Our Solutions

The document summarizes the solutions we suggested for bringing up some teamwork features in the Netsuite

1. Field Customization

Create Project Rep field in the opportunity record where project reps lists will be sourced to the field. The user can select or change the rep through the User interface.

2.Contractor health and safety agreement form 

The Encompass would like to send the “Contractor health and safety agreement” PDF to the vendor after the project manager filled the form and saved it in the Netsuite.

Create a custom record for  “Contractor health and safety agreement form” and attach  the custom record in a custom subtab “Vendor forms”. The project manager has to fill this form through the Netsuite UI.

We will be customizing the printout of the custom record as shown in the figure below

When a user submits the form after filling the details, the corresponding custom record will be created in the netsuite.Then the created  form will be sent to the vendor. In order to send the form to the vendor, we will be doing a customization in the custom record.

We will be implementing a checkbox ”To be emailed” in the custom record. If the “To be emailed” checkbox is checked, a user event script will send an email to the vendor with the contractor health and safety agreement form after the project manager submitting the custom record.

Note: 

• The custom record UI design will be different from the form seen in the figure above. All fields will be present in the custom record and corresponding responses can be saved in the record.
• Filled contract will be added as a custom record and stored in the Netsuite and attached to the vendor record. We will not be validating whether the vendor has signed the form accurately or not.
• Email acknowledgment from the vendor will be attached with a custom record and the email sender from Netsuite has to review the form and acknowledgement email.

3. Contractor Health and safety agreement Form in the opportunity record

When a user selects the the “subcontractors”in the opportunity record, the “Contractor health and safety agreement form” get populated in a custom subtab “Contractor health and safety agreement form”of opportunity record by a script

These checklists will be added in the custom subtab “vendors forms” in the opportunity record.

Note: The signed contract will only be added as a record and no validations will be included. If it is available and attached to the vendor record, we will be populating it in the subtab. While attaching the contractor agreement form to the opportunity record, we will only be adding the latest created record for each vendor.

4. Pre Commencement checklist in the opportunity record

When a user submits the opportunity record, the  “Pre commencement checklist” forms will be sent to the subcontractors selected in the opportunity record by a script.  When the vendors filled the forms and submitted it, the “Pre commencement checklist” custom records will be formed in the Netsuite.

We will be using the email address mentioned in the vendor record in the Netsuite for communication. We will be making the vendor email address as a mandatory field in the  “Pre commencement checklist” form shared to the vendor and with that we will be identifying the vendor in Netsuite. It is the responsibility of the vendor to enter the same email address in the Netsuite for accuracy. We will be implementing a script in the  “Pre commencement checklist” custom record for filling the vendor name in the custom record and attach this to the correct vendor. 

In order to connect the opportunity record to the  “Pre commencement checklist”, we have to enter  the opportunity number in the custom record. We will be including the opportunity  document number in the email sent to the vendor. The vendor has to fill the opportunity number in the  “Pre commencement checklist” form.

Note: Document number of the opportunity record will be a mandatory field in the form and vendors have to fill it. We can provide instructions in the email we are sending to the vendor.

The forms will get populated in a custom subtab “Pre commencement checklist”of opportunity record by a customization.

The user can navigate to the opportunity record and see the filled form. It is also possible that the administrator  gets notified  of the custom record creation through an email saying the vendor has filled the forms and submitted successfully. 

PDF customization

We need to customize PDF that can be generated from the “pre commencement checklist” custom record and the format will be as shown below:

5. Project Status Field Update

Custom fields “Project Status field” need to be created in the opportunity record. We need to automate the update of the project status field with statuses by a script.The sourced custom list will need to contain following statuses:

Scheduled/workflow scripts need to be applied to update  “sales Status field” statuses for Lead to order business flow. We will be scheduling a script to run in the account every 6 hour and the script will check the statuses of the sales order.

• Open
• Won
• Awaiting shipping/Back ordered
• Billed
• Closed paid

Note: Scheduled script will be running every 6 hour and the update will not be real time. If we want to change the script running gap, it is possible to reduce the gap, say 15 minutes, 30 minutes, hourly etc.

For the closed paid status update, we have to implement a real time script in the invoice record.

6. Sticky Notes Bundle App

For user notes, we can install the free suiteapp bundle in the account.

Bundle details are shown below:

• Bundle Name: StickyNotes
• Bundle ID: 49018 

Time 

Description	Time Required
Analysis, Field and subtab customizations, Custom record setup for contractor health and safety checklist, Userevent/ workflow on contractor health and safety checklist custom record to send email, PDF customization from custom record,  Userevent in opportunity record to set subcontractors checklist in the subtab, Custom record for pre commencement checklist, Online form for pre commencement checklist, Userevent to send form to vendor in opportunity,  PDF customization in pre commencement checklist, Scheduled script for project status field update, Userevent to invoice  for project status field update, Sticky Note Bundle app Installation, Testing Deployment, and  Documentation	70 Hours