Version: eXtendPS-DE 1.4.67 and above
Audience: Administrator, User

Overview

This article explains how to check order status and order shipment notifications in eXtendPS-DE. You can perform these checks either manually on individual orders or automatically through scheduled updates.

Prerequisites

  • Configure vendor Order Status and Order Shipment Notification endpoints on vendor records
  • Set up valid Vendor ID and Vendor Secret information on vendor records

Manual Order Status Updates

Using the Update Order Status Button

You can perform an order status update directly from the purchase order record:

  1. Open the purchase order you want to check
  2. Click Update Order Status to get the current Order Status, Expected Ship Date, and Expected Receipt Date from your vendor

The order details will update after the page refreshes.

Note: This button won't appear if:

  • The order status is "Complete"
  • The vendor lacks Order Status endpoints
  • The vendor is marked as Inactive in NetSuite

Automated Order Status Updates

Scheduled Updates

Use the "eXtendPS-DE Update Order Status" Map/Reduce script to automatically update order statuses on a schedule See Bulk Update the PromoStandards Order Status on Purchase Orders for additional information on configuring and deploying the bulk-update features.

On-Demand Updates

To run on-demand bulk updates:
  1. Go to eXtendTech → eXtendPS-DE → PromoStandards Job Runner
  2. Select Order Status Batch Jobs

Note: Updates will apply to orders that match your saved search criteria in the "ORDER STATUS SAVED SEARCH ID" field. Expected dates will update in the specified date fields. Contact your NetSuite Administrator for configuration details.

Order Shipment Notification Updates

Manual Updates

To check order shipment notification details on a purchase order:

  1. Open the purchase order record
  2. Select the eXtendPS-DE subtab (may be labeled "PromoStandards")
  3. Click Update Order Shipment Notification

Note: This button won't appear if:

  • The vendor lacks Order Shipment Notification endpoints
  • The vendor is marked as Inactive
  • The shipment status is "Complete"

Combined Status and Shipment Updates

Administrators can enable combined updates in eXtendPS-DE Setup by checking "COMBINE OS AND OSN HTML" on the Order Shipment Notification subtab.





The combined view shows:

  • Purchase Order details
  • Order status information
  • Shipment tracking
  • Expected dates
  • Shipping addresses
  • Hovering your mouse over the Item # will show a tooltip with additional item information. 

Upon successful Order Status/Order Shipment Notification, the message below will be displayed.



Combined Order Status/Order Shipment Notification Example

If Order Status information is not available and only an Order Shipment Notification response is received, the following columns will be displayed in the Order Shipment Notification table when the Combine OS and OSN HTML preference is enabled.
  1. Purchase Order #
  2. Factory Order #
  3. Quantity
  4. Shipment Date
  5. Tracking #
  6. Distributor Item Id
  7. Distributor Part Id
  8. Supplier Item Id
  9. Supplier part Id
  10. Ship From Address
  11. Ship To Address
Upon successful Order Shipment Notification update (but when Order Status is not received), the message below will be displayed.




Combined Order Status/Order Shipment Notification Example when Order Status is unavailable
If Order Status information is available and no Order Shipment Notification response is received, the following columns will be displayed in the Order Shipment Notification table when the Combine OS and OSN HTML preference is enabled.

  1. Purchase Order #
  2. Factory Order #
  3. Status
  4. Expected Ship Date
  5. Expected Delivery Date
  6. Respond To
  7. Additional Explanation
  8. Updated (statusTimeStamp from OS)
Upon Order Shipment Notification update (but when an Order Shipment Notification is not received and only Order Status is received), the message below will be displayed.




Combined Order Status/Order Shipment Notification Example when Order Shipment Notification is unavailable
Note:
  1. If Order Status or Order Shipment Notification version 2.0.0 is being used, the table will show a more detailed view in the eXtendPS-DE Order Search Details {custbody_extend_ps_de_view_order_searc} field:


  2. If multiple Order Status responses are received, then all statuses will be shown in the table:

Using the Map/Reduce Script for Scheduled Updates

Scheduled Update

The Map/Reduce script "eXtendPS-DE OSN Glom" is used for bulk updates of the PromoStandards Order Shipment Notification.

You can create scheduled deployments of this script to automate the Order Shipment Notification updates to run on a schedule.

By default, the saved search used by this script to filter the Purchase Order records to be updated is sourced from the "ITEM SHIPMENT SAVED SEARCH ID" field on the eXtendPS-DE Setup screen under the Order Shipment Notification subtab.

You can override the search above by providing a separate saved search ID under the script level parameter "OSN INPUT PO SAVED SEARCH ID" on your scheduled deployment as shown below. Contact your NetSuite Administrator for more information regarding your account's configuration.


Saved search field on the eXtendPS-DE Setup


Script level parameter for using a separate Saved Search

On-Demand Update

The eXtendPS-DE Job Runner can be used to execute a bulk update for Order Shipment Notification as shown in the screenshot below. This method uses the Map/Reduce script above for executing the bulk update process.

1. Go to eXtendTech → eXtendPS-DE → PromoStandards Job Runner.
2. Select the Order Shipment Batch Jobs option.



Note: The orders which will be considered for having their Order Shipment Notification information updated will be based on the saved search entered on the eXtendPS-DE Setup page in the "ITEM SHIPMENT SAVED SEARCH ID" field. If no value is specific, the script level parameter field "OSN INPUT PO SAVED SEARCH ID" will be used. Contact your NetSuite Administrator for more information regarding your account's configuration.

Order Shipment Notification Update (On Sales Order Record)

eXtendPS-DE allows you to render the Order Shipment Notification information on your Sales Order, too.

Since a Vendor is not present on the Sales Order record, you will need to provide additional information which will be used for rendering the Order Shipment information on the Sales Order.

A Vendor can be selected on the Sales Order using the following methods.

1. The Order Shipment Notification update will first look at the Sales Order field "eXtendPS-DE Vendor". If a Vendor is present in this field, then this Vendor's Order Status and Order Shipment Notification endpoints will be used for the update.



2. The Order Shipment Notification update will look at the Vendor in the script level parameter "eXtendPS-DE OSN VENDOR ID" on the "eXtendPS-DE OSN Glom" Map/Reduce script deployment.




Notes: Currently, the Sales Order Order Status and Order Shipment Notification feature is processed on a Scheduled Update or On-Demand update. There currently aren't buttons on the Sales Order for triggering the update.