Outbound Transaction Handling Preferences

Overview

Transaction Handling Preferences let you control when outbound EDI transactions are automatically generated and sent to your trading partners. These settings are configured per customer and give you flexibility to use custom business logic or workflows before sending transactions.

Available Settings

You can configure handling preferences for these outbound transaction types:

• Invoice (810) - Controls when invoices are sent
• Purchase Order Acknowledgment (855) - Controls when PO acknowledgments are sent
• Advanced Ship Notice (856) - Controls when shipping notices are sent
• Warehouse Shipping Order (940) - Controls when warehouse orders are sent

Configuration Location

These settings are found on the Customer record under: EDI Tab → Order Management Config subtab

Each transaction type has its own handling preference field.

Available Options

Process on [Event] (Default)

The transaction is automatically generated and sent when the triggering event occurs:

• Invoice: On invoice creation
• PO Acknowledgment: On sales order approval
• Advanced Ship Notice: On item fulfillment shipment
• Warehouse Shipping Order: On sales order approval

This is the default behavior if no preference is explicitly set.

Custom (Manual/Workflow)

The transaction will NOT be automatically generated. Instead, you control when it's sent using one of these methods:

• Manual button click - A "Generate [transaction type]" button appears on the NetSuite record
• Custom workflow - Trigger generation via NetSuite workflow actions or SuiteScript
• Custom field logic - Evaluate custom fields/checkboxes before allowing generation

---

Example Setup: Conditional Invoice Processing

Scenario: You want to prevent invoices from being sent if a custom "Exclude from EDI" checkbox is checked.

Step 1: Add Custom Field

Create a custom checkbox field on the Invoice record (or skip this step to reference an existing field):

• Field ID: custbody_exclude_from_edi
• Label: "Exclude from EDI"

Step 2: Configure Customer

On the customer record:

1. Navigate to EDI Tab → Order Management Config
2. Set Invoice Handling Preferences to Custom (Manual/Workflow)
3. Save the customer record

Step 3: Create Workflow

Build a NetSuite workflow on the Invoice record:

1. Trigger: After Submit
2. Condition: Check if Exclude from EDI is unchecked
3. Action: Call the Orderful invoice generation button function

Alternatively, users can manually click the "Generate 810" button on invoices that should be sent.

---

How It Works

When set to "Process on [Event]"

• The Orderful SuiteApp automatically monitors transaction events
• When the triggering event occurs (e.g., invoice created), the transaction is immediately processed
• The EDI document is generated and sent to Orderful

When set to "Custom (Manual/Workflow)"

• The automatic processing is disabled
• A "Generate" button appears on relevant NetSuite records
• You can click the button manually, or
• Use a NetSuite workflow to programmatically click the button based on your business rules
• The transaction is only sent when explicitly triggered

---

Button Visibility

When using "Custom (Manual/Workflow)" mode, generate buttons appear on:

• Generate 810 button → Invoice records
• Generate 855 button → Sales Order records
• Generate 856 button → Item Fulfillment records
• Generate 940 button → Sales Order records

The buttons only appear when:

• The customer has the transaction type enabled in their Enabled Transaction Types
• The handling preference is set to "Custom (Manual/Workflow)"
• The transaction hasn't already been processed

---

Common Use Cases

Selective Invoice Sending

Set Invoice Handling to "Custom" and create a workflow that only sends invoices for specific subsidiaries or customer classes.

Approval-Based Shipping Notices

Set ASN Handling to "Custom" and require a manager to review and manually click "Generate 856" before shipping notices are sent.

Conditional PO Acknowledgments

Set PO Ack Handling to "Custom" and use a workflow to check inventory availability before generating the acknowledgment.

Multi-Step Warehouse Orders

Set WSO Handling to "Custom" and coordinate with external systems before triggering warehouse order generation.

---

Default Behavior Summary

All fields default to automatic processing. The system will continue working as before if you don't change these settings.

---

Notes

• These settings are per-customer, allowing different handling for different trading partners
• The "Custom (Manual/Workflow)" option does not prevent transactions from being sent—it only changes when they're sent
• If you switch from "Custom" back to automatic processing, future transactions will process automatically; past skipped transactions won't retroactively process
• Parent customer settings are inherited by child customers unless explicitly overridden