New to Netsuite | Workflow to Prevent Purchase Order from Being Edited When Status Is Fully Billed

Pratik Teredesai-Oracle

Implementing a workflow to restrict edits on purchase orders once they reach the "Fully Billed" status addresses several critical concerns in procurement management. Firstly, it helps preserve data integrity by ensuring that once financial obligations are satisfied, records cannot be inadvertently or intentionally altered. This control minimizes discrepancies between procurement and accounting, supporting audit trails and compliance with regulatory standards.

Overall, such a workflow enhances both operational efficiency and trust in procurement data, allowing organizations to maintain strong governance over their purchasing processes. 
 
The following steps outline how to create this Workflow: 

1. Navigate to Customization > Workflow > Workflows > New
   
2. Basic Information: 
   1. Name: Enter Name 
      Example: Lock Billed Orders 
   2. Record Type: Select Transaction 
   3. Sub Types: Select Purchase Order 
   4. Execute As Admin: Enter Checkmark 
   5. Release Status: Select Released 
   6. Keep instance and history : Always 
   7. Enable logging : Enter Checkmark 
      
3. Event Definition: 
   1. On Create: Enter Checkmark 
   2. On View or Update: Enter Checkmark 
   3. Trigger Type: Select All 
      
4. Click Save 
5. Click State 1 
6. Click New Action
   
7. Click Lock Record
   
8. Basic Information: 
   1. Trigger On: Select Before Record Load
9. Condition:  
   1. Select Custom Formula 
   2. Condition: Enter {userrole.id}!=3 and {statusref.id}='fullyBilled' 
      
10. Click Save the Workflow Action 
11. Click Save the Workflow State

• The record is not currently not locked and user can Edit the purchase order.
  
  

• When status is Fully Billed the Purchase Order is Locked.
  
  

Note: The underlined part of the Condition will allow an Administrator to still edit the transaction. Delete that part if you do not wish this to be allowed. 

DISCLAIMER: The sample code described herein is provided on an "as is" basis, without warranty of any kind, to the fullest extent permitted by law. Oracle + NetSuite Inc. does not warrant or guarantee the individual success developers may have in implementing the sample code on their development platforms or in using their own Web server configurations. 

Oracle + NetSuite Inc. does not warrant, guarantee or make any representations regarding the use, results of use, accuracy, timeliness or completeness of any data or information relating to the sample code. Oracle + NetSuite Inc. disclaims all warranties, express or implied, and in particular, disclaims all warranties of merchantability, fitness for a particular purpose, and warranties related to the code, or any service or software related thereto. 

Oracle + NetSuite Inc. shall not be liable for any direct, indirect or consequential damages or costs of any type arising out of any action taken by you or others related to the sample code. 

Visit the SuiteBuilder section under the New to NetSuite category to explore a range of beginner-friendly guides that walk you through essential accounting features in NetSuite.