# Workflow Action: Generate 940

## Overview

The **Generate 940** workflow action allows you to automatically generate Warehouse Shipping Order (940) EDI transactions from Sales Order records using NetSuite workflows. This provides a programmatic alternative to the manual "Generate 940" button.

## Use Cases

Use this workflow action to:

* Automatically generate 940 documents when sales orders are ready for warehouse fulfillment
* Trigger EDI warehouse shipping orders for drop-ship or 3PL scenarios
* Eliminate manual steps in your warehouse order process
* Ensure warehouse partners receive shipping instructions immediately
* Communicate order details to third-party warehouses or fulfillment centers

## Supported Transaction Types

This workflow action supports:

* 940 (Warehouse Shipping Order)

The workflow action applies to **Sales Order** records where fulfillment will be handled by a warehouse/vendor.

## Prerequisites

* The workflow action script must be deployed to your NetSuite account
* Script ID: `customscript_orderful_generate_940_wa`
* Deployment ID: `customdeploy_orderful_generate_940_wa`
* The script must be in RELEASED status
* The **Vendor** associated with the sales order location must have 940 enabled in their Orderful configuration
* Sales order must have a location with an associated vendor

## 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 940 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 940 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 **Sales Order**
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 940 WA"
   * **Deployment**: Select "Orderful | Generate 940 WA"
4. Optionally add conditions to control when the action executes

### 4. Set Workflow Conditions (Required)

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

* **Status** = Pending Fulfillment (or other appropriate status)
* **Location** has a vendor assigned
* **Vendor** has 940 enabled (check via location configuration)
* **Order Type** = Drop Ship or Warehouse Fulfillment
* Any custom field criteria specific to your business logic

## Example Workflow Configuration

### Auto-Generate for Drop-Ship Orders

This example automatically generates 940 documents for drop-ship orders:

**Workflow Settings:**

* **Record Type:** Sales Order
* **Trigger:** After Record Submit
* **Init On Create:** True

**Workflow State:**

* **Name:** Auto-Generate 940 for Drop Ship
* **Trigger Type:** On Entry

**Workflow Action:**

* **Type:** Execute Script
* **Script:** Orderful | Generate 940 WA
* **Conditions:**
  * Status = Pending Fulfillment
  * Shipping Method contains "Drop Ship"
  * Location is NOT empty

### Conditional Generation Based on Field

This example only generates 940 when a custom checkbox is enabled:

**Workflow Action Conditions:**

* Status ≠ Cancelled
* Use 3PL Fulfillment = True (custom field)
* Location has Vendor assigned

## What the Action Does

When executed, the workflow action:

1. Loads the Sales Order record
2. Sets the `Ready to Process (Warehouse Shipping Order)` field to `true`
3. Saves the record

This triggers the standard Orderful 940 processing logic, which:

* Generates the 940 EDI message payload
* Creates an Orderful Transaction record
* Dispatches the transaction to Orderful via API (if autosend is enabled)

**Note:** Unlike other generate actions, this does NOT set the `Force Autosend` flag - the 940 follows its own autosend logic.

This is the same functionality as clicking the "Generate 940" 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

### 940 Not Being Generated

* Verify the sales order has a location assigned
* Verify the location has a vendor assigned
* Check that the vendor has 940 enabled in Orderful configuration
* Check that ISA IDs are configured for the vendor
* Verify the sales order has required data (line items, shipping info, etc.)
* Review the Orderful Transaction record for error messages
* Check the script execution log for detailed error information

### Duplicate 940 Documents

* Add a condition to prevent re-triggering on already processed sales orders
* Check for existing Orderful Transaction records before executing
* Use workflow state management to prevent multiple executions
* Consider checking order status to avoid processing cancelled orders

## Best Practices

1. **Validate Location/Vendor:** Ensure location and vendor are set before triggering
2. **Add Status Checks:** Only trigger on confirmed orders to avoid processing incomplete records
3. **Check Vendor Configuration:** Verify vendor has 940 enabled before generating
4. **Avoid Duplicate Processing:** Ensure workflow doesn't trigger multiple times for the same sales order
5. **Test in Sandbox:** Thoroughly test your workflow in a sandbox environment before deploying to production
6. **Monitor Execution:** Regularly review script execution logs during initial rollout
7. **Consider Timing:** Trigger after inventory allocation and ship date confirmation
8. **Handle Cancellations:** Exclude cancelled orders from automatic processing

## Integration with Warehouse/3PL Process

Consider these workflow triggers based on your fulfillment process:

* **After Order Created:** Trigger immediately after sales order creation for drop-ship
* **After Inventory Allocated:** Wait until items are allocated before sending to warehouse
* **After Manual Review:** Require approval before sending to 3PL
* **After Ship Date Confirmed:** Ensure ship dates are set before sending
* **Custom Warehouse Flag:** Use a custom field to control when orders are ready for warehouse

## 940 Use Cases

The 940 is typically used in these scenarios:

* **Drop-Ship:** Vendor ships directly to customer
* **3PL Fulfillment:** Third-party logistics provider handles fulfillment
* **Warehouse Transfer:** Shipping order to external warehouse
* **Cross-Dock:** Items shipped through a warehouse without storage

## Location and Vendor Configuration

For 940 to work properly:

1. **Location Setup:** Sales order must have a location assigned
2. **Vendor Assignment:** The location must have a vendor assigned in NetSuite
3. **Vendor as Entity:** The vendor must be configured as an Orderful Entity
4. **940 Enabled:** The vendor entity must have 940 enabled with ISA IDs configured

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