Version: eXtendPS-DE 1.4 and above
Audience: Administrator, User

Overview

eXtendPS-DE automates the fulfillment and receipt processes for Drop Ship and Special Order Purchase Orders. You can process these orders in real-time using buttons on the Sales Order and Purchase Order screens, or set up automatic processing on a scheduled basis. When an Order Shipment Notification is marked as Complete, the system creates either an Item Fulfillment record (for drop ships) with tracking information or an Item Receipt record (for special orders).

Prerequisites

Before using this feature, ensure:
  • Your NetSuite Administrator has enabled the appropriate settings
  • Order Shipment Notification endpoints are configured on vendor records
  • The Quantity Fulfilled/Received column is visible on Sales Order and Purchase Order forms

Configuration and Usage

Real-Time Drop Ship Purchase Order Fulfillment from Purchase Order

If the status of a Purchase Order is Pending Receipt, an eXtend Receive button will be displayed.



Note: The eXtend Receive button will appear only when SHOW EXTEND RECEIVE BUTTON ON PO has been enabled by your NetSuite Administrator and if the Order Shipment Notification endpoints are configured on the Purchase Order’s vendor record.
If you click the eXtend Receive button on a Drop Ship Purchase Order, an Item Fulfillment will be created with the information returned from the Order Shipment Notification service.

Real-Time Drop Ship Purchase Order Fulfillment from Sales Order

  1. For Sales Orders with associated Drop Ship Purchase Orders that have PromoStandards Order Shipment Notification endpoints configured, an Item Shipment button will appear on the record.

    Note: This button will not appear if the SHOW EXTEND RECEIVE/ITEM SHIPMENT BUTTON ON PO AND SO setting is disabled. Contact your NetSuite Administrator if you need this feature.
  2. When you click the Item Shipment button, the system creates Item Fulfillment records using the vendor's shipment information for related Purchase Orders. This process can also be automated by scheduling the eXtendPS-DE Item Shipment M/R script.


  3. By default, the Item Fulfillment status is set to Shipped, though your NetSuite Administrator can configure a different default value. Tracking numbers are applied based on the PromoStandards response. Package weights are always set to "1" since the PromoStandards service doesn't provide weight information.
  4. If the Item Fulfillment quantity exceeds the Sales Order quantity, you'll receive an error: Shipment Quantity cannot be greater than Sales Order Quantity.

Important Notes About Auto-Fulfillment

Note: Auto-Fulfillment may not work in these situations:

  • When changes to item quantity or line item information on a Drop Ship Purchase Order cause NetSuite to detach it from the Sales Order
  • When Order Shipment Notification information is incomplete and items don't match between NetSuite and PromoStandards
  1. If the Order Shipment Notification status is incomplete but line items match between NetSuite and PromoStandards, an Item Fulfillment will still be created and the Purchase Order Status will be partially fulfilled.

Item Matching Process

Note:

  • Items are matched first by supplier part ID (using NetSuite's "Vendor Code"). If that's not available, the system tries to match by distributor part ID using the field specified in "ITEM SHIPMENT DISTRIBUTOR ITEM ID" on the eXtendPS-DE Setup page
  • The Quantity Fulfilled/Received transaction column must be visible on the Sales Order form for item fulfillment records to be created

Real-Time Special Order Purchase Order Receipt

If your NetSuite Administrator has enabled the "Receive Special Order PO" feature, the eXtend Receive button will also appear on Special Order Purchase Orders.

This button works similarly to the Drop Ship process but creates Item Receipts instead of Item Fulfillments.

Scheduling Automatic Processing

The eXtendPS-DE Item Shipment Map/Reduce script can automate item fulfillments/receipts based on PromoStandards data.

To set up automation, create a scheduled deployment of this script.
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Advanced Configuration Parameters


The eXtendPS-DE Item Shipment Map/Reduce script can automate item fulfillments/receipts based on PromoStandards data.

  1. STOP ITEM SHIPMENT SCRIPT EXECUTION - Use this to manually terminate script execution
  2. ITEM SHIPMENT PO SEARCH START PAGE INDEX - Specifies the starting point for each M/R instance, allowing you to set where processing begins
    Note: Purchase orders that appear before the specified page number will not be processed
  3. ITEM SHIPMENT PO SEARCH PAGE SIZE - Sets the search page size per M/R instance (default is 1000 if no value is provided)

Frequently Asked Questions (FAQs)

Q: Why isn't the eXtend Receive button appearing on my Purchase Orders?
A: Check that your NetSuite Administrator has enabled the "SHOW EXTEND RECEIVE BUTTON ON PO" setting and that Order Shipment Notification endpoints are configured for the vendor.

Q: What happens if the vendor ships more items than were ordered?
A: The system will show an error that "Shipment Quantity cannot be greater than Sales Order Quantity."

Q: How are tracking numbers handled in the fulfillment process?
A: Tracking numbers are automatically applied to the Item Fulfillment record based on information provided in the PromoStandards response.