Parts Management With RF-SMART and NextService Native SuiteApps

Parts Management Using RF-SMART and Next Service - Technician With Boxes and Laptop

In this live webinar, NextService and RF-SMART join up to show you how to manage parts effectively from the warehouse into the field, to eliminate costly manual errors between warehouse and technicians.

We talk about what sets NextService and RM-SMART apart from the alternatives, and walk you through a live demonstration of a job, including requesting, receiving and consuming parts.

Using these native, built for NetSuite solutions you can:

  • Reduce the number of replenishment trips between depot and sites
  • Increase accuracy is increased when issuing inventory and processing returns

To learn more about NextService, download our product guide or book a personalized demo.

You can learn more about RF-SMART on their website.

Video Transcript

Field mobility and inventory for organizations using NetSuite

Welcome, everybody, to today’s webinar, field mobility and inventory for organizations using NetSuite.

My name’s Jo, I work for RF-SMART as the ANZ marketing coordinator and I’m joined today by Tania Large, Andy Paine and Stephen Lewis.

Andy and Tania are from Next Technik who provide the NextService product. And Stephen Lewis is joining us from Melbourne.

I’m in the Northern Rivers of Australia. Tania, where are you? Melbourne. Andy? Melbourne as well. So we’re all basically in lock down. Correct.

I’m just going to give a few more minutes for people to join.

Housekeeping items

Just a few housekeeping elements that I need to add.

On your little screen, on the bottom right, there’s a little box that says “chat” to those who are registered and attending.

And please, any questions that you have pop them in there and we will get to them. Maybe not during the session today because it’s only forty five minutes long.

But we will respond in writing and when we send out the final email with the recording of it.

Poll: Current WMS and field service solutions

That said, we’ve got a poll to launch to see whether you can give us some information about you and I’ll read out the results as soon as it’s done.

Here’s our first poll today.

So the question is, are your current WMS and field service solutions paper based or mobile? Select one of the following: both paper based, WMS paper paper based, field service, paper based or all mobile? Excellent.

And so the poll results were that thirty three percent is both paper-based and about 30 percent is field service paper-based and thirty three percent is all mobile.

So it seems pretty average there the whole way through. That’s good to know. I’m going to hand over to Tania.

If you have any questions, pop them in the chat box, it’s going to last forty five minutes and I’ll launch some more polls during the webinar. Thank you.

Introducing Next Technik

So just by way of introduction and Jo, you briefly introduced us, so thank you very much for that.

Just a little bit more about the team from Next Technik.

My name is Tania Large. I’m the global partner manager for our organization.

I work primarily with the NetSuite Solution Providers, Alliance Partners and NetSuite direct around the world with 8 years’ experience within the NetSuite community and 16 years in the technology space, helping organizations leverage technology to improve their businesses.

And Andy Paine, also based in Melbourne, Andy’s our Customer Success Manager for the Asia Pacific region.

He has 8 years’ experience within the NetSuite community and a very strong background in ERP consulting.

Introducing RF-SMART

Stephen: Thanks Tania and I’ll just introduce the RF-SMART team from my side, As it says there, I’m the Director of Operations for the APAC region.

So I run our APAC team, but I’ve also got upwards of 20 years in working with customers that want to mobilise the processes inside their warehouses, their manufacturing facilities, and also in retail across various ERPs and about six years now in the NetSuite ecosystem.

And there’s also there Filip Lempa, who’s our Account Director for RF-SMART, he’s based in Sydney.

So like Jo, he’s in New South Wales so he can move around. But yeah, he’s based in Sydney and he’s our first point of contact for anything RF-SMART related.

So he acts as our account director across APAC.

And just a little bit more about RF-SMART, I mean, we’ll get to that momentarily, I guess, but yeah, as I said, we’re a solution for mobilizing processes across your warehouse.

RF-SMART and NextService together

Tania: So why have RF-SMART and NextService come together today? So for those of you that don’t know this, RF-SMART and NextService, are two of the leading native SuiteApps around the world and certainly both big believers in the value that customers can get from a one system solution.

We know that customers prefer to have as much of their business in one system and really try to avoid any sort of ecosystem of applications because it ultimately introduces cost and risk to businesses.

Both of our products are what’s called a certified built for NetSuite solution. And the best way to think of them is like a module for NetSuite.

So we essentially bundle our module into your NetSuite instance and unlock the features for warehouse management or field service management respectively.

So what does that mean for businesses? It means the entire solution resides on the NetSuite platform.

It means you have one source of truth across the entire business and any transactions that are occurring, whether they’re in the warehouse or in the field, they have a direct and real-time impact to your accounting and inventory.

And any information that we’re capturing from the mobile devices, whether we’re in the warehouse or in the field, they’re immediately available in NetSuite, which means you can then use that data to do things with from a reporting perspective.

And a really critical aspect is with built for NetSuite solutions. There’s no API, there’s no connectors or integration required.

Integrated vs Hybrid SuiteApps

So Stephen, I think you are going to reflect on what an integrated SuiteApp is. And then also what a hybrid SuiteApp is.

So, in terms of the integrated and hybrid apps, what that means is that a large amount of the solutions, either a majority of or at least a decent percentage of the solution sits outside the NetSuite platform.

And what that means is that you might have a lot of different factors.

You could have a different UI in that side of the solution, is one aspect of it for the users, but it also means that you will have data that’s living outside your NetSuite platform and then you can be in the classic situation of the person wearing two watches that doesn’t know what time it is because they’re not sure which of those two watches is actually correct.

So your inventory or your accounting data might be in that external system as well as in NetSuite.

And if they don’t match, which almost inevitably they won’t, then you can’t be sure which one’s correct. Other systems become owners of core data for your business, which obviously isn’t great.

And then from there you can have other issues as well with them as it says, the APIs or bridges increasing IT risk in the project, etc.

Reducing costs and risks

So just to sort of round out that that conversation around built for NetSuite, the two really important benefits of a native solution is, as I mentioned, reducing unnecessary, what I would consider unnecessary, cost and risk to a business.

And so by having your warehousing and field operations completely on platform with NetSuite, we’re really looking to eliminate any IT overheads that would be associated with managing some of those things you mentioned, Stephen, such as ongoing version control, mapping of data, connectors and middlewares, so really looking to eliminate those costs.

And eliminating any sort of a misalignment of data so often seen with integrated applications, which ultimately leads to limited ability to have meaningful reporting.

So for a native solution, having everything on platform means you get a seamless flow of information across the entire business.

And then with all that really rich information and data living within NetSuite that you can then really leverage those core NetSuite features like saved searches, dashboards, reporting, workflows, and so you can really get the very best out of your investment in your ERP.

So there’s some real value that day-to-day Stephen and I do see, and Andy, do see with our customers and we’re big believers in that native solution.

So with that, maybe now let’s have a look, a closer look at our individual organizations.

RF-SMART – Who we are

So just a little bit more about RF-SMART, so as you can see there on the screen, we’re a global organization headquartered in Jacksonville, Florida, been around since ’82, which makes us a pretty a long lived technology-based company.

And just a couple of key points there around the Australian operation.

So I believe if we haven’t hit 100 NetSuite customers in Australia, New Zealand region, we’re about to. As I says, there 90 plus.

We have help desk consulting and also account management as well. On top of Filip, a total of seven people working in Australia. So we’re very much locally based now.

And the other sort of small point I’d make there is that we can work across a wide range of device types, as you can see on the bottom right hand side there.

And you can see on the list there that we work across multiple industries. So our basis for the solution for NetSuite really doesn’t have any any restrictions in terms of the types of companies we work with.

People that manage that have to manage inventory in some way that we can work with.

Next Technik and NextService

So NextService is, as I’ve already mentioned, a built for NetSuite SuiteApp.

We are what’s called a certified Suite Cloud Developer partner, so we only develop applications on the NetSuite platform. And NextService is our flagship product.

Stephen, I’m not sure if you actually mentioned this, but one of the key things that both of our organizations have in common is that we are a family owned business.

So we’re actually a second generation family business. And our roots actually date back to the nineteen forties.

So we’ve been in business for over 70 years, and you can see there with that 70 year logo, Headland Machinery was our original or parent organization.

And Headland was one of the first organizations to implement NetSuite within Australia and to great success.

And off the back of that we developed a field service application primarily for ourselves.

But won a global development award from NetSuite in 2013, and that was really the pivotal point for us as an organization to commercialize that product and we now sell it around the world.

It’s a very mature field service solution. In fact, NetSuite rate it as the number one field service solution around the world for NetSuite.

And we do have teams primarily in Melbourne, Australia, as well as in in the US, in Colorado.

And then we do have people sitting out in London, UK, and also Toronto. So very similar to RF-SMART.

We’ve got a global footprint and really catering to any type of organizations that need scheduling of work and then that mobile completion in the field.

Across all devices & verticals

And similar to RF-SMART you can see there we do, we do work on a multitude of devices.

We’re actually what you call device-agnostic.

So NextService can be used on any mobile device provided you can get access to the Internet to get your jobs while you’re out in the field.

And we do have a very strong breadth of customers across 50 or more micro verticals. So the application of the product is very broad.

And so we might move into the next slide, which is our case study, I believe, oh no.

Leading practices

So looking at our leading practices.

And so today, what we’re going to show you is very much around parts management in the warehouse and in the field, both of our solutions do a multitude of different things.

So certainly if you don’t see some features today, reach out to us and we can go through those individually with you.

But specifically, we’re going to be looking at a request for work coming into the system, doing a transfer order for parts our to our vans, creating a job, scheduling that job to resources, and then in the field doing a variety of things, one of which is going to be a situation where we get out to a job and we realise we don’t have the parts for whatever reason, they’re not in our van.

Or perhaps it’s a high value part we need to order from a supplier.

We’re going to order those. That request is going to come back to the warehouse to do something with, to either go and pick those parts or request those from the supplier. And then we’re going to book a subsequent job to go out and complete that work.

So that’s really the flow that we’re going to follow today.

And being native solutions, we’re going to do that all within one NetSuite demo account, which is really cool.

So stay tuned for that.

Customer case study – SprintQuip

OK, so just quickly to touch on SprintQuip.

These guys are a mutual customer of both RF-SMART and NextService.

They are in the business of cash handling equipment. So ATMs, as you can plainly see from the image there.

They have over 50 field staff, over a hundred and thirty employees. Their main operations are in Australia, but they do also have a footprint in the UK and Singapore.

And do a multitude of things, including, they’ve got quite a big warehouse there in Sydney, installation work, maintenance and also break-fix. So lots of lots of things going on within that organization.

But some really key things that we’ve been able to achieve for this organization is increasing the utilization by upwards of 15 percent, reducing any sort of resolutions that were previously associated with paper-based field service system, really improving that customer engagement in the field, because people were the technicians, rather, are now armed with all the CRM asset history and really enabling them to have meaningful conversations with their customers and of course, with RF-SMART.

And actually, the RF-SMART piece ties very closely back to everything you were just talking about.

So in that in that it’s counting all the all the equipment and the parts for those cash handling machines.

And so having that information accurate within NetSuite has been vital to SprintQuip being able to utilize all the other pieces that you just talked about.

So knowing what they have, knowing what parts they have in an accurate and timely fashion has enabled them to leverage the mobility part of the solution with NextService to its maximum impact because they know exactly what stock they have.

And they had a lot of issues previously with their stock counting and now it’s become a much more streamlined process that that has a high degree of accuracy.

And yeah, you’re quite you’re quite right. Previously about that.

I wanted to mention that, yes, we are both family owned businesses, both second generation run family owned businesses. So, yeah, that’s that’s a good point.

And yeah, we’ll get to the process once we do that demonstration.

Key business outcomes

Alrighty, so looking at outcomes, because I would, I’m happy to say we’re both very outcomes driven organizations, what you’re going to see today, there’s three really visual tools.

So from an RF-SMART perspective, the mobility in the warehouse and then from the NextService side our schedule board and also mobile app for field technicians.

There’s there’s really a plethora of outcomes to mention.

But just to touch on a few that you’ll really get a sense of today, and those are having visibility of people in the field and also the things that you’re going to service in the field so that we can allocate jobs more effectively.

And a couple of things that really tie in together, having full visibility of your stock across warehouses, vans and also the parts consumption on jobs.

So one of the problems we often see with customers is that beyond the warehouse, parts are really not tracked.

And certainly if you’re using paper-based systems, if we don’t write them down and say that they were consumed on jobs, they can be lost and missing revenue opportunities.

So having that full visibility across all of your warehouses is integral and ensuring that the parts used on the jobs are costed for and available to bill in real time.

And Stephen, I think you’ll agree, having that automatic depletion of stock in the field and then firing off those standard NetSuite processes for replenishment and requesting for parts really, really ties everything together to speed up our ability to repair things in the fastest time possible or what we call a mean time to repair and reducing things like shrinkage.

And I’ll just sort of tie in a couple of the RF-SMART points here.

So as it says their work order and warehouse management for anything that’s happening within the warehouse, including, you know, in some in some situations the repair or or the distribution of parts to trucks and vans or you may even be doing internal work orders within the warehouse where repairs are taking place and parts are being consumed.

And then, of course, there’s the receiving of purchase orders, the counting of stock, and then the distribution of of sales orders, all of which are leading to the outcomes that we’re talking about.

So full visibility of stock across warehouses and vans, accurate consumption, particularly when selling like an end product to a customer, being able to have that order be accurate.

When you take that order, you know, you have the stock and therefore you can ship it to a customer.

I think everybody in this call can probably relate to the problem of going online, ordering something and then having the comfort the company you just ordered off contact you and say, look, even though we said it was in stock, it actually isn’t in stock and we can’t send it to you for six weeks. That may be your last interaction with that company.

So improving that customer engagement and that customer experience, I think is a key part of the benefits of both solutions.

Tania: Yeah, absolutely, and we know that having a premium customer experience means that customers will continue to come back to you regardless of whether you’re the most expensive solution out there.

It’s all about that customer experience. And people really, they really do value that.

And having that knowledge that they can rely on you as an organization is something that’s integral to growth and the success of organizations.

Live demonstration: Parts management

So now we get to the fun part, we’ve got our parts management demonstration.

Andy from Next Technik is going to be heading up the demonstration for NextService and we’ve got Stephen continuing on for the demonstration of RF-SMART all within NetSuite.

Andy: OK, so what we’re going to go through here is starting with a customer who’s called in and they need some parts for the servicing or maintenance of one of their machines there out at Melbourne Airport.

And so they’ve called in and the first thing we’re going to do is find out that they’re not in stock, these parts.

And so what you would do then in NetSuite is raise a purchase order for those parts to bring them into stock.

So you can see here is a purchase order we’ve got with Chris’ Cranes for some parts that we need to service this customer.

So this purchase order has been raised, sent out to the customer, but then it needs to be received in to the warehouses so we can get it out to the guys in the field into their vans so that we can install them out in the field.

OK, so this is just a bit of a background. And pretty much I’m going to pass over to you, Stephen, at this point to then bring those parts into stock.

Bringing parts into stock

Stephen: So what I’m going to do with this device here on the right hand side that you can see, I’ve logged in here into the RF-SMART application and you can see here I’ve got a menu of options.

And this menu I created for today’s demonstration. So much like NetSuite itself, RF-SMART menus are role-based.

And so I can, see you can set up different roles for different people and they will see different transactions depending on their job function.

I’m going to do a purchase order receipt and a bin putaway as the first part of this. And then I’m going to transfer some stock over to one of the vans.

So I have a technician’s van that I’m going to move stock into, in this case manually, and then we’re going to show a more structured process later on in the demonstration.

And I’ve also got NetSuite open so I can show you the results of my activity.

One final point on the menu is these numbers.

You can see next to some of the transactions, we can set up the ability for an operator to be able to see how many how many of something that’s out there is considered new. So in this case, there’s no new sales orders out there.

Think of it as like a badge count on your phone where it’s going to increment up that number when there’s new transactions out there that need to be completed.

So moving into purchase order, receiving, I’m going to receive the order that Andy just showed you.

And I’m in my main warehouse here. I can enter the purchase order number. If I had a barcode for it, I could scan it. I can also hit load purchase orders.

And what that does is shows me the outstanding purchase orders within NetSuite that are ready for receipt.

So that’s only orders I can form from a receipt against not every single order in the system.

So I can select that from the list. But as I say, I could also have typed it and I could also have scanned it if I had a barcode for it.

So now what I’ve got is a list of products that I’m going to receive into my warehouse and I’m receiving them on to my dock and then I’m going to transfer them into my warehouse proper. I could also pick them directly from the dock as well.

The other thing that’s not on the screen right now that could be there, is if any of these products were out of stock or on back order in the system, we would make the operator aware of that and therefore they could choose to do a cross stock and other types of processes like that.

I’m going to scan the barcode for the first item on the list. And you can see that we pulled the details.

Once we scan the barcode, this image is coming directly out of NetSuite and we’ve got the product description and the vendor item number, if any, and it’s showing me the quantity remaining on the purchase order.

Items remaining to be receipted

So in this case, I’m just going to hit complete. And I’ve got all four of those in front of me. You’ll notice that item now drops to the end of the list. Concept there being a sort of a red, yellow, green system.

So if I now scan the controller board item you can see there. Actually, I won’t do that one. I’ll do the weighted bearing.

So if I scan the barcode for the weighted bearing and then I say, I’ve only got one of these so far as I’m unloading the order.

But you can see now as I’ve got red for unreceipted, yellow for partially receipted and green for fully receipted.

And at any point I can submit this and go and create an item receipt within NetSuite.

But I’m going to complete this order because I need all these parts to transfer them across to the van for Andy’s part of the demonstration.

So now if I scan that third item there, the controller board, and I input my quantity, now you can see it’s going to keep the yellow items at the top.

And that’s really important. If you’ve got a PI with, you know, 40, scrolling through a list to find the next thing to receive.

And that’s why the green, the green, or fully receipted items get shuffled off to the end of the lists so now if I scan that weighted bearing and receive the other one.

And now what what will happen if I go ahead and hit submit is that the purchase order will be received in NetSuite.

An item receipt will be created and the purchase order status will move from pending the receipt to pending bill.

Receipting the purchase order

So I’m just going to go ahead and hit submit right now. So now you can see we’re receiving the purchase order and I’ll just pull the purchase order over here in NetSuite.

You can say right now it’s status is still still sitting at pending receipt. But if I refresh my screen and receive quantity, bill quantity, etc is showing zero.

As soon as that PO receipt completes in NetSuite, which you can say it just did there with the green mark.

I’ll refresh that screen one more time and we should see, I have purchase order 11 open.

Just give me one second, I’ll open the right one. Always helpful. We need purchase order 8 there.

If I open that guy up, his status is now set to pending bill, we can see the quantities have been received there.

And if we jump across here and take a look at the item receipt itself, we can see the products that have been brought into the system.

And what we can also see inside that item receipt is one item that I was going just to draw your attention to as an RF-SMART transaction record.

So this is Stephen Lewis, which is me, created this item receipt using purchase order receiving in a hundred and forty six seconds.

Putting items into bins

So this gives us the ability to generate metrics for all activity before and from then and from the handheld device. Shifting quickly into the bin put away section.

This is where we take the items that are sitting on the dock and we go and put them away in the warehouse.

As I mentioned earlier, if they are on back order, they could be left here to be subsequently picked.

But what I’m going to do now is to scan that product, confirm that the quantity that I’m putting away, and then also confirm the bin that I’m putting it into.

Notice it’s showing me the preferred picking bin as well as a bulk storage bin here. We can also put it away to a different bin if we want to.

And we can even designate that different bin as the new as the new preferred bin. So I’ll show you that for the next one.

So I’ll scan the item, scan into my quantity in here that I’m going to take. And you’ll see here we’ve even got the ability to move the preferred bin around within the warehouse.

So if you’re doing a bit of a reorganization and you want to change the preferred bin, you can.

And then if I just take this third product here and put that away, into its pick bin, got the controller board.

And now there’s an example of validation. I scanned the bin instead of entering the quantity, it told me that was incorrect.

If I was to accidentally scan an item here, it’s going to real time validate that in NetSuite, tell me that’s an invalid bin. So everything I do is being validated in real time against the NetSuite database.

And then I scan my final item here. You can see that one’s been transferred and now there’s nothing else left to put away. So I’ve put everything away.

Moving parts into the van

So what I’m going to do now is take it, pick it up and put it into the van. And I’m going to use a manual process for that.

We can certainly use a transfer order as well, which I’ll show you later on in the demonstration.

So with this inventory transfer, I’m now saying where I’m going to put it.

So effectively, you could have a barcode on the on the door inside the door of the van. You scan that barcode and set, yes, I’m putting the stuff into this van.

It says, like, what are you putting in there? I scan my item. It’s going to ask me which bin I’m going to pick that out of. So I scan my bin to pick it from.

And then I take my quantity that I received, which was. I believe four. Yes, that’s correct. So I’ll take the four of those.

I’ll take some of the second item that we brought in, which is the weighted bearing. They’ll take that from its pick bin. And I’ll take two of those.

And then I’ll take one of the controller boards across as well from its preferred bin. And I’ll take one of those.

And now you can see what I’m doing is building up a transfer. And as soon as I hit submit, it’s going to take all those items and move them across to the van.

So while I do that, I’m just going to hand control back to Andy so he can continue on.

Using parts on a job

Andy: Alrighty.

So I’m just going to jump across now to the mobile and I’m going to log in as the guy that’s got the van to go out and do the work.

So the idea being that we’ve got our parts. So now I can go out and do the job.

So to save a bit of time I have already pre-created my job to go out to the airport to do this work so we won’t go through that bit of the process.

But you can imagine we’ve got a job that was created when we got that request for parts. We’ve now created that job in NetSuite, and here I am on the mobile going out to do that work.

So this is the first part of our product, the mobile solution. And what we can see here is my particular set of jobs running down the left and where I am currently, and all the work that I’ve got to do.

The one that we’re working on today is this guy down here. You can see we’ve got our tasks running down the left here chronologically from 31st of August, running through. And here we are on today’s date.

And this is the particular job I’m going to be working on today for the Melbourne Airport here. So we get a bit of information about each of the jobs but then I can click in and I can get a lot more information.

When I do that, I can see that I’ve got 37 kilometres to travel. That’s going to take me about 35 minutes.

If I want to get some mapping assistance, I can click on the map icon up there and then you’ll get your normal mapping tool that takes you to where you need to go if you’re using a mobile device.

But I’m just going to kick off this task. I’m going to jump through a few things here. I’m just going to get down to the parts side of things. We don’t have too much time.

So I’ve got out to do the job and we’re just going to go through the process of actually capturing what I’m doing in the field so that we can get it back into the office.

Capturing parts and charges

So what I’m doing here is just capturing my parts and charges. So I’m going to go in here and we can see here a list of all of the different things that I’m carrying in my van.

So we’ve got some non serialized items that we can see. These are the items that Stephen has just received in, as well as you can do things like serialized items as well, and other items which are not inventory, for instance, labour, so things like that.

So I’m going to do a call out charge and I’m going to put in a couple of hours of work and I’m going to use one of those solenoids and maybe a couple of the bearings.

Now, note, if you don’t, if you have lots and lots of items, you can do a search and you can put in a code here or start putting in what letters you know from an item and then it will limit them down.

So I’ll just do that. I’ll show you that. If I come in here and I just do ARF that you could see it’s limiting down to only my ARF items there so you can do it that way.

Or if you have got scanners in the field, you can also just barcode it also and find the item that way and then it’s just going to add it to the order.

So I’m not going to add in that last item. I’ve got my parts, my labor. I’m going to save that.

Creating a sales order in real time

What that’s going to do is create a real time sales order back in NetSuite. So we can immediately get a decrement of the parts that have been used out of my van.

So my numbers are going to be correct immediately after the sales order is fulfilled and we’re also going to have that order ready to build.

So what’s happening real time now is that it’s sending requests back to NetSuite to create a sales order and to fulfil the sales order as well.

So the parts go down, which will also then capture the costs associated with the the fulfillment of those parts. So real time the costs are going to be being incurred back in NetSuite.

So you can see here now we’ve got our call out charges come back, our additional hours and our parts. And that little ID up there is our NetSuite ID.

So I’m going to jump into NetSuite now. Just gotta change my screen. So just bear with me while I work out how to do that.

The updated job in NetSuite

Alrighty.

So I’ll just get the sales order number. It’s 114. If I actually go to my job here. So this is actually the job that I was talking about that I’d created beforehand.

If I go to that job, we can see the sales order that’s been created down here. I’m going to jump in there just so you can see what’s happening on the NetSuite side of things.

So what we’ve got is the sales order here and you can see there’s those items that I added from the mobile come through.

These last two here, the ARFs, they are associated with my van because they are inventory parts and they have been automatically fulfilled out of my warehouse as well.

So if I go and look at the fulfillment, we can see that those parts are now out.

And if we looked at my stock levels, we would see that they have dropped down by those quantities of one and two for those different parts.

So the way that NetSuite is working, you’ve got the sales order, which is your request for a sale, then you have your fulfillment, which is your parts movement and your costs.

So we can look at the costs here on our GL Impact.

And already we’re going to have our costs coming through for those parts, and we are ready to invoice.

Ordering extra parts from the field

But when I’m out there, I’ll just go back and share my screen again, while we’re out on the job.

We’ve realized that we actually need to get another part to completely finish this job. So what I’m going to do in this situation is then go down to my order tab and I’m going to request an additional part from the warehouse.

So I’m going to go down here and I need one of these guys, a capacitive regulator. So I’m just going to say I need one of those.

And I’m going to now put in that request. You can see here I’ve chosen the main warehouse.

You do have the option of choosing other warehouses if you want to do those requests from other places, including that you can actually have two guys in the field do a exchange of parts and do it via this process, where the first one returns parts to the other person’s van then and they receive them.

And you can actually do exchanges in the field, but have all the data getting back to NetSuite.

So you can see here that what that’s happened now is that I’ve created a transfer order from the main warehouse that’s going to go into my van once it’s fulfilled.

So you can see here the transfer has gone into a status of pending approval. So we’ve got an approval process within NetSuite for the transfer orders.

This is going to go back to the men in the warehouse so that they can acquire the part and get it ready for me to go and replace that part.

Creating a follow-up task

So what I’m going to do is now I’m going to complete this job, but I need to go back tomorrow. I need to go and pick up the part and I need to come back and finish the job tomorrow.

So I’m going to create a job, a new task for myself to go and do that work tomorrow. So I’m going to have an on site. I’m going to finish the job.

I’m going to assign it to myself, but I’m going to do this for the third, so tomorrow, and I’m going to go from nine to five and I’m going to confirm that booking for myself, and I’m going to save that.

What that does is it creates a job for myself, a task to go back tomorrow to complete this job.

So I’m going to come up here and I’m going to record in the job status that we’ve got a bit more to do on this job, and so the job’s not yet complete.

And that’s going to allow me to complete my task. So I’m going to complete my task.

The NextService schedule board

And I’m just going to jump back into NetSuite again to see what’s happening on our schedule board.

So real quick, jumping across the schedule, this is the other part of our product that shows all of the employees that are working for my company and all of the tasks that they’ve been assigned to do.

And you can see here already we have got my tasks from today that I just completed at the Melbourne Airport.

You could see I’ve actually got my new task has already come through and is now showing on the schedule board for tomorrow.

So the schedulers can see that I’ve already got another job booked in for tomorrow for Melbourne so, for Melbourne Airport, so they don’t want to be scheduling anything else for me without first checking to see if I’m able to get to it because I’ve got a full day at the Airport.

So, Stephen, I think I might be the right time to hand over to you.

Approving the parts transfer order

Stephen: So with this transfer order now, before I can pick it, it’s going to need to go through the approval process.

And this with NetSuite can obviously be automated right, but in this case, it’s not, so I’m just going to hit approve.

So now what will happen is that transfer order will be available to me on the device to pick. So if I just open up transfer order picking and on here, as I mentioned earlier, you can do both the transfer and sales order picking.

You can do order assignment, so you can actually show different orders and assign them to different pickers. And I can also hit this show list button to show a list of all the transfer orders in the system that are available for picking.

And you can see we’ve got that 16 one where we’re shifting that stock across to van 16. So I’m just going to highlight that transfer order and click on it.

And then we’ve got that one product that Andy requested, the capacitive regulators. I’m going to scan that product, see its image there coming out of NetSuite. I’m going to confirm the bin I’m picking out of, and I’m going to enter in my quantity.

And what that’s going to do once I hit submit here is that’s actually going to pick that transfer order and send that product across to the van to be ready to be received at the van so that the job can be completed.

So to keep things moving, I’m going to hit submit here and I’m going to hand back over to Andy.

Using the transferred parts to complete the job

Andy: All right, I’m just going to show my mobile again there, alrighty.

And so, it’s the next day, I’ve refreshed my mobile. I’ll just kick it off again, and I’m going back out to complete the job.

So first, I’m going to go into the warehouse, though. So I’ll come down here and I’m going to go to my task here that I’ve got for the following day so we can see there’s our task from yesterday, Wednesday, here’s our one from Thursday.

And I’m going to go in there and I’m going to, have we fulfill that transfer order Steve? Stephen: Yeah, we’ve fulfilled it.

Andy: So it’s the next day. I’m logging back in after a nice night at home.

So it’s going to pull down the latest info and we’ll have the the transfer order there ready to receive.

So here come all of my tasks up for the following day. And we’re going to come down to the task for the third so that just loading up.

Alrighty.

So now if I come in here, I’m going to see there’s my transfer order to receive. So I can select that, it’s going to show me what I can receive.

And you’ve just got the one part here and I’m going to tick to receive that. So what that’s going to do is it’s going to bring that part into stock for me so that I can now use it.

So in the NetSuite world, what’s done there is I’ve done the receiving side, Stephen did the fulfillment side, I’ve just done the receiving side.

So now it’s going to be in stock for me. Now I refresh the mobile to bring down that latest data. So that’s received it in.

But now I need to pull down the latest numbers that NetSuite has for my actual location so that that part is actually there and I can now consume it.

So we’ll scroll back down to the mobile and we will continue on with it.

Continuing on with the task

Now, I’ve kicked off this task, something I’ll just show real quick as we can do things like safety checks.

So on this task, I’ve said that I need to do a safety check before I can actually complete, continue the work. So I’m just going to do my safety check.

We can do a lot of very customizable and customer-specific things with the mobile, for instance, safety checks, maintenance checks, those sorts of things.

And now I’ve completed my safety check. My other tabs have opened up and I can now access them. So we can actually control what tabs we can interact with.

So I’m going to go back to my parts and charges. And you can see there’s that sales order from yesterday, but we need to add something to it.

So I’m going to click in here and I’m going to find, and there now is our capacitive regulator that we can now add to the job. So I’m just going to add that guy in.

And what that’s doing is just adding it to the sales order. So it’s allowing us to additionally add onto a single sales order, so the experience for the customer will be a single invoice at the end of this.

So it’s doing exactly what it was doing yesterday, but it’s now just adding in this extra part, it’s fulfilling it out of the warehouse again and getting it ready for billing.

And so you can see now it’s come back we’ve added it in, seven hundred dollars, and now we have the sales order pending billing. So I’m going to jump in here.

Closing off the job

I’m going to record a couple of hours so we can also record our internal labor costs, labor hours, so that you could turn them in to costs if you want, so we can have things like normal time.

You can also have travel time, things like that. So, you know, I could add in a couple of hours of travel also, so that you can use that information to get your true costs to the business for a job like this.

And to finish things off, I’m going to come up here and I’m going to say that this case is now resolved.

So we’re going to close the case. When I tick this box, it’s then going to let me complete the job. OK, so I’m going to complete the job.

And really then it just flows into our downstream invoicing process. So I’ll jump back over to NetSuite again.

Invoicing the job in NetSuite

You should be able to see NetSuite now we’ll go back to our sales order and I’ll give that a refresh and what we’ll have is a little bit more costs have come through. It’s now a two thousand dollar invoice.

And if we look into our fulfillments, we can see there’s our fulfillment for that second part that we consumed on the following day.

And the only thing that’s left for us to do is to build this job, which we do through NetSuite, through standard NetSuite invoicing processes. So we just click bill remaining.

And NetSuite, it’s going to transform this sales order into an invoice, we can save that and that’s going to do the GL postings for the income side of this job.

And it’s really just as simple as create the invoice and click save. And that’s our end-to-end flow of a parts order through to a installation and invoicing for a break fix or a maintenance job.

Poll: Was this demo flow helpful?

Jo: You should be able to see my parts management demonstration screen now.

The second poll I’m going to launch is to see if this demo flow was helpful to you. So I’m going to launch that now. Select yes, would this demo flow help your business, no, or I haven’t really thought about it.

So I’m going to close the poll now and share the results, 78 percent said yes, yes, it would be helpful.

Moving on. We’re just going to finish up with our key features and then our contact details.

Key features

Stephen: So that just lists out there a few of RF-SMART’s key features, given the time and that we’re a little over.

I won’t go into this too much, but just know there’s a lot more to RF-SMART than what we’ve shown today, just like I’m sure there is with NextService.

So we have listed there the other, some of the other applications we have, including the ability to manage time for internal work orders, as well as leveling data between locations, various other types of of picking and additional picking functionality, etc.

I’ll let that one go for now. If you want more details, absolutely reach out to us.

Tania: Similarly, I won’t go through this shopping list of things that we can do.

That demo I was very focused on parts management, which shows a really nice flow between both of our native solutions.

From a NextService perspective, we can do everything from installations or commissioning of new equipment or projects.

We also do the ad hoc job requests or repairs, which is what you what we touched on today and also things like preventative or scheduled maintenance, where you may have contracts with a frequency and some commitments to do work in the field on a regular basis.

So, again, if anyone would like some more information about NextService, Jo, I think you’re going to put up a slide about how to get in contact with us.

So certainly get in touch with either RF-SMART or NextService via both of those email addresses there.

And of course, all of us are on LinkedIn, so feel free to reach out to us via that method as well.

Poll: Do you want to be contacted?

Jo: Oh, thank you, Tania, Steven and Andy, great demo.

My final poll today is, do you want to be contacted about optimizing your warehouse mobility and field services in NetSuite? If you pop this on, then we know kind of who wants to be contacted post this event.

And of course, we will send you the recording as well as the slide deck for your reference.

We’re very mindful of your time. Thank you so much for attending today. We hope you have a wonderful day.

Contact us

Get in touch with us about NextService and how it can help you streamline your field service and inventory management.

And visit the RF-SMART website to learn more about their native WMS solution for NetSuite.