Simplified Sales Order Management: Streamlining Auto Closure Process 

Overview

Our client wanted to optimize their sales order (SO) management processes within the NetSuite platform. For this, they required the automated closure of specific sales orders. This requirement was efficiently addressed using a combination of saved searches and scheduled scripts.

Challenges Faced

• Manual closure of sales orders led to inefficiencies and resource drain.
• Difficulty in identifying and closing sales orders meeting specific criteria.
• Lack of automation resulted in prolonged processing times and potential errors.

Solution Offered

• A comprehensive solution leveraging NetSuite ERP’s functionalities was devised. The solution comprised two key components: a saved search and a scheduled script.

Saved Search: “SO with NET LATAM Payment Method”

A saved search was meticulously crafted to identify sales orders meeting the specified criteria. The search criteria included:

• ‘Payment Method 1’ which contained the designated values.
• Sales orders which were not yet closed.
• Sales orders without fulfillment.

Scheduled Script: “Auto Close SO -120 Days”

A scheduled script was developed to automate the closure process. The script workflow involved:

1. Loading the saved search “SO with NET LATAM Payment Method” to retrieve relevant sales orders.
2. Extracting the internal IDs of identified sales orders and calculating the number of days they have been open.
3. Implementing a condition to check if the days open are greater than or equal to 120.
4. Auto closing the sales orders that meet the specified criteria.

Key Implementation Steps

• Requirement Analysis: Detailed understanding of the client’s requirements and existing system configurations.
• Solution Design: Crafting the saved search and developing the scheduled script to align with the client’s needs.
• Testing Phase: Rigorous testing of the saved search and scheduled script to ensure accuracy and reliability in the sandbox platform.
• Deployment: Seamless deployment of the solution within the production environment.
• Monitoring and Optimization: Continuous monitoring of the automated process to address any potential issues and optimize performance.

Result

The implementation of the automated sales order closure process yielded significant benefits for the client. Manual efforts were replaced with an automated process, saving time and resources while improving operational efficiency. The streamlined closure process ensured compliance and accuracy, allowing the client to focus on core business activities. Through adept utilization of NetSuite’s capabilities, SuiteMatrix, a leading NetSuite solutions provider, helped the client successfully automated sales order closure, exemplifying the transformative power of automation in optimizing business processes.