NetSuite-Close-PO-Items

Project Overview

Purpose

This project automatically closes individual line items on all purchase orders based on the received, billed, and on order quantities. It is a scheduled script that runs every weekday at 8am and sends out a summary email of all the changes made.

Features

• Automated Emails
• Setting Sublist Field Values
• Automatic Purchase Order Closure
• Saved Searches

Prerequisites

• SuiteScript/JavaScript
  • Modules: N/search, N/record, N/email
  • SuiteScript Types: Scheduled Script
  • API Version: 2.x
  • JSDoc Tags
• Saved Searches

Project Setup

Saved Searches

Be sure to note the saved search ID.

• Search to Closed PO Items:
  • Function: collects all the open purchase order line items; used to find internal IDs of purchase orders that have closeable line items
  • Search Type: Transaction
  • Criteria: Record Type starts with purchaseorder, Closed is false, Main Line is false
  • Result Columns: Document Number, Item : Name, Closed, Quantity, Quantity Billed, Quantity Fulfilled/Received, Status, Line ID, Internal ID
  • Permissions: Public

Uploading to NetSuite

• Adding a SuiteScript to the File Cabinet: navigate Customization>Scripting>Scripts>New; next to the "Script File" dropdown, press the plus sign to upload a new SuiteScript file; select the NetSuite folder that you want to store the SuiteScript files in; under "Select File," press the "Choose File" button; select the SuiteScript file that you want to upload and press open; save and press the blue "Create Script Record" button; name the file, input a relevant ID, and save

File Descriptions

close_po_scheduled.js

• Programming Languages: JavaScript, SuiteScript 2.0
• SuiteScript Type: Scheduled Script, execute
• Description: sets closeable purchase order line items as closed; sends summary email of changes
• Catering the Code to Your NetSuite:
  • Changing the Saved Search IDs: whenever there is a search load instance (search.load), change the parameter "id" to the correct search ID
  • Sending Email to Different Recipient: find where the email is sent (email.send) at the end of the program; change the "recipients" parameter to the correct email address; add more than one recipient by putting the emails as an array of strings
  • Changing the Email Sender: find where the email is send (email.send) at the end of the program; change the "author" parameter to the correct employee internal ID; find employee internal IDs by navigating Lists>Employees>Employees and locating the correct employee; can only choose one author for the email
• Deploying SuiteScript: go to the SuiteScript file; press the "Deploy Script" button; enter a name and relevant ID; change the status to "Testing"; press the blue "Save" button and choose "Save and Execute"; once the code has been tested, change the status to "Scheduled"; under "Execute As Role," choose "Administrator" so that the code will get full access to NetSuite and will not create any permissions errors; under the "Schedule" subtab, choose the schedule that the SuiteScript should execute on (Daily Event, Repeat every weekday, start time 8:00am)

References

Helpful Links

• SuiteScript 2.0: https://docs.oracle.com/cd/E60665_01/netsuitecs_gs/NSAPI/NSAPI.pdf
• SuiteScript Modules: https://docs.oracle.com/en/cloud/saas/netsuite/ns-online-help/set_1502135122.html

Extra Tips

• Choose to execute as the administrator role when deploying the SuiteScripts to make sure everyone has full permissions
• Be sure to check the global permission in all of the saved searches
• Go back to the script deployments to check that their status is "Released" and that their audience includes all roles