Workflow for Set Cust. Field Value = T when Invoice Status = Paid

Hello!

We are somewhat new to Netsuite, having migrated from Quick Books Enterprise last October. Sadly, the implementation was chaotic and we are now on recovery mode.

I am running through a limitation where I need to track invoices that were created for customers with credit card terms, yet the payment was not successful. Unfortunately I cannot use the bill ahead of invoice feature because the invoices are created by my 3PL and there are always changes to items/ shipping cost when goods are ready to ship. When a credit card is denied, our warehouse manager needs a process to make that invoice “on hold/pending shipping” in the system, so that sales reps can contact the customer, update cc info, and apply payment. When payment is applied, our 3PL (Netsuite Warehouse manager role) needs to be notified that the payment has cleared and that the packages are ready to be released for shipping.

I currently have two custom fields I have created to tackle this problem, yet with several limitations and a lot of “legwork/workarounds.” When an invoice with Due on Receipt/CC terms is entered and payment is declined, the 3PL person  manually checks a checkbox field named Pending Shipment. This triggers a reminder (via saved search) to my sales reps to update cc info and collect payment. Once the invoice is paid, the sales rep checks another custom field named “Released”, which triggers a notification to the warehouse user that the package is okay to ship.

Aside from the time-consuming aspect of having to click edit/save/load each time, invoices marked as paid via our payment gateway by e-invoice  are obviously not edited for my custom check boxes, and shipments paid are constantly found sitting in the HOLD pile.  A disaster indeed!!!

My failed solution:

A workflow that would automatically uncheck the box “pending shipment” and check the box “released” when the invoice status changed from OPEN to PAID IN FULL.

Below are my parameters:

Create a transaction type workflow where:

sub type – Invoice   ;   Initiation- event based  ; event definition : on create & view or update

State 1 = Hold Shipping

  • Action – Set Field Value for “Pending Shipment to True (checked) as:
  • Trigger before record submit;   All event types, all contexts
  • Criteria = Terms = Credit Card,Due on receipt And Status = Invoice:Open

Transition:

ConditionStatus = Invoice:Paid In Full

 

State 2= Released

Action 1  – Set Field Value for “Pending Shipment to F (unchecked) as:

  • Trigger before record submit;   All event types, all contexts
  • Criteria = Terms = Credit Card,Due on receipt       And Status = Invoice:Paid in Full

Action 2  – Set Field Value for “Released” = T  (checked) as:

  • Trigger before record submit;   All event types, all contexts
  • Criteria = Terms = Credit Card,Due on receipt       And Status = Invoice:Paid in Full

Unfortunately, the workflow above is not checking my custom field boxes…..

Any help would be greatly appreciated!!

Rookie Asked on March 21, 2020 in SuiteFlow.
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1 Answer(s)

NetSuite does not trigger the Before Record Submit event when the status changes due to another transaction. I recommend switching to schedule based.

That said, you could probably just make the criteria of your saved searches include the released criteria (terms and status set to specific values) if you want the emails to work more than the checkboxes. You might also be able to get away with a single checkbox to represent Released and Not Released.

Intermediate Answered on March 21, 2020.
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