Configure - Order Flow

  • Updated

ShipStation Order session offers 5 flows which take care of Sales Order, Fulfillment and Cancellation between NetSuite and ShipStation.

Data Flow 1:  Sales Orders – Add Sales Orders from NetSuite to ShipStation

This flow is based on a NetSuite saved search and it uses Sales orders in pending fulfillment status as a reference. All the Sales Orders that satisfy the saved search criteria get exported from NetSuite to ShipStation using the saved search: “novamodule ShipStation Order Export Template”.

Part A:  Setting the NetSuite side of things – 

Steps to configure saved search –

  1. Create a new saved search using Save as a button: open the novamodule ShipStation Order Export Template and name it as novamodule ShipStation Order Export Template_PROD (or as per your convenience) and use the save as button.
  2. Add relevant criteria in the newly created saved search to get the orders you would prefer to Add in the ShipStation.
    ShipStation-Document-1.png
  3. Configure results per your business requirement for the following fields. The fields mentioned in the snapshot are mandatory and in the absence of any field exported files would error out in Integration.
    ShipStation-Document-2.pngShipStation-Document-3.pngShipStation-Document-4.png

Part B:  Setting integrator.io side of things –

Steps to configure flow: –

  1. Login into integrator.io
  2. Click on ShipStation-NetSuite Integration App
  3. Click on “Advanced Settings” and configure the following fields-
    A. ‘Select a NetSuite Saved Search for exporting order details’
    Please click on the refresh button on the right side and select the _PROD saved search from the drop-down that we configured. The new saved search cannot be selected unless you click on the refresh button.
    ShipStation-Document-5.png
    B. Give the Default store id which you are using in ShipStation to Export the orders from NetSuite. Please raise a support ticket with Novamodule to get the Store ID details and please make sure to provide the ShipStation API Key and Secret details in the Support ticket.
    Store-ID-settings-1024x458.png
    C.  If you are using the Discounts then check the checkbox for “Enable Discounts” if it is splitting on the line level(in the NetSuite saved search) then select the checkbox for “Is Discount Split On Line Level”.
    Discount-1024x543.png
  4. Click on “Mapping” and configure it as below. The important thing to remember –
    – ‘Export Fields (NetSuite)’ are the Custom labels of the Results fields from the NetSuite saved search.
    – ‘Import Field (FTP)’ are the fields that go into the product file and are expected from the ShipStation Integration App.

NOTE: Please do not add any Shipping Method mappings in the order settings section. These mappings have to be added in the flow mappings.

ShipStation-Document-9.png

Data Flow 2:  Sales Orders – Add Items Fulfillments as Sales Orders from NetSuite to ShipStation

This flow is based on a NetSuite saved search and it uses Sales orders in pending fulfillment status as a reference. All the Sales Orders that satisfy the saved search criteria get exported from NetSuite to ShipStation using the saved search: “novamodule item fulfillment as ShipStation Order Export Template”.

Part A:  Setting the NetSuite side of things – 

Steps to configure saved search –

  1. Create a new saved search using Save as a button:: novamodule item fulfillment as ShipStation Order Export Template and name it as novamodule item fulfillment as ShipStation Order Export Template_PROD (or as per your convenience) and use the save as button.
  2. Add relevant criteria in the newly created saved search to get the orders you would prefer to Add in the ShipStation.
    ShipStation-Document-11.png
  3. Configure results as your business requirement for the following fields. The fields mentioned in the snapshot are mandatory and in the absence of any field exported files would error out in Integration.
    ShipStation-Document-12.pngShipStation-Document-13.pngShipStation-Document-14.png

Part B:  Setting integrator.io side of things –

Steps to configure flow: –

  1. Login into integrator.io
  2. Click on ShipStation-NetSuite Integration App
  3. Click on “Advanced Settings” and configure the following fields-

A. ’Select a NetSuite Saved Search for exporting order details’
Please click on the refresh button on the right side and select the _PROD saved search from the drop-down that we configured. The new saved search cannot be selected unless you click on the refresh button.

ShipStation-Document-15.png

B. Give the Default store id which you are using in ShipStation to Export the orders (Item Fulfillments) from NetSuite. Please raise a support ticket with Novamodule to get the Store ID details and please make sure to provide the ShipStation API Key and Secret details in the Support ticket.

Store-ID-settings-1024x458.png

C. If you are using the Discounts then check the checkbox for “Enable Discounts” if it is splitting on line level then select the checkbox for “Is Discount Split On Line Level”.
Discount-1024x543.png

4. Click on “Mapping” and configure it as below. The important thing to remember –
– ‘Export Fields (NetSuite)’ are the Custom labels of the Results fields from the NetSuite saved search.
– ‘Import Field (FTP)’ are the fields that go into the product file and are expected from the ShipStation Integration App.ShipStation-Document-19.png

Data Flow 3:  Sales Orders – Cancel Sales Orders from NetSuite to ShipStation

This flow will cancel the order from NetSuite to ShipStation and can be used when you are using Sales Order as a reference export order from NetSuite to ShipStation.

No need to configure this flow. Just select the correct saved search (novamodule ShipStation sales order cancellation export) and turn on the flow when you are going live with the Integration. After turning on the flow, click on the icon under the Schedule column and schedule the flow.

Cancellation-from-NS-to-SS-1200x497.png
ShipStation-Document-22.png

These below are the mandatory mappings.

ShipStation-Document-23.png

Data Flow 4:  Sales Orders – Cancel Sales Orders from ShipStation to NetSuite

This flow will cancel the order from ShipStation to NetSuite and can be used when you are using Sales Order as a reference export order from NetSuite to ShipStation.

No need to configure this flow. Just turn on the flow when you are going live with the Integration. After turning on the flow, click on the icon under the Schedule column and schedule the flow.

Cancellation-from-SS-to-NS-1024x434.png

These below are the mandatory mappings

ShipStation-Document-25.png

Data Flow 5:  Sales Orders – Cancel Sales Orders from ShipStation to NetSuite [PICK, PACK, AND SHIP]

This flow will cancel the order (Item Fulfillment) from ShipStation to NetSuite and can be used when using Item Fulfillment record as a reference to export orders from NetSuite to ShipStation.

No need to configure this flow. Just turn on the flow when you are going live with the Integration. After turning on the flow, click on the icon under the Schedule column and schedule the flow.

NOTE:We cannot cancel orders from NetSuite to ShipStation when you are using Item Fulfillment record as a reference to export orders from NetSuite to ShipStation.

Cancellation-from-SS-to-NS-PPS-flow-1200x480.png

These below are the mandatory mappings.

Shipstation.png

USE CASES:

1. How to export bin data as item options into ShipStation?

Add the relevant/specified field in the NetSuite saved search and add that custom label in Integrator.io order flow settings (please see the screenshot below).

ShipStation-Document-65.png

2. How to stop exporting duplicate lines into ShipStation in case NetSuite loads duplicate lines in the saved search?

Example: When we add the bin number into the saved search, in case the item has multiple bins the saved search shows multiple lines one for each bin number, which in turn creates duplicate lines in the ShipStation.

In order to stop the duplicate, please follow the below steps.

  1. Add a new Line ID column into the saved search
  2. Set the custom label as itemDuplicateCheck

On doing that our script will check the values in itemDuplicateCheck and if multiple lines have the same value for the itemDuplicateCheck, it will keep the line that has the same itemDuplicateCheck value and remove the duplicates.

Now incase the sales order line item has multiple bin numbers, it will add duplicate lines into the saved search these duplicate lines will have the same line id, and on setting the itemDuplicateCheck to line id. It will keep the first occurrence of the line id and skip the duplicate lines.

3. How to export multi-select values as comma-separated-values into ShipStation when each option appears in a separate line in the NetSuite saved search?

Add the below mentioned/provided fields in the NetSuite saved search and add them in Integrator.io order flow settings (please see the screenshots below). ItemDuplicateCheck and concatEachLineValueUsing Separator are mandatory fields/labels. In the below, screenshot Bin Loc and Lot are the fields that you want to import to ShipStation.

ShipStation-Document-66.pngShipStation-Document-67.png

The results will look like this in ShipStation.

ShipStation-Document-68.png

4. How to stop sending backorder line items into ShipStation?

Add the below-given formula in NetSuite saved search criteria.

{quantitycommitted}-{quantity} = 0

ShipStation-Document-69.png

5. How to stop exporting the sales orders unless until all items are fully committed?

Reach out to Nova Module via support for more details. After reaching our support, we will create a saved search and deploy a script in the NetSuite account then will create a checkbox on the Sales order and add that criteria in NetSuite saved search.

6. How to prevent non-inventory items like sales tax, discount, gift… exporting as a separate sales order into ShipStation when all the other items on the sales order are back-ordered and the saved search is loading only the non-inventory items?

Please add the below formula in the saved search. You can skip/exclude multiple items. This is to prevent the non-inventory items from going to ShipStation when the other items on the order are in backorder status. The formula contains the Internal IDs of the items you want to Skip and the label (skipitem) should be exactly as in the image.

ShipStation-Document-70.png

7. How to set up discounts when total discount appearing on all lines on the saved search column without the amount splitting at line level.

We need to add the below formula to the saved search. Please use the same naming convention for labels.

adjustment(label) — CASE  WHEN {item.type}=’Discount’ THEN ‘true’ ELSE ‘false’ END

Discount Code(label) — CASE WHEN {discountamount} IS NOT NULL THEN ‘DISCOUNT’ END

ShipStation-Document-71.png

Set the unit price field in the IO to please select and check the enable discounts field in the advanced order settings.

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8. How to set up discounts when total discount splitting across each line item on the saved search column.

Please follow the same steps as above and additionally please check the below field in the Integrator.io ShipStation Integration App.

ShipStation-Document-75.png

9. How to Setup Discounts when discount appearing as a separate line item in the saved search.

Please add the item type Discount in the criteria of the NetSuite Saved Search.

10. How to send kit child items into ShipStation?

Add item fields mappings(eg: weight, weight units) which you are adding in the Order saved search(if applicable) in the kit saved search (novamodule ShipStation Kit Child Item Details for Sales Order Template). If they are using discounts then addadjustmentand hard code it to ‘false‘.

In the sales order saved search results tab, hard code the “isKitChildEnable” to ‘true“.

ShipStation-Document-76.png

Add the kit item saved search ID to the order saved search result tab to “kitChildSavedSearch“. The ID is available below the name of the Kit Saved Search

ShipStation-Document-77.png

11. How to Export only Invoice paid in full status Sales Order to ShipStation?

To export only Invoice paid in full status sales orders into ShipStation, please follow the below steps

  1. Go to the saved search used to export the orders into ShipStation
  2. Go criteria > choose Applying To Transaction Fields… > Status > any of> Invoice: Paid In Full
  3. Save the saved search

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Next Steps

Configure Fulfillment Flow