NetSuite Collaboration Customization

One of our Canadian clients in the Energy & Power Quality Optimization business had few custom requirements in NetSuite.  After switching from ‘teamwork’ (project management software) to NetSuite, our client planned on customizing NetSuite to manage their processes.

Requirement

Our client prerequisite was to shift the processes, forms and activities they were performing in Teamwork to NetSuite. Primarily they focused on adding two forms to NetSuite: 

1. Contractor Health and Safety form 

2. Pre-commencement checklist form

Secondly, they wanted a custom arrangement to track the activity status of their opportunity record.

Solution

Creating a custom record in Vendor record

Our developers initially set up a custom record called ‘Contractor Health and Safety Agreement’ in ‘vendor record’. Our experts created this custom record as per the fields and labels of the client. Through this label, the NetSuite user can enter all the details necessary.  Further, we created a checkbox in the custom record where the user can check ‘TO BE EMAILED’ if the completed form is to be sent out to the vendor.  

Note that a customized PDF print is sent out to the vendor once the user completes filling information in NetSuite custom record and multiple vendors may be selected if necessary. Refer the image of ‘vendor record’ below.  

 

Once the form is submitted, a corresponding custom record is created in NetSuite and the form created is sent to the vendor. The user can view the filled-out forms of the vendor in the subtab associated with the vendor record.

Customizing Opportunity record

Our client required the ‘Pre-commencement Checklist’ form to be included in the opportunity record. This is so that the NetSuite user could send the checklist to the vendor whenever an opportunity is created. 

New/existing vendors are selected under the field ‘SUBCONTRACTORS’ (refer the image), and the New Contractor Health and Safety Agreement form is sent to the vendor. The checklist is sent to the vendor as an ‘online form’ and the vendor can edit these forms and fill them without NetSuite access. Once the vendor submits the form, a custom record gets created in NetSuite containing all the information that they entered. This also gets attached to both the vendor and opportunity records. Our developers made this possible with the help of the script.  

Refer the image below for better understanding.

Project Status Field Update 

The project status field was created so that our client (NetSuite user) can easily track the status of their project in the opportunity record. In default NetSuite setting, there are only 3 statuses for the opportunity record – open, closed, closed Won. The user cannot track further details like shipment tracking or invoice creation in the opportunity record. Since our client planned to track the whole project status from opportunity open to billing our developers improved on their solution. They provided the option to track the whole process, from when the opportunity is created, till the invoice is billed in this opportunity record. 

Through the creation of ‘PROJECT STATUS’ field in the opportunity record, the NetSuite user can track the progress of the whole project. This field automatically updates according to the values of sales orders and invoices. The project status field updates every 2 hours.

Refer to the image below to view the project status field. 

Result

Our experts devised the right solutions that aligned with the client’s requirements. The processes and forms from the Teamwork software were easily introduced and customized in NetSuite. 

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