Automating Processes Via NetSuite-FoodStuff eXchange Integration


A New Zealand-based client belonging to the hospitality sector approached us with a custom requirement in NetSuite. The enterprise wished to integrate the software solution with a third-party application called - FoodStuff eXchange.

By this integration, the client was able to automate a key process like order management and efficiently monitor all the related processes.

Problem Statement

The client wanted to integrate the incoming purchase orders from the FoodStuff eXchange into sales ordersThrough this process, the New Zealand firm aimed at: 

1. Create sales orders as per the message received from FoodStuff eXchange.
2. Sent a confirmation message regarding the creation of sales order to FoodStuff eXchange
3. Notify FoodStuff eXchange about partial / failed orders through email to NetSuite users.
4. Messages regarding item fulfilment or invoice are sent to FoodStuff in XML format.
5. Invoice generation.

What We Suggested

Our team of developers sorted out a solution to accommodate and store the information arriving from FoodStuff eXchange. It provides the cloud ERP user with all key details of the sales order that is generated. This enables the customer to identify any issue that arises and promptly rectify it. 

When sales orders are generated in the software, the third-party application needs to be notified for transparent communication between the companies.  The acknowledgment message will be sent in the XML format as requested.  

The user can manually create an Item fulfillment for the sales order that is generated. Once it is generated, the system will check for this automatically every day and then send it to the Foodstuff eXchange in XML format.  

Our solution was designed in a way to avoid duplicate records of Item fulfillment. When a user manually creates an invoice, the application is notified of the generation through XML format. Whenever an order and a sales order or invoice is created NetSuite checks if any Credit Note is attached to that particular order.  

It also checks for these credit notes and if found, notification of the details of that credit note is sent to FoodStuff eXchange in the format concerned. 


Our developers took into consideration all possible error scenarios:

1. Sales order is not generated

2. Partial Fulfillment of orders

3. Invoice details not sent to FoodStuff eXchange

4. Invoice contains discount

How We Solved It?

Our development team had to focus on each of these challenges individually because they were customized. Most of these scenarios required tailor-made solutions in NetSuite and our developers were able to provide the client with the best option that perfectly met their unique business needs.  

By utilizing the “saved search” functionality they were able to list all the failed or partial sales orders. They were sent as an email to the user mentioning the reason and asking them to intervene manually.  

In the case of invoices with discounts, another saved search was created and data was retrieved from custom fields in the custom record and sent to the user. 

Way Forward

The ERP integration helped the client reap several benefits. Before the integration, the customer had to manually update all the order-related activities on FoodStuff Exchange’s website. Now, different processes have been automated thereby saving time and money. 

Looking for NetSuite integration services that can help you improve your business operations? Jobin & Jismi offers customized solutions that help you connect with other systems seamlessly. Contact us at to learn more about our services.