OKA Business Goals
OKA was founded in 1999 in the UK as a mail-order interior company offering handcrafted rattan accessories and storage. With two decades of excellence, OKA has become a prominent brand in the home furnishing industry and is known for curated collections, realistic faux flowers and unique interior design services. Today, it continues to innovate, offering premium handmade-to-order furniture and home fragrances, solidifying its position in the market.
OKA, a home furnishing retailer, sought to optimize its inventory control and sales processes to meet the growing demands of its 13 stores in the UK, 3 in the US, and a website as a critical sales platform. The company’s key goal was to streamline inventory management while addressing special needs for specific product lines and improving order handling for efficiency.
Challenges Faced by OKA
- Complexity in fulfilment because of some issues in Cabana products in sales orders
- Poor inventory management causes delays and confusion in fulfilling orders
- Constant challenges in identifying back-ordered items and tracking ageing inventory in real-time
- Inaccurate payment reflections in the Adyen payment gateway
- SFTP connection issues were causing delays in data transfers.
How NeosAlpha Helped?
1. Cabana Product Sales Orders
OKA required a system that automatically flags sales orders containing Cabana products and directs them to a queue of special packaging. Our team implemented a User Event Script within NetSuite that marks a custom checkbox on the sales order containing Cabana products and then triggers automatic routing to the designated packaging queue.
2. Purchase Order Wave Changes
We configured custom saved searches to refine the wave process of purchase orders. These saves searches extracted specific fields from purchase orders. Also, to present the data in a structured and readable format, we designed an Advanced PDF. All these enhancements improved visibility and helped OKA to manage the procurement process.
3. MTO Location Updates
OKA required an automated solution to update item locations based on predefined static conditions for sales orders involving made-to-order. Our team developed a custom client script based on the preset rules. It automatically adjusts the area of line items and reduces manual intervention to accelerate the process.
4. On Hold Functionality
We implemented the client script and MapReduce script to prevent order fulfilment during stock shortages. The script automatically puts the sales order on hold when the stock is not available. To enhance stock management and customer experience, we modified the User Event Script to ensure regular stock checks before the order proceeds.
5. Back-Order Identification
OKA’s key objective was to manage back-ordered items. Our team developed a RESTlet API solution within NetSuite to achieve this, directly communicating with Boomi for real-time order status updates. This integration ensured that all the back-order items were properly tracked and managed, reducing fulfilment delays.
6. Inventory Ageing
The furniture and accessories company wanted in-depth insights into inventory ageing and stock movement. To obtain a comprehensive transaction history across different periods, we updated a saved search that tracks inventory ageing. Our approach helped OKA make informed decisions about stock rotation and product lifecycle management.
7. Adyen Payment Gateway Connection
OKA encountered discrepancies in payment reflections while conducting transactions through Ayden. As a NetSuite Partner, we resolved the payment reflection issue by implementing user event scripts for correct data upgrades on the Ayden platform and creating custom fields. Additionally, to ensure seamless transactions, the Payment Processing Profile configuration is done on NetSuite Sandbox.
8. SFTP Connection Resolution
To secure the data transfer, we updated customized secrets and connectors to resolve SFTP-related issues. This approach enhanced data security and ensured stable connectivity during file exchanges.
Technologies Used
- NetSuite ERP: For comprehensive inventory management and reporting capabilities.
- Saved Search: To create dynamic reports for real-time insights.
- RESTlets: To facilitate data integration and exports.
- User Event Scripts: For custom logic implementation on sales orders and other transactions.
- Client Scripts: To enhance user interaction and automate processes.
- Map/Reduce Scripts: This is for efficient data processing and updates.
Results
NetSuite Integration Partner tailored solution transformed OKA’s operation by automating manual processes and improving efficiency. Key outcomes are:
- Improved operational efficiency by automating the flagging sales orders with cabana to reduce manual intervention and error.
- Enhanced inventory control with dynamic and real-time inventory reports to get insights into stock levels, ageing and back-ordered items.
- OKA’s end users can access complex inventory reports at one click, enhancing productivity.
- Payment issues related to the Adyen gateway lead to more transparent and timely financial transactions.
- On-hold functionality enhanced the management of sales orders with stock shortages, ensuring that orders are only fulfilled when sufficient stock exists.
