In order to automate a sales order into a cash sale record there are certain fields that must be populated. On any sales order record, under the Billing subtab you will see the field Payment Method or Payment Option. This is the trigger point in the system to let NetSuite know that you are receiving a form of payment on this order rather than sending this to an Invoice record. By populating a value into this field NetSuite will convert this into a cash sale. If this field is empty, then by default the record will convert into an Invoice.
Now that we have covered the requirements in order to create a Cash Sale from a Sales Order, we will cover the workflow. When creating a workflow you must enter a name and the type will be transaction with the subtype set to Sales Order. You can set this to scheduled so that it is running throughout the day as sales order status is changed to pending billing. To use scheduled, you will need to create a saved search. Here is a quick example of that saved search.
Once that is created, going back to the workflow, you will open State 1 > New Action > Transform Record. This is telling the system to transform this record into a cash sale.
This is all you need to set. You can add additional field values to the cash sale if you want, but that is optional. The minimum is setting the record type on the Transform Record action.
Once that is done, you are all set to run the workflow. If you have any questions for Concentrus, please reach out.
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