Workflow Action: Generate 810

Overview

The Generate 810 workflow action allows you to automatically generate Invoice (810) EDI transactions from Invoice records using NetSuite workflows. This provides a programmatic alternative to the manual "Generate 810" button.

Use Cases

Use this workflow action to:

• Automatically generate 810 documents when invoices are approved or finalized
• Trigger EDI invoice generation as part of a larger billing workflow
• Eliminate manual steps in your invoicing process
• Ensure EDI invoices are sent immediately upon invoice approval

Supported Transaction Types

This workflow action supports:

• 810 (Invoice)
• 880 (Grocery Products Invoice)
• Simplified Invoice

The workflow action applies to Invoice records.

Prerequisites

• The workflow action script must be deployed to your NetSuite account
• Script ID: customscript_orderful_generate_810_wa
• Deployment ID: customdeploy_orderful_generate_810_wa
• The script must be in RELEASED status
• Customer must have 810, 880, or Simplified Invoice enabled in their Orderful configuration

Setup Instructions

1. Deploy the Script

The workflow action script should be automatically deployed when the Orderful bundle is installed. Verify deployment:

1. Navigate to Customization > Scripting > Scripts
2. Search for "Orderful | Generate 810 WA"
3. Verify the script status is Released
4. Check that the deployment is Deployed

2. Create or Edit a Workflow

To add the Generate 810 action to a workflow:

1. Navigate to Customization > Workflow > Workflows
2. Create a new workflow or edit an existing one
3. Set the Record Type to Invoice
4. Add a workflow state where you want the action to execute

3. Add the Workflow Action

Within your workflow state:

1. Click Add Action under the appropriate trigger type (e.g., After Field Edit, On Entry, etc.)
2. Select Execute Script as the action type
3. Configure the action:
   • Script: Select "Orderful | Generate 810 WA"
   • Deployment: Select "Orderful | Generate 810 WA"
4. Optionally add conditions to control when the action executes

4. Set Workflow Conditions (Optional)

To ensure the action only runs for appropriate invoices, add conditions such as:

• Status = Paid In Full (or other approved status)
• Approval Status = Approved
• Customer has 810 enabled (check via custom field)
• Any custom field criteria specific to your business logic

Example Workflow Configuration

Auto-Generate on Invoice Approval

This example automatically generates 810 documents when an invoice is approved:

Workflow Settings:

• Record Type: Invoice
• Trigger: After Record Submit
• Init On Create: True

Workflow State:

• Name: Auto-Generate 810 on Approval
• Trigger Type: On Entry

Workflow Action:

• Type: Execute Script
• Script: Orderful | Generate 810 WA
• Conditions:
  • Approval Status = Approved
  • Customer: 810 Enabled = True

Conditional Generation Based on Field

This example only generates 810 when a custom checkbox is enabled:

Workflow Action Conditions:

• Status ≠ Voided
• Send EDI Invoice = True (custom field)

What the Action Does

When executed, the workflow action:

1. Loads the Invoice record
2. Sets the Ready to Process (Invoice) field to true
3. Sets the Force Autosend field to true
4. Saves the record

This triggers the standard Orderful invoice processing logic, which:

• Generates the 810/880/Simplified Invoice EDI message payload
• Creates an Orderful Transaction record
• Dispatches the transaction to Orderful via API (if autosend is enabled)

This is the same functionality as clicking the "Generate 810" button manually.

Error Handling

If the workflow action encounters an error:

• The error is logged to the script execution log (Error level)
• The workflow will halt or continue based on your workflow configuration
• Check Customization > Scripting > Script Execution Log for detailed error information
• Any errors during EDI generation will be captured on the resulting Orderful Transaction record

Troubleshooting

Action Not Executing

• Verify the script deployment is Released and Deployed
• Check workflow conditions are being met
• Review the workflow execution log
• Ensure the user role has permission to execute the script

810 Not Being Generated

• Verify the customer has 810/880/Simplified Invoice enabled in Orderful configuration
• Check that ISA IDs are configured for the customer
• Verify the invoice has required data (line items, customer info, etc.)
• Review the Orderful Transaction record for error messages
• Check the script execution log for detailed error information

Duplicate 810 Documents

• Add a condition to prevent re-triggering on already processed invoices
• Check for existing Orderful Transaction records before executing
• Use workflow state management to prevent multiple executions
• Consider checking invoice status to avoid processing voided invoices

Best Practices

1. Add Status Checks: Only trigger on finalized/approved invoices to avoid processing incomplete records
2. Check Customer Configuration: Verify customer has 810 enabled before generating
3. Avoid Duplicate Processing: Ensure workflow doesn't trigger multiple times for the same invoice
4. Test in Sandbox: Thoroughly test your workflow in a sandbox environment before deploying to production
5. Monitor Execution: Regularly review script execution logs during initial rollout
6. Consider Timing: Trigger after all invoice data is finalized (approval, line items, etc.)
7. Handle Voids: Exclude voided invoices from automatic processing

Integration with Billing Process

Consider these workflow triggers based on your billing process:

• After Invoice Created from Fulfillment: Trigger immediately after invoice creation
• After Manual Approval: Require approval before sending EDI
• After Payment Terms Set: Ensure payment terms are finalized before generating
• Custom Billing Flag: Use a custom field to control when invoices are ready for EDI

Related Documentation

• Generate and Send Workflow Action
• Generate 856 Workflow Action
• Invoice Processing Documentation (if exists)
• NetSuite Workflow Guide: Help Center > Workflow