Every K-12 contract rolls at school-year boundary. Capture last year’s, recalc with new costs, queue HITL.
Start here — if you’re new
Five guides · pinned for first-day reading · integration view at top
If you’ve never touched the platform before, read these in order. They’re the floor — how the 3 transaction lifecycles fit together, how the system records what happens, how you approve things, the canonical worked example, and how the AI flags at-risk accounts.
00 · Start here · the system of three
How the 3 processes connect
Sales Order (customer side) · Purchase Order (vendor side) · Work Order (production side) · all three converge at the Finance handoff. The canonical integration view — read this first to see how the whole operation fits together.
Open SO + PO + WO integration wiki01 · The approval gate
How Mike approves things
Every AI-proposed write to NetSuite or business state parks in proposed_actions and waits for human approval. Read this first — it’s the standing rule.
02 · The canonical example
Bid Center, end to end
Email intake → chat decisions → July rollover. The unified bid + quote + pricing pillar (R597). If you understand Bid Center, you understand the new pattern.
Open Bid Center master03 · The system memory
How the system records what happens
Every meaningful state change appends to the event ledger. CDC for the platform: subscribers drain, audits replay, future me knows what past me did.
Open event ledger wiki04 · The AI in action
How the AI flags churn risk
AR slippage, order cadence drop, sentiment, margin erosion — rolled into a leading-indicator score. The first AI feature that earns trust by being right early.
Open customer health wikiWorkflows
All 22 v2 contracts · AI proposes, admin approves
Each workflow is a contract. AI plans the steps, gathers evidence, drafts an action; you approve. Every card links to the plain-English wiki and the flow diagram.
Substrate detects something off (margin, AR, ops) → triage → propose action → HITL queue.
AR aging buckets → propose dunning, calls, holds, statements per customer. Reads like a finance ops playbook.
Walk every assembly item: verify BOM components, costs, yield, ingredient lineage.
Segmented mass email/SMS push. Preview cohort, draft copy, throttle, log delivery.
Customer disputes an invoice line — gather evidence, propose credit memo or hold.
5 mailboxes → classify intent → route to the right workflow or shelve as FYI.
Audit item records for completeness (UOMs, costs, allergens, NS parity); push fixes back.
Per-customer/brand margin walk. Flag slips, propose price moves or vendor renegotiation.
Full lifecycle: spec sheet → BOM → ingredient mapping → NS item record → first PO.
Inbound new account → credit check → NS customer record → tier assignment → kickoff comms.
Vendor add → COI + W9 + spec sheets → NS vendor record → initial cost capture.
Trigger conditions (AR, credit, compliance) → propose hold → notify CSM + customer.
Bid line spec doesn’t match what we can deliver — note deviation, submit price anyway.
FIFO drawdown for USDA barrel cheddar lots — commit to a customer order, update inventory.
Vendor sends a cost change → diff items → propose downstream price/margin moves.
Substrate
The runtime under every workflow
Workflows don’t live by themselves. The substrate is what makes them work: a runner, a ledger that records every state change, the knowledge corpus that gives the AI context, and the HITL lifecycle that gates every write.
Append-only CDC. Every meaningful state change writes an event; subscribers drain; audits replay.
AR slip + order cadence + sentiment + margin → leading-indicator risk score per customer.
3,360 chunks of docs, ADRs, runbooks, and historical decisions. The AI’s long-term memory.
executeWorkflowContract — the one entrypoint that runs every v2 contract end-to-end.
proposed_actions state machine. Every AI write parks here before NS push.
The end-to-end approval gate. Preview, confirm, push, log. The standing rule for every write.
Pricing
Cost-in, price-out · the pillar that touches everything
Pricing is the spine. Vendor costs come in, bid lines and customer quotes go out, margin gets reviewed monthly, and the school-year roll captures it all once a year.
Cost change inbound → diff against current → cascade to downstream prices.
Per-customer/brand walk. Flag slips, propose price moves or vendor renegotiation.
SY rollover — every K-12 contract, every July 1, with new ingredient costs locked in.
Bids
Consolidated into the Bid Center pillar (R597)
Bid amendments, awards, quarterly eligibility refresh, customer quotes, and draft quotes used to be separate workflows. R597 collapsed them into the unified Bid Center pillar — one place for the full bids + price quotes + straight-line process.
Pillar overview — bids, price quotes, July rollover, customer-facing quote pages, all in one place.
Inbound bid email (amendment, award, RFP) → classify → log_external_bid → propose actions.
Operator drives Bid Center via chat tools: update_customer_pricing, bulk_update_prices_for_item, render_customer_quote, send_customer_quote_email.
SY2627 version bumps, diff layer, daily-digest cron, eligibility refresh — replaces the quarterly refresh workflow.
Customer
Onboard · quote · dispute · health · hold
The customer lifecycle in five doors: bringing them on, quoting them, resolving disputes, watching for churn, and pulling the brake when AR or compliance demands it.
Inbound new account → credit check → NS record → tier assignment → kickoff comms.
Dispute lands → gather evidence → propose credit memo or hold.
Leading-indicator scoring: AR, cadence, sentiment, margin → risk score per customer.
Trigger conditions → propose hold → notify CSM and customer.
NetSuite expansion
6 lifecycle areas (incl. SO master + 3 path subdocs) · system of record meets system of action
NetSuite is the system of record. D1 mirrors it for read; we push back via NS_PUSH_QUEUE. These guides cover the four NS object lifecycles we’re standing up next: work orders, assembly builds, inventory reconciliation, sales orders.
High-altitude master. 2 paths: from SO (preserves SO↔WO link, Finance handoff) or inventory build (standalone). WO PO# field TBD pending Mike.
WO created FROM SO. Preserves SO↔WO link. Assembly Build → FG → SO fulfilled → ★ Finance handoff. WO PO# field TBD.
Standalone WO for stock builds (reorder / forecast / bid pre-build / USDA / R&D). No customer side. FG remains available for future SOs.
BOM → build transaction → component consumption → finished-good inventory.
D1 mirror vs NS source-of-truth — drift detection, propose adjustments, push back.
High-altitude master. Dispatches into 3 path sub-contracts. Customer PO# threading across the whole chain.
Fulfill from stock. Reserve → pick → pack → ship → Finance. Field-level depth.
Work Order FROM SO → BOM → build → FG → ship. WO PO# field TBD.
PO FROM SO + vendor side. Richest PO# threading: memo, tranid, initialtranid.
Vendor side of the transaction. 2-path dispatcher: SO-connected drop ship OR inventory / assembly build need. Universal ★ Finance handoff after Item Receipt.
PO created FROM SO. Drop ship + customer-specific. Customer PO# threads on PO.memo + VendBill memo/tranid/initialtranid.
Replenishment / assembly components / packaging / general purchasing. No SO link, no PO# thread. Dock receives, inventory credited at location.
Side-step on SO + dropship PO. Classifies LTL / FTL / parcel / dropship / freight-collect, estimates cost, flags for logistics. PO# threads to BOL.
7-stage workflow for the logistics team: review → carrier → pickup → BOL → tracking → verify +24h → verify +7d (POD). Issue escalation paths.
3-section team dashboard: open SOs / open POs / open WOs. NS Suitelet (customscript_gfs_open_orders) + Pages mirror /open-orders.html. HITL approve / hold / escalate inline. Customer PO# threads.
4th pillar dispatcher. 3 paths converge on the customer pricing build · quote · NS push lifecycle. Bridges annual NS pricing windows.
Inbound RFP / amendment / Q&A → classify → extract → HITL triage → pipeline. bids@ai-globalfoodsolutions.co.
Operator drives BC live via chat tools. 11 skill workflows. HITL on every write.
Annual school-year roll · rebuild regional sheets · version bump · NS push · reset readiness. Target 2026-07-01.
5th pillar. Per-customer learned templates. 9 extraction strategies (4 full / 2 partial / 3 stub). Dispatches into 3 lane paths.
First use case. Customer PO → tag fields against learned template → SO draft → HITL → NS push. Driscoll seed live.
Vendor Certificate of Analysis → tag spec fields → match item spec sheet → flag deviations → compliance record.
Inbound RFP / amendment → tag line items, terms, deadlines → merge into Bid Center pipeline. Bridges DT ↔ BC.
Memory + AI
How the system learns · how the AI gets context
The AI isn’t one model — it’s the council, the knowledge corpus, the event ledger, and the patterns we’ve trained over time. These three explain how memory and AI fit together.
The short-term memory. Every state change is recorded so future me knows what past me did.
3,360 chunks of docs, ADRs, runbooks, decisions. The long-term memory the council retrieves from.
The diagram: how chat, council, eval set, and corpus feed each other. Cross-link to the flow gallery.
Security & HITL
The standing rules · every write goes through Mike
Three documents define the safety floor: the lifecycle of a proposed action, the standing approval rule, and the security invariant that no AI write reaches NS unattended.
Preview → confirm → push → log. The standing rule for every AI-proposed write.
The proposed_actions state machine, in detail: pending → approved → pushed → logged.
The diagram of the standing rule: no AI write reaches NS without admin approval. Cross-link to flow gallery.
Items, specs & assemblies
Master data · BOMs · spec sheets · USDA
The product side of the business: every item, every spec sheet, every assembly BOM. These guides cover audit, new-item onboarding, spec deviations during bidding, and the USDA barrel-cheddar lot drawdown.
Audit every item record for completeness (UOMs, costs, allergens, NS parity); push fixes back.
Walk every assembly: BOM components, costs, yield, ingredient lineage.
Spec sheet → BOM → ingredient mapping → NS item record → first PO.
Bid line spec doesn’t match what we can deliver — note deviation, submit price anyway.
Vendor add → COI + W9 + spec sheets → NS vendor record → initial cost capture.
FIFO drawdown for USDA barrel cheddar — commit to a customer order, update inventory.
Anomaly + triage
Detection · classification · routing
When the system spots something off — an anomaly in the substrate, an email that lands in an inbox, a batch of customers that need a heads-up — these are the workflows that triage and act.
Substrate-detected anomaly (margin, AR, ops) → triage → propose action → HITL queue.
5 mailboxes → classify intent → route to the right workflow or shelve as FYI.
Segmented mass email/SMS. Preview cohort, draft copy, throttle, log delivery.