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Syncing Item Fulfillments to ShipHawk
ShipHawk uses item fulfillments in NetSuite to create Orders. This is the preferred method of syncing data to ShipHawk because both Orders in ShipHawk and item fulfillments in NetSuite only contain items that are ready to be fulfilled.
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The following charts illustrate the fulfillment workflow from NetSuite to ShipHawk when item fulfillments sync to ShipHawk compared to when sales orders do.
Sync Item Fulfillments as Orders (Recommended)
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Sync Sales Orders as Orders (Not Recommended without Permission)
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This document explains how to configure ShipHawk settings with the assumption that your organization is using item fulfillments as the syncing entity. If needed, you may also follow the same setup process for syncing sales orders outlined in the following sections.
ShipHawk Settings
The account settings in ShipHawk’s SuiteApp provides a powerful tool for your organization to configure shipping functionality and optimize your organization’s fulfillment process. Using these settings, you can customize both the functionality and experience of our SuiteApp.
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This setting is configured at the time of implementation. Contact your ShipHawk Account Manager for more information.
Accessing the ShipHawk account settings
All available SuiteApp settings are under the ShipHawk Settings menu.
To access ShipHawk account settings
To access the ShipHawk Settings menu from your NetSuite dashboard, click ShipHawk > Setup > ShipHawk Settings.
You will be redirected to the ShipHawk Settings List screen.From the ShipHawk Settings List screen, click Edit.
The ShipHawk Settings screen will populate
ShipHawk Settings Screen Reference
ShipHawk Host Section
ShipHawk Host Name | Unique name that identifies ShipHawk and directs NetSuite communications to the correct location on the Internet. NOTE Your organization’s host name varies depending on the environment you are using. Your host name will be either “uat.shiphawk.com” or “sandbox.shiphawk.com.” Enterprise customers receive a unique hostname (“unique-name.shiphawk.com”). |
API Key | A unique identifier for your specific ShipHawk account. NOTE To locate your organization’s API key, log into your ShipHawk account and navigate to Settings icon > Integrations > Developer API. Your unique API key is under the field labeled Production Key. Do not use the Sandbox Key. |
Enable Sandbox Mode | Legacy setting. |
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Only Send Approved Orders | (For syncing sales orders only) Determines when sales orders synchronize with ShipHawk. This SuiteApp setting is dependent on your NetSuite configuration. Upon creation, sales orders in NetSuite can either be assigned the status of Pending Fulfillment or Pending Approval. Pending Fulfillment Sales orders automatically synchronize with ShipHawk. Pending Approval Sales orders only synchronize with ShipHawk if this SuiteApp setting is enabled. If this setting is disabled, sales orders automatically synchronize with ShipHawk. |
PO Sync | Synchronize NetSuite purchase orders with ShipHawk. |
Send Line Item Address | NetSuite sends the address for each line item to ShipHawk. This address identifies the physical location associated with each line item. |
Enable Notes Sync | Synchronize the ShipHawk Order Notes field on the NetSuite item fulfillment record with the Notes field in ShipHawk. NOTE Synchronization of this field is bidirectional: changes to this field in ShipHawk are also updated in NetSuite. |
Other Section
Ignore Items Location | Carrier rate requests ignore the location or warehouse from which the item ships. NOTE Your organization may disable this setting if you only ship from one location or warehouse. |
Ignore Items Inventory | Carrier rate requests ignore the inventory counts of the items being rated and return rates regardless of whether the item is in stock. |
Use Cheapest Rate for Backordered | Rate requests return results using the most cost-effective options for fulfilling multiple shipments. NOTE To use this setting, the Ignore Items Inventory setting must be disabled. |
Disable Line Items Combining on Rate Request | Carrier rate requests do not combine line items when returning results. NOTE Your organization may disable this setting if you sell items by either the foot or the pound. For example, a purchase of one 3-foot and one 5-foot length of rope is not the same as a purchase of 8-feet of rope. |
RF Smart Packing Enabled | Enable this setting if your organization’s packing solution is RF-SMART software. |
RF Smart Package Type | Select a default package type from the drop-down field if your organization’s packing solution is RF-SMART software. The options are:
Most organizations select the Parcel option. NOTE This field becomes available if the RF Smart Packing Enabled setting is checked. Do not select the New option. |
Adjust Order Line Item Values with Discounts | Enable this setting for ShipHawk to account for discount line items if they have been added to a sales or purchase order in NetSuite. |
Ship Complete- Remove Dropship Flag | Indicates all items need to be shipped together. If there are backordered items in the sales order, ShipHawk will rate the order with all items included and ship everything together once backordered items become available. |
Sync Item Fulfillments as Orders | Enable this setting to sync item fulfillments in NetSuite as Orders in ShipHawk. |
Sync Item Fulfillments in Status | If Sync Item Fulfillments as Orders is enabled, select whether Item Fulfillments are synced when they are set to Picked or Packed status. The field is empty by default. If the RF Smart Packing Enabled setting is enabled, this setting will be set to Packed by default. |
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It is important to note there are count limits to the number of line items that can be synced from NetSuite to ShipHawk at a time. These limits are independent of any ShipHawk setting that has been configured in NetSuite.
After item fulfillment or sales order is saved in NetSuite, a sync with ShipHawk is initiated. Though the limits depend on how your bundle is configured, the worst-case limits are as follows:
Default mode: 300 line items
Sync Sales Orders as Orders mode: 600 line items for Sales Orders and Item Fulfillments
Disable native NetSuite Shipping functionality
If you were previously using NetSuite’s native shipping functionality, you must first disable NetSuite’s Shipping Label Integration feature before you can use ShipHawk for rating in your instance of NetSuite.
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If you were not using NetSuite for shipping, you may skip this section and move on to ShipHawk Settings.
To disable Integrated Shipping Labels in NetSuite
From your NetSuite dashboard, click Setup > Company > Enable Features.
You will be redirected to the Enable Features setup page.From the Enable Features page, click the Transactions tab.
Locate the Shipping & Receiving heading.
Deselect the Shipping Label Integration checkbox.
Click Save to save your changes.
You have disabled the Shipping Label Integration feature and can now use ShipHawk for rating in NetSuite.
Order Field Mapping
Your organization may have fields on your item fulfillments and shipping labels that do not currently exist in ShipHawk. This field mapping feature not only imports these unique fields to ShipHawk, it can also override existing ShipHawk fields with fields that your organization uses instead. Once your item fulfillment fields become available in ShipHawk, your organization can use them for creating rating rules and shipping policies.
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All field mapping settings are found on the ShipHawk Settings screen.
Order reference number mapping
Order reference numbers are values that do not currently exist in ShipHawk and are pulled from NetSuite into ShipHawk’s database.
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These reference numbers are then populated in empty ShipHawk fields to allow you to configure ShipHawk to match your organization’s fulfillment needs.
To map a new order reference number
From the ShipHawk Settings screen, click on the Orders tab > ShipHawk Order Reference Number Mapping tab. The ShipHawk Order Reference Mapping tab is displayed.
To create a new reference number mapping, click the New ShipHawk Order Reference Number Mapping button.
You will be redirected to a blank ShipHawk Order Reference Number Mapping screen.Under the Reference Number section, select an option from the Reference Number Type drop-down field.
ShipHawk recommends users select Other # for your reference number type.
If you select Other # as your reference number type, the Reference Number Name field will populate below it.Enter a unique name in the Reference Number Name field.
Select an option from thedrop-down field. This selects the item fulfillment field in NetSuite that is sent to ShipHawk as a new reference field mapping.
Specify that you are mapping a new reference field from the item fulfillments page by selecting Item Fulfillment from the Value Source field.
Click Save to finish.
Repeat this procedure for each item fulfillment field you need to map from NetSuite to ShipHawk.
Order line item reference number mapping
Order line item (OLI) reference numbers are values that do not currently exist in ShipHawk and are pulled from line items.
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These line item reference numbers are then populated in empty ShipHawk fields as informational references.
To map an OLI reference number field
From the ShipHawk Settings screen, click on the Orders tab > ShipHawk Order Reference Number Mapping tab. The ShipHawk Order Reference Mapping tab is displayed.
Click on the New ShipHawk OLI Ref Num Mapping button. A blank ShipHawk OLI Ref Num Mapping screen is populated.
Under the ShipHawk OLI Reference Number section, enter a unique code in the Reference Number Code field.
Under the same section, enter a unique name into the Reference Number Name field.
Select an item fulfillment field from the drop-down field. This is the item fulfillment field that is mapped from NetSuite to ShipHawk.
Specify that you are mapping a field from the item fulfillments page by selecting Item Fulfillment from the Value Source field.
Click Save.
Repeat this procedure for all OLI reference numbers you wish to map from NetSuite to ShipHawk.
Order line item field mapping
ShipHawk automatically maps a set of default line item fields from NetSuite to ShipHawk. ShipHawk allows you to override the default fields in NetSuite that are mapped to ShipHawk with different ones of your choice.
Mapping any field outside the value of the item sold, such as the HS code or the country of manufacture, requires the assistance of a ShipHawk Implementation Representative to override the values stored in your product catalog.
To map an OLI field
From the ShipHawk Settings screen, click on the Orders tab > ShipHawk OLI Field Mapping tab. The ShipHawk OLI Field Mapping tab is populated.
Click the New ShipHawk OLI Field Mapping button. You will be redirected to a blank ShipHawk OLI Field Mapping screen.
Under the ShipHawk Order Line Item section, select an option from the ShipHawk OLI Field drop-down field. This selection is the field in ShipHawk that will receive the OLI data.
Select an option from the drop-down field. This selection is the item fulfillment field in NetSuite that will send the OLI data.
You can only map order line item fields that are categorized as a “Transaction Item.” Transaction items are indicated in parentheses next to the name of the field.Specify that you are mapping a line item from the item fulfillments page by selecting Item Fulfillment from the Value Source field.
Click Save.
Repeat this procedure for all line item fields you wish to map from NetSuite to ShipHawk.
ShipHawk Order field mapping
These are fields that do not currently exist in ShipHawk and are pulled from the item fulfillment in NetSuite and synchronized to ShipHawk. You can import any field from a NetSuite item fulfillment and map it to a corresponding field in ShipHawk.
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Your organization can map over information such as customer emails, phone numbers, or other data that is not currently on the sales record. This can include synchronizing Amazon orders from Netsuite to ShipHawk or dealing with third-party billing situations.
To map item fulfillment fields
From the ShipHawk Settings screen, click on the Orders tab > ShipHawk Shipment Mapping tab. The ShipHawk Order Field Mapping tab is displayed.
Click the New ShipHawk Order Field Mapping button. You will be redirected to a blank ShipHawk Order Field Mapping screen.
Select the target field in ShipHawk to which you want to write your NetSuite data by clicking on the ShipHawk Order Field drop-down field under the ShipHawk Order Field section.
Enter the NetSuite item fulfillment field from which you want to pull data by clicking the NetSuite Order Field Path under the NetSuite Order Field section.
For standard NetSuite item fulfillment fields, enter the field name using the following format: fieldname_id. (The underscores are used to separate the field name elements. Do not put spaces when typing the field name into NetSuite.)
For custom NetSuite item fulfillment fields of the list/record type, enter the field name using the following format: custbody_id.custrecord_id.target_field.
Select the Item Fulfillments option from the Value Source field below.
For certain complicated field cases, enter the field name using the following format: custbody_id.custrecord_id.custbody2_id.custrecord2_id.custbody3_id.custrecord3_id.target_field.
Click the Save button to finish.
Repeat this procedure for all item fulfillment fields you wish to map from NetSuite to ShipHawk.
Shipping Method Mapping
ShipHawk supports additional shipping method mapping beyond the basic default shipping method first setup during SuiteApp installation.
Shipping methods mapping
This section provides detailed procedures for mapping your existing shipment methods from NetSuite to ShipHawk.
To map shipping methods
From the ShipHawk Settings screen, click on the Shipping Methods tab. The Shipping Methods tab is displayed.
Click the New ShipHawk Shipping Method Mapping button to create a new mapping. You will be redirected to a blank ShipHawk Shipping Method Mapping screen.
Click in the ShipHawk Shipping Method field. The Select Multiple button populates.
Click on the Select Multiple button to access the full drop-down field of shipping methods.
Click on the drop-down field at the top of the Choose ShipHawk Shipping Method list to view the different available carriers.
Select an available carrier. The available services change based on the carrier you select.
Click on the Select ➡️ icon next to each service you wish o select. The service appears in the Current Selections field.
You can click on the Cancel Selection ❌ icon next to each service to undo your selection.Click Done when you finish selecting all your carrier services. The selected services populate in the ShipHawk Shipping Method field.
Select a name for this set of shipping services from the Shipping Method drop-down field.
Click the Save button to finish.
Repeat this procedure for all shipping methods you wish to create.
Proposed Shipment Mapping
ShipHawk supports the mapping of license plate number data to ShipHawk. License plate numbers are unique identifiers used to track shipments, which your organization can synchronize with ShipHawk for inclusion in proposed shipments. ShipHawk supports the mapping of both license plate numbers and item license plate numbers.
Proposed shipment mapping
The following section provides detailed instructions for how to set up proposed shipment mappings.
To map shipment information
From the ShipHawk Settings screen, click on the Proposed Shipment Mapping tab > Proposed Shipment Mapping tab. The Proposed Shipment Mapping tab is displayed.
Click the New Proposed Shipment Mapping button. The Proposed Shipment Mapping screen populates.
Select one of the field options from the ShipHawk Proposed Shipment Field drop-down field
license_plate_number
ship_date
origin_instructions
destination_instructions
These are the fields in ShipHawk that will receive the mapped data.
Select one of the field options from the NetSuite Fulfillment Field Path drop-down field
These options are the fields in NetSuite’s item fulfillment record that are sent to ShipHawk.Click the Save button to finish.
Repeat this procedure for all shipment fields you wish to map from ShipHawk to NetSuite.
Proposed shipment item mapping
The following section provides detailed instructions for how to map proposed shipment items.
To map proposed shipment information
From the ShipHawk Settings screen, click on the Proposed Shipment Mapping tab > Proposed Shipment Item Mapping tab. The Proposed Shipment Item Mapping tab populates.
Click the New Proposed Shipment Item Mapping button to create a new item mapping. You will be redirected to a blank Proposed Shipment Item Mapping screen.
Select an option from the ShipHawk Proposed Shipment Item Field drop-down field
item_license_plate_number,
serial_number, or
lot_number.
These are the fields in ShipHawk that receive the NetSuite data.
Select an option from the NetSuite Fulfillment Item Field Path drop-down field.
These are the fields in NetSuite’s item fulfillment record that are sent to ShipHawk.
Click the Save button to finish.
Repeat this procedure for all shipment item fields you wish to map from ShipHawk to NetSuite.
Mapping Shipping Data to Netsuite
After you have mapped all necessary item fulfillment fields to native or new ShipHawk Order fields, you will need to configure settings in ShipHawk to map shipment data back to NetSuite. This section goes over how to get Shipments in ShipHawk to write back to item fulfillment records in NetSuite.
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These mapping options are hidden behind a feature flag that must be enabled by a ShipHawk account manager.
Configuring shipment detail mapping
The following section provides detailed instructions for how to add or remove field shipment field mappings that synchronize from ShipHawk to NetSuite.
To map shipment details to NetSuite
Log into your ShipHawk account.
From the ShipHawk dashboard, click on the Settings ⚙️ icon > Integrations. The Integrations screen is displayed.
Click on the NetSuite tile. You will be redirected to the Manage Your Accounts screen.
Click on the NetSuite Shipment Mappings tab.
Fulfillment section: You can only specify whether to map the shipping method or not in this section.
Transaction body section: You can specify shipment custom fields here.
Transaction column: You can specify shipment custom fields at the item level here.
Expand the Fulfillment section to access more options. The existing list of fulfillment field mappings are displayed.
Click the Add Fulfillment Mapping button.
Under the ShipHawk Field column, only two options exist
Select the NULL option to eliminate all shipment detail mappings entirely. No data will be written over to NetSuite’s item fulfillment record.
Select the Shiphawk Shipping Method option to confirm mapping of default shipment details over to NetSuite’s item fulfillment record.
Under the NetSuite Field column, select the Shipping Method option. This is your only option in this column.
Expand the Mapping for transaction body section to access more options. This section includes all the default mappings that ShipHawk already synchronizes with NetSuite.
Click the Add Transaction Body Mapping button.
Select an option from the ShipHawk Field column.
Select an option from the NetSuite Field column.
Expand the Mappings for transaction line fields (Transaction Column Fields) section.
Click the Add Transaction Column Mapping button.
Select an option from the ShipHawk Field column
Select an option from the NetSuite Field column
Click the Update button to finish.
To remove shipment mappings entirely
Navigate to the NetSuite Shipment Mappings tab.
Expand the Fulfillment section to access more options
Click the Add Fulfillment Mapping button.
Under the ShipHawk Field column, select the NULL option to no longer send any fulfillment data to NetSuite
Under the NetSuite Field column, select the Shipping Method option
Click the Update button to finish.
Updating Item Fulfillment statuses in NetSuite
When a shipment is booked in ShipHawk, the item fulfillment in NetSuite is updated to a Shipped status. The following section provides instructions on how to change the default item fulfillment status mapped back to NetSuite from Shipped to Packed.
To change the default item fulfillment status mapped to NetSuite
From the NetSuite Manage Your Accounts screen, navigate to the Advanced tab.
Locate the Create/Update Item Fulfillments in NetSuite in section at the bottom of the pop-up window.
Choose which types of carriers you want your item fulfillments to display a Packed status for.
If you opt to have your item fulfillments updated in a Packed status for any of the carriers displayed, an additional setting will populate in this section.Enter the number of days to wait before automatically marking an item fulfillment as Shipped if the status does not change for any reason.
Click Update to save your changes.
Managing Netsuite Concurrent Connection and ShipHawk Performance
As a NetSuite administrator, you can manage and monitor the number of concurrent connections your NetSuite implementation can use for integrating with other applications, including ShipHawk.
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In NetSuite, the number of concurrent connections is shown in the Account Concurrency Limit field, and also on the Concurrency Monitor and Integration Governance screens. You can now configure the number of concurrent connections ShipHawk will use with your NetSuite implementation in the Concurrency Rate Limit field. The Concurrency Rate Limit setting in ShipHawk must be less than or equal to the Account Concurrency Limit field in NetSuite.
Monitoring Concurrency Performance
You can view concurrency performance in NetSuite with the Concurrency Monitor, and review concurrency usage for integrations on the Integration Governance screen. For example, you might have a NetSuite Basic service tier that allows for five concurrent connections, or you might have a higher service tier that allows for more connections. As a NetSuite administrator, you need to identify the service tier that best meets your overall business and performance requirements.
Account Concurrency Limit in NetSuite
In NetSuite, the Account Concurrency Limit setting defines the number of concurrent operations that can be performed for each integration. For example, if your Account Concurrency Limit is set to three and you book five shipments in ShipHawk, NetSuite will only create the first three Item Fulfillment records simultaneously. The two remaining records will not be created until the first three records were successfully created.
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Select Setup > Integration > Integration Governance.
Note the Account Concurrency Limit field value. This value should be greater than or equal to the Concurrency Rate Limit value you can set in ShipHawk.
Rate Limiting in ShipHawk
On the ShipHawk web portal, you can specify the number of connections that ShipHawk uses to connect to NetSuite in the Concurrency Rate Limit field
Select Settings (gear icon) > Integrations.
Click the NetSuite tile for NetSuite Manage Your Accounts.
Select Advanced tab and go to the Rate Limiting section
In Concurrency Rate Limit, enter a value that is less than or equal to the Account Concurrency Limit in NetSuite.
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