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Item receipt

About Item Receipt

The Item Receipt interface allows a user to receive Purchase Orders and Transfer Orders. The Item Receipt transaction record is created based on the Purchase Order or Transfer Order information provided. The process requires function calls via RESTlet to complete the flow. The Item Receipt process begins on the core transaction (Purchase Order, Transfer Order) and the receipt record generations begins when the RECEIVE button is selected. A Purchase Order can be received completely or partially; however, a Transfer Order can only be received in full, allowing the NetSuite transaction to successfully process.

In NetSuite, the Item Receipt process used is the same irrespective of the type of record (Purchase Order, Transfer Order) used on the transformative process. The interface is meant to support NetSuite single instance and One World clients using basic and advanced inventory management modules. The interface allows a user to process single and multi-line item Receipt records for a Purchase Order or Transfer Order. However, Transfer Orders must be received in their entirety.

Environment Considerations

The following information should be considered before using the Item Receipt interface.

Because NetSuite is a cloud-based system and multiple calls may impact application performance, the current Advanced Inventory process is designed to process data in batches.
The Advanced Inventory application holds and batches data for the transactions and passes the transactional data to NetSuite in batches through the RESTlet calls. However, the process can be modified to allow single threading of orders as required by the customer. The advantage of batching over single threading is that batching requires fewer calls to the NetSuite system reducing latency concerns that may be present when using single threaded calls and transaction process.

Receive purchase order

To receive a purchase order and, and if necessary, put items into inventory, use the Record Transform feature to both create an Item Receipt and change the status of the purchase order to Received or Partially Received.

Note:Omitting the sublists array will receive all remaining quantity on all lines.

Example

{
	"transform": [{
		"mc_user": "",
		"fromrecordtype": "purchaseorder",
		"tranid": "",
		"fromrecordid": "",
		"torecordtype": "itemreceipt",
		"tolocation": "",
		"pps": "",
		"sourcefields": [{
			"fieldid": "memo",
			"value": "Received by Advanced Inventory"
		}],
		"targetfields": [{
			"fieldid": "memo",
			"value": "Created from Mobile Client"
		}],
		"sublists": []
	}]
}

Record definition: Item receipt

The following table provides data field information for a Advanced Inventory app using the Item Receipt interface.

Name	Internal ID	Type	nlapiSubmitField	Required
Class	class	select	FALSE	FALSE
	createddate	datetime	FALSE	FALSE
Created From	createdfrom	select	FALSE	FALSE
Currency	currency	select	FALSE	FALSE
Currency	currencyname	text	FALSE	FALSE
Currency Symbol	currencysymbol	text	FALSE	FALSE
Custom Form	customform	select	FALSE	FALSE
Department	department	select	FALSE	FALSE
Vendor	entity	select	FALSE	FALSE
Exchange Rate	exchangerate	currency2	FALSE	FALSE
ExternalId	externalid	text	FALSE	FALSE
Base Currency	isbasecurrency	checkbox	FALSE	FALSE
Landed Cost per Line	landedcostperline	datetime	FALSE	FALSE
	lastmodifieddate	datetime	FALSE	FALSE
To Location	location	select	FALSE	FALSE
Memo	memo	text	FALSE	FALSE
Posting Period	postingperiod	select	FALSE	FALSE
Subsidiary	subsidiary	select	FALSE	FALSE
Date	trandate	date	FALSE	FALSE
Reference #	tranid	text	FALSE	FALSE

About processing the Item Receipt interface

In NetSuite, the user initiates the Item Receipt process by navigating to the desired Purchase order or Transfer Order record. The data used for the Item Receipt record is extracted from the source record and pulled into the Item Receipt record document. The record is then processed and submitted adding data to associated fields. The associated fields may be a combination of standard NetSuite fields and custom fields created by the customer. The feature is designed as a POST process.

Process the Item Receipt interface

The Item Receipt is a transformational process and must have a record as the basis to create the Item Receipt. When a user enters information into the Advanced Inventory Application, the data is stored and segmented into to batch files. The batch files are then transmitted to NetSuite via predefined connectors. NetSuite accepts the batched data and uses the base record to transform (create) the Item Receipt.

The following steps and results provide a general description of an individual initiating the Item Receipt process within an applicable Advanced Inventory app and how the transaction is processed in NetSuite.

Go to the Advanced Inventory app on a device.
For the applicable order field, enter or select the order to receive.
Select the order item lines to receive.
1. If the user does not select/deselect any lines and/or changes quantities, the process will assume all lines are to be receive and will match the item receipt will match the base transaction upon NetSuite upload.
2. If a user deselects any item lines or changes quantities, the item receipt will be created based on user selection/input upon NetSuite upload.
Save the initiated transaction.

The following list defines the resulting process to transform the Item Receipt in NetSuite.

The receipt data is saved/stored in the device.
The data is batched and transmitted to NetSuite through the Advanced Inventory NetSuite connectors.
NetSuite receives and uploads the batched data.
NetSuite returns that internal id for the new item receipt record.
Item receipt records are created from the base transaction, completing the process.
Note:
If an order is to be partially fulfilled, the purchase order transaction will remain open in a Partially Received status until an additional item receipt transaction is processed.

Purchase Orders may be partially received.

Transfer Orders must be completely received.

Validate the Item Receipt process

When an Item Receipt is processed successfully in a Advanced Inventory app, an Item Receipt ID will be created and the item will be transmitted to NetSuite for completion.

To validate that an item record has been created in NetSuite, complete the following steps in NetSuite.

Go to NetSuite.
For Search, enter the Item Receipt ID.

Note:If preferred, search by Order and then under Related Records on transaction.

Select and view the applicable record.
Validate that the item receipt was created and is correct.
Close the record.

About transmitting information to NetSuite

Advanced Inventory apps is designed to have an end user perform defined steps to pull information and process item receipts. The user is prompted to enter a series of data parameters and then the Item Receipt interface will process the transactions as they are completed. If the user is working offline, the transactions will be stored on the device until the user connects to the NetSuite Interface again. The Advanced Inventory Interface provides the user with the following options/input capabilities and captures the following data points.

When the user connects to the NetSuite Interface, the data that has been stored is downloaded into the system which creates corresponding Item Receipt transactions. In order for the user to be able to upload the information, they must be logged into NetSuite.

When the user connects to NetSuite, the Item Receipt interface transmits data to NetSuite through the actions listed below.

The interface user is logged into NetSuite using the assigned and stored NetSuite user login information.
The interface accepts the input data that the user has stored within the Item Receipt interface.
The interface uploads the data and creates the corresponding NetSuite Item Receipt Transaction(s).
The interface sends a success or error message response to the user.
The interface provides the user with the transaction ID(s) created during the process via communication protocols with the Item Receipt interface.

Information transmitted to NetSuite

The following fields will be populated in NetSuite if the information is passed in the batch through the NetSuite connectors.

Custom Form (Required)
Reference Number
Vendor
Created from
Date (Required)
Memo
Status (Required)
Subsidiary
Currency
Line Item Receipt checkbox
Quantity to fulfill if different than ordered
Landed Cost (Type, Freight, Duty)

The Reference # field will auto-populate based on customer configuration. However, the user may entered a custom number if customer configurations and role permissions allow the number to be changed. Vendor and Created From field data populates automatically from source record.

Error Codes

If the Item Receipt interface fails to process correctly, the user may receive one of the following error codes.

Communication Error

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

Input Error

The 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

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

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