Introduction
Manual sales order processing is a common bottleneck in document management workflows, especially when dealing with PDFs in NetSuite.
Hydrapeak encountered this challenge firsthand—receiving purchase orders in various PDF formats and manually entering them into NetSuite. To streamline document processing and improve accuracy, Hydrapeak turned to eXtendTech’s eXtendFiles AI.
Audience
This article is intended for Executives, Operations Managers, and NetSuite Administrators working within a business that receives any volume of Purchase Orders from their Customers via PDF or other document formats where staff then manually enters Sales Orders into NetSuite.
The Challenge: PDF Document Management in NetSuite
Hydrapeak receives purchase orders from multiple customers, each using a different PDF format. Originally, we performed traditional Optical Character Recognition (OCR) methods to translate Purchase Orders (PO) into Sales Orders (SO). This worked great for awhile, but when their customer changed their PO format, we received some errors and the original work needed to be changed. This made it difficult to standardize document intake and automate data entry using traditional OCR in NetSuite.
Ultimately, their goals included:
Automating document ingestion – whether it be via email or API
Mapping line items, quantities, and shipping methods correctly
Generating accurate NetSuite Sales Orders with minimal manual effort
The Solution: eXtendFiles AI for NetSuite Document Management
In response to these challenges, eXtendTech developed a robust document management solution using eXtendFiles AI, which seamlessly integrates with NetSuite to convert unstructured PDF data into structured Sales Orders.
How It Works
Upload PDF to eXtendFiles
Users upload a PDF document via the UI or our API to create an eXtendFile record with the proper AI service record selected on the eXtendFile.Queuing for AI Processing
Once the eXtendFile record is saved, the system recognizes the AI service record definition on the eXtendFile which then triggers the AI routine to fire asynchronously.AI Document Processing
This will receive the inbound queued message via Amazon Simple Queue Service (SQS) to initiate processing. eXtendFiles AI extracts metadata such as items, quantities, and pricing from the PDF file to then convert it into formatted JSON ready to use once returned to NetSuite.Extract & Create Sales Order in NetSuite
This data is then sent to NetSuite, back to the originating queue record that will initiate a workflow to create the corresponding Sales Order. For one of Hydrapeak’s clients, a custom process actually creates two (2) or more Sales Orders per PDF based on the inbound document structure.Auditability via OCR Record
Every action and data point is logged in an eXtendFiles AI OCR record for transparency and traceability. The full payload can be found on this record.
Under the Hood: NetSuite Components and Methodologies
Handling Exceptions in NetSuite Document Management
If a line item isn’t recognized, the system adds “OCR Item not found” to the Sales Order.
A custom field “Created via OCR” flags AI-generated orders.
Retry and Recovery Mechanisms
To enhance reliability, the solution includes manual and automated retry options:
A button allows users to re-trigger failed processes.
Scheduled workflows attempt up to four retries before pausing further action.
Key NetSuite Components for AI Document Management
Several NetSuite elements power this automated workflow:
Map/Reduce Script:
eXtendFiles AI Create SO RecordWorkflows:
AI Processing,Re-Processing [BTN],Re-Processing [SCH]Custom Field:
Is eXtendFiles AI enabled?OCR Records (Custom Record) and Saved Searches for tracking
Outcome: Streamlined NetSuite Document Management at Scale
Hydrapeak now benefits from a scalable, automated document management system using eXtendFiles within NetSuite. Manual data entry is minimized, errors are reduced, and the team can process a variety of customer formats with ease.
Looking to Take Your Document Management to the next level in NetSuite?
At eXtendTech, an Oracle/NetSuite SDN Partner, we understand these challenges first hand. For decades, our team of NetSuite Business Users, Administrators, Implementors, and Developers have specialized in optimizing NetSuite workflows and leveraging the systems’ full potential. Innovating forward, we’re taking NetSuite document management to the next level.
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