entities is usually not restricted unless specific geographical based parameters are required.

Record definitions

The following table provides the names and definitions for fields associated with the Item Fulfillments feature.

Name	Internal ID	Type	nlapiSubmitField	Required
Account	accountnumber	text	TRUE	FALSE
Alien Number	aliennumber	text	TRUE	FALSE
Expense Approval Limit	approvallimit	currency	TRUE	FALSE
Expense Approver	approver	select	TRUE	FALSE
Authorized to work until	authworkdate	date	TRUE	FALSE
Auto	autoname	checkbox	FALSE	FALSE
	billaddr1	text	FALSE	FALSE
	billaddr2	text	FALSE	FALSE
	billaddr3	text	FALSE	FALSE
	billcity	text	FALSE	FALSE
	billcountry	text	FALSE	FALSE
Billing Class	billingclass	select	TRUE	FALSE
Enable Online Bill Pay	billpay	checkbox	FALSE	FALSE
	billstate	text	FALSE	FALSE
	billzip	text	FALSE	FALSE
Birth Date	birthdate	date	TRUE	FALSE
Employee is Template	btemplate	text	FALSE	FALSE
Class	class	select	TRUE	FALSE
Notes	comments	textarea	TRUE	FALSE
Pay Commissions Using	commissionpaymentpreference	select	FALSE	FALSE
Currency	currency	select	FALSE	FALSE
Custom Form	customform	select	FALSE	TRUE
Date Created	datecreated	datetime	FALSE	FALSE
Address	defaultaddress	address	FALSE	FALSE
Department	department	select	TRUE	FALSE
Use Direct Deposit	directdeposit	checkbox	FALSE	FALSE
Eligible for Commission	eligibleforcommission	checkbox	FALSE	FALSE
Email	email	email	FALSE	FALSE
EmpCenter current	empcenterqty	text	FALSE	FALSE
EmpCenter max	empcenterqtymax	text	FALSE	FALSE
Employee Status	employeestatus	select	TRUE	FALSE
Type	employeetype	select	TRUE	FALSE
Employee ID	entityid	text	TRUE	FALSE
Ethnicity	ethnicity	select	TRUE	FALSE
Expense Limit	expenselimit	currency	TRUE	FALSE
ExternalId	externalid	text	FALSE	FALSE
Fax	fax	phone	TRUE	FALSE
Name	firstname	text	TRUE	FALSE
FullUser current	fulluserqty	text	FALSE	FALSE
FullUser max	fulluserqtymax	text	FALSE	FALSE
Gender	gender	select	TRUE	FALSE
Give Access	giveaccess	checkbox	FALSE	FALSE
Global Subscription Status	globalsubscriptionstatus	select	FALSE	FALSE
Offline Client Access	hasofflineaccess	checkbox	FALSE	FALSE
Hire Date	hiredate	date	TRUE	TRUE
Home Phone	homephone	phone	TRUE	FALSE
I-9 Verified	i9verified	checkbox	TRUE	FALSE
Image	image	select	FALSE	FALSE
Inherit IP Rules from Company	inheritiprules	checkbox	FALSE	TRUE
Initials	initials	text	FALSE	FALSE
IP Address Restriction	ipaddressrule	textarea	FALSE	TRUE
EmpCenter enforce	isempcenterqtyenforced	text	FALSE	FALSE
FullUser enforce	isfulluserqtyenforced	text	FALSE	FALSE
Inactive	isinactive	checkbox	TRUE	FALSE
Project Resource	isjobresource	checkbox	TRUE	FALSE
RetailUser enforce	isretailuserqtyenforced	text	FALSE	FALSE
Sales Rep	issalesrep	checkbox	TRUE	FALSE
Support Rep	issupportrep	checkbox	TRUE	FALSE
Job Description	jobdescription	textarea	FALSE	FALSE
Federal:	jurisdiction1display	text	FALSE	FALSE
State:	jurisdiction2display	text	FALSE	FALSE
County:	jurisdiction3display	text	FALSE	FALSE
Local:	jurisdiction4display	text	FALSE	FALSE
School District:	jurisdiction5display	text	FALSE	FALSE
Labor Cost	laborcost	currency	TRUE	FALSE
Last Modified Date	lastmodifieddate	datetime	FALSE	FALSE
	lastname	text	TRUE	FALSE
Last Paid Date	lastpaiddate	date	TRUE	FALSE
Last Review Date	lastreviewdate	date	TRUE	FALSE
Location	location	select	TRUE	FALSE
Marital Status	maritalstatus	select	TRUE	FALSE
	middlename	text	TRUE	FALSE
Mobile Phone	mobilephone	phone	TRUE	FALSE
Next Review Date	nextreviewdate	date	TRUE	FALSE
Office Phone	officephone	phone	TRUE	FALSE
Furigana	phoneticname	text	FALSE	FALSE
Purchase Approval Limit	purchaseorderapprovallimit	currency	TRUE	FALSE
Purchase Approver	purchaseorderapprover	select	TRUE	FALSE
Purchase Limit	purchaseorderlimit	currency	TRUE	FALSE
Termination Date	releasedate	date	TRUE	FALSE
Require Password Change On Next Login	requirepwdchange	checkbox	FALSE	FALSE
Resident Status	residentstatus	select	TRUE	FALSE
RetailUser current	retailuserqty	stext	FALSE	FALSE
RetailUser max	retailuserqtymax	text	FALSE	FALSE
Sales Role	salesrole	select	TRUE	FALSE
Mr./Ms...	salutation	text	TRUE	FALSE
Send Notification Email	sendemail	checkbox	FALSE	FALSE
Social Security	socialsecuritynumber	ssnumber	TRUE	FALSE
Password Strength	strength	text	FALSE	FALSE
Subsidiary	subsidiary	text	FALSE	TRUE
Supervisor	supervisor	select	TRUE	FALSE
Termination Due To Death	terminationbydeath	checkbox	FALSE	FALSE
Time Approver	timeapprover	select	TRUE	FALSE
Job Title	title	text	TRUE	FALSE
Unsubscribe from Campaigns	unsubscribe	select	FALSE	FALSE
Include in Payroll	useperquest	checkbox	TRUE	FALSE
Compensation Type	usetimedata	select	TRUE	FALSE
Visa Expiration Date	visaexpdate	date	TRUE	FALSE
Visa Type	visatype	select	TRUE	FALSE
EmpCenter hasaccess	wasempcenterhasaccess	text	FALSE	FALSE
FullUser hasaccess	wasfulluserhasaccess	text	FALSE	FALSE
wasinactive	wasinactive	text	FALSE	FALSE
RetailUser hasaccess	wasretailuserhasaccess	text	FALSE	FALSE
Work Calendar	workcalendar	select	TRUE	FALSE
Workplace	workplace	select	TRUE	FALSE

Create an employee lookup record

Employee records can be looked up using DSI_RecordLookup like any other entity.

To create a lookup record, refer to the following simple examples.

Example Using DSI_RecordLookup

{
"internalid": "1626",
"recordtype": "employee",
"entityid": ""
}

{
"internalid": "",
"recordtype": "employee",
"entityid": "Fats Aralar"
}

Process a full or partial fulfillment

The Inventory Adjustment transaction is a standalone process and does not require a base record to successfully be performed.

The following steps provide a generic outline of the fulfillment process from the Advanced Inventory app through the NetSuite interface.

The end user logs into the applicable Advanced Inventory App on the Mobile Client.
The user enters the search criteria.
The search criteria is sent to NetSuite.
All populated fields in the search are returned to the Advanced Inventory app.

Error codes

The following list defines the error codes that are possible when using the Item Fulfillment feature.

Communication Error

A user will receive this error if the communication between the Advanced Inventory Interface and the NetSuite Interface fails and should allow the user to restart the process.

Input Error

A user will receive this error if the input data has been entered incorrectly or the record did not create and should allow the user to restart the process.

Not Found Error

A user will receive this error if the input data is not found during request or processing.

Interface activity when processing Entity or Employee Record Lookup

The following information describes the interface activity when the Entity/Employee Record Lookup feature is processed.

DSI interface activity

The Advanced Inventory Interface sends search criteria to NetSuite based on on user input into the Advanced Inventory App.

NetSuite interface activity

NetSuite locates data based on search criteria and transmits information for all populated search fields to the Advanced Inventory App.

Validate returned search criteria in NetSuite

To test and verify that a record lookup has returned search criteria, complete the following recommended steps.

Validate Returned Search Criteria

Log into the applicable Advanced Inventory app.
Submit the criteria for the search.
Process the request to NetSuite.
Receive information from NetSuite.
Log into NetSuite.
For search, enter the lookup record.
Validate the returned data matches the data in the NetSuite record.

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