Item Receipts

Overview

📥 Direction: NetSuite → Zudello
🔄 Sync Type: Incremental sync
⏱️ Frequency: Every 15 minutes
📋 Entity: Item receipts with purchase order relationships

Item receipts flow from NetSuite to Zudello to track goods received against purchase orders. This integration provides visibility into delivery performance, partial receipts, and enables three-way matching between purchase orders, receipts, and invoices.

Key Benefits

✅ Three-way Matching - Link POs, receipts, and invoices
✅ Delivery Tracking - Monitor receipt timing and quantities
✅ Partial Receipt Support - Handle partial deliveries
✅ Quality Control - Track receipt status and exceptions
✅ Vendor Performance - Analyze delivery performance metrics

Processing Strategy

The integration utilizes complex tracking mechanisms:

• Link item receipts to original purchase orders
• Track partial vs complete deliveries
• Handle quantity variances and adjustments
• Monitor receipt-to-invoice timing
• Support lot and serial number tracking

Field Mappings

Header Fields

NetSuite Field	Zudello Transaction Field	Data Type	Notes
tranid	document_number	String	Receipt number
trandate	date_issued	Date	Receipt date
entity	supplier	Relation	Links to Supplier
currency	currency	Relation	Links to Currency
subsidiary	subsidiary	Relation	Links to Subsidiary
postingperiod	posting_period	String	Posting period
createdfrom	created_from_po	Relation	Links to source Purchase Order
location	location	Relation	Links to receiving Location
status	transaction_status	String	Receipt status
exchangerate	exchange_rate	Decimal	Currency conversion
memo	notes	String	Receipt notes
shipdate	ship_date	Date	Shipment date

Line Item Field Mappings

NetSuite Field	Zudello Line Field	Data Type	Notes
line	line_number	Integer	Line sequence
item	item	Relation	Links to Item
description	description	String	Item description
quantity	quantity_received	Decimal	Actual received quantity
quantityremaining	quantity_remaining	Decimal	Outstanding quantity
rate	unit_cost	Decimal	Landed cost per unit
amount	total_cost	Decimal	Total receipt value
department	department	Relation	Links to Department
class	classification	Relation	Links to Classification
location	location	Relation	Links to Location
povendor	po_vendor	String	PO vendor reference
createdfrom	source_po_line	Relation	Links to source PO line
inventorydetail	lot_serial_info	String	Lot/serial details

API Configuration

SuiteQL Query Structure

Complex receipt tracking query:

• Transaction table for receipt headers
• TransactionLine for received items
• Purchase Order links for relationship tracking
• Inventory Detail for lot/serial tracking
• Location tables for warehouse data

Query Filters

• transaction.type = 'ItemRcpt' - Item receipts only
• transaction.status NOT IN ('Cancelled') - Active receipts
• transactionline.mainline = 'F' - Exclude header lines
• transactionline.item IS NOT NULL - Items only
• quantity > 0 - Positive receipts only

Sync Configuration

Incremental Sync Details

• Sync Field: lastmodifieddate
• Initial Load: All item receipts
• Updates: Modified receipts since last sync
• Frequency: Every 15 minutes
• Relationship Tracking: PO line linkage

Processing Requirements

Item receipts are synced when:

• Status is not "Cancelled"
• Contains item lines with quantity
• Has valid supplier reference
• Created from valid purchase order

Special Processing Features

Purchase Order Relationships

Track complete receipt lifecycle:

• Source PO: Link to original purchase order
• PO Line Mapping: Map receipt lines to PO lines
• Quantity Tracking: Monitor partial vs full receipts
• Outstanding Balances: Calculate remaining quantities

Partial Receipt Handling

Support complex receipt scenarios:

• Multiple receipts per PO line
• Quantity variances (over/under)
• Partial deliveries over time
• Receipt adjustments and corrections

Lot and Serial Tracking

When available, capture:

• Lot numbers for batch tracking
• Serial numbers for individual items
• Expiration dates for perishables
• Location assignments within warehouse

Quality Control Integration

Track receipt quality:

• Damaged goods quantities
• Quality holds and exceptions
• Inspection status
• Return to vendor scenarios

Processing Logic

PO Relationship Mapping

For each receipt line:
  1. Identify source PO line via createdfrom
  2. Update PO quantity received
  3. Calculate remaining PO balance
  4. Track receipt timing vs PO due date

Quantity Reconciliation

Process receipt quantities:

• Ordered Quantity: From linked PO line
• Received Quantity: From receipt line
• Previously Received: Cumulative prior receipts
• Outstanding: Ordered - total received

Status Processing

Map receipt status:

• Pending: Receipt created, not posted
• Posted: Receipt completed and posted
• Billed: Receipt matched to vendor bill
• Closed: No further receipts expected

Cost Allocation

Handle receipt costing:

• Standard cost application
• Landed cost adjustments
• Currency conversion impacts
• Variance calculations

Document Classification

All receipts configured with:

• Module: "PURCHASING"
• Submodule: "RECEIPT"
• Document Type: "ITEM_RECEIPT"
• Relationship: Links to source PO

Troubleshooting

Issue	Cause	Solution
Missing receipts	Status filter excluding	Check receipt posting status
PO links broken	createdfrom field missing	Verify PO creation workflow
Quantity mismatches	Multiple partial receipts	Review cumulative receipt logic
Location discrepancies	Multiple warehouse setup	Verify location mappings
Cost variances	Currency/exchange issues	Check exchange rate sync
Missing lot info	Inventory detail not synced	Enable lot/serial tracking
Duplicate receipts	Sync overlap	Check incremental sync logic

Related Documentation

• Purchase Orders - Source PO tracking
• Purchase Invoices - Three-way matching
• Items - Product master data
• Suppliers - Vendor information
• Locations - Warehouse setup
• Departments - Cost allocation
• Vendor Bills - Invoice matching workflow