Check Solar Installation Readiness Across Salesforce and NetSuite

Systems and prerequisites

This is a workflow design to configure with Stacksync Genies and your existing systems. Connecting an application does not by itself establish the permissions, record mappings, approval routing, or operational process described here. Before enabling the job, confirm which records the Genie can read, which actions it can take, and who receives clarification or approval requests.

Check equipment that is actually available to the project

Inspect the exact equipment, required quantities, location, current allocation, and incoming purchase orders. On-hand stock committed to another installation does not cover this project. For inbound equipment, compare expected receipt with the scheduled work and the organization’s receiving and transport allowances. An open purchase order does not prove the equipment will be on site in time.

Read required permit status and crew availability from the operational records. Do not infer a permit from an uploaded filename or a previous project at the same location. Do not infer crew capacity from a roster that lacks the relevant scheduled assignment. The review should identify what the authoritative record confirms and what still requires an owner’s action.

Create specific tasks and refresh them each morning

For each blocker, identify the project, requirement, evidence, responsible owner, and action needed. Equipment gaps belong with the supply or project owner, permit gaps with the responsible permitting owner, and crew conflicts with scheduling. Use the organization’s assignment and due-date rules rather than inventing staff responsibilities.

Update existing unresolved tasks on repeat runs and close or resolve them only when the evidence supports that change. Never mark a project ready when required equipment is allocated elsewhere or a required permit is missing. This administrative check supports project coordination; it does not replace technical, safety, or authority decisions for the installation.

A five-step operating sequence

1. 01
   Select the schedule

   Every morning, review Salesforce installations scheduled in the next two weeks. Match project identifiers to the operational equipment, permit, and crew records. Missing links should be visible evidence gaps rather than silently skipped prerequisites.
2. 02
   Check supply and allocation

   Compare required equipment with usable NetSuite stock, existing allocations, and incoming purchase orders. Account for receiving and transport timing under the operation’s planning rules. Equipment committed elsewhere does not make the current project ready.
3. 03
   Check permits and crews

   Read project-specific permit status and crew availability from Postgres. Use the authoritative definitions for required approvals and scheduled capacity. A submitted permit or a general crew roster does not necessarily satisfy the actual installation prerequisite.
4. 04
   Assign blockers

   Create or refresh tasks for the responsible equipment, permitting, and scheduling owners. State the project, missing condition, source evidence, and needed action. Use existing tasks on repeated reviews so owners receive updated evidence instead of duplicate work.
5. 05
   Re-evaluate readiness

   Refresh the dependency evidence when tasks or source records change. Never mark ready while equipment is allocated elsewhere or a required permit is missing. The administrative result supports coordination and does not replace technical or safety release authority.

Illustrative workflow example

A project scheduled next Tuesday needs six units. NetSuite holds six, but all are allocated to another project. The check creates an equipment-allocation task and keeps readiness blocked despite the positive on-hand quantity.

This example uses fictional records to show the decision logic. It is not a customer case study or a claim of measured results. In a live case, retain the actual record IDs and evidence behind each statement, and replace all illustrative quantities or timing assumptions with the approved operational inputs.

What the handoff should contain

A project readiness matrix for the next two weeks with equipment, allocation, inbound timing, permit, and crew evidence plus one owned task per unresolved blocker.

Keep the evidence reference, observation time, current owner, and outstanding decision with the case. A colleague taking over should be able to distinguish a proposal from a confirmed result without reading every previous message. If a source value changes while the case is waiting, recheck the affected decision before proceeding.

Approval and completion checklist

• Review Salesforce installations scheduled within the next two weeks every morning.
• Check equipment allocations and incoming supply, not only gross stock.
• Check required permits and crew availability in project-linked Postgres records.
• Create owner tasks; never mark ready with equipment allocated elsewhere or a missing required permit.

Give your Genie a job description

Copy the job description below. It preserves the scope and decision boundaries of this use case. Configure the referenced systems, record relationships, policies, and approval owners in your workspace before enabling the job.

Paste this into “Give your Genie a job description.” Explore Stacksync Genies.

Related workflow and integration guides

• Identify Equipment Allocation, Permit, and Crew Blockers
• All Genies workflow examples
• When a workflow should escalate to a person
• Qualify and Route Commercial Solar Inquiries in HubSpot
• Coordinate Equipment Repairs Across Service, Inventory, and Scheduling
• Aurora PostgreSQL and Salesforce in Both Directions, Step by Step
• Netsuite integrations
• Salesforce integrations

Implementation references

These first-party references document the underlying records and interfaces. The cross-system sequence, approvals, and completion rules in this article are a proposed operational configuration; validate them against your connected workspace before enabling it.

• NetSuite: inventory availability and allocation
• NetSuite: inbound supply and partial quantities