Uploading Item Fulfillments with Serial/Lot numbers

XLNS NextGen | Learn how to upload Item Fufillments with Inventory Details

Updated over a week ago

Fulfilling Sales Orders in NetSuite is fast and easy with CloudExtend. You will save at least 50% of your time vs. manually creating and updating the items in NetSuite.

With the help of CloudExtend, this ensures that your customers receive their orders accurately and on time.

This video will show you how to do Item Fulfillment for Serial/ Lot numbers.


If you will be performing partial fulfillments you will need to include every line on the original Sales Order and set the quantity fulfilled to zero for those not being fulfilled.

To AVOID this and only add the lines being fulfilled NetSuite has a setting that can be changed. Set Default Items To Zero Received/Fulfilled (Setup > Accounting > Accounting Preferences > Order Management.

Setting Default Items to Zero Received/Fulfilled allows you to avoid having to load the entire Sales Order into the fulfillment template. With this feature, you can easily perform partial fulfillment.

Template Layout

💡 Tip: It is best to check out the forms and fields and identify the header, column, and required fields in NetSuite that you may need to build the template.

If you are using NetSuite Classic Interface you can go to:

Path: Transactions > Order Management> Fulfill Orders> List

  • Created From (Reference the Sales Order Number)

  • Ship Status

  • Item List: Order Line (add the Line ID number from the Sales Order)

  • Item list: Item Receive ( TRUE OR FALSE)

  • Item List: Quantity

  • Item List: Location

  • Item List: ReplaceAll (Optional) - Set this to TRUE for the lines you want to fulfill if you are not receiving the entire Order. If the entire order is being received all lines from the Sales Order are required.

Add the following fields if you have serialized or lot number items (Inventory Detail):

  • Inventory Assignment List: Issue Inventory Number

  • Inventory Assignment List: Quantity

How to Fulfill Sales Orders via CloudExtend

The key to creating Item fulfillment is to ensure that you are able to reference the line(s) from your Sales Order that you want to receive. Since line numbers may change we recommend that you load your original Sales Order into CloudExtend for easy reference.

In a separate tab, load an Item Fulfillment template.

Step 1: Create and Load the Sales Order

In the video above, this is the Sales Order, we are going to fulfill.

💡Tip! You can retrieve the Sales Orders you want to fulfill using a data filter, saved search, or refresh action.

Step 2: Create the Item Fulfillment template based on the template layout

Since you have Item Fulfillment ready to be populated, you can copy and paste or use a formula from your Sales Order to your Item Fulfillment template.

Creating a Partial Fulfillment?

  • Add the lines you only wish to fulfill to the template

  • Add the Item List: ReplaceAll and set to TRUE

Header and Line Data

  • Tran ID > Created From

  • Item List: Line > Item List: Order Line

  • Item List: Quantity > Item List: Quantity (adjust quantity received if necessary)

    💡Tip! Repeat the items to match the number of item quantity due to the number of rows for the serial/lot/bin number association within the inventory detail.

Step 3: Upload to NetSuite

Send the record to NetSuite, click Upload to NetSuite, and hit the Upload Records button.

Go to the Sales Order > History > Fulfillments & Invoices to check the created record.

Removing Line Items from Item Fulfillment

If you have an existing item fulfillment and want to remove line items, do the steps below.

💡 Note: This DOES NOT apply to Item Fulfillments that are SHIPPED. This can only be done on those that are PACKED or PICKED.

Add the following fields into your template and set them to these values:

  • Item List: Quantity - remove the quantity value, and leave it blank.

  • Item List: Item Receive - set this to FALSE

If you have inventory details loaded in the table, remove the values before sending them back to NetSuite.

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