Overview

eXtendPS-DE supports auto-fulfillment and auto-receipt of Drop Ship Purchase Orders and Special Order Purchase Orders. This can be done in real-time using buttons on the Sales Order and Drop Ship Purchase Orders, or automatically on a scheduled basis. If an Order Shipment Notification response is marked as Complete, eXtendPS-DE can create an Item Fulfillment record with the Tracking # information provided by the supplier for drop ship purchase orders. For Special Orders, an Item Receipt record is created..

Real-Time Drop Ship Purchase Order Fulfillment

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.

Automatic Drop Ship Purchase Order Fulfillment

Automatic Item Fulfillment from the Sales Order Record

1. If any Drop Ship Purchase Orders associated with your Sales Order are configured with PromoStandards Order Shipment Notification endpoints, then an “Item Shipment” button will appear on the Sales Order record.

Note: If the “SHOW EXTEND RECEIVE/ITEM SHIPMENT BUTTON ON PO AND SO” button is unchecked on the eXtendPS-DE Setup page, then the “Item Shipment” button will not appear on the Sales Order record. Contact your NetSuite Administrator for more information on your system's configuration.

2. When clicking the Item Shipment button, the associated Item Fulfillment record will be created from the Vendor's item shipment information in NetSuite against the related Purchase Order records. This process can be scheduled for automatic updates by creating deployments against the eXtendPS-DE Item Shipment M/R script.

Item shipment records generated upon "Item Shipment" button click

Tracking information on the Item Fulfillment record as received from PromoStandards

3. By default, the the Item Fulfillment status field will be set to Shipped. However, this can be configured by your NetSuite Administrator with a different default value. Tracking Numbers against the shipment will be applied as per the response received from PromoStandards.

Note: The weight for the Item Fulfillment's packages will always set as “1”, as the PromoStandards Order Shipment Notification service doesn’t provide package weights in the response.

4. If the Item Fulfillment quantity is greater than Sales Order quantity, an error will occur showing Shipment Quantity cannot be greater than Sales Order Quantity.

Note: Auto-Fulfillments/eXtendReceive may not trigger in the following cases:

When you change the item quantity or any line item information on a Drop Ship Purchase Order which causes NetSuite to detach the Purchase Order from the Sales Order.
When the Order Shipment Notification information is not received as Complete and the items do not match between NetSuite and PromoStandards.

5. If the Order Shipment Notification status is received as incomplete, but the line items match between NetSuite and the PromoStandards response, then an Item Fulfillment will be created and the Purchase Order Status will be partially fulfilled.

Note:

Item matching will be against the supplier part ID. If the supplier part ID is not present, it will try to match with the distributor part ID. In the case of the supplier part ID, the NetSuite “Vendor Code” will be used for matching and for the distributor part ID the field specified on the eXtendPS-DE Setup page by your NetSuite Administrator for “ITEM SHIPMENT DISTRIBUTOR ITEM ID” will be used.
The Quantity Fulfilled/Received transaction column field is required to be visible on the Sales Order form for the creation of item fulfillment records.

Real-Time Special Order Purchase Order Receipt

If the “Receive Special Order PO” feature is enabled in NetSuite by your NetSuite Administrator, the “eXtend Receive” button will appear on your Special Order Purchase Order records in addition to Drop Ship Purchase Order records.

This button will work similarly to the eXtend Receive button on Drop Ship Purchase Orders with the exception that it will create Item Receipts instead of Item Fulfillments.

Schedule Automatic Item Fulfillment/Item Receipt

The eXtendPS-DE Item Shipment Map/Reduce script can be used to create item fulfillments/item receipts on a scheduled basis as per data received from PromoStandards.

You will need to create a scheduled deployment of this script to automate the item fulfillment and item receipt creation.

Additional parameter information (Added in eXtendPS-DE version 1.2.7.1). This is needed only if you are processing high volumes of open orders for vendors enabled with PromoStandards):

1. STOP ITEM SHIPMENT SCRIPT EXECUTION
This field will be used for explicitly terminating the script execution.

2. ITEM SHIPMENT PO SEARCH START PAGE INDEX
This field is used internally to specify the starting point of each M/R instance. If you want to explicitly specify start page index for script execution then you can provide your page index value here.

Note: Purchase order records in the search results that appear before the specified page number will not be included for processing.

3. ITEM SHIPMENT PO SEARCH PAGE SIZE
The search page size per M/R instance.

Note: If no value is provided in this field, the default search size limit is 1000.

Knowledge Base

Auto Receive/Fulfill Special Order and Drop Ship Purchase Orders with eXtendPS-DE