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2012/11/02

Storage Solutions in NetSuite

Article by Max Lapeine

Let's say your company offers storage solution. How would you implement it into NetSuite?
NetSuite offers great customzation tools to organizations that want to implement a specific business process. The business process could be that you charge a customer, on a monthly basis, for items you are storing for that customer.

Since a record specific for this purpose does not exist in NetSuite, we will create a custom record with all the necessary fields such as customer, item, location, rate, cost, start date, and end date.
The custom record can be linked to the customer's record for better access.

To enable the Custom Records feature, an administrator can go to Setup > Company >
Enable Features > SuiteCloud
.

To modify Custom Records, go to Setup > Customization > Record Types.  Once the record is created data can be entered into individual records.

After the data is in place we can implement the management aspect of it.

To manually manage this solution (manually process invoice to charge the customer) we can use the reporting or search tool to give us the information we need for processing.

In this case we have created 2 searches :

  1. One search to display open storage items, by customers
          This search looks through the records and displays all entries where the end dateis empty, grouped by customer. 
  2. One search to display the history of transactions made, by customers
          This search looks through all the invoice transactions and displays information, grouped by customer.

Now that we have the data and the tools to keep track of what the customer will be charged for in place, we can lay out the billing process.

The billing process will be such that a memorized transaction on the customer invoice will be created, listing the items that are being charged for storage. Memorized transactions auto generate the invoice, or will warn you to create one as you see fit.

In the event that the customer's list of stored items is updated, the memorized transaction
should be updated as well for the next occurence to run successfully.


Optimization
An automated process can also be implemented to execute on monthly basis (or at any occurrence), which handles the creation of invoices and emails them. Scripting will be involved to successfully perform such task.



End Date in this solution means that the item is open and should be calculated in the charge.

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