How to Capture and Display Purchase Request Rejection Reasons in NetSuite

To implement a system for capturing and displaying Purchase Request rejection reasons, follow these steps:

1. Create a Custom Record:

   • Define a custom record type with a field that links to the Purchase Request (set as the parent record). This custom record will store the rejection reason.
   • Include a field on this custom record for the user to input the rejection reason (e.g., a long text field).

2. Configure a Workflow:

   • On the Purchase Request record, create a workflow that triggers when the 'REJECT' button is clicked.
   • Within this workflow, configure an action to capture the rejection reason. While 'Go To Record' (leaving the ID blank to create a new record) can be used to initiate this, more robust solutions involving custom scripting or custom actions are now often recommended to ensure the reason is provided *before* the Purchase Request transitions to a rejected state.
   • The workflow should copy the Purchase Request number to the newly created custom record, automatically linking it to the parent Purchase Request.
   • Once the custom record is submitted with the rejection reason, it becomes visible on a subtab within the Purchase Request.

3. User Experience:

   • The approver rejects the Purchase Request.
   • The system prompts the approver to fill in the rejection reason on the custom record screen that appears.
   • Upon submission, the requestor receives a rejection email and can view the reason for rejection on a dedicated subtab within the Purchase Request.