Workflow Action: Generate 856

Overview

The Generate 856 workflow action allows you to automatically generate Ship Notice/Manifest (856) EDI transactions from Item Fulfillment records using NetSuite workflows. This provides a programmatic alternative to the manual "Generate 856" button.

Use Cases

Use this workflow action to:

• Automatically generate 856 documents when item fulfillments are marked as shipped
• Trigger EDI generation as part of a larger fulfillment workflow
• Eliminate manual steps in your shipping process
• Ensure ASN/Ship Notices are sent immediately upon shipment completion

Supported Transaction Types

This workflow action supports:

• 856 (Ship Notice/Manifest)
• Simplified Shipment Notice

The workflow action applies to Item Fulfillment records.

Prerequisites

• The workflow action script must be deployed to your NetSuite account
• Script ID: customscript_orderful_generate_856_wa
• Deployment ID: customdeploy_orderful_generate_856_wa
• The script must be in RELEASED status
• Customer must have 856 or Simplified Shipment Notice 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 856 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 856 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 Item Fulfillment
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 856 WA"
   • Deployment: Select "Orderful | Generate 856 WA"
4. Optionally add conditions to control when the action executes

4. Set Workflow Conditions (Optional)

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

• Status = Shipped
• Customer has 856 enabled (check via custom field)
• Shipment Status = Shipped
• Any custom field criteria specific to your business logic

Example Workflow Configuration

Auto-Generate on Shipment

This example automatically generates 856 documents when a fulfillment is marked as shipped:

Workflow Settings:

• Record Type: Item Fulfillment
• Trigger: After Record Submit
• Init On Create: True

Workflow State:

• Name: Auto-Generate 856 on Ship
• Trigger Type: On Entry

Workflow Action:

• Type: Execute Script
• Script: Orderful | Generate 856 WA
• Conditions:
  • Status = Shipped
  • Customer: 856 Enabled = True

Conditional Generation Based on Field

This example only generates 856 when a custom checkbox is enabled:

Workflow Action Conditions:

• Status = Shipped
• Send EDI 856 = True (custom field)

What the Action Does

When executed, the workflow action:

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

This triggers the standard Orderful fulfillment processing logic, which:

• Generates the 856 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 856" 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

856 Not Being Generated

• Verify the customer has 856 enabled in Orderful configuration
• Check that ISA IDs are configured for the customer
• Verify the fulfillment has required data (shipping info, items, etc.)
• Review the Orderful Transaction record for error messages
• Check the script execution log for detailed error information

Duplicate 856 Documents

• Add a condition to prevent re-triggering on already processed fulfillments
• Check for existing Orderful Transaction records before executing
• Use workflow state management to prevent multiple executions

Best Practices

1. Add Status Checks: Only trigger on shipped fulfillments to avoid processing incomplete records
2. Check Customer Configuration: Verify customer has 856 enabled before generating
3. Avoid Duplicate Processing: Ensure workflow doesn't trigger multiple times for the same fulfillment
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 shipment data is finalized (tracking numbers, cartons, etc.)

Integration with Packing Process

If you use the Orderful packing functionality, consider these workflow triggers:

• After Packing Complete: Trigger 856 generation after cartons are finalized
• After SSCC Generation: Trigger after SSCC codes are assigned
• Custom Packing Flag: Use a custom field to indicate packing is complete and ready for EDI

Related Documentation

• Generate and Send Workflow Action
• Auto Pack Documentation (if exists)
• Packing App Documentation (if exists)
• NetSuite Workflow Guide: Help Center > Workflow

Support

For issues or questions:

• Review the script execution log for detailed error information
• Contact Head in the Cloud Development, Inc. at [email protected]
• Check the Orderful support documentation