RE: NetSuite management of POs placed – Acknowledgements and Confirmations

We’re trying to tighten up our Purchasing processes and keep track of open POs that have not been acknowledged by suppliers as received   OR  PO lines that the supplier cannot give us a date on.

 

As I see it there are 2 steps in the Purchasing process

Acknowledgement is getting the supplier to confirm that they have received the PO.  Typically a parameter we would keep track of at PO header level.

Confirmation is getting the supplier to give  us dates for each PO line item, so a parameter that gets maintained at PO line item level.   (Many suppliers can often initially  only partially confirm a complex order so we have to keep track of what lines are confirmed and what are not.

The thing I’m trying to get my head around is that NetSuite doesn’t appear in standard form to have either of these parameters available in the PO form   Without these parameters, how can reports be written to look for unacknowledged purchase orders or unconfirmed purchase order lines ?  This is really basic bread and butter stuff!

When our NetSuite install was done approx 18 months ago the system was customised to give us a PO confirm flag at PO line level. We will shortly have a PO Acknowledgement flag added at PO header level.  My only concern here is that I am reinventing the wheel and creating functionality that already exists in some other way that I am unaware of.

Comments / advice please!

 

JGEM Rookie Asked on May 8, 2023 in Purchasing.
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1 Answers

It sounds like you’re looking for a way to track open purchase orders that have not been acknowledged by suppliers or that have PO lines without confirmed dates. While NetSuite may not have these parameters available in the standard PO form, there may be other ways to achieve this functionality without reinventing the wheel.

Here are a few suggestions:

  1. Custom fields: You mentioned that your NetSuite install was customized to include a PO confirm flag at the PO line level. You could consider adding custom fields to track the PO header level acknowledgement status and the confirmed dates for each PO line. This would allow you to run reports to identify unacknowledged POs or PO lines without confirmed dates.
  2. Workflow automation: NetSuite has workflow automation capabilities that can help you automate certain processes and trigger actions based on specific events. For example, you could create a workflow that sends a reminder email to suppliers if they haven’t acknowledged a PO within a certain timeframe.
  3. SuiteApps: NetSuite’s SuiteApp marketplace has a variety of third-party applications that can extend the functionality of NetSuite. You may be able to find a SuiteApp that already provides the PO acknowledgement and confirmation tracking you need.

Before you invest time and resources in creating custom functionality, it’s worth exploring these options to see if they can meet your needs. You may also want to consult with a NetSuite expert or support team to ensure that you’re using the platform effectively and efficiently.

Best Regards,

 

TROY OLTMANNS 

NETSUITE TECHNICAL ARCHITECT

(p) 949.238.6900

(f)  949.271.4635

www.TREVERA.COM

Check out our open opportunities at: Trevera Opportunities

Beginner Answered on May 11, 2023.
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