This article is relevant if you are exploring consignment inventory models in NetSuite and need a method to represent supplier obligations while maintaining operational flexibility and financial control.
TL;DR Summary
In a recent internal session between Prolecto’s Principal and Operations Practice Leader, we explored a refined NetSuite consignment inventory model designed to support supplier-provided stock (commonly referred to as bailment). This approach separates consignment inventory using dedicated locations; bypasses balance sheet impact via zero-cost receipting; and dynamically calculates supplier obligations at the point of sale using tailored rules. The model repurposes NetSuite’s transfer pricing mechanism to automate vendor accruals, supports exception handling for returns, and enables seamless integration with invoice-driven fulfillment. This is ideal for industries such as jewelry or vintage goods, where suppliers retain ownership of the inventory until it is sold.
Background
In the past, I have covered NetSuite-driven consignment inventory approaches that automate fulfillment and vendor obligation tracking. For foundational context, readers may find value in reviewing these two articles:
- 2023: High Performance NetSuite Consignment Sales Applications
- 2021: Automate NetSuite Consignment Sales Obligation Programs
In this article, I present a discussion between Hector Cardenas, our Operations Practice Leader, and me, focusing on an evolved model that supports consignment under the terminology of “bailment.” While the term differs, the operational essence remains consistent: suppliers place inventory into the selling organization’s possession without an immediate transfer of ownership. This dynamic opens opportunities to operate with minimal working capital while honoring customized supplier terms. The conversation includes both conceptual models (supported by flowcharts) and a review of the NetSuite business records that bring the model to life.
NetSuite and Consigned Inventory with Supplier Obligations
Organizations that have developed fulfillment capabilities are often well-positioned to sell inventory they do not technically own. This model provides a strategic financial advantage since it reduces the need to tie up working capital. At the same time, suppliers are often willing to provide inventory without requiring immediate purchase, particularly in industries such as jewelry and vintage wine, where consignment or bailment arrangements are more common.
Considerations for Financial Presentation
One challenge with this model is accurately reflecting inventory in the system without affecting financial statements. Since the inventory is not owned, it should be received at zero cost, allowing the inventory ledger to reflect quantity on hand without impacting the balance sheet.
Modeling Obligation Rules
Another important aspect is defining and managing the obligation to the respective supplier upon sale. Each supplier may have its own commercial arrangement: a fixed dollar cost per item, a percentage of the sale price, or a hybrid. These obligation rules must be carried forward into the transaction model and be clearly visible at the time of sale.
Keeping Non-Owned Inventory Isolated
To avoid co-mingling, consigned inventory is typically stored in a dedicated location. NetSuite supports this model by allowing the use of inventory locations that are separate from standard owned inventory.
Considerations for Returns and Restocking to Reinstitute Consignment Rules
Handling customer returns introduces additional complexity. From the customer’s perspective, the return process is agnostic to supplier involvement. However, the system must reverse the obligation and return inventory to stock at zero cost. Vendor credits must be generated to reverse the supplier liability.
Leveraging Dormant Transfer Pricing Engine
Although the client referred to this model as “bailment,” the principles are functionally identical to consignment. In some environments, different terms may apply; the key is in the modeling, not the naming.
A notable feature of this model is the repurposing of NetSuite’s transfer order and transfer pricing capabilities. The transfer pricing mechanism (usually dormant in simpler NetSuite implementations) is leveraged to create financial accruals representing obligations to suppliers. When a consigned item is committed to fulfill a customer demand, transfer orders are created to move inventory from the consigned location, triggering a transfer price obligation to the vendor.
Non-Sales Order Flows Do Not Affect Model
In most standard NetSuite implementations, sales orders are used to drive demand and fulfillment. However, this client uses a specialized front-end system that bypasses traditional sales orders and instead generates invoices directly. The invoice records handle revenue recognition, fulfillment (by decrementing inventory), and initiate the cost of goods sold. Although the record structure is different, the core modeling remains valid.
Purchase Orders Drive Receiving Correctly
Purchase orders are used not to establish inventory cost but to plan inventory intake. These POs are set to zero value. The item cost, which informs the supplier obligation, is stored in the intersection of item and vendor records. This allows goods to be received at zero cost, ensuring that inventory received does not inflate financials via the IRNB account.
Auto-Generate Vendor Bills to Help Satisfy Supplier Obligation
As the consigned items are sold, vendor bills are automatically generated to reflect the agreed-upon supplier obligations. These bills are linked back to the sales structure, ensuring traceability and alignment between customer sales and supplier payables.
If the customer returns goods, the inventory is restocked at zero cost and vendor credits are issued to reverse prior obligations. This ensures the obligation model remains symmetrical and balanced.
Ensuring Trustworthiness via Controls
A key operational control is to ensure that the consignment inventory location always returns to zero. Monitoring this aspect confirms that the automation is functioning as intended and that exceptions are properly addressed.
The essence of this model is thoughtful problem modeling. By understanding business requirements and reimagining the use of existing NetSuite features (such as transfer pricing), we can construct a practical and reliable solution. Features that are often underused become strategic enablers when aligned with a proper data model and transactional logic.
Proposed Solution Using NetSuite Transfer Pricing and Location Control
This model centers on a handful of core practices:
- Use dedicated inventory locations to isolate consigned inventory from owned stock.
- Receive inventory at zero cost to avoid financial statement distortion.
- Track supplier obligations at the item-vendor level, capturing either fixed or percentage-based rules.
- Use transfer orders to trigger obligation accruals, exploiting NetSuite’s transfer pricing settings.
- Automate vendor billing based on actual sales, tying each bill to the originating transaction.
- Support returns by restocking consigned goods at zero cost and generating vendor credits.
Link to Video Demonstration
A video recording of the model walkthrough, including flowchart visuals and NetSuite record examples, is available for review to deepen understanding.
Craftsmanship and Excellence
Our model demonstrates how inventive use of NetSuite’s features, initially intended for other use cases, can create powerful, accurate, and flexible business applications. This consignment model supports both operational fluidity and accounting precision while accommodating varying supplier agreements. The approach underlines Prolecto’s commitment to modeling problems thoughtfully and executing with excellence.
By offering clients access to intellectual property, proven algorithms, and zero-license solutions, we uphold our reputation as a best-in-class integrator. Our team combines technical expertise with business acumen to deliver systems that seamlessly integrate into client operations.
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