NetSuite Workflow

How to create a Workflow in NetSuite?

Robust NetSuite integration is gaining recognition across the tech-world. It assists in simplifying and automating your business processes for effective management. Not only that it also streamlines your processes, improves their efficiency, and even reduces their operating costs. The NetSuite SuiteFlow, otherwise known as NetSuite Workflow is used to build this integration. It’s user-friendly and point-to-click features and tools are highly helpful.

So, build a strong and powerful NetSuite integration with these NetSuite Workflows. These are very valuable in managing your internal business processes in the most effective way.

A Beginners Guide to NetSuite Workflows

The creation of a NetSuite Workflow is not that complicated task. You just need to follow a few steps for this. After enabling the feature in your environment, you will be able to locate NetSuite workflows in “Customization”. You will get one drop-down list, in that, click the option “Scripting”. Again, you will get a pull-down menu, where you need to select “Workflows”.

Go to the “Customization” option:

Netuite workflow step customization

Goto to the “Workflow” option:

Netsuite Goto to workflow option

Choose a “New” template:

Netsuite workflow Choose new template

The NetSuite offers three types of templates for creating a NetSuite workflow. They are:

  1. Journal Entry Basic Approval

  2. Purchase Order Basic Approval

  3. Sales Order Basic Approval

Journal Entry Basic Approval:

Netsuite workflow Journal Entry Basic Approval (1)

This template facilitates the creation of a workflow to approve the different Journal Entry records. The best part is you can customize any workflow created using this template as per the needs of your business.

Rules linked with this template:

  1. When you click on the “Save” option to store a Journal Entry record, before it gets saved in the database, the workflow gets initiated

  2. The administrator and your supervisor (in case of hierarchy) must approve the specific Journal Entry

  3. In the case, you don’t have any supervisor (if you are the supervisor or at the top of the hierarchy), you can approve your own Journal Entry

  4. The journal entries that have been rejected can be resubmitted for approving

  5. Even after approval, a Journal Entry will remain as part of the workflow. But, it will be only unlocked by the administrators.

The basic workflow definition properties that help in managing Journal Entry Basic Approvals:

  • Record type – Transaction

  • Subtypes – Journal Entry

  • Execute as Admin – Checked

  • Release status – Not initiating

  • Keep instance and history – Only when testing

  • Enable logging – Checked

  • Inactive – Clear

  • On create – Checked

  • On update – Clear

  • Condition – None

  • Trigger type – Before record submit

Purchase Order Basic Approval:

Purchase Order Basic Approval

This template facilitates the setting of a workflow that helps in creating and modifying a Purchase Order record. Further, it also automatically sends it to the appropriate person for approval. Moreover, any workflow created using this template can be easily customized as per your business’s needs.

Rules linked with this template:

  1. Any creation event or purchase order can initiate the workflow

  2. Only the supervisors will be allowed to approve the purchase order. But, you will not be allowed to do so in case you are an individual user who does not work under any supervision.

  3. Once the purchase order is submitted for approval, it can be unlocked only by the supervisors.

  4. The purchase orders that have been rejected can be submitted again for approval.

  5. The purchase order will be part of the workflow even after its approval

The basic workflow definition properties that help in handling Purchase Order Basic Approval:

  • Record type – Transaction

  • Subtypes – Purchase order

  • Execute as Admin – Checked

  • Release status – Not initiating

  • Keep instance and history – Only when testing

  • Enable logging – Checked

  • Inactive – Clear

  • On create – Checked

  • On update – Clear

  • Condition – None

  • Trigger type – All

Sales Order Basic Approval:

Netsuite workflow Sales Order Basic Approval

This template assists in forming a workflow that facilitates the creation and automatic approval of a sales order. But, the total amount of a sales order must be less than a particular amount for this to happen. If the amount is more than the specified amount, then the entire approval process will launch once again. Likewise the above-two types of templates, this template also can be easily customizable as per your needs.

Rules linked with this template:

  1. Any event related to the creation of a sales order can initiate the workflow

  2. The sales order gets approved automatically if the total amount of the sales order is equal to a specific amount or even less. It also gets approved if the customer’s balance (overdue) is 0

  3. The sales order will be approved even if you created it individually without any presence of a supervisor

  4. The approval process initiates itself, even though the sales order has not been approved automatically. The approver can easily modify, cancel, approve, or reject the sales order

  5. In case the sales order gets rejected, then you can either cancel or edit the sales order before re-submitting it for the approval

  6. The sales order will be part of the workflow even after the approval and is only unlockable by the administrators

The basic workflow definition properties that help in managing Sales Order Basic Approval:

  • Record type – Transaction

  • Subtypes – Sales order

  • Execute as Admin – Checked

  • Release status – Not initiating

  • Keep instance and history – Only when testing

  • Enable logging – Checked

  • Inactive – Clear

  • On create – Checked

  • On update – Clear

  • Condition – None

  • Trigger type – All

The above mentioned three templets offer effective guidance on how to create a NetSuite Workflow in NetSuite? The well-designed and well-built workflows that have been designed to suit the needs of your business are highly beneficial for your business.

The NetSuite workflows bring many processes of your business into the NetSuite system. By doing so, they eliminate the need for manual processes to manage your business operations. Not only that, with them, you can also build custom business processes to suit your unique business requirements.

The workflows can be easily created by using a feature-rich point-and-click GI (graphical interface). Then, there is no requirement for any kind of coding knowledge for that.

What is the importance of a NetSuite Workflow?

The NetSuite Workflow is an ideal ERP tool for any business since it automates the approval process of a record or transaction. As a result, the approval of different transactions becomes extremely easy and quick. It also facilitates a seamless flow of these transactions from one stage to another. Apart from that, it also validates the key information linked with your business at every stage.

A NetSuite workflow may relate to simple tasks such as the default setting of a field on a specific form or else hiding a particular field. Conversely, complex workflows incorporate multiple actions, transitions, and stages. The NetSuite tracks and monitors every stage of a workflow that has been executed on a workflow log of any record once the workflow is initiated.

What are the requirements of NetSuite Workflows?

Before integrating NetSuite Workflows into your business processes, just study and understand your entire operating process for once. Meet the responsible persons from different departments who handle these processes on a day-to-day basis. Try to identify the needs and analyze the obstacles of these departments on an individual basis. Later collaborate all these things and design an integrated workflow that perfectly fulfills each demand of your business processes.

Keep your firm’s resources and limitations in the mind while designing an ideal workflow to ensure maximum output. You may also consult any NetSuite vendor to help you out in this process. A well-experienced vendor will have multiple ideas, strategies, and methodologies for creating a highly efficient workflow. So, alliance with such a vendor might help you greatly in saving your valuable time and efforts.

Once you understand what you need precisely, start building NetSuite Workflows that meets all your demands and requirements. Create uniquely designed actions and transitions for this purpose. Further, test these workflows against your business requirements in real-time. Also, involve the different users of these workflows and incorporate their suggestions to improve overall efficiency. Don’t ever hesitate to make appropriate changes to these workflows until you get workflows that perfectly suits your prerequisites.

Interesting facts regarding NetSuite Workflows

Usually, most of the workflows revolve around a record which can be both an advantage as well as a disadvantage for you. Each of these records has its own workflow that can be tracked and revised periodically. You can also use the action “go to record” to view another record.

By looking at the significance of NetSuite Workflow, we can easily understand that a standard workflow normally determines the flow of your business operations. Therefore, make use of expedient cloud-based NetSuite ERP to devise productive workflows. Don’t hesitate to make changes until you get an ideal workflow that best suits your business needs.

Familiar terms associated with how to create a NetSuite Workflow in NetSuite?

Workflow context:

It is a type of workflow in NetSuite that gives a clear overview of the overall workflow process. With it, you can easily check and monitor the activity that has been running through the workflow currently.

Records types:

These are the categories used in NetSuite to organize records in different groups based on some criteria. Below are some examples of describing record types that the NetSuite records support.

Entities – Customers, Employees, Vendors, Projects

Activities – Events, Tasks, Phone Calls

Marketing – Campaign, Campaign Channel, Promotion Code

Transactions – Purchase Orders, Sales Orders, Invoices, Vendor Bills

Support – Support Case, Issue, Topic

File Cabinet – File, Folder

Items – Inventory Item, Payment Item, Markup Item

Communications – Note, Message

Lists – Account, Department, Currency, Location,

Customization – Custom Record, Custom List, Item Custom Field

Sub-records:

These are the collection of fields of a specific record available in a NetSuite Workflow.

Scheduled workflows:

These facilitate the seamless flow of important information among different processes of your business.

Events:

These are used to trigger different activities on workflows and will be generated through application functions.

Triggers:

These are particular events that are used to launch a specific workflow.

Workflow States:

Also regarded as the building blocks of the workflows, these represent specific actions and are connected with other states with the help of transitions. Each workflow state indicates a stage in the business process.

Workflow Transitions:

These allow seamless movement of specific actions between different states of your business process.

Workflow Actions:

These are specific actions that enable a stage to execute a particular command. For instance, adding or removing a button, setting a field value, sending an email, etc.

Workflow field:

These are quite similar to the other fields that are used in a record. However, these can be added to a specific stage of a workflow or the entire workflow.

If you have any issue related to NetSuite Workflow and other topics then reach our NetSuite Consultant to get a fast response and call us:  +61 480 016 233

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