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ShieldCert System - Invoicing and NetSuite Integration Module — Software Requirements Specification (SRS)

Table of Contents

• 1 Document Information
• 2 Project Overview
  • 2.1 What Are We Building
    • 2.1.1 System Function
    • 2.1.2 Users
    • 2.1.3 Problem Solved
    • 2.1.4 Key Success Metric
  • 2.2 Scope
    • 2.2.1 In Scope
    • 2.2.2 Out Of Scope
• 3 User Requirements
  • 3.1 Invoice Creation
  • 3.2 Netsuite Integration
• 4 Detailed Feature Requirements
  • 4.1 Ft Inv Create
    • 4.1.1 Priority
    • 4.1.2 User Story
    • 4.1.3 Preconditions
    • 4.1.4 Postconditions
    • 4.1.5 Acceptance Criteria
• 5 Data Model
  • 5.1 Entities
    • 5.1.1 Invoice
      • 5.1.1.1 Description
      • 5.1.1.2 Key Fields
    • 5.1.2 Invoiceline
      • 5.1.2.1 Description
      • 5.1.2.2 Key Fields
• 6 Integration Points
  • 6.1 Netsuite Api
    • 6.1.1 Endpoints
    • 6.1.2 Authentication
    • 6.1.3 Error Handling
    • 6.1.4 Data Format
• 7 Sign Off
  • 7.1 Approval
  • 7.2 Document History

1 Document Information

Field	Value
Project Name	ShieldCert System - Invoicing and NetSuite Integration Module
Version	1.0
Date	2025-12-22
Project Manager	TBD
Tech Lead	TBD
Qa Lead	TBD
Platforms	['Web', 'API Integration']
Document Status	Draft
Client	Paladin Envirotech
Document Code	SHIELDCERT-INVOICE-122025

2 Project Overview

2.1 What Are We Building

2.1.1 System Function

Invoice creation, adjustment, and automated NetSuite integration system that handles the complete financial workflow from service fee calculation through accounting system integration, including invoice generation, manual adjustments, and automated data transmission.

2.1.2 Users

• Customer Service Team: Invoice creation and adjustments
• Accounting Team: Invoice approval and financial oversight
• Operations Staff: Service completion triggering invoice creation
• Administrators: NetSuite integration monitoring and troubleshooting

2.1.3 Problem Solved

Eliminates manual invoice creation, automates service fee calculations, provides flexible adjustment capabilities, ensures accurate accounting integration, and maintains complete audit trails for all financial transactions.

2.1.4 Key Success Metric

100% automated invoice calculation, seamless NetSuite integration, 95% reduction in manual financial data entry, and complete audit trail for all financial transactions.

2.2 Scope

2.2.1 In Scope

• Automated invoice calculation from service fees and asset types
• Manual invoice adjustments and additional fee management
• NetSuite API integration for invoice creation
• Shipment data transmission to accounting system
• Invoice status tracking and error handling
• Comprehensive audit trail for all financial transactions

2.2.2 Out Of Scope

• Advanced financial reporting and analytics
• Integration with other accounting systems
• Automated payment processing
• Tax calculation and compliance

3 User Requirements

3.1 Invoice Creation

Feature Code	I Want To	So That I Can	Priority	Notes
FT-INV-CREATE	Create invoices for completed inbound orders	Generate accurate billing for client services	Must	Auto-calculates from service fees, allows manual adjustments
FT-INV-ADJUST	Manually adjust invoice line items and add extra fees	Accommodate special pricing and additional charges	Must	Real-time total updates, logistics and order line fees

3.2 Netsuite Integration

Feature Code	I Want To	So That I Can	Priority	Notes
FT-NS-INVOICE	Send invoice data to NetSuite via API	Integrate with accounting system automatically	Must	API integration with error handling and retry logic
FT-NS-SHIPMENT	Transmit shipment data to NetSuite	Update accounting with sales and asset status	Must	Post-shipment processing with asset status updates

4 Detailed Feature Requirements

4.1 Ft Inv Create

4.1.1 Priority

Must Have

4.1.2 User Story

As a Customer Service team member, I want to create invoices for completed inbound orders so that accurate billing is generated and sent to the accounting system

4.1.3 Preconditions

Inbound order marked as 'Process Complete', user has invoicing permissions

4.1.4 Postconditions

Invoice created with unique number (IN-YY-XXXX), ready for NetSuite transmission

4.1.5 Acceptance Criteria

• Invoice creation only after order marked 'Process Complete'
• Display all assets received as part of inbound order
• Auto-calculate invoice line items from service fees and asset types
• Manual adjustment capability for service fees per asset
• Addition of extra fees (logistics, order line fees)
• Real-time invoice total updates
• Invoice initiation marks as ready for accounting
• Unique invoice number generation: IN-YY-XXXX
• Complete audit trail of creation and adjustments

5 Data Model

5.1 Entities

5.1.1 Invoice

5.1.1.1 Description

Invoice header information

5.1.1.2 Key Fields

• invoice_id (Primary Key)
• invoice_number (Unique: IN-YY-XXXX)
• order_id (Foreign Key)
• customer_id (Foreign Key)
• invoice_date
• total_amount
• status (Draft, Initiated, Sent to NetSuite, Error)
• netsuite_reference_id
• created_by
• created_date
• initiated_date

5.1.2 Invoiceline

5.1.2.1 Description

Invoice line items

5.1.2.2 Key Fields

• line_id (Primary Key)
• invoice_id (Foreign Key)
• asset_id (Foreign Key)
• service_type
• quantity
• unit_price
• total_amount
• line_type (Asset Service, Extra Fee)

6 Integration Points

6.1 Netsuite Api

6.1.1 Endpoints

• Invoice Creation API
• Shipment Data API
• Customer Lookup API

6.1.2 Authentication

OAuth 2.0 with API tokens

6.1.3 Error Handling

Retry logic, error logging, manual intervention alerts

6.1.4 Data Format

JSON with NetSuite-specific field mapping

7 Sign Off

7.1 Approval

Role	Name	Signature	Date

7.2 Document History

Version	Date	Changes Made	Changed By
1.0	2025-12-22	Initial Invoicing Integration module SRS	SRS Development Team