Sync Orderful purchase order (850) to NetSuite sales order

Contents

• Understand the flow
• Before you run the flow
• Configure the Order section settings
• Run the flow
• Understand the Orderful purchase order and NetSuite sales order records
  • Split and group orders

The Orderful purchase order (850) to NetSuite sales order (add) flow syncs the new purchase order transactions (with EDI transaction type 850) placed by the retailers, from Orderful to NetSuite as sales orders. This is a scheduled flow that picks purchase orders available in the polling bucket specified in the Polling bucket ID for EDI 850 setting.

The following items are supported to sync a purchase order:

• Inventory
• Non-inventory
• Lot Numbered
• Bin
• Matrix
• Serialized

Understand the flow

In the Orderful purchase order (850) to NetSuite sales order (add) flow, the export gets the new purchase order transactions (with EDI transaction type 850) from Orderful from the polling bucket assigned for the trading partner and EDI transaction type. The export also removes the transactions from the polling bucket so that the same transactions are not fetched for the next flow run. The flow then looks up the corresponding order in NetSuite that matches with the purchase order ID.

• If an order is not found in NetSuite, the flow creates a sales order with the default status as “pending approval”. On successful sync of the sales order, the flow specifies the success count on the integration app Dashboard. 
• If an order is found in NetSuite, the flow ignores the purchase order and specifies the ignored count on the integration app Dashboard.
• If the Split purchase order into multiple NetSuite sales orders check box is unchecked, the flow syncs only one sales order. If an order is updated, the flow syncs the updated details to the existing order line items. If an order is deleted, the flow syncs the quantity as 0.
• If the Split purchase order into multiple NetSuite sales orders check box is checked, multiple sales orders are synced. If any of the respective orders is updated, only the impacted sales order is updated.

The import creates the sales order in NetSuite. The Update order status in Orderful import updates the purchase order sales as “delivered” in Orderful.

By default, the sales order is created in Pending Approval status in NetSuite. You can change the default status of the sales order created in NetSuite by adding the following mapping:

Note: Most of the trading partners consider UPC as the primary identifier. By default, the item lookups are configured to look up for "upccode" field on the item record. You can customize the lookup if you want to use a different field on the item record.

Before you run the flow

• Items must be created in Orderful and NetSuite accounts.
• Configure the following settings:
  1. Polling bucket ID for EDI 850
  2. Map ship method
  3. Map payment terms
• Customers must be created in Orderful and NetSuite before you run the flow. One customer for one trading partner. Add the following customer trading partner mapping to the flow:
  
  1. In the Orderful - NetSuite integration app, navigate to Flows > Order.
  2. Next to the Orderful purchase order (850) to NetSuite sales order (add) flow, click Mappings.
  3. On the Edit Mapping window, click Post sales order to NetSuite.
  4. Configure the following mapping:
     

     Source record field (Orderful)	Destination record field (NetSuite)
     _PARENT.sender.isaId	Customer (InternalId)

  5. Click Save & close.

Configure the Order section settings

1. In the Orderful - NetSuite integration app, go to the Settings > General section.
2. You can find the Trading partner name and Trading partner ISA ID details. You can only view the details that are mentioned while configuring a trading partner.
3. Go to Settings > Order.
4. In the Order tab, in the Polling bucket ID for EDI 850 setting, enter the polling bucket ID for the Orderful purchase order (EDI 850) to NetSuite sales order (add) flow to get purchase orders with EDI transaction type 850.
5. In the Shipment tab, in the Map ship method setting, map the ship methods between Orderful and NetSuite. Choose one of the following options:
   • Fail record: If no results are found in the static mapping, the request returns an empty string and fails.
   • Use an empty string as the default value: Pass an empty string ('') by default in case your mapping doesn’t have the required value.
   • Use null as the default value: Use ‘null’ as the default value if your mapping doesn’t have the required value.
   • Use a custom default value: Specify a default value to be set for the extracted field.
6. In the Payment tab, in the Map payment terms setting, map the payment terms between Orderful and NetSuite. Choose one of the following options: 
   • Fail record: If no results are found in the static mapping, the request returns an empty string and fails.
   • Use an empty string as the default value: Pass an empty string ('') by default in case your mapping doesn’t have the required value.
   • Use null as the default value: Use ‘null’ as the default value if your mapping doesn’t have the required value.
   • Use a custom default value: Specify a default value to be set for the extracted field.
7. In the Item tab, in the NetSuite item to track Orderful purchase order lines with no SKU value field, enter the default NetSuite item (as an internal ID) against which all order lines with no SKU value in Orderful are posted on the sales order.
8. In the Order tab, check the Split purchase order into multiple NetSuite sales orders check box to split the purchase order into multiple sales orders in NetSuite based on the store ID in the respective destination. If this check box is unchecked, the flow creates only one sales order.
   Example: If there are three store IDs (A, B, and C) defined on the Orderful purchase order, checking this box will create three sales orders in NetSuite.
9. Click Save.

Run the flow

1. In the Orderful - NetSuite integration app, go to the Flows > Order section.
2. Next to the Orderful purchase order (850) to NetSuite sales order (add) flow, use the toggle button to enable the flow.
3. Click Run.
   You can see the flow status in the integration app Dashboard.

Understand the Orderful purchase order and NetSuite sales order records

Orderful

• After you run the flow, the Orderful purchase order delivery status is changed from Sent to Delivered. The purchase order acknowledgment status is changed to Accepted.
• The flow removes the purchase order from the polling bucket in Orderful so the same purchase order is not qualified again for the subsequent flow run.

NetSuite

• The flow syncs the purchase order ID and trading partner IDs in the Orderful order ID and Orderful account ID fields on the NetSuite sales order.
• On the NetSuite sales order, at line level, you can find the following fields:
  • EDI order line ID
  • Ordered quantity
• After the sales order is created, the flow syncs back an acknowledgment to Orderful for the successful receipt. The purchase order delivery status is updated to “delivered” and the purchase order acknowledgment status is “confirmed.”
• On the NetSuite sales order, you can find the following information in the Celigo EDI tab:
  • EDI transaction ID
  • EDI store ID
  • EDI distribution center
  • EDI trading partner
  • EDI purchase order ID
  • EDI trading partner ID
  • EDI organization ISA ID

Split and group orders

In the Orderful - NetSuite integration app, in Settings > Order section > Order tab, if you check the Split purchase order into multiple NetSuite sales orders check box, the flow splits the purchase order into multiple sales orders based on the store ID in the destination defined on the Orderful purchase order. 

As per the Orderful purchase order data, the baseline item data is considered as the NetSuite line item data. If multiple line items have same-store ID defined on the destination, they are grouped and considered as a single sales order in NetSuite.

The below image shows the same destination quantity for two line items. 

In NetSuite, they’re grouped and considered as a single NetSuite sales order.