Proposal Summary
Magswitch would like to create a new advanced pdf template for customer EOM statements exclusively for the MTE subsidiary.
Requirement
Magswitch currently using the standard form as the USA which confuses their customers.
- Hence need an entirely new form for MTE customers and the layout of PDF which will mockup the given layout in all aspects.
- This new template should be referred to when printing statements (there are many ways for printing statements).
- Overdue Emails for customers based on MTE subsidiary should include this new template.
Our Solution
1. Creating New Statement Template:
This requirement can be achieved by creating a new Advanced pdf template for customer statements, everything the same as the shared layout shown below.
Field Mapping & Calculations
- We directly look at the default billing address for the Customer Billing Address Section in PDF instead of validating with the Label (Address will have the Label “Bill & Ship” if it defaults both for shipping and billing otherwise “Bill” if it is solely the default billing address).
- Currently Magswitch use the basic template “Magswitch Statement Layout 4”. For header, Body and column fields we can refer the mappings used there.
- The only major difference required is on the last column BALANCE of the aging bucket, where its value should exclude the CURRENT value. And this balance value needs to be what displayed here at “Payment Required Immediately”.
Note:
- We will be relying on NetSuite standard calculations in the Advanced PDF Template for the overdue/aging columns, as they are calculated dynamically based on the statement date which user sets while laying out the statement.
FORMULA FOR CALCULATING “BALANCE”:
2. Generating/Printing New Statement
- There are many ways for generating statements for individual or group of customers.
- Currently system preference will take the preferred transaction form “Magswitch Custom Statement” which uses basic template “Magswitch Statement Layout 4” for statement irrespective of users, role and subsidiary.
- So, in the Generate statement page there is an option to select the Form, where user must choose the new transaction form under FORM which has our new pdf. Because system preference will choose the preferred template that cannot be varied based on the subsidiary, user, or role.
3. Emailing New Statement
Next is about the Emailing, in customer record since NetSuite always takes the preferred statement template and we have no option to vary that based on subsidiary, user, or role.
A. Standard Method
- The standard method in NetSuite is to use the Email Action the Generate statement page (e.g.: For emailing individual statement follow the navigation: From the Customer record – Actions> Generate Statement> in the page select the necessary fields, Select the new transaction form in FORM and then hover to the Actions Menu click Email)
- Unless user sets their personal preference to PDF, the statement itself is sent as the message, not as a PDF attachment.
- When the Preference is PDF, the content of message sent will be based on the email template set in the form thus selected in the generate statement page. The email template list over there will not show every option that we get while emailing directly from the Customer.
We can tackle the limitations in the standard method anyway.
B. Custom Method
- We can bring flexibility in the sending overdue Emails for individual customer through this Custom solution.
- That is to add a button “EMAIL STATEMENT” on customer record (only for Subsidiary = MTE); on clicking this button user will get a popup screen where they can select the following –
Statement Details: Start Date(date), Statement Date(date), Open transactions Only(checkbox), consolidate statements(checkbox), Statement form (list of transaction form for statement), etc.
- Script takes the above details and create the Statement PDF for the customer.
- On clicking the “Attach” Button on the popup it redirects to the Email Message record (NetSuite Standard record), where under the attachments the created pdf gets added.
- We will hide the Statement generation related fields under Attachments tab. Users have the flexibility to enter all other details like Recipients, Message etc. Also, we can add other files too.
- On hitting “Merge and Send” the Email will be sent to the selected recipient (can be defaulted as the customer initially).
Assumptions
- We assume the text “Changing the way things are done” is not part of the logo; Otherwise Magswitch will provide the new company logo.
- For the footer section details in “Proforma Invoice Custom Sales Order PDF/HTML Template” can be used.
- We assume that the customers on the subsidiary MTE only have the currency, Euro. So based on that calculated end result values that are in currency terms, should be in Euro. To attain this currency symbol will be hardcoded in the template and we format the values accordingly.
- We will use standard NetSuite provided Aging fields values in template and will refer the same for framing formulas.
- We are not using the standard label values in pdf template. All German Texts included in the Mock up can be hardcoded in the new template. Hence both German and English text will show up irrespective of customer locale option selection. So, Print in Customer’s Locale(checkbox) will not added in the popup.
- Our focus is main on the Email sending functionality rather than suitelet page styling.
Risks
- The calculated result for BALANCE should be in currency terms which should be formatted in terms of Euro. Else, in the case of multi-currency customers, it is risky to handle.
- The size of each individual attachment cannot exceed 10MB.