Users+roles+Netsuite

@Netsuite CRM

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 * What are NetSuite permissions? ||  ||   ||   ||   ||   ||   ||   ||   ||   ||   ||
 * * NetSuite provides a large number of permissions that govern the data and interface that users can access. ||  ||   ||   ||   ||
 * * Permissions are used to define usage of record types, tasks, and pages. ||  ||   ||   ||   ||   ||   ||   ||
 * * Permissions are associated with roles, and roles are assigned to users, who can be employees, vendors, partners, or customers. ||  ||   ||
 * * You can review lists of permissions on any role definition page, including the permissions assigned to each role, and other available permissions. ||
 * * To review these lists: Go to Setup > Users/Roles > Manage Roles. ||  ||   ||   ||   ||   ||   ||   ||
 * What are access levels? ||  ||   ||   ||   ||   ||   ||   ||   ||   ||   ||   ||
 * The following are general definitions of possible access levels for permissions. ||  ||   ||   ||   ||   ||   ||
 * ** VIEW - User has access to view existing files only. The User cannot create new, edit existing, or delete existing files. ||  ||   ||   ||
 * ** CREATE - User can create new and view existing files. The user cannot edit or delete existing files. ||  ||   ||   ||   ||   ||   ||   ||   ||   ||   ||   ||   ||   ||
 * ** EDIT - User has access to create new, view existing, and edit existing files. The user cannot delete existing files. ||  ||   ||   ||
 * ** FULL - User has access to create new files and view, edit, and delete existing files. ||  ||   ||   ||   ||   ||   ||
 * Note: |||||||||||||||||||||||| This worksheet does not detail how different access levels affect each permission usage; it simply lists the minimum level required. ||  ||
 * |||||||||||||||||||||| Some permissions fit an access model where each successive level (view, create, edit, full) provides increased usage. ||  ||   ||
 * |||||||||||||||||||||||| Note that some permissions do not fit exactly into this model. For some permissions, only the minimum view level is required, and ||  ||
 * |||||||||| other levels do not provide any additional capabilities. ||  ||   ||   ||   ||   ||   ||   ||   ||
 * |||||||||||||||||||||| Some permissions fit an access model where each successive level (view, create, edit, full) provides increased usage. ||  ||   ||
 * |||||||||||||||||||||||| Note that some permissions do not fit exactly into this model. For some permissions, only the minimum view level is required, and ||  ||
 * |||||||||| other levels do not provide any additional capabilities. ||  ||   ||   ||   ||   ||   ||   ||   ||

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 * Created by [|Nicola Gabancho] , last modified on [|Apr 08, 2016]

 During this session, you will learn to create NetSuite Users and Roles and configure the essential Company and Accounting settings in NetSuite to prepare the system to be set up for financial transactions and reporting. Information may be needed from your **Executive sponsor, CFO, and Accountant** for the configuration settings chosen in this session.

**Users**
A “user” is an individual who has access to a NetSuite account.
 * Generally, most users are employees, but vendors, partners, and customers can also be users.
 * Users need to be set up in the NetSuite system through the creation of employee, vendor, partner, or customer records. For users to access NetSuite, their records must include an email address (which serves as their user ID) and a password.
 * Each role includes a set of associated permissions that determine the data users can see and the tasks they can perform. For example, the “A/P Clerk” role lets users enter bills and vendor credits, pay bills and sales tax, and view A/P and inventory reports.
 * Each role is tied to a “center”—a set of tabbed pages that display as the NetSuite user interface. Each center is tailored to the business needs of users in a specific functional area, such as accounting or sales. A role's center determines the pages that users see when they log into NetSuite.
 * A user may be assigned multiple roles. In this case, the user has a default role used for login, and can switch among roles by using the **Change Roles**icon in the NetSuite user interface. For more information, search NetSuite Help for “Switching Between Roles.”

**A “role” is a defined access configuration that can be assigned to Users.**
NetSuite provides many standard roles with pre-defined permissions. Most of these roles correspond to common employee positions, such as “Accountant” and “Sales Rep.” Standard roles also are available for vendors, partners, and customers who have account access. Standard roles cannot be modified, so it is a good idea to use these roles as templates to create your own customized roles for users in your account. The process for customizing a standard role is easier than creating a new role from scratch. If you assign custom roles rather than standard roles to users, you can make permission changes to users' assigned roles as needed.
 * Standard Roles**
 * Custom Roles**

**Customizing and Assigning Roles**
There are two approaches to consider when assigning roles to employees: A user can have more than one role assigned to them. In some cases, it may help to assign the standard role that appears to match their job description then add an additional role such as “Full Access” so they can perform certain job functions that aren’t included in the first role. This lets the user identify the permissions they need, so you can modify their role to include those permissions. Standard NetSuite roles can be customized and saved under a new name, but they cannot be changed directly. To review the permission differences between roles in NetSuite, go to: Setup > Users/Roles > **Show Role Differences**
 * 1) Start with restricted roles and add permissions later
 * 2) (Recommended) Start with relatively unrestricted roles and remove permissions later.
 * Choose one **Role** to compare from the **Base Role** dropdown
 * Choose one or more **Roles** to compare from the list below
 * Check or uncheck the **Only Show Differences** box
 * Click **Show**

**Employee, Vendor and Customer Centers**
NetSuite provides three types of roles that provide limited access to certain entities: Employee Center, Vendor Center and Partner Center.
 * The Employee Center generally provides employees with the ability to track and approve time, enter and approve expense reports, review and respond to cases and update personal information. For a more complete list of permissions and information, search NetSuite Help for “Employee Center Role.”
 * The Vendor Center provides vendors access to vendor records such as bills and bill payments, as well as their company information, such as address and phone number.
 * The Customer Center provides customers with access to estimates, sales orders, payments, support cases and their company information such as addresses and phone numbers.

**Permissions**
For the most up-to-date information about Permissions, please search NetSuite Help for “Understanding NetSuite Permissions.”

**Adding A User**
To create a new Employee user, go to: Lists > Employees > Employees > **New** You can return to this record and make changes at any time.
 * Enter a first and last name
 * Enter **Email Address**
 * Note that this is the email address the User will use to access NetSuite.
 * If the user’s supervisor is already in NetSuite, choose them from the **Supervisor** dropdown. Otherwise, assign supervisors when all employee records are entered.
 * On the **Access** tab check **Give Access**
 * Enter a password in both fields
 * From the **Role** dropdown choose **Employee Center** or **Full Access**
 * Enter any additional information you would like to include on the Employee record
 * Click **Save**

**Dashboards, Menus and Preferences**
When users log in to NetSuite, they are taken to a screen with three primary elements that can be customized: the Dashboard, Menus and Preferences.

**Dashboards**
Dashboards can be customized to include content that is specific to the User and their job function. Dashboards are arranged in boxes called “Portlets” and can be pre-configured, published and restricted based on a role. If a user has permission (most roles do), they can customize their own Dashboard content. **Important:** For a complete list and description of the types of Portlet or Dashboard content available, please search NetSuite Help for “Portlet Types Table.” Portlets can be moved and arranged to the user’s preference. The following section provides examples of how to add, remove and change Portlets. Using the “New Release” portlet as an example, from the Home Dashboard, to: >> >>> > Moving a portlet is a simple drag-and-drop function.
 * **Remove a Portlet**
 * Choose the **Edit** dropdown [[image:https://netsuiteorg.atlassian.net/wiki/download/attachments/58490893/image2016-1-11%2015%3A19%3A18.png?version=1&modificationDate=1459197048397&api=v2]] from the upper right corner of the “New Release” Portlet and select **Remove**
 * **Add a Portlet**
 * Click the Dashboard’s **Personalize** menu to reveal the Personalize Dashboard content display
 * Use the right arrow on the display box to review the various content types available. Some content types appear more than once in order to show the same content in different views. For example, one calendar Portlet might display a monthly calendar view for quick reference, while the other might show a daily agenda.
 * Using the right or left arrow, scroll until you see the “New Release” Portlet icon, then left-click on it once.
 * The New Release Portlet that we previously removed is now added back to the Dashboard. All Dashboard Portlets can be added and removed this way.
 * Close the Personalize Dashboard content window
 * **Moving a Portlet**
 * Locate the Shortcuts Portlet on the Home Dashboard
 * Click and hold anywhere in the title bar, then drag the Shortcuts Portlet to the top of the Dashboard area until it reaches the top, above the New Release Portlet, then release the cursor to drop the Shortcuts Portlet in this position.

**Menus**
Menus in NetSuite are based on roles and may vary depending on the user and their role. For example, the standard NetSuite role named “A/P Clerk” features a menu tailored to Entities such as Customers and Vendors, with transaction sub-menus for each. To provide a consistent user interface among all roles, [|NetSuite.org] recommends enabling the “Classic” interface. To enable the Classic Interface on a non-Administrator role, go to: Set Preferences > **Appearance** The Classic Menu (also known as the Classic Center) referenced throughout this guide is: The menu for the A/P Clerk Role, as referenced above and as an example, is:

**Personal Preferences**
Individual users can personalize certain elements of their NetSuite dashboard. To access and change personal preferences, go to: Home (the House icon on the main menu) > **Set Preferences** The General, Transaction and Appearance tabs provide the most options for customization from a personal standpoint. A few important notes are:
 * The **Nickname** field is typically the user’s name and is the “from” name when the user sends emails from the system. If the user sends emails frequently, they may want to make their Nickname the organization’s name rather than their own.
 * **Signature** refers to the email signature included on correspondence sent from NetSuite. If it includes more than one line of text, such as an address and phone number, you will need to use HTML formatting to show the data on separate lines or to style the font with bold or italics.
 * On the General tab, check the **Show Internal IDs** checkbox. This helps users identify and find recently created records.
 * On the Appearance tab, the **Landing Page** dropdown provides the ability to change the default Dashboard to a menu Dashboard if preferred
 * On the Transactions tab, under the Printing section, choose the **PDF** radio button if you prefer to send attachments as PDF instead of HTML.
 * On the Analytics tab in the Search section, the option **Show List When Only One Result** ensures that the search results screen is displayed rather than an individual record when only one result matches the search. This is a common option to select.

**Important:** [|NetSuite.org] recommends utilizing the SuiteVolunteer program to assist with further development, customization and publishing of Dashboards for employees. For more information visit [].

**Setup Menu**
Throughout the following section and others, we will reference the Setup menu. When logged in with the Administrator role, the main menu and submenus will appear as follows. The following sections describe submenus under the Setup menu.

**Company**
You’ll need to configure NetSuite with information unique to your organization such as the organization name and address, logo, features you need and related information. To do this, you will go to: Setup > **Company** The Company submenu will call out several additional menus that will be used in the configuration process. The following Company menu entries are used to update settings.

**Company Information**
Here you will enter your basic company information, upload your logos and set a few basic settings. You will customize your account settings by going to: Setup > Company > **Company Information** **Important:** This is the logo that displays next to the NetSuite logo in the upper left corner when you’re logged in. The size of this logo space is 144px x 30px. If you do not have a small logo available, you may come back to this step later. Update any additional information you would like here or make a note to return and add later. When you are finished adding the information, click the **Save**button.
 * To enter your company address
 * Click the **Edit** link next to the Address fields to add your address
 * Click **OK**
 * To add your logo for use on Forms
 * Click the **Company Logo (Forms)** dropdown
 * Click **New**
 * Click **Select File** then upload your logo and click **Save**
 * To add your logo to display in NetSuite
 * Click the **Company Logo (Pages)** dropdown.
 * Click **New**
 * Upload the Pages version of your logo
 * Click **Save**

**Enable Features**
Once your account is provisioned, you can log in and enable or disable features in the account. To enable the following features, go to: Setup > Company > **Enable Features** Use the following table as reference to the tabs on the page. You can switch between tabs without hitting Save – just remember to save once you have completed changes to all tabs. Some additional settings outside of the ones listed in the table below may be available and may be selected -- you can leave those at their default settings. Also enables you to run multiple dynamic allocation schedules in a specific sequence, or batch. || ACTIVE || After you hit Save, Netsuite will ask you for your opening balances. Leave these blank for now, and hit Save. Opening balances will be entered in a later session.
 * ~ Tab ||~ Feature ||~ Description ||~ Setting ||
 * ~ Company || Departments || Record income and expense transactions to the Department dimension. || ACTIVE ||
 * ^  || Locations || Ability to record income and expense transactions to the Locations dimension. || ACTIVE ||
 * ^  || Classes || Ability to record income and expense transactions to the Class dimension. || ACTIVE ||
 * ^  || Projects || Ability to record income and expense transactions to Projects. || ACTIVE ||
 * ^  || Inline Editing || Provides the ability to change data in lists. Much faster updating/editing capabilities compared to opening each record individually. || ACTIVE ||
 * ^  || File Cabinet || Stores documents and files. || ACTIVE ||
 * ^  || Duplicate Detection and Merge || Determine whether or not records have duplicates. || ACTIVE ||
 * ~ Accounting || Accounting || Enables the Accounting features. || ACTIVE ||
 * ^  || A/R || Accounts Receivable includes issuing invoices, accepting payments and running reports. || ACTIVE ||
 * ^  || A/P || Accounts Payables includes entering bills, making payments and running reports. || ACTIVE ||
 * ^  || Accounting Periods || Creates distinct accounting periods; can be calendar or other fiscal year. || ACTIVE ||
 * ^  || Expense Allocation || Account for fixed expenses without splitting them among individual departments, classes or locations before incurring the expenses. || ACTIVE ||
 * ^  || Dynamic Allocation || Dynamically calculate the weight of any statistical allocation, based on the balance of the statistical account through statistical journals, at the time the allocation journal is generated.
 * ^  || Consolidated Payments || Allows all payments, credits, and deposits to be accepted either through the highest-level customer in a customer-subcustomer hierarchy or through the individual subcustomer for whom the invoice is entered. || ACTIVE ||
 * ^  || Statistical Accounts || Used in conjunction with Expense Allocations and Allocation Schedules, track non-monetary data and then use this information on reports and income statements to view its relationship with the financial activity of your organization. || ACTIVE ||
 * ~ Tax || Not Used ||  ||   ||
 * ~ Transactions || Estimates || Prepare estimates or quotes to send to customers. Can be used as part of the fund raising and income projection process. || ACTIVE ||
 * ^  || Sales Orders || Create and track Sales Orders. Also useful as part of the fund raising and income projection process. || ACTIVE ||
 * ^  || Purchase Orders || Create and track vendor purchase orders. This feature is required for the Approval Routing feature || ACTIVE ||
 * ^  || Advanced Billing || Provides the ability to manage recurring billing on Sales Orders || ACTIVE ||
 * ^  || Billing Operations || Create and manage billing operations, schedules, groups and invoice approvals. || ACTIVE ||
 * ~ Items and Inventory || Not used ||  ||   ||
 * ~ Employees || Expense Reports || Use forms to track employee expenses, including reimbursable. || ACTIVE ||
 * ^  || Approval Routing || Route purchase requests and expense reports for approval based on approval limits || ACTIVE ||
 * ^  || Purchase Requests || Allow employees to create purchase requests for approval by supervisors || ACTIVE ||
 * ^  || Time Tracking || Track employee time using single-day time records. || ACTIVE ||
 * ^  || Time Tracking for CRM || Track and bill time associated with Cases, Tasks and Events directly from CRM records || ACTIVE ||
 * ~ CRM || Customer Relationship Management || Manage all of your business relationships. Includes managing your calendar, contacts, events and tasks. || ACTIVE ||
 * ^  || Sales Force Automation || Manage your funding and revenue pipeline, track forecasts, route income opportunities and convert prospects to customers and donors. || ACTIVE ||
 * ^  || Marketing Automation || Create targeted marketing campaigns, measure and analyze ROI and track campaign effectiveness || ACTIVE ||
 * ^  || Opportunities || Track donation and sales opportunities || ACTIVE ||
 * ^  || Lead Conversion || Track leads and convert them to prospects, donors, contacts, opportunities and tasks || ACTIVE ||
 * ^  || Online Forms || Add online form to your existing website to capture new leads and enter customer and donor records || ACTIVE ||
 * ^  || Mail Merge || Perform bulk email operations || ACTIVE ||
 * ^  || Capture email replies || Save replies to email sent from records in NetSuite || ACTIVE ||
 * ^  || Partner Relationship Management || Create and manage records for business and community partners || ACTIVE ||
 * ~ Analytics || KPI Scorecards || Create Key Performance Indicator scorecards for your dashboard || ACTIVE ||
 * ~ Web Presence |||| NetSuite can host a basic e-commerce store. These functions will be initially disabled, in order to simplify the menu structure. || INACTIVE ||
 * ~ SuiteCloud || Custom Records || Collect information specific to your organization that can be integrated with standard NetSuite records || ACTIVE ||

**Rename Records/Transactions**
This feature allows you to change the transaction and entity record names in NetSuite. To tailor your account for nonprofit use, NetSuite recommends changing the standard NetSuite record names. To rename records, go to: Setup > Company > **Rename Records/Transactions**
 * Rename “Class” to “Fund”
 * Rename “Department” to “Activity”
 * Rename “Project” to “Project/Grant”

**Auto-Generated Numbers**
[|NetSuite.org] recommends that you disable the Auto-Numbering feature for Entity records. To disable auto-numbering, go to: Setup > Company > **Auto-Generated Numbers**
 * Uncheck **Enable** on all Entity records that can be unchecked
 * Click **Save**

**General Preferences**
The General Preferences screen provides important choices related to date formats, default settings for Customer and Vendors records and more. The General Preferences screen manages:
 * * Global date and time formats
 * Phone formats
 * First/last name preference
 * Password policies
 * Login welcome || * Screen font
 * Default customers as individuals or companies
 * Show lists with only one result
 * Others ||

**Printing and Fax Preferences**
Here we cover two important and commonly used features. If you are going to print checks from NetSuite, you’ll want to choose whether you use the “Standard” or “Voucher” style checks. Voucher is most common; it prints a check at the top and two vouchers below. Standard prints three checks on one page. To set the preferred check style, go to: Setup > Company > **Print & Fax Preferences** and choose either **Standard** or **Voucher** from the Check Printing section. In most cases, “receipts” or PDF Print Forms are expected to print on the entire page. However, NetSuite does not do this by default. To extend forms to print to the bottom of the page, go to: Setup > Company > **Print and Fax Preferences**
 * In the PDF section, check the box next to **Extend Columns to Bottom of Page.**