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Bulk Records Use Case

Receive NetSuite Purchase Orders in Batches

Enter the order and the quantities received on each row and upload. Each receipt is built from its purchase order, the same as selecting Receive on the order in NetSuite, and stays linked to it.

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The Job

A container arrives, and forty purchase orders need receiving

A shipment covers dozens of purchase orders. Each receipt is a few clicks in NetSuite, repeated until the packing list is done.

On a Bulk Records sheet, the packing list becomes rows: the order in Created From, the item and the quantity received. One upload builds every receipt from its order, and each order’s status moves on as it would in NetSuite.

Who
Receiving, warehouse, AP
When
Shipments arrive
Record types
Item Receipt
In the Template Portal

A receipt template with Created From

The columns are the source order, the date, and the item lines.

A starting point. These are the settings we used for this job. Add any columns your team works with, rename them, and set the filters and dropdowns to suit. You can edit the template whenever your needs change.

  1. Pick the record and name the template

    Template Basics in the docs
    Record Type
    Item Receipt
    Include row grouping column
    Checked, so each receipt’s rows stay together

  2. Choose the columns

    Template Columns in the docs
    Add
    Created From, from Body Fields. Every row uses it to name its order.
    Items
    Item, Quantity and Location, plus Order Line for orders that list an item twice
    Inventory Assignment
    For lot-numbered items, the Inventory Assignment columns Serial/Lot Number, Inventory Status and Quantity

  3. Set how records download

    Template Filters in the docs
    Optional filters
    None needed to create receipts.

  4. Load the dropdown lists

    Template Dropdowns in the docs
    Created From
    Pick the order from the list, for example Purchase Order #PO4418. The list holds the 1,000 most recent orders.
    Location, Item
    Finsyte’s own lists, already set.
On the Sheet

Receive a shipment in four steps

Start from the packing list. Paste it in and point each row at its order.

  1. Enter the rows

    One row per item received: the PO in Created From, the item, the quantity and the location. Rows for the same PO share a Record Group.

  2. Validate the sheet

    Validate Sheet checks each value and marks every row Will create.

  3. Create the receipts

    Select Create Item Receipts. Each receipt is built from its PO, and only the lines on the sheet are received.

  4. Check the results

    Each row’s Status links to its new receipt. If NetSuite needs anything more on a row, its message shows there.

In the docs: Create Records From Another Transaction

Example

Two receipts from two purchase orders

Both lines of PO4418 are in Group 1, and 60 of 100 on PO4416 are in Group 2. Validate Sheet counts 2 to create.

Item Receipt sheet in Excel with the purchase order in Created From on three rows, and Validate Sheet reporting 2 to create
Good to Know

Before you upload

  • When an order lists the same item twice, add the Order Line column so each row names its line.
  • The Created From list holds your 1,000 most recent orders, ready to pick from.
Questions?

Receiving in Bulk Records: FAQ

Q
Can I receive many purchase orders in NetSuite at once?
Yes. On an Item Receipt sheet, enter each PO in Created From with the items and quantities received and upload. Each receipt is built from its PO and linked to it.
Q
Does the order’s status update?
Yes. NetSuite updates the order’s status just as it does for a receipt entered in NetSuite, for example to Partially Received.
Q
Can I receive lot-numbered items?
Yes. Add the Inventory Assignment columns and give each row its lot number, status and quantity.

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