Sync Item Fulfillments (IF) as Orders mode is a feature that lets you use Item Fulfillments in NetSuite to create Orders in ShipHawk. This differs from the default NetSuite configuration, in which NetSuite Sales Orders are used to create Orders in ShipHawk. 

Although many ShipHawk users prefer the default configuration for their fulfillment workflow, using Sales Orders as the syncing entity may not be the ideal setup for users who want a simplified workflow. Using Item Fulfillments as the syncing entity may simplify the shipping process, as this setup ensures only items that are ready to be fulfilled are shipped. 

This document will walk you through the implications of changing your default syncing entity, and explain why it may be the ideal option for your organization. This guide will also provide you with step-by-step instructions on how to enable Sync IF as Orders mode in NetSuite.

The Sync Item Fulfillments as Orders How-to Guide is written for your organization’s system administrator.

This guide covers the following topics:

Sync Item Fulfillments as Orders

Syncing Item Fulfillments in NetSuite as Orders in ShipHawk will alter how the ShipHawk application writes data back to NetSuite. Before enabling this feature, your organization should consider whether changing your default syncing entity is the best option for your shipping workflow.

This section gives a general overview of how the Sync Item Fulfillments as Orders feature works, and explains how it differs from the default configuration. Understanding how Sync IF as Orders affects your instance of ShipHawk will help you decide whether you want to enable this feature.

Definitions

Feature Overview

The following section explains how Item Fulfillments in NetSuite and Orders in ShipHawk interact when Sync Item Fulfillments as Orders mode is enabled.

When a user creates an item fulfillment in NetSuite:

• An order is automatically created in ShipHawk with a corresponding proposed shipment.

• The item fulfillment number is used as the order number in ShipHawk (ex: IF138296)

When a user updates an item fulfillment in NetSuite:

• The corresponding order in ShipHawk will also be updated. This applies to updates such as line item changes and changes to the destination address.

When an order is fulfilled in ShipHawk:

• The item fulfillment record is updated in NetSuite.

When a user deletes an order in ShipHawk:

• The order can be re-synced by updating the item fulfillment in NetSuite.

Combine Orders

Sync IF as Orders mode gives users the ability to combine orders and their associated proposed shipments in ShipHawk (that are synced as item fulfillments) automatically. When users combine orders created from Item Fulfillments, ShipHawk creates one proposed shipment for the surviving order containing line items of all the combined orders. 

When the proposed shipment has shipped, ShipHawk will write back the details to each of the item fulfillments in NetSuite. This is a useful feature for shipping operations that have many orders that can be consolidated into one shipment, and are ready to be fulfilled on the same day.

Besides a simplified integration, improvements to the Combine Orders feature is the primary reason why an organization would opt to change their default syncing entity to Item Fulfillments.

Enable Sync Items Fulfillment as Orders

The default option when setting up the ShipHawk SuiteApp bundle is to sync Sales Orders in NetSuite as Orders in ShipHawk. Sync Item Fulfillments as Orders mode is disabled by default, and requires additional setup in NetSuite. This section will provide detailed instructions for how to enable the Sync Item Fulfillments as Orders settings in NetSuite. 

For a thorough comparison of how these settings differ from the default, refer to the SuiteApp Administrator’s Guide.

ShipHawk Settings

The ShipHawk Settings screen in NetSuite is where you can configure settings related to your organization’s fulfillment workflow. This screen is also where you can enable Sync IF as Orders mode and select when item fulfillments will be synced to ShipHawk.

To enable Sync IF as Orders mode

1. Navigate to the ShipHawk Settings menu from your NetSuite dashboard.

2. Click ShipHawk > Setup > ShipHawk Settings.
   
   

   Open

   

   
   The ShipHawk Settings List screen appears.
   
   

   Open

   

   
   
   

3. From ShipHawk Settings List screen, click Edit.
   
   The ShipHawk Settings screen appears.
   
   

    

4. Navigate to the Other section, located below the ShipHawk Sync section.

5. Select the Sync Item Fulfillments as Orders checkbox to enable Sync IF as Orders.
   
   
   

    

6. Now that you have enabled Sync IF as Orders, use the Sync Item Fulfillments in Status field to select when your item fulfillments will be sent to ShipHawk. By default, item fulfillments will sync when they are either in ‘Picked’ or  ‘Packed’ status.
   
   

    

7. Click Save to update your changes.

You have enabled Sync IF to Orders mode.

Set Up Field Mappings

ShipHawk Order Field Mappings let you pass data from standard and custom source fields in NetSuite to Order fields in ShipHawk. At the time of setup, your organization mapped Sales Order fields in NetSuite to Order fields in ShipHawk. If you opt to use Sync IF as Orders mode, you can update your mapping configuration to include Item Fulfillment fields as well.

To send item fulfillment field data to ShipHawk, the following types of mappings can be updated to include item fulfillment fields:

• ShipHawk Order Reference Number Mapping

• ShipHawk Order Field Mapping

• ShipHawk Order Line Item Field Mapping

• ShipHawk Order Line Item Reference Number Mapping

To map an Item Fulfillment field

1. From the ShipHawk Settings screen, click on the Orders tab. Select a mapping option from under the Orders tab.

   1.  In this example, we are using the Order Reference Number Mapping tab.
      
      

       

2. Click the New ShipHawk Order Reference Number Mapping button. The ShipHawk Order Reference Number Mapping screen appears.
   
   

    

3. Select Other # from the Reference Number Type drop-down.
   
   

    

4. Select the item fulfillment field you want to map back to in the Sales Order Field drop-down.

   1. The Sales Order Field field contains both Item Fulfillment and Sales Order fields to map to. It is titled this way because Sales Orders are the default syncing entity.

5. Specify that you are mapping a field from the item fulfillments page by selecting Item Fulfillment from the Value Source field.
   
   

    

6. Click Save to finish.

Repeat this procedure for each item fulfillment field you need to map from NetSuite to ShipHawk.

Limitations

The following use cases/features are not supported by Sync IF as Orders mode:

• ShipHawk will not automatically delete and cancel shipments if an Item Fulfillment is deleted in NetSuite. Shipment cancellations only happen in ShipHawk.

• If an order is combined from Item Fulfillments and either the order or item fulfillment is updated, ShipHawk will not create a new order or update the combined order.

• Proposed shipments that are created from Item Fulfillments cannot be deleted.

• Even if all items are not selected, ShipHawk will still update NetSuite.

Contact your ShipHawk Implementation Representative if you have any questions about the scope or functionality of the Sync Item Fulfillments as Orders feature.