Administrator Guide
Administrator Guide
Administrator Guide
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■ Account Setup
□ Centers Overview
□ Enabling Features
□ Defining Company Settings
□ Using Classifications in NetSuite
□ Getting Started with OneWorld
■ Managing Users and Roles
□ NetSuite Access Overview
□ Managing NetSuite Roles
□ Managing NetSuite Users
□ Understanding NetSuite Permissions
■ CSV Imports Overview
■ Auditing and Data Management
□ Tracking Changes in NetSuite
□ Avoiding Duplicates
□ Managing Transactions
■ NetSuite Environments
□ Understanding NetSuite Environments
□ NetSuite Sandbox
□ NetSuite Development Accounts
■ NetSuite Data Centers
□ Understanding Multiple Data Centers
□ Product Features to Verify for Data Center Moves
□ Understanding NetSuite URLs and Data Centers
□ Account Mobility Tasks
■ Performance
□ Application Performance Management (APM)
□ Performance Best Practices
□ Troubleshooting Performance Issues
■ Authentication
□ Understanding Password Requirements and Policies
□ Understanding NetSuite Login Pages
□ Token-based Authentication
□ Two-Factor Authentication
□ Device ID Authentication
□ Inbound Single Sign-on
Administering a NetSuite Account 2
■ Account Guidelines
■ Security Guidelines
■ Role and Permission Guidelines
■ Customization Guidelines
■ Data Migration Guidelines
■ Release Preparation Guidelines
■ Sandbox Account Guidelines
For links to other NetSuite help topics aimed at account administrators, see Administering a NetSuite
Account.
Account Guidelines
■ To enable logins through NetSuite, you must create a login page hosted on NetSuite's secure server
and display a link to this login page on a different page. For more information, see the help topic
Displaying Login Fields on Your Web Page.
■ You should always follow the best practice of ensuring that your NetSuite account and related
integrations are data center agnostic. Never hard-code URLs or other identifiers to specify a
particular data center. For more information, see Understanding Multiple Data Centers.
Security Guidelines
■ Set a strong password policy that has at least a 10–character minimum and includes at least three
of these four character types: uppercase, lowercase, numbers, non-alphanumeric ASCII characters.
■ When creating new users, always require that they change their password the first time they log in.
■ Monitor the Login Audit Trail’s Security Challenge column to determine if outside people are trying
to access the system.
■ Use IP Address Restriction for users that handle confidential data. This feature supports the
restriction of users’ NetSuite access to specific computers. You can restrict at the company or
employee level.
■ When an employee leaves, immediately remove their access to NetSuite:
□ Mark the employee record as inactive
□ Remove the assigned roles and global permissions
Role and Permission Guidelines 4
Customization Guidelines
■ Before customizing, identify what is unique to your business and what is needed to support your
business practices.
■ Assess whether the required functionality exists in NetSuite.
■ Plan and design before you act.
■ Limit who can add custom elements.
■ Custom fields:
□ Field naming convention: _abbreviation_description
□ Use the Description field to provide business reasons for the field, who asked for it, and notes
for the backup administrator.
■ Custom forms:
□ Use custom forms as your preferred forms. Treat standard forms as templates for your custom
forms.
□ Create a naming convention.
Data Migration Guidelines 5
□ Define a custom field as mandatory on the custom form, do not define it as mandatory at the
field level.
■ Custom records:
□ Save your custom record first, then add fields.
□ Use permissions only when the record is ready to be used.
■ Test incrementally as you work with custom records and elements.
■ Use permissions only when the custom record is ready to be used.
■ If you find an issue, contact support from your Release Preview account to report that issue.
■ Develop and use a test plan.
■ Testing in your NetSuite Release Preview environment, when it is available, can be helpful in
identifying potential problems. If you encounter difficulties when testing in Release Preview, it
might indicate that your processes are tied to a specific data center. Testing in Release Preview is
not a foolproof method of finding all potential problems, but it could help to raise awareness in
certain areas. For example, URLs could be hard-coded with data center specific identifiers, or some
processes might not be using dynamic discovery methods.
■ NetSuite recommends choosing the Send Email To option on the Email Preferences page for both
the Sandbox and Release Preview environments. This option ensures email messages from your
Sandbox and Release Preview environments are delivered to the addresses you specify.
Centers Overview
The flexible NetSuite user interface adjusts automatically to different users' business needs. For each
user, NetSuite displays a variable set of tabbed pages, called a center, based on the user's assigned
role. Each NetSuite center provides, for users with related roles, the pages and links they need to do
their jobs.
Each tabbed page of each center displays a collection of real-time data called a dashboard.
Dashboard data is displayed in a variety of dynamic data display windows called portlets. NetSuite
allows individual users to personalize their own dashboards, and allows administrators to publish
personalized dashboards to other users.
When a user logs in to NetSuite, the system determines the user's default assigned role and displays
the associated center. If a user has multiple assigned roles, NetSuite provides a list of them under the
dropdown arrow in the upper right corner, that can be used to change roles. When a user changes
roles, the interface refreshes to display a different center as needed.
NetSuite includes several standard centers. Each standard center is designed to make the most-used
links easy to find for the roles that use that center. For example, the Accounting Center's tabbed pages
provide data and links that are relevant for Accountants, Bookkeepers, Payroll Managers, and Clerks.
■ To review a list of standard centers and their related roles, see NetSuite Standard Centers.
■ To understand the special NetSuite Account Center and the special roles that can access it, see The
NetSuite Account Center.
■ To understand the design of standard centers, see the following:
□ The Classic Center
□ The Sales Center
Note: If the standard Sales Center does not meet your needs, see the help topic The
Enhanced Sales Center SuiteApp.
For users with business needs that do not match the setup of the standard centers, NetSuite supports
customization of the user interface in the following ways:
■ Create custom centers with custom tabs and links. See the help topic Creating and Editing Custom
Centers.
■ Add custom tabs to standard or custom centers. See the help topic Creating Center Tabs.
■ Add custom links to standard or custom centers. See the help topic Creating Center Links.
■ Create custom roles that use custom centers. See the help topic Customizing or Creating NetSuite
Roles.
The following table lists NetSuite's standard centers and the roles they support. Click on the links in
the table links to review information specific to that center. Also, see Pages Common to all Centers for
more information.
NetSuite Standard Centers 8
Note: If these centers do not meet your needs, you can modify them by adding custom tabs
and links, or you can create custom centers and custom roles. For information, see the help
topic Custom Centers.
To set up your Home page, click Personalize. In the Add Content panel that appears, you can choose
the other content items to include on your dashboard.
For example, the Activities Links portlet provides links to quickly access various activity list pages. You
can also create new records (for example: events, tasks, and phone calls) or search existing activity
records.
On list pages, you can customize your view, filter the listed records, create new records, and perform
other actions as appropriate for the record. Clicking the Events link, for example, displays a list page of
your events. Your first day on the job, it might look like this:
Pages Common to all Centers 11
You can view your calendar and scheduled events using the Calendar portlet. For more information,
see the help topic Navigating Your Calendar.
In the Tasks and Phone Calls portlets, you can quickly create new tasks or phone calls or edit existing
records.
To reorganize the portlets on the page, click and hold the upper right corner of the portlet and drag it
to where you want it positioned on the page.
For more information about the various types of activities and records on this page, see:
You can click the Documents tab or Documents Overview menu link to access the NetSuite File Cabinet,
where you can store and organize your business documents online and then associate them with
company, customer, contact, vendor, other name, partner, task, event and case records.
In the File Cabinet, you can quickly search for, download, move, and delete existing files. You can use
Add buttons to upload additional files to the File Cabinet. For more information, see the help topic
Working with the File Cabinet.
■ Files
■ Templates has the following menu items:
□ Email Templates: see the help topic Working with Email Templates.
□ Fax Templates: see the help topic Using Fax Templates.
□ Letter Templates Using Letter Templates.
□ PDF Templates: see the help topic Advanced PDF/HTML Templates
□ Select Template Files to access the template files in the File Cabinet.
For more information, see the help topic Working with Email Templates.
Available menu items vary based on the features you have enabled in your account. If Mail Merge is
enabled in your account, see the help topic Working with Mail Merge.
You may also see the following menu items on the Setup page, depending on what features are
enabled in your account.
■ Payroll: depending on which payroll feature your company is using, see either NetSuite Payroll or
Payroll Solutions.
■ Customization: see the help topic Customization.
■ Site Builder: see the help topic SuiteCommerce Site Builder. See also SuiteCommerce Overview.
The only employees who can access the NetSuite Account Center are those assigned one of two special
roles: the NetSuite Support Center role and the NetSuite Support Center (Basic) role. The account
administrator must exercise good judgement when deciding which users should be assigned these
roles. Access should be limited to only those employees in your company who are required to perform
specific tasks related to your NetSuite account.
These special roles are not displayed in the results of a search for all roles in your account (Setup >
Users/Roles > Manage Roles > Search). They are also not listed in the Standard Roles Permissions Table.
However, these roles are available in the dropdown list when assigning roles to a user. Be very sure you
understand the implications of the role permissions before you assign either of these roles to users.
■ NetSuite Support Center (Basic) role has no transaction permissions. Users in this role see only
cases, issues, and contact Support links in the Customer Center - Home Links portlet.
■ The NetSuite Support Center role has transaction permissions. Users in this role see links to make
payments, review statements, transactions, and estimates, review support cases and issues, edit the
user profile, and contact Support in the Customer Center - Home Links portlet.
The NetSuite Account Center 13
■ Accounts Receivable
Register
■ Non Posting Registers
Reports:
■ Return Authorization
Reports
■ Sales Order Transaction
Report
The same permission comparison information is available through in the User Interface. See the help
topic Showing Role Permission Differences.
The employee might need to log out and log back in again to see the NetSuite Account Center link.
The NetSuite Account Center displays the following portlets and tabs:
■ The Customer Center - Home Links portlet – users with the NetSuite Support Center role may make
payments, review statements, transactions, and estimates, review support cases and issues, edit
The NetSuite Account Center 14
the user profile, and contact Support. Users with the NetSuite Support Center (Basic) role can view
support cases and issues and contact Support.
■ The SuiteIdeas tab – Click the link to launch the SuiteIdeas site and review and vote for NetSuite
product enhancements. For information, see the help topic Voting for Enhancements.
■ On the Storage Info tab – see a summary of storage usage for your account, categorized by file,
data and record type. The Storage Info data in the NetSuite Account Center is updated monthly,
on the first week of the following month. For example, the data showing as of February 1 is the
storage information data for the month of January. For more current storage information, see the
Total Storage Size (MB) entry on Billable Components tab of the Billing Information page at Setup
> Company > NetSuite Account Information > View Billing Information. The Total Storage Size (MB)
information on the Billing Information page is updated weekly, as can be seen on the Component
Usage tab.
A list is a group of records of a specific type. List records include customers, vendors, items, employees,
partners, and more.
NetSuite requires you to enter records before you fill out transactions. After you enter a record, it is
included in lists. For example, if you want to pay a bill for a new vendor, you must first create a new
vendor record. Then, when you go to the Enter Bills page, you can choose the vendor from the list.
The Search link at the upper left of most list pages brings you to a search page for the list record type,
where you can enter filter criteria to search for a specific record, or set of records.
To view a list:
1. Click Lists Overview.
2. On the Lists page, click the link for the type of list you want to see.
Here are some procedures you can use with most lists:
For more information about the different options available for setting up and building a website, see
the help topic SuiteCommerce.
The Web Site page also displays in this center. It contains portlets that can be configured to display
various statistics to help you analyze the effectiveness of your website. The E-Commerce Management
Center - Links portlet provides an alternative method of accessing the same items that are listed in
menu on the Web Site page.
For more information, see the help topic Setting Up Case Management. In particular, see the help topic
Setting Up Support Checklist.
View items and promotion codes that can help you create opportunities, and report your success with
the Open Opportunities by Sales Rep, Open Estimates, and Prospect Analysis Summary reports.
The Sales Center 16
Click the name of a record or transaction to go to the corresponding list. Click New next to the link to
create a new record or transaction. Click Search next to the link to set criteria for searching records or
transactions of that type.
You can personalize the Opportunities page by choosing to display customized portlets of information.
Click Personalize Dashboard, and in the Add Content panel that appears, you can choose to display
snapshots relevant to your opportunities and estimates, add reminders to display, and set up saved
searches to display results, among other options.
View your prospect and contact records under the Relationships heading. Records hold valuable
communication information as well as CRM information such as events, tasks, and related documents.
Under the Transactions heading, create new Promotion Codes, prepare estimates, and enter sales
orders.
Under the Other heading, conduct searches or conduct mass updates. Click CRM Lists to create new
lead sources.
View reports on prospects under the Prospect Reports heading. You can print, email, or export reports
or view them in separate applications like Microsoft® Excel.
You can personalize the Prospects page by choosing to display customized portlets of information.
Click Personalize Dashboard, and in the Add Content panel that appears, you can choose to display
snapshots relevant to your prospects, add reminders to display, and set up saved searches to display
results, among other options.
View your lead and contact records under the Relationships heading. Records hold valuable
communication information as well as CRM information such as events, tasks, and related documents.
Under the Transactions heading, create new Promotion Codes, prepare estimates, and enter sales
orders.
Under the Other heading, conduct searches or conduct mass updates. Click CRM Lists to create new
lead sources.
View reports on leads under the Lead Reports heading. You can print, email, or export reports or view
them in separate applications like Microsoft® Excel.
You can personalize the Leads page by choosing to display customized portlets of information.
Click Personalize Dashboard, and in the Add Content panel that appears, you can choose to display
snapshots relevant to your leads, add reminders to display, and set up saved searches to display
results, among other options.
In the Sales Center-Forecast portlet, you can prepare estimates, enter sales orders and enter cash
sales under the Transactions heading. Under the Reports heading, view your Sales Forecast Summary
Report, open estimates and sales orders and see which promotion codes and lead sources are bringing
in the most business.
Enabling Features 18
Enabling Features
The Enable Features page is where you turn on or off features in NetSuite.
Note: Changes made to feature settings are captured in system notes. For more information,
see Searching System Notes.
To enable features:
1. Go to Setup > Company > Enable Features.
2. Check the boxes next to features you want to use.
3. Assign any permissions related to the newly enabled features to custom roles as necessary.
When you newly enable a feature in your account, you must consider permissions associated
with the added feature. Customized roles that you have already assigned to users may need to
be updated to reflect the proper permissions associated with the added feature. See the help
topic Customizing or Creating NetSuite Roles.
Note: Depending on the product you subscribe to, some features may not be available for
you to use. If you have questions about the availability of the features mentioned below, please
contact your account representative.
The following topics describe the features available on each subtab of the Enable Features page.
Important: You can click the Audit Trail link in this page header to review a list of changes
to enabled features, including the users who made the changes, dates of the changes, and
whether the feature was enabled or disabled. See Auditing Account Preferences.
Feature Description
Classifications
Departments Track and classify your transactions by category. This adds a link to
Departments on your Lists page.
Locations Track activity by location. This adds a link to Locations on your Lists page.
Enabling General Company Features 19
Feature Description
Classes Sort transactions in any way you find helpful. This adds a link to Classes on
your Lists page.
Projects
Projects Track projects for customers. A project is a subrecord of a customer record that
shows costs and revenues for a particular project.
Project Management Track additional information about projects and keep them separate from
customers.
Job Costing and Calculate costs for project labor and account for those costs in your general
Project Budgeting ledger, and create project specific cost and billing budgets.
Related SuiteApp For more information, see the help topic Project Task Manager.
Project Task Manager
ERP General
Multiple Units of Define various units used to stock, purchase, and sell inventory items, and
Measure track non-monetary accounts. The Statistical Accounts feature must be
enabled. (Go to Setup > Company > Enable Features. On the Accounting
subtab, Statistical Accounts is listed under Advanced Features.)
Use Deletion Reason Make it mandatory for users to provide a reason for deleting transaction
records. All transactions listed at Setup > Company > Auto-Generated Numbers
on the Transaction Numbers subtab are affected by this feature.
This feature can be disabled after use.
Resource Management
Resource Allocations Allocate resources to projects, view and manage resource allocations, and
monitor utilization rates.
International
■ Allow users to choose the language of the NetSuite user interface. See the
help topic Choosing a Language for Your NetSuite User Interface.
■ Allow customers to see item names, descriptions, and expense categories
in the language selected on the customer's record on printed transaction
forms.
■ Allow translation of website elements to display in each visitor's language.
These elements include Web site items, saved searches, tabs, categories,
email forms, text, and images, and formatted Web site text. See the help
topic Setting Up a Site for Multiple Languages.
Note that only the system-supported languages available as user preferences
are supported for printed transaction forms. Additional languages are
supported for website translations.
At Setup > Company > General Preferences, you need to specify the languages
for which you want to provide translation strings for items on printed
transaction forms and/or your website. See Setting Up Multiple Languages.
After you have specified a language in General Preferences, you can translate
item names and descriptions on item records or by going to Lists > Mass
Update > Bulk Update Translation. See the help topic Multi-Language Names
and Descriptions.
Multiple Currencies Use foreign currencies for sales and purchase transactions and account for
the fluctuations in exchange rates. This feature enables the creation of sales
transactions in multiple currencies for individual customers and to track open
Enabling General Company Features 20
Feature Description
balances in each transaction currency. This feature also enables you to enter
purchase transactions in multiple currencies for individual vendors, and keep
track of open balances in each transaction currency. When you create a vendor
record, you set a primary currency and additional currencies available for
transactions with that vendor. See the help topic Working with Currencies.
When the Foreign Currency Management feature of Multi-Book Accounting is
enabled, this feature is also required and cannot be disabled.
Currency Exchange Automatically update currency exchange rates by the specified provider one
Rate Integration time each day.
Agree to the Notice, as required. NetSuite stores the user ID and time and date
stamp of account changes in system notes.
Click the Xignite or Thomson Reuters Forex Data link to go to their respective
websites.
Data Management
Inline Editing Edit records directly from their corresponding lists and from search results.
File Cabinet Enable the ability to upload or link to documents and images, and then
associate them with records your customers, vendors, and employees can
view.
Enabling General Company Features 21
Feature Description
Duplicate Detection & Have NetSuite compare customer and contact records and notify you of
Merge possible duplicates.
Related SuiteApp Click this link to install the Box.NET SuiteApp. This SuiteApp enables you to
Box Document upload documents to your Box.NET account and associate those documents
Managements with your NetSuite account.
Access
IP Address Rules Create access rules for employees based on the IP address of the computer
used to log in.
For more information about this feature, see the help topic Enabling and
Creating IP Address Rules.
Social
Related SuiteApp For more information about NetSuite’s social collaboration tool, see the help
SuiteSocial topic SuiteSocial.
Mobile
Mobile Push Check to enable users to receive push notifications on mobile devices.
Notification
Feature Description
Basic Features
A/R (Accounts Maintain accounts receivables records and track invoices, receipts, cash sales,
Receivable) payments, and customer records.
A/P (Accounts Maintain accounts payable records and track purchases, bills, vendors, and
Payable) payee records.
Enabling Accounting Features 22
Feature Description
Accounting Periods Group transactions as they occur during periods of time, and to allow
management of financials by these defined time periods.
GL Audit Numbering Apply gapless numbering sequences to all GL posting transactions. This kind of
numbering is required for some country's annual auditing. When this feature
is enabled, GL audit numbering is listed as a task required as part of the period
close process.
The Accounting Periods feature is a requirement for using the GL Audit
Numbering feature.
GL audit numbering is independent of other transaction numbering you have
set up at Setup > Company > Auto-Generated Numbers.
Advanced Features
Expense Allocation Account for fixed expenses without splitting them among individual
departments, classes or locations in advance of incurring the expenses.
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.
This feature also enables you to run multiple dynamic allocation schedules in a
specific sequence, or batch.
This is an enhancement to the fixed rate allocation where you must specify the
fixed allocation weight for the entire life cycle of the allocation schedule.
This feature cannot be disabled after it has been used.
Amortization Allocate an expense across a range of time and then recognize the expense in
increments, only as goods or services are used. For example, defer a prepaid
expense such as insurance and amortize the proper amount over the period
the insurance is in effect.
Enabling this feature creates the system-generated Deferred Expense and
Accumulated Depreciation accounts.
Advanced Revenue Enable advanced revenue management. This feature automates revenue
Management forecasting, allocation, recognition, reclassification, and auditing. It is compliant
with the ASC 606 revenue standard.
When you enable this feature, it cannot be disabled. Accounting Periods must
also be checked.
Enabling this feature creates the system-generated Deferred Revenue, Unbilled
Receivables, and Revenue Arrangement (non-posting) accounts.
Multiple Budgets Create multiple budgets for the same combination of customer, item, class,
location or department criteria.
Intercompany Time Allow intercompany time entries and expense transactions, and the transfer
and Expense of time and/or expense charges from one subsidiary to another in a OneWorld
account.
Feature Description
intercompany adjustments for expenses. These preferences are available at
Setup > Accounting > Accounting Preferences, on the General subtab.
Note: If you enabled this feature after April 2014, when you created
a qualifying journal entry the system created a single Intercompany
Clearing Account of the Type: Other Current Asset. The account was set
to the Root Subsidiary and included all child subsidiaries. Adjustment
journal entries correctly posted to this new account, and no other
currency-locked Intercompany Clearing Accounts were created.
If you enabled this feature prior to April 2014, when you created a
new adjustment journal entry the system created a new Intercompany
Clearing Account (no currency), which became the parent of all other
existing clearing accounts. New adjustment journal entries use this
parent account, and the existing currency-locked Intercompany Clearing
Account remained intact. If you edit a transaction that originally posted
to the existing currency-locked Intercompany Clearing Account, the GL
Impact of that transaction affects that account.
Automated Enable the cross-subsidiary order and fulfillment process for external orders.
Intercompany Drop
Ship
Consolidated Enable this feature to apply payments, credits, and deposits either through
Payments the top-level customer or through individual subcustomers and to print
consolidated customer statements.
For more information, see the help topic Consolidated Payments.
Multiple Calendars Use the Multiple Calendars feature to create different accounting period
and tax period rollups for your subsidiaries. Create fiscal calendars to define
accounting and tax period rollups.
Statistical Accounts 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.
If you check the Dynamic Allocation box, located under Advanced Features,
you can run any allocation schedule weighted by the balance of a statistical
account.
Multiple Units of Measure must be enabled to use this feature.
This feature cannot be disabled after it has been used.
Enabling Accounting Features 24
Multi-Book Accounting
Chart of Accounts Mapping Allow different account values to be used across accounting books.
Multi-Book Accounting must also be checked.
For more information, see the help topic Chart of Accounts Mapping.
Revenue and Expense Recognize revenue and amortize expenses per accounting book. Multi-
Management Book Accounting must also be checked.
For more information, see the help topic Revenue and Expense
Management.
Feature Description
Advanced Taxes Use the Advanced Taxes feature. This feature enables you to use tax
schedules to track taxes for each nexus in which your company is required to
pay taxes.
EU Mini One Stop Shop Check this box if your company is registered for the EU Mini One Stop Shop
(MOSS) VAT scheme. The MOSS feature in NetSuite enables you to charge the
appropriate tax on B2C sales of digital services based on the VAT rate of the
customer’s EU member state. For more information, see the help topic EU
Mini One Stop Shop (MOSS).
Related SuiteApps For more information about installing the tax SuiteApps, see the help topic
Taxation Features Provided by SuiteApps from NetSuite.
■ International Tax
Reports
■ Tax Audit Files
■ Withholding Tax
Enabling Tax Features 25
Feature Description
■ Supplementary Tax
Calculation
Feature Description
Basic Features
Estimates Provide estimates to your customers and then convert them into invoices.
Sales Orders Track customer orders and then convert them into invoices.
Purchase Orders Issue purchase orders, receive against those orders and create bills from
those receipts.
Vendor Return Use return authorization numbers to track items you return to vendors.
Authorizations
Note: Enabling this feature creates the system-generated Vendor
Return Authorizations and Purchases Returned Not Credited
accounts.
Request for Quote Send a request to one or more vendors asking them to provide specifics
about their pricing, terms and conditions in regard to a purchase contract for
a product they sell.
Purchase Contracts Allows purchasing managers and buyers to use contracted terms, pricing,
and delivery schedules when purchasing materials for a company. For
Enabling Transaction-Related Features 26
Feature Description
example, instead of having terms and pricing based only on a specific
purchase order being placed, buyers can automatically take advantage of
quantity-based terms and discounts based on an annual volume of goods or
services purchased.
Blanket Purchase Orders Improve buyer efficiency and accuracy and potentially reduce procurement
spending. Blanket purchase orders define a pre-determined price for a
set quantity of items you will buy from a vendor during a time period.
The blanket purchase order specifies the item, price, quantity, terms and
effective time period.
Sales
Multiple Prices Set at least four different price levels for each item.
Quantity Pricing Enable quantity pricing, which lets you automatically apply different sales
prices to items that depend on the quantity being sold. This enables you to
offer discounts to customers who buy in bulk.
Gross Profit Enable Gross Profit estimates and track gross profits at the item and
transaction level.
(Gross Profit = Sales – Costs)
Gross profit estimates are based on a complex interaction of prices,
discounts, costs, and ultimately gross profits at several levels.
Gross profit estimates supply decision-making information to sales teams
and executives throughout the sales process, from the opportunity stage
early in the sales cycle on through to the issuance of an invoice.
Alternate Sales Amount Calculate alternate sales amounts on sales orders, estimates, opportunities,
and return authorizations.
Alternate sales amounts can be used to calculate commission and sales
forecasts and can be used to measure quotas.
Promotion Codes Create codes that can be used to associate customers and sales with
partners and track campaign return on investment.
If you associate a discount item with a promotion code, the code can be used
as a coupon code for any item or for specific items that you select when
creating the code.
Related SuiteApp For more information, see the help topic Advanced Promotions.
Advanced Promotions
Advanced Shipping Fulfill and bill your sales orders in separate steps.
Pick, Pack, and Ship Allow greater flexibility to process orders by using separate transactions to
pick items from inventory, pack them to be shipped, and then ship the items
to the customer.
Shipping Label Integrate your UPS or FedEx account with NetSuite, allowing you to receive
Integration tracking numbers and print bar code shipping labels.
Feature Description
Multiple Shipping Allow shipment to several different addresses and use of different shipping
Routes methods on the same transaction.
Billing
Bill Costs to Customers Purchase goods and services and sell them directly to your customers.
Advanced Billing Create billing schedules to invoice sales over a range of time or a contract
term, such as a one-year membership billed monthly. Billing schedules
manage the billing process to track when to invoice customers and how
much to bill.
The Advanced Billing feature requires that you also enable the Sales Orders
feature.
Charged-based Billing Enable Charge-Based Billing, so that you can create billable charges for
projects. Charges are calculated according to charge rules. These charge
rules can be based on fixed dates, project progress, milestones, or on time
entries. Enabling this feature adds the Charge-Based billing type for projects
and a Create Charges page to your account.
Billing Operations Create and manage bill runs, bill run schedules, and billing groups. After
clicking Save, new menu options are available from the Transactions > Billing
menu.
Payment Processing
Note: Enabling both this feature and Customer Access creates the
system-generated Unapproved Customer Payments account.
Credit Card Soft If you sell products under varying brand or company names, check this box
Descriptors to create a list of the names used and associate those descriptors with the
items you sell under each name.
When customers receive credit card statements, the descriptor associated
with the item purchased is shown.
Send Purchase Card With the Purchase Card Data module, NetSuite identifies when payments
Data are made with a purchase card so you can take advantage of potential lower
card processing fees.
Purchase cards, also called Level II and Level III cards, can bring cost savings
to you, the merchant, and to your customers.
When you enter a credit card payment for a customer, NetSuite determines,
based on the card's bank identification number (BIN), whether or not it is a
purchase card. It then passes the extended transaction data along with the
payment authorization request for processing.
PayPal Integration Allow customers to pay with PayPal. This enables you to set up PayPal as a
payment method. Customers are taken to the PayPal site for checkout, and
payment is deposited into your PayPal account.
Feature Description
ACH Vendor Payments Check this box to pay vendors and pay employee expense report using ACH
transactions.
Feature Description
Items
Drop Shipments & Special Ship items from your vendor directly to your customer.
Orders
Matrix Items Track inventory and pricing of items separately based on item options,
such as tracking shirts by color and size.
Multiple Vendors Manage procurement of items you buy from more than one vendor.
Identify and track each vendor's name, item code, and purchase price.
Gift Certificates Sell gift certificate items of set or variable amounts to customers. When
customers purchase gift certificates, they enter recipient information, and
the gift certificate message, amount, and code is emailed to the recipient.
Gift certificates are applied toward the total order amount and can be
reused if there is a remaining amount after a sale.
Sell Downloadable Files Enable download item records and online forms with downloads
included. You can attach files to download item records that customers
can purchase and download in the Web store. The online forms with
downloads allow you to offer leads free downloads when they provide
their contact information.
You can also use this feature to share files with customers free of charge.
For example, you can attach the customer's terms of service to the
customer record, and the customer can access the file through the
Customer Center.
Bar Coding and Item Labels Generate bar codes to identify transactions and items. Then, you can
print labels with the item's bar code.
Inventory
Inventory Track quantities and profit from buying and selling inventory.
Feature Description
Assembly Items Use raw materials (inventory items) to build assembly items in NetSuite.
Work Orders Use assembly work orders to track the production of assembly items
needed for stock or to fill orders. Work orders track the quantities of
assemblies that need to be built and the quantities of components, or
member items, needed to do so.
Serialized Inventory Track the purchase and sale of physical inventory items by assigning a
serial number to each item.
Lot Tracking Assign lot numbers to groups of inventory items for tracking purposes.
Note: After you have enabled the Lot Tracking feature and the
lot tracking items have been created, the Lot Tracking feature may
not be turned off.
Bin Management Create bin records that identify the places you store inventory items
within your warehouse and track on-hand quantities.
Tracking bins helps warehouse employees know exactly where to go to
find items they need when picking and fulfilling orders. Bins also specify
exactly where items need to be put away in stock when you receive them.
Advanced Bin / Numbered Manage bins and use them with serial and lot numbered inventory.
Inventory Management
Advanced Inventory Enable NetSuite to anticipate demand for items and adjust suggested
Management item ordering. Purchases of new stock are based on previous purchases
and sales of items.
Landed Cost Track the costs associated with purchasing items apart from the material
cost. For example, landed cost can include duty fees, insurance, and
shipping cost.
Demand Planning Calculate future demand for items and use demand plans and supply
plans to regulate inventory replenishment. You must enable the
Advanced Inventory Management feature to use this feature.
For more details, read the help topic Demand Planning.
Distribution Resource Use the Distribution Resource Planning feature to plan and optimize
Planning inventory across locations and, for OneWorld accounts, subsidiaries.
Items can be transferred between locations to meet supply needs within
a preset distribution network.
Enabling Items and Inventory Features 30
Feature Description
Available to Promise Check item availability based on outstanding transfer orders, purchase
orders, work orders, and sales orders. Read the help topic Available to
Promise.
Standard Costing Identify costing opportunities by maintaining standard costs across cost
categories and perform variance analysis. Read the help topic Standard
Costing.
Group Average Costing Group average costing enables you to track one average cost for an item
across multiple locations within a defined group.
Group average costing is available only when you have enabled the
Multi-Location Inventory feature. Group average costing is available for
inventory items and assembly items.
Manufacturing Work In Allows WIP tracking with work order issue and completion against a work
Process order. Read the help topic Manufacturing Work In Process (WIP).
Inventory Count Support improved tracking of inventory and tighter control over assets.
When this feature is enabled, you can enter regular periodic counts of on-
hand item quantities to maintain inventory accuracy. Keeping an accurate
item count can help reduce required safety stock, which lowers your
overhead costs.
Manufacturing Routing and Record quantity completions, resource costs, and overheads against a list
Work Center of work order operations.
Feature Description
Payroll
Payroll Pay your employees through the NetSuite Premier Payroll Service. Calculate
wages, deductions, and liabilities, and always have the latest tax data. This
feature supports U.S. payroll only.
Enhanced Premier Use the Enhanced Premier Payroll user interface. This interface is for
Payroll creating payrolls and is designed to enable fast creation, editing, reviews, and
processing of large payroll batches with thousands of paychecks per payroll.
Enhanced premier payroll includes the ability to pause payroll calculations
and supports mass edits for earnings, deductions, taxes, and contributions.
Service Printed Check Use your payroll service provider to print check stubs.
and Stubs
Enabling Employee and Payroll Features 31
Feature Description
Paycheck Journal Allow Web services integrations with external payroll systems and building
of custom payroll solutions with SuiteScript. This feature supports payroll
solutions in any country, and for non-U.S. subsidiaries in OneWorld accounts.
Service Printed W-2S Use NetSuite Premier Payroll to process and file W-2 and 1099 forms.
and 1099S
Expense Reports Track employee expenses and turn them into bills.
Approval Routing Set up an approval hierarchy required to process expense reports and
purchase requests.
If this feature is not enabled, each expense report or purchase request is
automatically routed to the employee's immediate supervisor and then to
accounting.
When this feature is enabled, after an employee enters an expense report
or purchase request, additional processing of the transaction depends on
the employee's expense limit or purchase limit, the employee's designated
supervisor or approver, and the approval limit of the supervisor or approver.
Per-Employee Billing Create billing classes that set billable time rates when different employees
Rates charge different rates for the same service.
If you associate a billing class with an employee and set rates for the billing
class on a service item, the proper rate defaults to bill the customer on time
tracking transactions.
Billing Rate Cards Define different rates for groups of billing classes.
Time Tracking for CRM Track time associated with cases, tasks, and events.
When this option is enabled, a Time subtab is available on case, task, and
event records.
Commissions
Employee Commissions Create schedules that calculate commissions for sales representatives and
their managers and pay commissions when they are earned.
Enabling Employee and Payroll Features 32
Feature Description
Commission on Custom Create custom transaction column fields for use as the commission basis on
Fields commission schedules. Custom transaction column fields must be of currency
type and can be based on any standard or custom currency amount field.
Permissions
Global Permissions Enable the assigning of permissions directly to employees as well as to roles.
When this feature is enabled, a Global Permissions subtab is available on the
Access subtab of each employee record.
Feature Description
Basic Features
Customer Relationship Manage all your business relationships with lists of contacts,
Management companies, events, and tasks.
Customer Support and Service Track, route, and manage customer support request.
Marketing Automation Create targeted marketing campaigns and customize your email
communications.
You must agree to the NetSuite Marketing Application Terms of
Service before you can enable this feature. To agree to the terms,
click Terms of Service. Read the terms, check the box at the bottom
of the page and click Close Window.
Related SuiteApp For more information, see the help topic Creating Email Campaigns
Campaign Assistant Using the Campaign Assistant.
Sales
Feature Description
Historical Metrics Track historical pipeline and forecast KPIs for the company and for
each representative.
Historical forecast and pipeline amounts can be used for
comparison KPIs.
Support
Email Case Capture Forward your support email to NetSuite. Then, when a message
is received by NetSuite, a case is automatically created using
information from the email message.
Automated Case Escalation Set up rules and assignments that determine when a case is
escalated
Issue Management Use issue records to track problems with products that need
resolution outside of the support team.
Knowledge Base Create a searchable database for FAQs, support cases and more.
Marketing
Online Forms Add forms to your existing Web store or site to provide new leads
and customer service.
Mail Merge Create and manage fax, email, letter, and PDF documents you
create for those you do business with.
You must agree to the NetSuite Marketing Application Terms of
Service before you can enable this feature. To agree to the terms,
click Terms of Service. Read the terms, check the box at the bottom
of the page and click Close Window.
Capture Email Replies Track all replies to email that was originally sent from NetSuite.
For example, if a support representative responds to a case record
by email and the customer replies to the email, the response is
automatically saved on the case record as well.
Upsell Manager Use NetSuite's search capabilities to match customers with items
they are likely to buy.
Partners
Partner Relationship Management Use records to manage your partners. Track the sales your
partners bring in by associating partners with promotion codes or
including partner codes in links to online forms.
Enabling CRM and SFA Features 34
Feature Description
You must enable this feature to enable the Partner Access and
Advanced Partner Access features.
Partner Commissions/Royalties Create schedules that calculate commission for partners and pay
commission when it is earned.
Multi-Partner Management Associate more than one partner with each sales transaction.
Feature Description
Dashboards
KPI Scorecards Add the ability to display a portlet on your dashboard that shows the
results of multiple KPIs for multiple date or period ranges.
Connectivity
SuiteAnalytics Connect Enable the SuiteAnalytics Connect feature to access and query your
NetSuite data using SQL through database standards such as ODBC,
JDBC, and ADO.NET.
Export to Tableau® Enable users to export saved search and report results as Tableau®
Workbooks workbooks.
Feature Description
Web Site
Web Site Create a website that provides your customers with information about
your company and its goods and services.
Web Store Run a store that seamlessly integrates with NetSuite accounting. If you
check this, you must also check Allow Online Ordering, Operate a Web
site and Use Sales Orders.
Advanced Site Customization Use HTML templates to customize the appearance of your website.
Multiple Web Sites Create more than one website in your NetSuite account, each with its
own branding, look, and feel.
Each site can have a separate URL, separate items, and separate
shopping carts. In addition, each site can have a different source.
Advanced Web Reports Gain access to detailed page hits and hosted page reports, customer
page reports, keyword, referrer, and new visitor reports.
Enabling Ecommerce Features 35
Feature Description
Descriptive URLs Allow tab, category and item pages of your website to use descriptive
URL components of your choosing for search engine optimization.
Note: You can only enable the Descriptive URLs feature if you
have set up a domain.
For Site Builder: Setup > Site Builder > Setup Tasks > Set Up Web
Site.
For SuiteCommerce Advanced: Setup > SuiteCommerce
Advanced> Set Up Web Site. Click Edit next to a website, then
click the Domains.
URL Component Aliases Manage URL components used for facets in your SuiteCommerce
Advanced website. Also, track multiple URL component aliases on item
and category records. For more information, read the help topic URL
Components.
Site Management Tools When this feature is enabled, the Site Management Tools administrator
interface is enabled on your SuiteCommerce Advanced site. This feature
lets you manage content, add landing pages, and enhance existing
pages on your SCA site.
To enable this feature, the SuiteCommerce Advanced feature must also
be enabled. For more information on Site Management Tools, see the
help topic Site Management Tools Overview.
Asynchronous afterSubmit When this feature is enabled, afterSubmit user events are triggered
Sales Order Processing asynchronously when a sales order is created during web store
checkout.
When an afterSubmit user event runs in asynchronous mode, the next
page is loaded during the period of time the afterSubmit user event is
still processing. Web store Sales Orders process afterSubmit scripts in
the background.
This is a global setting. This setting causes all afterSubmit user events
and workflows triggered by web store checkout to run asynchronously.
Commerce Categories Enable commerce categories. Commerce categories let you create a
hierarchical structure of categories and subcategories for organizing
your items. For more information on commerce categories, see the help
topic Commerce Categories.
Publishing
Host HTML Files Upload your HTML website to your NetSuite file cabinet. You can then
publish your website as a tab as your Home page or in conjunction with
NetSuite's Shopping cart and Checkout tabs.
Use NetSuite smart tags in the HTML of your website to pull information
directly from your account to display in your website.
External Catalog Site (WSDK) Use NetSuite's shopping cart and checkout pages with your Web catalog
or Web store. If you check this, you must also check Allow Online
Ordering, Use Sales Orders, Operate a Web Site and Operate a Web
Store.
Document Publishing Publish links to your Microsoft® Word, PowerPoint, and other
document files in your file cabinet to your intranet or website. When
Enabling Ecommerce Features 36
Feature Description
you click this link from your site, the document opens in a separate
window for viewing.
Enabling Document Publishing adds a Publishing subtab to the records
of all files in your file cabinet.
If you do not check this box, you can only publish images from your file
cabinet to your intranet or website.
Intranet Check this box to create an internal website to publish information for
your company.
Access
Customer Access Give customers online access to their invoice and payment information.
Online Ordering Give customers limited access to your account so they can place orders
online. If you check this, you must also check Allow Customer Access.
Vendor Access Give vendors online access to their transaction history and purchase
orders.
Partner Access Give partners online access to view reports, promotions codes and their
partner records.
Advanced Partner Access Assign an Advanced Partner Center role to partners that gives access to
more records and transactions than the Standard Partner Center.
Feature Description
SuiteBuilder
Item Options Create and use item-specific options on purchase and sales
transactions.
Custom Records Create a database of information specific to your business. This feature
is also required for center and tab customization.
SuiteScript
Server SuiteScript Use server-side scripting to customize your business workflows and
processes.
SuiteScript Server Pages Support the creation of SSP applications to use website and other
customizations.
SuiteGL
Enabling SuiteCloud Features 37
Feature Description
Custom Transactions Allow creation of custom transaction types for your business.
SuiteBundler
Create Bundles with Enable the packaging together of groups of customization objects so
SuiteBundler they can be shared between NetSuite accounts.
Web Services Enable NetSuite's web services API. This feature lets you integrate
external systems and to migrate data using a standards-based
interface.
Manage Authentication
SuiteSignOn Enable single sign-on integration in your account. This feature permits
you to bypass the authentication step when accessing an integrated
third-party application from the NetSuite user interface.
OpenID Single Sign-on Enable authentication with a Google Account. This feature allows users
to link directly to NetSuite from a variety of Google applications, without
logging in to NetSuite separately.
SAML Single Sign-on Enable single sign-on access from external applications to NetSuite,
using authentication from a third-party identity provider compliant with
SAML v2.0.
For more information, see the help topic SAML Single Sign-on.
Integration Add-ons
Telephony Integration Dial using any TAPI-enabled telephone hardware from any phone
number field in the application.
Related SuiteApp For more information, see the help topic Installing the NetSuite for
Outlook Integration Outlook SuiteApp.
Important: If you plan to set up a OneWorld account with multiple subsidiaries, the data that
you enter on the Company Information page provide the values that NetSuite uses to create
your root (top-level) subsidiary. After defining your root subsidiary, you can create additional
child subsidiaries at lower levels in an organizational hierarchy. For more information, see
Setting Up OneWorld.
Note: You can add custom fields and user event scripts to the Company record in both single
instance and OneWorld accounts. Customizing the company record enables you to add fields
and business logic that are specific to the country or region in which your business operates. Go
to Customization > Lists, Records, & Fields > Other Custom Fields. In single instance accounts,
select Company as the Record Type. In OneWorld accounts, select Subsidiary as the Record
Type. Complete the fields as required and then save the custom field. For more information, see
the help topic Creating a Custom Field.
■ Company Logo (Forms) – Select your company logo to show on printed and emailed
transaction forms.
To upload a logo, go to Documents > Files > Images > New. Be sure to check the Available
Without Login box. Logos must be in JPG or GIF file format.
If you have uploaded a logo, but do not see it in the list, make sure that the correct folder
is selected in the Company Logo Folder list on the Setup > Company > General Preferences
page.
Note: To print your logo on standard forms, the logo must be no more than 200
pixels wide and 60 pixels high.
■ Company Logo (Pages) – Select a company logo to show on the pages of your Customer,
Partner, and Vendor Centers.
■ Display Logo Internally – Check this box to show the logo selected in the Company Logo
(Pages) field on all pages of your NetSuite account next to the NetSuite logo.
■ Web Site – Enter the URL of your website.
■ Return Email Address – Enter the return email address used to send email forms and reports
from NetSuite.
■ Fax – Enter an optional fax number for your company.
■ Currency – (Available when the Multiple Currencies feature is enabled.) Choose a base
currency for the company. Choose carefully because after transactions have been entered
with the selected base currency, this field is no longer editable.
To add a currency, go to Lists > Accounting > Currencies > New. For information about
working with multiple currencies, see the help topic Working with Currencies. You can format
the currency on the currency record.
■ Currency fields – (Available when the Multiple Currencies feature is not enabled.) Use these
fields to select a currency and format how currency amounts appear on reports and printed
transactions.
□ Currency Locale – Select a country to determine the currency for your account.
□ Format Sample – This field displays the default currency format for the currency. The
currency format is the combination of the symbol, thousands separator, level of decimal
precision, and negative symbol used to display amounts on transactions.
□ Override Currency Format – Check this box to override the default currency format for
this currency.
Customized currency formats apply to currency fields displayed on the screen including
viewing forms, editing and creating new forms, list pages, search results, and printed
documents. Customized currency formats are not reflected in reports or CSV import and
export results.
Setting Up Company Information 40
□ Currency Symbol – Enter the text and currency symbol you want to use for this currency.
Include spaces if you want to separate the symbol from the currency value.
□ Symbol Placement – Select to place the currency symbol before or after the number.
The Format Sample field shows how currency amounts will display using the customized
currency format.
See the help topic Customizing Currency Formats for more information about currency
formats.
■ National business identification number – (This number varies from country to country. It is
usually assigned by a national tax agency.)
□ Australia - ABN – Enter your ABN (Australian Business Number), which is required if your
company is required to be registered for the goods and services tax (GST). If you do not
have an ABN, and you need one, please visit the Australian Taxation Office website at
http://www.ato.gov.au.
□ Canada - Business Number – Enter the 15-digit registration number that identifies your
company to the Canada Revenue Agency (CRA). If you do not have a Business Number,
visit the CRA website at http://www.cra-arc.gc.ca/menu-eng.html.
□ UK - VAT Registration No. – Enter your company's VAT registration number. If you
do not have a VAT registration number, please visit the HMR&C website at http://
www.hmrc.gov.uk.
□ US - Employer Identification Number – Enter your company's U.S. federal employer
identification number (EIN). If you do not have an EIN, visit the IRS website at http://
www.irs.treas.gov.
■ ACN (Australia only) – Enter your ACN (Australian Company Number). For information about
the ACN, see http://www.asic.gov.au.
■ SSN or TIN – If your business is a proprietorship or you do not have an EIN, enter your tax ID
number or your SSN.
■ If your account has the EU Mini One Stop Shop feature enabled:
□ MOSS Applies – Check this box if the Mini One Stop Shop (MOSS) VAT scheme applies to
this company.
□ MOSS Nexus – Select the EU member state (tax nexus) where you are registered for MOSS
VAT returns.
■ UPS 3rd Party Billing Account Number – Available when Third Party Billing is enabled on
the Preferences subtab at Setup > Accounting > Shipping. Enter the UPS account number
that should be used by default when Third Party Billing is selected on a UPS-integrated
item fulfillment. This can be your company's master account number that should be used
regardless of location.
You can override this account number on item fulfillments to enter another 3rd party
account.
To set a default for customers when billing recipients, enter the customer's UPS or FedEx
account number on the customer record.
Setting Up Company Information 41
■ FedEx 3rd Party Billing Account Number – Available when Third Party Billing is enabled on
the Preferences subtab at Setup > Accounting > Shipping. Enter the FedEx account number
that should be used by default when Bill Third Party is selected on FedEx-integrated item
fulfillments.
■ 3rd Party Billing Zip – Available when Third Party Billing is enabled on the Preferences subtab
at Setup > Accounting > Shipping. Enter the zip code or postal code associated with the 3rd
party accounts.
■ 3rd Party Billing Country – Available when Third Party Billing is enabled on the Preferences
subtab at Setup > Accounting > Shipping. Select the country associated with the 3rd party
account numbers.
■ First Fiscal Month – Select the first month of your fiscal year.
■ Time Zone – Select the time zone where your company is located. Individuals can set their
personal time zones at Home > Set Preferences.
■ Allowed IP Addresses – Available when the IP Address Rules feature is enabled. Enter the IP
addresses from which you want to allow access to your NetSuite account.
Important: You can enter up to 4000 characters. Use shorter forms of notation
to enter addresses (such as 123.45.67.80-99 or 123.45.67.80/24 in the following
examples) if necessary.
Note: You can override this setting for individual employees and for custom roles.
□ For individual employees on employee records, clear the Inherit IP Rules from Company
box and make an entry in the IP Address Restriction field on the Access subtab.
□ For custom roles, clear the Restrict this role by IP address box on role records.
Setting Up Company Information 42
If a user attempts to log in from an IP address that is not listed here (or on the employee
record), login will fail, unless the restriction has been overridden.
Inbound single sign-on access to NetSuite respects IP address restriction rules.
For more information, see the help topic Enabling and Creating IP Address Rules.
3. Set up address information.
Note: The following steps list the address fields included in the default address form. The
address form shown may vary according to the country where the company is located, and
depends on the custom address forms defined in your account. For more information, see the
help topic Customizing Address Forms.
1. To enter your main business address information, click the Edit link next to the Address field and
complete the following:
■ Country – Select your company's country here.
■ Attention – Enter the person at this address who should be notified of receipt of documents
or goods.
■ Addressee – Enter the company name that should show on the shipping label here.
■ Phone – Enter the phone number of your company.
■ Address 1 – Enter your company's address the way it should appear on all forms except
checks.
■ Address 2 – Enter an optional second address line the way it should appear on all forms
except checks.
■ City – Enter your company's city the way it should appear on all forms except checks.
■ Zip – Enter your company's postal code the way it should appear on all forms except checks.
■ Address – The address information that you enter in the above fields will automatically
appear in this field. Here, you can see how your address will appear on all forms except
checks. You can check the Override box to edit this formatting.
2. To enter your address for receiving shipments, if your company uses a separate address, click
the Edit link next to the Shipping Address field and complete the following:
■ Country – Select the country for the location where you receive shipments.
■ Attention – Enter the person at this address who should be notified of receipt of documents
or goods.
■ Addressee – Enter the company name that should show on the shipping label here.
■ Phone – Enter the phone number of your company.
■ Address 1 – Enter the street address for the location where you receive shipments.
■ Address 2 – Enter the second line of the street address for the location where you receive
shipments.
■ City – Enter the city for the location where you receive shipments.
■ Zip – Enter the zip or postal code for the location where you receive shipments.
■ Country – Select the country for the location where you receive shipments.
Setting Up Company Information 43
■ Address – This field displays the address for receiving shipments, as entered in the preceding
fields. You can check the Override box to edit this formatting.
3. To enter your address for receiving returns, if your company uses a separate address, click the
Edit link next to the Return Address field and complete the following:
■ Country – Select the country for the location where you receive returned orders.
■ Attention – Enter the person at this address who should be notified of receipt of documents
or goods.
■ Addressee – Enter the company name that should show on the shipping label here.
■ Phone – Enter the phone number of your company.
■ Address 1 – Enter the street address for the location where you receive returned orders.
■ Address 2 – Enter the second line of the street address for the location where you receive
returned orders.
■ City – Enter the city for the location where you receive returned orders.
■ Zip – Enter the zip or postal code for the location where you receive returned orders.
■ Address – This field displays the address for receiving returned orders, as entered in the
preceding fields. You can check the Override box to edit this formatting.
The return address is used for return forms.
4. Click Save.
To update this information at any time, return to Setup > Company > Company Information, make
changes, and save your changes.
Important: You can click the Audit Trail link in this page header to review a list of changes
to general company preferences, including the users who made the changes, dates of the
changes, and preference values before and after changes. This list includes preferences that
have been reset through scripting. See Auditing Account Preferences.
Other company preferences pages are available from the Setup > Accounting, Setup > Sales, and Setup
> Marketing menus.
Setting Company Preferences 44
Company All users in the Account Setup > Company Setting Company
account Administrator > Preferences > Preferences
General Preferences
( Administrator )
page
■ The preferences that you can set at each level vary according to the edition of NetSuite you are
using and the features enabled in your account.
■ The same preferences are available at the user and role levels. Some of these preferences are also
available at the company and subsidiary levels.
■ If a company-level preference is set not to allow overrides, you cannot set this preference at the
subsidiary, role, or user levels. See Overriding Company Preferences.
■ If the same preference is set at multiple levels, these conflicting preferences are processed in the
following order:
□ An individual user preference takes precedence over role, subsidiary, and company preferences.
□ A role-based preference takes precedence over subsidiary and company preferences.
□ A subsidiary-based preference takes precedence over a company preference.
□ A company preference takes precedence over the system default.
To update or make changes to these preferences at any time, return to Setup > Company > General
Preferences, make changes, and click Save.
Setting Company Preferences 45
Note: Changes made to general preferences are captured in system notes. For more
information, see Searching System Notes.
General Preferences:
Preference Setting
Time Format Select the format for time entries to display online and in printed forms.
(By default, users can override this preference at Home > Set Preferences.
To prevent this, clear the Allow Overrides box for this preference on the
Overriding Preferences subtab.)
Number Format Select the format to display numbers entered on transaction forms and
entity forms online. Users can override this preference at Home > Set
Preferences. For more information, see Setting Number Formats.
Negative Number Select the format to display negative numbers entered on transaction forms
Format and entity forms online. User can override this preference at Home > Set
Preferences. For more information, see Setting Number Formats.
Phone Number Format Select a default phone number format. When users enter phone numbers,
they automatically change to this format. The format that you specify here is
used on all online forms.
(By default, users can override this preference at Home > Set Preferences.
To prevent this, clear the Allow Overrides box for this preference on the
Overriding Preferences subtab.)
First Day of Week Select the day to begin each calendar week.
Note: If you use Weekly Timesheets, updating the selected first day
of the week will apply to any new timesheets. Existing timesheets
will not be changed. This may result in shorter timesheets to
accommodate the change.
Search Sorting Select the alphabetical order to use for search results. Select Language
Specific to use the alphabetical order specific to your NetSuite language
settings. Select English (U.S.) to use the U.S. English alphabetical order.
(By default, users can override this preference at Home > Set Preferences.
To prevent overrides, clear the Allow Override box for this preference on the
Overriding Preferences subtab.)
Add Primary Contact to Check this box to add the primary contact for each entity to its Bill To
Bill To Address address.
Use Last Name First for Check this box to list employees by last name first for tax and payroll
Employees purposes.
Setting Company Preferences 46
Preference Setting
Use Last Name First for Check this box to list all entities (including contacts, customers, partners, and
Entities vendors) by last name first for tax and payroll purposes.
Pre-Populate Contact Check this box to automatically fill address fields with customer addresses
Address for contacts created from customer record.
Show Employees as Check this box to create a contact record for each employee record.
Contacts
Warning: Be aware that enabling this preference can make
changes to employee records visible in the audit trail to users with
access to contact records. Do not enable this preference if you do
not want users with access to contact records to be able to view
employee record changes.
Show Display Name with Check this box to display both item name and display code when an item is
Item Codes selected on transactions and records.
Password Policy Password Policy was introduced in 2014.1. Built-in password policies support
three levels of password validation for NetSuite users. These policies enforce
the following requirements for password length and content:
All NetSuite accounts are set to a Strong policy by default. For more
information, see the help topic NetSuite Password Requirements.
Minimum Password The Minimum Password Length is the minimum number of characters
Length required for user passwords. The default value for this field is determined by
the selected password policy. Because the default password policy is Strong,
the default Minimum Password Length is 10 characters.
You can, if desired, make the minimum password length value longer than
the minimum required by the policy. You cannot make this value shorter.
As of 2014.1, if any users in your account have the View Unencrypted Credit
Cards permission, a Strong policy is required. In these cases, you cannot
change the default Password Policy value.
As of 2014.1, passwords for new users logging in with the Customer
Center role, and for website shoppers, require a minimum of 6 characters.
Passwords for Customer Center users and website shoppers who existed
before that release were not affected by this change.
For more information, see the help topic NetSuite Password Requirements.
Setting Company Preferences 47
Preference Setting
Password Expiration in Enter the number of days that users can continue to log in to your NetSuite
Days account before they are prompted to change their password.
Days are calculated from the date that each user last changed their
password, not from the date that the company preference is changed. Dates
of the previous password change and current password expiration are
displayed in the user’s My login audit portal.
For more information, see the help topic NetSuite Password Requirements.
Internal Web Site Select the site from which tabs can be published to the internal centers.
Allow Free-Form States Check this box to allow the entry of free-form text in State/Province fields.
in Addresses
■ When this preference is enabled, the State/Province field is a free-form
text field. You can type any text into the field, and it is not converted to
standard state or province identifiers. The text you enter is stored on the
record or transaction.
■ When this preference is disabled, the State/Province field is a dropdown
where you can choose from standard U.S. States and Canadian Provinces.
Any text you enter is converted to standard state or province identifiers.
This preference affects the State/Province field on entity records, location
records and transactions. It also affects the search fields on entity, location,
and transaction searches.
This preference does not affect Web store address entries or UPS and FedEx
shipping. UPS and FedEx look exclusively at the Zip Code and Country fields
to determine shipping rates.
Use State Abbreviations Check this box to use the standard abbreviations for states in address fields
in Addresses and labels.
If you clear this box, the full name of the state is used.
Company Logo Folder Select the File Cabinet folder where your company (and for OneWorld
accounts, subsidiary) logo is or will be stored.
Setting Company Preferences 48
Preference Setting
This selection determines the files that are listed in the Company Logo
(Forms) and Company Logo (Pages) on the Setup > Company > General
Preferences page.
In OneWorld accounts, these files are also listed in the Subsidiary Logo
(Forms) on the Setup > Company > Subsidiaries > Subsidiary page. The
logo selected on the Setup Company Information page is used for the main
subsidiary. Logos for other subsidiaries can be set on their Subsidiary pages.
Default Role for New Select the role assigned by default to customers granted NetSuite access.
Customers This role displays on the Access subtab when Customer records are edited.
Customer Center Enter the message to display to users of the Customer Center.
Welcome Message When a customer is logged in, this message is followed by the customer's
name. When no customer is logged in, it is followed by “Guest”.
Show Help Link in Clear this check box to remove the online help link so it is not visible to
Customer Center Customer Center users.
By default, this box is checked and the help link is available.
This preference does not affect any other centers.
Horizontal Labels Check this box to display labels to the left of fields on record pages. By
default labels appear above fields.
Screen Font By default, the font is Open Sans. Select the default font for text displayed in
online pages.
(By default, users can override this preference on the Appearance subtab at
Home > Set Preferences. To prevent this, clear the Allow Overrides box for
this preference on the Overriding Preferences subtab.)
Delay Loading of Sublists Check this box to delay loading of information on subtabs until they are
clicked. Enabling this preference decreases page-load times.
(By default, users can override this preference at Home > Set Preferences.
To prevent this, clear the Allow Override box for this preference on the
Overriding Preferences subtab.)
Landing Page Select a tab created by a custom Suitelet deployment to be the first page
displayed when users log into this NetSuite account. This preference
overrides any user-defined landing page preferences for a standard or
custom center tab set at Home > Set Preferences. If both this preference
and the user landing page preference are unset, the user's Home page is the
initial landing page.
The list of available landing pages includes all deployed Suitelets, by their
deployment IDs. This list does not include Suitelets that do not have at least
one deployment.
This preference is intended for use in cases where an initial account setup
assistant is displayed for account setup and configuration.
Number of Rows in List When users look at a long list in NetSuite, the list is divided into segments.
Segments Enter the maximum number of records for each segment.
For example, if you have 200 customers and you would like them to be
displayed in groups of 25 per page, then set the segment size to 25. To see
the next set of 25, users can click the Next icon. Click the Previous icon to
return to previous segments of the list.
(By default, users can override this preference at Home > Set Preferences.
To prevent this, clear the Allow Override box for this preference on the
Overriding Preferences subtab.)
Maximum Entries in Enter the maximum number of records to display in lists. After a list has
Dropdowns reached the limit you set here, the list will pop up in a window of its own.
The highest number you can enter is 500.
Setting Company Preferences 49
Preference Setting
If you always want lists to pop up, set the maximum to zero. If you always
want lists to be lists, set the maximum to 500.
(By default, users can override this preference at Home > Set Preferences.
To prevent this, clear the Allow Override box for this preference on the
Overriding Preferences subtab.)
Log System Notes on When this preference is enabled, system notes are generated only when
Update Only records are updated, not when they are created. Record creation system
notes are not needed because data is available in the newly created record
itself.
This preference was added in 2012.2. By default, it is enabled in all accounts
as of that release or later, and disabled in all accounts that existed before
that release.
NetSuite recommends that this option be enabled in all accounts, to provide
storage savings and performance improvements.
Before you enable this option, you should first review any saved searches
containing system notes fields, as these searches may use data from record
creation system notes. If your account includes searches that rely on record
creation system notes, you can either revise the searches before enabling
the Log System Notes on Update Only option, or you can leave this option
disabled.
Show Quick Add Row on Check this box to allow quick add on direct editable lists. Quick add allows
Lists users to create new records from lists and only add basic information. Users
can turn this preference off on individual lists.
(By default, users can override this preference at Home > Set Preferences.
To prevent this, clear the Allow Override box for this preference on the
Overriding Preferences subtab.)
Show List When Only Check this box to return search results as a list when there is only one record
One Result in results. By default, NetSuite opens the individual record when there is
only one record in search results.
(By default, users can override this preference at Home > Set Preferences.
To prevent this, clear the Allow Override box for this preference on the
Overriding Preferences subtab.)
Default Customer Type Choose whether new customers are classified as individuals or companies
by default.
For companies, company names are used. For individuals, first and last
names are used.
Default Lead Type Choose whether new Leads are classified as individuals or companies by
default.
For companies, company names are used. For individuals, first and last
names are used.
Default Vendor Type Choose whether new vendors are classified as individuals or companies by
default.
Setting Company Preferences 50
Preference Setting
For companies, company names are used. For individuals, first and last
names are used.
Default Partner Type Choose whether new partners are classified as individuals or companies by
default.
For companies, company names are used. For individuals, first and last
names are used.
Auto Name Customers Check this box to cause the Auto box on customer records to be checked by
default, so that the customer ID is copied from the customer name.
When the Auto box is not checked, users can enter the ID rather than have it
copied from the name.
Show Individuals as Check this box to create a contact record for each individual-type customer
Contacts record.
Hide Attachment Folders Check this box if you want the default attachment folders to only show in the
file cabinet for administrators. All roles will still have access to files that are
attached to customers and other records.
The following folders are affected:
■ Attachments Received
■ Attachments Sent
■ Mail Merge
Assign Tasks to Partners Check this box to make it possible for tasks to be assigned to partners.
Email Employee on Check this box to cause email messages to be automatically sent to
Approvals employees when their supervisors approve their expense reports.
Maintenance Complete Check this box to cause email messages to be sent automatically to all active
Email Notification account administrators when scheduled account maintenance is complete.
Show Reports in Grid Check this box to display reports in a grid format by default.
(By default, users can override this preference at Home > Set Preferences.
To prevent this, clear the Allow Overrides box for this preference on the
Overriding Preferences subtab.)
Collapse VSOE Column Check this box to collapse the VSOE column for sales transactions such as
by Default on Sales sales orders, invoices, and cash sales.
Transactions
Time Selectors Use Fiscal When this box is checked, date range selectors for fiscal elements (for
Calendars Based on First example, this fiscal year) account for the First Fiscal Month setting in Setup >
Month Company > Company Information.
When this box is not checked, time selectors strictly reflect definitions for
accounting years, quarters, and periods, as defined in the custom Fiscal
Calendar.
For example, a company has a custom Fiscal Calendar for 2014 aligned with
business weeks. The calendar starts on the first Monday of March, which
falls on March 3, 2014 and ends on March 1, 2015. The First Fiscal Month is
set to March. If the Time Selectors Use Calendars Based on First Month box
is checked, the this fiscal year selector returns a date range from March 1,
2014 to February 28, 2015. If the box is not checked, this selector returns a
date range of March 3, 2014 to March 1, 2015.
Setting Company Preferences 51
Preference Setting
Web Site Hosting Files This box is checked by default. It affects how files in the Web Site Hosting
Always Available Files Folder are made available online. This is a global setting that can
override the Available Without Login check box setting on individual file
records.
■ When the box is checked, your settings for the Available Without Login
check box on individual files are ignored. Files stored in the Web Site
Hosting Files Folder are accessible on any URL listed on the file.
■ When the box is cleared, your settings for the Available Without Login
check box on individual files are recognized. You can clear the Available
Without Login box on individual files stored in the Web Site Hosting Files
folder to make them unavailable on a shopping domain.
Show Transaction Check this box to display the Transaction Numbers subtab at Setup >
Numbering Setup Company > Auto-Generated Numbers.
Auto-generated numbers for transaction records are internal numbers
that cannot be overwritten. These are unique, gapless numbers that are
generated when transaction records are created.
Set up of internal transaction numbers requires that this box be checked. By
default, this box is not checked.
For more information about transaction numbers, see Auto-Generated
Transaction Numbers. For details about auto-generated numbering, see
Setting Up Auto-Generated Numbers.
Asynchronous Project Check this box to enable your project plans to recalculate in the background
Plan Recalculation when time is tracked against that project.
When project plans recalculate asynchronously, you maintain access to
NetSuite and your project plans during recalculation.
Preferred Subcustomer Select the form to use by default when subcustomers are created.
Form
After you have prohibited an override, individuals cannot set their own preferences. Note that it is not
possible to prohibit overrides of company preferences by subsidiary-level or role-level preferences.
A company preference may have been set on one of the preferences pages available from the Setup
menu by an administrator or by other users with setup permissions, or may be system-generated.
System-Supported Languages
■ Users can choose from the following system-supported languages to be used for their NetSuite user
interface:
These choices are available in user preferences as soon as the Multi-Language feature is enabled.
See the help topic Choosing a Language for Your NetSuite User Interface.
■ Customers can be allowed to see item names, descriptions, and expense categories in the language
selected on the customer's record on printed transaction forms.
□ Only these system-supported languages are supported on printed transaction forms, because
NetSuite provides pre-translated strings for general terms.
□ To enable the entry of item translation strings in a specific language, you need to specify that
language on the Languages subtab of the General Preferences page, as described in Enabling the
Entry of Translation Strings for a Specific Language.
■ Website elements can be translated to display in each visitor's language. These elements include
Web site items, saved searches, tabs, categories, email forms, text, and images, and formatted Web
site text.
□ The system-supported languages are supported for website translations. The following
languages also are supported for website translations:
▬ Hungarian ▬ Polish
▬ Icelandic ▬ Punjabi
□ To enable the entry of website translation strings in a specific language, you need to specify that
language on the Languages subtab of the General Preferences page, as described in Enabling the
Entry of Translation Strings for a Specific Language.
Note: Your “base language” does not appear in the list. That is, the language
determined by your country when your account was established is not available as a
language for translation. For example, if your language base language is English (US), then
you will not see it in the list, but you can see English (International).
4. Click Add.
5. Repeat steps 3 and 4 for each language you want available.
6. Click Save.
You can now go to Lists > Mass Update > Bulk Update Translation to enter items translations for each
of these languages. For more information, see the help topics Multi-Language Names and Descriptions
and Setting Up a Site for Multiple Languages.
For information about how to set up these preferences and how they are used, see the help topic
Creating Script Parameters.
An accounting context can be a one-to-one relationship between a country’s local GAAP (Generally
Accepted Accounting Principles) reporting requirements and a statutory chart of accounts (COA). It can
also be a unique relationship that meets your company’s specific needs. Accounting contexts are useful
when users prefer to work in a local GAAP context, rather than in the consolidated context with one
centralized COA. Accounting contexts are also useful if you have Multi-Book Accounting provisioned in
your account. You can set an accounting context specific for your secondary book and use it for your
secondary book reports.
When one accounting context exists in your system, users can select their preferred accounting context
at Home > Set Preferences. When users select an accounting context, all transactions including system-
generated transactions post to the defined COA account name and number. For information about
user preferences, see the help topic Setting General Preferences.
An administrator or a user with the Set Up Company permission can set up accounting contexts. To
set up an accounting context, enter the name and then optionally, select the language in which the
account name and number should be translated. Click Add after each defined accounting context. Click
Save.
Note: The available languages are based on the values defined on the Languages subtab. For
information about the Languages subtab, see Setting Up Multiple Languages.
When an accounting context exists in your system, the Localization subtab on the account record
enables you to enter different account names, languages, and numbers for a single account.
The account name that displays is based on the order of the following conditions:
1. If any line on the Localization subtab represents both the accounting context language and the
user’s preferred language, the account name displays in this language.
2. If there is a line only for the user’s preferred language, the account name displays in this
language.
3. If there is a line only for the accounting context language, the account name displays in this
language.
4. If none of these conditions exist, the account name displays as defined on the account record.
The account number that displays is based on the order of the following conditions:
1. If any line on the Localization subtab represents both the accounting context language and the
user’s preferred language, the account number displays in this language.
2. If this condition does not exist, the account number displays as defined on the account record.
When viewing the detail report associated with a specific summary report, the accounting context
defaults to the selection on the summary report and cannot be changed.
On transactions that display the account field, users see the name and number defined in their
selected accounting context.
For information about creating an account, see the help topic Creating Accounts. For information about
entering account names, languages, and numbers for a single account, see the help topic Editing an
Account.
After you have chosen the format for dates, that format appears on reports, forms and data-entry
pages.
The table below shows the date formats available and shortcut entry examples for each.
DDMonYYYY 14-Feb-2001
DD-Mon-YY 14-Feb-1
DDMonYY 14Feb01
DDMMYYYY 14022001
DD.MM.YY 14.2.1
DDMMYY 140201
DDMMYYYY 14022001
DD/MM/YY 14/2/1
DDMMYY 140201
MMDDYYYY 02142001
MM/DD/YY 2/14/1
MMDDYY 021401
If you use an alternate format that does not contain punctuation, you must enter all digits, including
leading zeroes, for the month, day and year.
No matter which date format you choose, you can also click the Pick icon or link next to a date field.
When you do, a calendar pops up and you can select a date.
You can set the number format preferences at the company, subsidiary, and user levels. This enables
users to work in NetSuite with familiar number formats customary for their region and prevents errors
that result from incorrectly interpreting numbers on the screen.
The Number Format preference provides the following format options for thousands separators and
decimal places:
Users do not have to key in numbers with separators. Numbers are formatted according to the
selected preferences upon tabbing out of a field.
The Negative Number Format preference provides two options to display negative numbers:
You can set the Number Format and Negative Number Format preferences at the following levels. The
default formats are 1,000,000.00 and -100.
■ Company - go to Setup > Company > Preferences > General Preferences (Administrator). For
instructions, see General Account Preferences.
■ Subsidiary - go to Setup > Company > Classifications > Subsidiaries > New (Administrator) For
instructions, see Editing Subsidiary Records.
■ User - go to Home > Set Preferences. Setting the preferences at the user level affects all roles
associated with that user. For instructions, see the help topic Setting General Preferences.
custom fields created after 2012.1 from using number formatting. For details, see the help topic
Setting Display Options for Custom Fields.
■ Name changes made in the Rename Records/Transactions page apply to the Language preference
you currently have set at Home > Set Preferences only, not to every language. You need to reset
your Language preference to each language that your account uses and repeat the renaming
process. If you do not rename records and transactions with a language set as the preference,
users in your account will continue to see the original Record/Transaction names when they set that
language as their preference.
■ Field labels for records and transactions on previously created custom forms do not change as
a result of the changes you make on the Rename Records/Transactions page. You will need to
manually edit field labels on custom forms.
■ Name changes are applied to standard NetSuite element names (standard records, transactions,
and page names), but not to elements you have customized. In the example in step 3 of the
following procedure, the standard entity record named “Customer” is renamed “Client”. In this
account, you could also have a custom center tab named “Customer”. The name change will not be
applied to this custom element.
Your record, transaction, and account names are now renamed everywhere in NetSuite to your new
name. Return to Setup > Company > Rename Records/Transactions to edit these names.
For example, you may choose to enable auto-generated numbering for the customer record type in
your account and prefix the number with CUST. Each time you add a new customer record, the record
number increases sequentially by one. When you view your customer list, you can quickly see that
CUST0025 is a newer customer than CUST0004.
When you set a record type to have auto-generated numbers, the number replaces the name that was
stored in the Company Name field. Record numbers cannot be reverted back to names after auto-
generated numbering has been enabled and the records have been updated.
Note: Auto-generated numbers are always enabled for transaction record types and
document types.
Important: Internal IDs are assigned to records to assist with parallel processing. This means
that an internal ID assigned to a new record can be significantly higher in value than the second
highest number.
Internal IDs do not indicate when a record was created even though assignment of internal IDs
to new records is sequential.
After a manual override in a number sequence, the next auto-generated number follows the higher
number in the series.
■ For example, the most recently created record has an auto-generated number of 53. Someone
creates a record and manually assigns it number 05. The next record created is automatically
assigned number 54.
■ For example, if customer record number 101 is overwritten and set to 1001, auto-generated
numbers begins at 1002.
Additionally, when a record number is manually overwritten with a higher value, auto-generated
numbers begins at the next sequential number. Use this feature with caution.
When a document type has the Allow Override option enabled, users can unintentionally introduce
duplicated document numbers and numbering gaps into your account. To prevent duplicated
document type numbers and numbering gaps, you can customize transaction type records to display
the Generate TranID on Save box. When this box is checked, NetSuite records the document number
when the user saves the transaction record, rather than when the user opens the transaction record.
This ensures that the document number is unique for the document type, as if the Allow Override
option was not enabled. To display the Generate TranID on Save box on transaction type records and
on standard reports, go to Customization > Forms > Transaction Forms. Locate the transaction type to
be customized and then click the Customize link next to the transaction name. Click the Screen Fields
subtab. In the Label column, locate Generate TranID on Save, check the Show box and then save the
record.
If the Allow Override option is enabled for a specific document type and the Generate TranID on Save
box is not visible in the user interface, NetSuite records the document number when the user opens
the transaction record. This permits multiple instances of the same transaction record being assigned
the same TranID value. For example, User One opens a transaction record assigned TranID 100. Before
User One saves the transaction record, User Two opens a second instance of the same transaction
record, which is assigned the same TranID 100.
Setting Up Auto-Generated Numbers 61
Note: If you attempt to save a record that has a duplicate TranID, NetSuite presents an error
message. You can cancel the message and save the duplicated number.
Important: For external numbering sequences such as vendor bill, the document number
is unique for each vendor, which permits the same document number being assigned to more
than one vendor. NetSuite prevents a vendor from having a duplicated document number on
the same transaction type. This applies to all four external transaction types whether recorded
through the user interface or through a CSV import: Bill (Vendor Bill), Bill Credit (Vendor Credit),
Credit Card Charge (Customer Credit Card), and Credit Card Refund (CCard Refund).
Warning: Updating document numbers irreversibly modifies all of the document numbers on
historical transactions.
The Transaction Numbers subtab, formerly named Transactions subtab, at Setup > Company > Auto-
Generated Numbers is not visible by default. If you must configure transaction type options, you can
display the Transaction Numbers subtab. Go to Setup > Company > General Preferences and check the
Show Transaction Numbering Setup box.
Important: If your account is new to NetSuite as of 2016.1, default prefixes are automatically
assigned to each transaction type. The default prefix is the internal system name for the
transaction type. For example, the default prefix for the Bill transaction type is VENDBILL. You
can modify the default prefix to suit your unique requirements. You can also delete the default
prefix.
Some of the configuration options specified on the former Transactions subtab now appear on the
new Transaction Numbers subtab. This occurs for account-based and externally generated numbered
transactions because these configuration options modified both document number and transaction
number sequences. Account-based and externally generated transactions include the following:
Configuration options specified for transaction types other than account-based or externally generated
numbers were copied to the Document Numbers subtab. You can reconfigure options on the
Document Numbers subtab, as required.
If you do not have auto-generated numbering set up in your account, document type numbers are
configured for the beginning number, which is set to 1.
By default, internal transaction numbers do not display on transaction type records or standard
reports, but you can customize any transaction type record to display this number. To display internal
transaction numbers on transaction records, go to Customization > Forms > Transaction Forms. Locate
the transaction type to be customized and then click the Customize link next to the transaction name.
Click the Screen Fields subtab. In the Label column, locate Transaction Number, check the Show box
and then save the record. For information about customizing transaction forms, see the help topic
Custom Forms.
Internal transaction numbers are searchable when the number is hidden or visible on the user
interface.
Successful CSV transaction imports are numbered according to the internal transaction numbering
sequence at the time of the import.
Copied transactions are numbered according to the internal transaction numbering sequence at the
time of the import.
Be aware that resetting the initial number permits duplicate numbering in your account. In addition,
if you reset the initial document number during the update of an existing transaction type record, the
document number on that transaction record is not updated. Use this feature with caution. Ensure that
you understand the risks associated with resetting transaction type and document type numbering
sequences.
Reporting
Auto-generated numbering is tracked by the Transaction Numbering Audit Log. For more information,
see Transaction Numbering Audit Log.
By default, transaction lists display only the Document Number field in searches and reporting. If you
plan to include the Transaction Number field, be aware that this value is different from the value in the
Document Number field for the following transaction types.
* Check, Account-based
* Paycheck, Account-based
For all other transaction types these two values are the same.
5. In the Suffix column, enter any letters or numbers you want to appear after every record
number of that type.
6. In the Minimum Digits column, enter the lowest number of digits you want in your auto-
generated numbering code. Valid values for this field range from 0–20.
For example, if you enter 4, your first record is 0001.
Setting Up Auto-Generated Numbers 64
7. In the Initial Number column, enter the number you want your first numbered record to be.
Note: Changing the initial number for an entity record type, CRM record type, or
schedule record type sets the next number in the series of auto-generated numbered
records. It does not change the numbering scheme.
On document type numbers and transaction type numbers, users with the Administrator role
can reset the initial number. Check the Update Initial Number box to enable the Initial Number
field for editing, then enter the new initial number.
Warning: Resetting the initial number permits duplicate numbering in your account.
In addition, if you reset the initial document number during the update of an existing
transaction type record, the document number on that transaction record is not updated.
8. For document type numbers, check the Use Subsidiary box to use the document prefix for
numbering that is specified on the subsidiary record.
For transaction type numbers, check the Use Subsidiary box to use the transaction prefix for
numbering that is specified on the subsidiary record.
Edit or create prefixes for each subsidiary at Setup > Company > Subsidiaries > New > List or
Setup > Company > Subsidiaries > New.
Note: NetSuite uses the document or transaction prefix for numbering only if it is
specified on the subsidiary record.
Note: The Use Subsidiary column appears only in NetSuite OneWorld accounts.
9. For document type numbers, check the Use Location box to use the document prefix for
numbering that is specified on the location record.
For transaction type numbers, check the Use Location box to use the transaction prefix for
numbering that is specified on the location record.
Edit or create prefixes for each location at Setup > Company > Locations > New > List or Setup >
Company > Locations > New.
Note: NetSuite uses the document or transaction prefix for numbering ONLY if it is
specified on the location record.
10. On the Entities, Document Numbers, and CRM subtabs, check the Allow Override box to be
able to enter your own name or number on records.
Checking this box clears the Auto box on records.
If you do not check this box, you cannot edit the numbers on records that serve as the record
name.
The following document number types cannot be overwritten:
■ Bill (Vendor Bill), Externally referenced
■ Bill Credit (Vendor Credit), Externally referenced
■ Bill Payment (Vendor Payment), Account-based
Setting Up Auto-Generated Numbers 65
■ Check, Account-based
■ Credit Card Charge (Customer Credit Card), Externally referenced
■ Credit Card Refund (CCard Refund), Externally referenced
■ Customer Refund, Account-based
■ Paycheck, Account-based
■ Payroll Liability Check, Account-based
■ Sales Tax Payment (Tax Payment), Account-based
■ Tax Liability Cheque (Tax Liability), Account-based
11. Check the Update box to assign a number to all existing records of that type, starting with the
next available number or the number you enter in the Initial Number column, whichever is
higher.
When your existing records are numbered, the former name moves to the Company Name field
on that record. If the Company Name field is already filled, the former name displays next to the
new number.
Important: The Update column is used to auto-generate numbers for records that
have not been previously numbered. If you change the initial number for a record type
and then check the Update box, auto-generated numbering assigns the new number to
the next record created but does not renumber existing records.
Note: On existing employee records that are numbered, the former name moves to the
First Name, Middle Initial, and Last Name fields.
Note: On document type numbers and transaction type numbers, the Update box is
disabled if you have checked the Use Location box or the Use Subsidiary box.
Important: The Reset button clears unsaved data entered on the form or record in the
current browser window. It does not reset auto-generated numbers and it does not impact data
that has been saved to the database. The Reset button does not refresh the record to display
data saved on the record since you first loaded the page. For more information, see the help
topic Using Buttons in NetSuite.
Entities
On the Entities subtab, you can replace the names of the following record types with numbers:
Setting Up Auto-Generated Numbers 66
Customer Subcustomer
Project Employee
Partner Subpartner
Vendor
Document Numbers
For new customers, document type numbers are not configured, except for the beginning
number, which is set to 1.
Some document types listed on the Document Numbers subtab may not be available if the related
features are not enabled in your account.
Auto-generated numbers for document types are external numbers such as the number for a vendor
bill, or account based numbers such as a check number. Document numbers can also be type based,
which store a document number for type based transactions. Type based numbers are available as
custom columns in searches and lists.
When a document type has the Allow Override option enabled, users can unintentionally introduce
duplicated document numbers and numbering gaps into your account. To prevent duplicated
document type numbers and numbering gaps, you can customize transaction type records to display
the Generate TranID on Save check box. When this box is checked, NetSuite records the document
number when the user saves the transaction record, rather than when the user opens the transaction
record. This ensures that the document number is unique for the document type, as if the Allow
Override option was not enabled. To display the Generate TranID on Save box on transaction type
records and on standard reports, go to Customization > Forms > Transaction Forms. Locate the
transaction type to be customized and then click the Customize link next to the transaction name. Click
the Screen Fields subtab. In the Label column, locate Generate TranID on Save, check the Show box and
then save the record.
If the Allow Override option is enabled for a specific document type and the Generate TranID on Save
box is not visible in the user interface, NetSuite records the document number when the user opens
the transaction record. This permits multiple instances of the same transaction record being assigned
the same TranID value. For example, User One opens a transaction record assigned TranID 100. Before
User One saves the transaction record, User Two opens a second instance of the same transaction
record, which is assigned the same TranID 100.
Setting Up Auto-Generated Numbers 67
Important: For external numbering sequences such as vendor bill, the document number
is unique for each vendor, which permits the same document number being assigned to more
than one vendor. NetSuite prevents a vendor from having a duplicated document number on
the same transaction type. This applies to all four external transaction types whether recorded
through the user interface or through a CSV import: Bill (Vendor Bill), Bill Credit (Vendor Credit),
Credit Card Charge (Customer Credit Card), and Credit Card Refund (CCard Refund).
Warning: Updating document numbers irreversibly modifies all of the document numbers on
historical transactions.
You can place letters in front of or after the numbers of the following document types:
Journal Opportunity
Transaction Numbers
Some transaction types listed on the Transaction Numbers subtab may not be available if the related
features are not enabled in your account.
Auto-generated numbers for transaction records are internal, gapless numbers that cannot be
overwritten and are generated when the record is saved. These internal numbers are generated for
each transaction type.
The Transaction Numbers subtab, formerly named Transactions subtab, at Setup > Company > Auto-
Generated Numbers is invisible by default. If you must configure transaction type options, you can
display the Transaction Numbers subtab. Go to Setup > Company > General Preferences and check the
Show Transaction Numbering Setup box.
Some of the configuration options specified on the former Transactions subtab now appear on the
new Transaction Numbers subtab. This occurs for account-based and externally generated numbered
transactions because these configuration options modified both document number and transaction
number sequences. Account-based and externally generated transactions include the following:
Configuration options specified for transaction types other than account-based or externally generated
numbers were copied to the Document Numbers subtab. You can reconfigure options on the
Document Numbers subtab, as required.
If you do not have auto-generated numbering set up in your account, document type numbers are
configured for the beginning number, which is set to 1.
By default, internal transaction numbers do not display on transaction type records or standard
reports, but you can customize any transaction type record to display this number. To display internal
transaction numbers on transaction records, go to Customization > Forms > Transaction Forms. Locate
the transaction type to be customized and then click the Customize link next to the transaction name.
Click the Screen Fields subtab. In the Label column, locate Transaction Number, check the Show box
Setting Up Auto-Generated Numbers 69
and then save the record. For information about customizing transaction forms, see the help topic
Custom Forms.
Internal transaction numbers are searchable when the number is hidden or visible on the user
interface.
Successful CSV transaction imports are numbered according to the internal transaction numbering
sequence at the time the import.
Copied transactions are numbered according to the internal transaction numbering sequence at the
time of the import.
If the Use Deletion Reason feature is enabled in your account, users must provide a reason for deleting
transaction type records. For more information about the feature, see Recording a Reason for Deleting
a Transaction.
You can place letters in front of or after the numbers of the following transaction types:
Journal Opportunity
Account-based transaction types such as Check, where the numbering sequence is dependent upon a
particular account, and transaction types where the numbers are used for external reference such as
Vendor Bill, display an additional read-only, auto-generated number in the Transaction Number field.
The following list provides the transaction types where the numbering sequences are either account-
based or externally referenced:
Note: The Transaction Number field is visible by default on standard NetSuite forms and not
visible by default on customized forms. You can, however, customize a form to display this field.
By default, transaction lists display only the Number field in searches and reporting. If you plan
to include the new Transaction Number field, be aware that this value is different from the
value in the Number field for the account-based and externally referenced transaction types
listed above. For all other transaction types, these two values will be the same.
Important: If you copy an externally referenced transaction such as Vendor Bill, the reference
number is not copied. This is to avoid duplicate numbers in the system.
Warning: You cannot auto-generate numbers for journals if you enable the Always Allow Per-
line Classifications on Journals preference.
CRM
On the CRM subtab, you can replace the names of the following records with numbers:
Campaign Issue
Schedules
On the Schedules subtab, you can replace the names of the following records with numbers:
Administrators and other users with the Lists type permission Access to transaction numbering audit
log can view this audit log at Transactions > Management > Transaction Numbering Audit Log.
This audit log includes the transaction type, number, date and time the transaction number was
assigned, and the creator of the transaction. The subsidiary and location for the transactions display if
you base your auto-generated numbering on those criteria.
If a transaction is deleted, the date and time it was deleted and the person who deleted it are listed. If a
transaction failed to be created, the reason displays in the Message column.
If the Use Deletion Reason feature is enabled in your account, the log also provides the reason a user
deleted a transaction record, and any related memo. For more information about the feature, see
Recording a Reason for Deleting a Transaction.
Setting Up States, Provinces, and Counties 72
To view a list of available states, provinces, and counties, expand the Filters and select a country from
the Country list. Only countries with lists of system-provided or custom (or both) states, provinces, or
counties are available for selection.
System names do not have an Edit link, because system states and provinces are not editable. Custom
states, provinces, and counties that you have added do have an Edit link. You can click an Edit link to
make changes.
To add a state, province, or county to be used on NetSuite records, click the New button. On the
New State/Province/County page, select a country from the list, enter a full name and a short name
(abbreviation) for the state, province, or county you want to add, and click Save.
To print a list of states, provinces, and counties for a country, select the country from the list and click
the Print button.
You can set up lists for supported countries that do not have system-provided states, provinces, and
counties.
4. Repeat Steps 2–3 to add more custom states, provinces, and counties.
If you are referencing countries in your customizations and integrations built on the SuiteCloud
Platform, be aware of the following:
■ Web services integrations reference countries using country enumerations that are specific to
SuiteTalk web services. For a list of these enumerations, see the help topic Country Enumerations.
■ CSV imports reference countries using country names, or labels, as listed in Country Names for CSV
Import.
■ SuiteScripts generally reference countries using ISO country codes, which are not maintained by
NetSuite. Some SuiteScript APIs may also reference country names.
■ SuiteAnalytics Connect integrations reference countries using ISO country codes.
Note: Use the Web Site Setup page to set preferences for sending email from your website.
For more information, see the help topic Web Site Email Preferences.
Printing
General
Field Description
Save Toner When Printing Check the Save Toner When Printing box to choose a form style that
saves ink or toner.
Transactions
Field Description
Customers Default to Check the Customers Default to Transactions box as appropriate on the
Print Transactions Print subtab.
Default to deliver customer transactions by printing, by email, by fax, or
by a combination of the three. The delivery preferences you define will
default on all new customer records you create. Later, you can change the
settings on individual customer records as needed by checking or clearing
the appropriate boxes.
Vendors Default to Print Check the Vendors Default to Transactions box as appropriate on the Print
Transactions subtab.
Default to deliver vendor transactions by printing, by email, by fax, or
by a combination of the three. The delivery preferences you define will
default on all new vendor records you create. Later, you can change the
settings on individual vendor records as needed by checking or clearing the
appropriate boxes.
Print Return Form with Check the Print Return Form with Packing Slip box to print a return form
Packing Slip every time you print a packing slip.
Print Remittance Check the Print Remittance Form With Invoices & Statements box to include
Form With Invoices & a remittance form on invoices and statements.
Statements The remittance form details payment information the customer needs to
make a payment, including the invoice number and statement amount due,
the name to make checks payable to and the address to mail the payment
to.
Print Transaction Forms Check the Print Transaction Forms Landscape box to print transaction
Landscape forms in landscape format.
Print Separate Voucher Remittance information for payments against many bills may not fit on a
for Bill Payments single check voucher. In such a case, you can print a separate voucher page
that includes all of the remittance advice. Then, you can send this expanded
voucher page to the vendor along with the check.
When you print a separate voucher, no bills are listed on the voucher part
of the check. The actual check voucher indicates that the remittance advice
is on a separate page.
Print Accounts on Check the Print Accounts on Vouchers box to print the name of the account
Vouchers used on checks.
Setting Printing and Fax Preferences 75
Field Description
Print Discount and Check the Print Discount and Shipping Lines in Columns box to show
Shipping Lines in discount and shipping items with descriptions as line-items in transaction
Columns columns.
If you clear this box, the footer of the transaction shows only a shipping-
item name and the total shipping and handling cost.
Print Business Number Check the Print Business Number on Forms box if you want your Federal ID
on Forms or EIN printed in the header of your transaction forms.
Use Location Address on Check the Use Location Address on Forms box if you want to print the
Forms address and logo of the location identified in the body of a transaction.
The address and logo for each location is identified on the location record.
This preference does not apply to printing statements.
Field Description
Use for Item Detail Statements Check to use the preferred advanced template to format printed
item detail statements.
Use for Item Labels Check to use the preferred advanced template to format printed
item labels.
Use for Mailing Labels Check to use the preferred advanced template to format printed
mailing labels.
Check Printing
Note: These preferences do not affect the position of layout elements on the check form.
Field Description
Default Check Type In the Default Check Type field, select the type of checks you use:
■ Select Standard for checks printed without a voucher, three to an 8.5 by 11-
inch sheet.
■ Select Voucher for checks printed at the top of an 8.5 by 11-inch sheet, with
voucher information printed on a bottom stub.
One check prints per sheet.
Font In the Font field, select the type font to use when printing checks.
Print checks at Transactions > Management > Print Checks and Forms.
Setting Printing and Fax Preferences 76
Field Description
Font Size In the Font Size field, enter the font size to use when printing checks.
PDFs
Note: To set preferences on reports (such as fonts and format) to generate PDFs, see the help
topic Reporting Preferences on the Set Preferences Page.
Field Description
Use Logo Image DPI When Check the Use Logo Image DPI When Printing box to print logos in PDFs at
Printing a higher resolution for clarity.
Logo Scaling Factor In the Logo Scaling Factor field, enter a number to control the size of a
logo when printing a PDF.
For example, enter 1 to size it at 100% and 0.8 to size it at 80%.
Add Extra Space Between Check the Add Extra Space Between Items box if you want to add space
Items between line items on PDF transactions.
This space is added only to line items and is in addition to your selected
line spacing settings.
Line Spacing In the Line Spacing field, select how you want the lines on your PDF forms
to be spaced.
This does not affect HTML forms.
Extend Columns to Bottom Check the Extend Columns to Bottom of Page box if you want columns on
of Page PDF forms to extend to the bottom of the page, whether or not there is an
entire page of data within the column. Totals are shown directly beneath
the last line of data.
If you do not turn on this preference, data on the form is totaled at the
bottom of the page.
Form Size Measurements Select whether you want to enter measurements for PDF layout elements
in Imperial (English) or metric units.
Template Folders
Field Description
Letter In the Letter field, select the file cabinet folder you want to store your letter templates
in by default.
This field appears only if you have enabled the Mail Merge feature.
PDF In the PDF field, select the file cabinet folder you want to store your PDF templates in
by default.
This field appears only if you have enabled the Mail Merge feature.
Messages
Field Description
Sales Form Disclaimer Enter a disclaimer to appear at the bottom of your sales forms. Some
examples of sales forms include invoices, sales orders and credit memos.
Setting Printing and Fax Preferences 77
Field Description
Purchase Form Disclaimer Enter a disclaimer to appear at the bottom of your purchase orders.
Statement Disclaimer Enter a disclaimer to appear at the bottom of your customer statements.
Packing Slip Message Enter a message to appear at the bottom of your packing slips.
Remittance Slip Message Enter a message to appear at the bottom of your remittance slips.
Fax
You must register with eFax® or Faxaway® to use NetSuite for faxing. Visit www.efax.com or
www.faxaway.com to register before setting your fax preferences.
Note: Free eFax accounts do not function with NetSuite. To use eFax with NetSuite, you must
set up a pay account with eFax.
Field Description
Customers Default to Fax Check the Customers Default to Transactions box as appropriate on the Fax
Transactions subtab.
Default to deliver customer transactions by printing, by email, by fax, or
by a combination of the three. The delivery preferences you define will
default on all new customer records you create. Later, you can change the
settings on individual customer records as needed by checking or clearing
the appropriate boxes.
Vendors Default to Fax Check the Vendors Default to Transactions box as appropriate on the Fax
Transactions subtab.
Default to deliver vendor transactions by printing, by email, by fax, or
by a combination of the three. The delivery preferences you define will
default on all new vendor records you create. Later, you can change the
settings on individual vendor records as needed by checking or clearing the
appropriate boxes.
Send Faxes Using After you have registered for a fax service, select the fax service you have
registered with.
Registered Email Address Enter the email address you used to set up your fax service.
Send Cover Page Check this box to send a cover page with your fax.
This only applies if you registered with eFax.
Send Confirmation Email Check this box to receive an e-mail message containing a copy of the fax
you sent.
Fax Template Folder Select the file cabinet folder you want to store your fax templates in by
default.
Prepend a '1' to Number To add a 1 to the beginning of a fax number when dialing, check this box.
When Sending a Fax
Setting Email Preferences 78
Note: Use the Set Up Web Site page to set preferences for sending email from your website.
For more information, see the help topic Web Site Email Preferences.
General
Field Description
Global BCC List List email addresses to which you want to send blind copies of outbound
(Separate Addresses email messages, including emailed transaction forms, individually sent
with Commas) email, email merges, campaign email, and system response email.
Separate multiple addresses with commas.
To enter BCC email addresses intended for outbound messages from the
Web store, see the help topic Web Site Email Preferences.
Global Footer Enter text to be included at the bottom of each outbound email message,
other than transactions, including emailed transaction forms, individually
sent email, email merges, campaign email, and system response email.
This text can meet legal requirements and serve as a disclaimer.
Note: This email uses HTML based on your setting in the Email
Using HTML field at Home > Set Preferences on the Transactions
subtab under Printing.
To enter content intended for outbound messages from the Web store, see
the help topic Web Site Email Preferences.
Default Mail Merge Select the campaign email domain you want selected by default on your
Domain email and templates.
A campaign domain is required if you send more than 10,000 bulk email per
month.
You can create new campaign email domains. For Site Builder, go to Setup
> Site Builder > Setup Tasks > Set Up Web Site or for SuiteCommerce
Advanced, go to Setup > SuiteCommerce Advanced> Set Up Web Site. Click
the Domains subtab.
Enable Email Alerts for To improve performance and avoid unnecessary email, by default saved
WS and CSV Imports search email alerts are not sent for updates made by CSV imports or web
services integrations. Check this box to cause email alerts to be sent for CSV
imports and Web services integrations.
Remove Email Addresses Select the number of days delay before email addresses that returned a
From Bounced Email bounce message are removed from the Bounced Email Address list. Email
Address list After addresses on this list are not sent email from NetSuite during this period.
Setting Email Preferences 79
Field Description
This includes all types of email, including individual and bulk email messages
through mail merge or marketing campaigns.
Transactions
Field Description
Customers Default to Check the Customers Default to Transactions box as appropriate for Email.
Email Transactions Default to deliver customer transactions by printing, by email, by fax, or
by a combination of the three. The delivery preferences you define will
default on all new customer records you create. Later, you can change the
settings on individual customer records as needed by checking or clearing
the appropriate boxes.
Vendors Default to Email Check the Vendors Default to Transactions box as appropriate for Email.
Transactions Default to deliver vendor transactions by printing, by email, by fax, or
by a combination of the three. The delivery preferences you define will
default on all new vendor records you create. Later, you can change the
settings on individual vendor records as needed by checking or clearing
the appropriate boxes.
Send to all Administrators Check the Send to all Administrators box to send every employee with the
Administrator role a copy of each transaction form emailed to customers
or vendors.
Security-sensitive emails are always sent to the actual owner of the email
address. For example, password reset emails do not obey preferences that
override routing rules (such as the Send to all Administrators preference).
Examples of security-sensitive emails include:
■ Reset Password
■ Change Password
■ Change Email Address
■ Security Questions (Setup or Update)
■ Two-Factor Authentication Setup
■ One-Time Password
CC (Separate Addresses List email addresses to which you want to send copies of emailed
with Commas transaction forms.
Separate multiple addresses with commas or semicolons.
You can email copies of forms to all Administrators, all Administrators and
those you specify in the CC field, or only those you specify in the CC field.
From Address for Emailed In the From Address for Emailed Forms field, select the email address to
Forms show in the From field of email you send with NetSuite:
■ Company Return Email Address – Email is sent from the address you
enter in the Return Email Address field at Setup > Company > Company
Information
■ Subsidiary Return Email Address – Email forms generated in NetSuite
are sent using the email address defined in the Return Email Address
field at Setup > Company > Classifications > Subsidiaries.
This option is useful when you have many subsidiaries and you send
forms to your customers and vendors using email. You can use this
setting to be certain that customers or vendors reply using an email
Setting Email Preferences 80
Field Description
address from the appropriate subsidiary and the information is
delivered where it belongs.
■ User Email Address – Email is sent from the address you enter in
the From Email Address field at Home > Set Preferences. If you do
not enter an email address here, email is sent from your login email
address.
Use Popup for Main Check this box if you want to view and modify the email you send when
Transaction Email Button you click the Email button while viewing a transaction.
With this preference enabled, when you click the Email button on a
transaction, an email form opens, allowing you to modify the recipients
and email text.
If this preference is disabled, when you click the Email button on a
transaction, the transaction email is sent immediately.
Templates
Field Description
Template Folder In the Template Folder field, select the file cabinet folder you want to store
your mail templates in by default.
User Access Email In the User Access Template field, select the template to use when notifying
Template an employee that they have been given access to your account.
To create additional templates to go in this dropdown, go to Setup >
Company > Email > Email System Templates and click New Template.
Customer Center Email In the Customer Center Template field, select the template to use when
Template notifying customers that they have been given access to the Customer
Center.
To create additional templates to go in this dropdown, go to Setup >
Company > Email > System Email Templates and click New Template.
Partner Center Email In the Partner Center Template field, select the template to use when
Template notifying partners that they have been given access to the Partner Center or
Advanced Partner Center.
To create additional templates to go in this dropdown, go to Setup >
Company > Email > System Email Templates and click New Template.
Webstore Template Select which file cabinet folder to store templates used by the Web store for
Folder outbound email messages.
Domain Keys
For information on Domain Keys, see the help topic DomainKeys Identified Mail (DKIM).
Field Description
Add DKIM Signature Check this box to insert a DKIM header into all outgoing email messages
to Messages sent from your NetSuite account. This code header contains the domain key
information but does not add any text to your messages.
Setting Email Preferences 81
Field Description
Domain Selector Enter where the public key is located in the DNS entry of the domain. Do not
include the ._domainkey suffix that you include when setting up your domain
with your domain provider. This is the same domain selector you enter when
setting up the domain with your domain provider. For example, if you are using
GoDaddy.com for your domain hosting, enter the TXT name you entered as the
Host in the TXT (Text) section of the Total DNS Control Panel.
Domain Name Enter the domain name where the public key is stored.
Private Domain Key Enter the private domain keys used for signing in one of the following ways:
Public Domain Key Enter the public domain keys used for signing in one of the following ways:
DNS Entry After generating or entering your domain keys, the complete DNS entry for your
domain is shown in this field.
You can paste this DNS entry into the domain settings with your domain
provider.
Verify DNS Entry Click the Verify DNS Entry link to test your DKIM setup. The results of this
verification test are shown in this field.
For information on the results of this test, see the help topic DKIM Setup
Verification.
Email Address Click the Send Test Email to DKIM Reflector link to test DKIM. This result is sent
to Receive Test to the company email address specified in the Return Email Address field at
Response Setup > Company > Company Information.
Compose DMARC Check this box if you want to send all email from NetSuite in DMARC compliant
Compliant Email format. This preference applies to all email sent from NetSuite unless you use a
Messages 3rd party SMTP server. If you use a 3rd party SMTP server, you must configure it
separately to send DMARC compliant email.
Forward Email If you use the Capture Email Replies feature, check this box if you want all email
Replies in DMARC routed by this feature to be DMARC-compliant.
compliant format
Important: NetSuite recommends choosing the Send Email To option for both the Sandbox
and Release Preview environments.
There are exceptions to the email routing rules you specify. Security-sensitive emails will be always sent
to the actual owner of the email address. For example, password reset emails do not obey preferences
that override routing rules.
■ Reset Password
■ Change Password
Setting Email Preferences 82
Option Description
Send Email To (NetSuite Choose this option to ensure email messages are delivered to specific
recommends this option.) addresses.
Send Email to Logged In Choose this option to route email messages to the user logged in to the
User NetSuite UI.
If you select this option, be aware of the following behaviors:
Do Not Send Emails Choose this option if you do not want any email messages sent.
■ Marketing campaigns
■ Bulk merges
■ Sales campaigns
When the validation process is successful, the system automatically checks the Validated for Bulk box.
Setting Email Preferences 83
Note: After a server has been validated for bulk and is active, it will appear as an option in
the Default SMTP for Bulk field in Email Preferences, see Setup > Company > Email > Email
Preferences.
To prevent you from merging records that are not duplicates, you can only merge records if they have
the same tax registration number or if both records do not have tax registration numbers entered. If
you use NetSuite OneWorld, records with different subsidiaries cannot be merged.
3. For each type of record, in the Fields to Match On box, select the fields from respective record
type you want to use when searching for similar information.
Depending on your settings in Home > Set Preferences, you may see all fields listed in the form
or you may have to click the Select Multiple icon , and select your fields from there.
For a record of type Customer, selecting the field Company Name, makes the system search for
duplicate matches in the Company Name field in the Customer Form.
Records must have matching information in all of the fields you select to be returned as possible
duplicates.
For example, if you check the Detect Customer Duplicated box and then select phone and email
in the Fields to Match On field, customers must have a matching phone number and a matching
email address to be considered duplicates.
You can base duplicate detection criteria on custom fields. On the Set Up Duplicate Detection
page, the list of fields for each entity type includes To create or modify custom entity fields: you
Setting Up Duplicate Detection 85
have created for those record types. Check the Store Value box when creating a custom entity
field to make it available as criteria in duplicate detection.
4. If you want to exclude specific email domains from Email (domain only) duplicate detection, click
the Exclude Domains subtab, and enter the domains you want to exclude. Press Enter after
each domain. Enter these excluded domains without the top-level domain (.com, .net, etc.). For
example, to exclude Gmail email addresses, you would enter gmail.
Click anywhere on the list, press Enter and type the domain to be included without the dot com
or dot net ending.
5. On the Other Preferences tab, check the Show Duplicate Warning Popup on Records if you
want to present a popup warning when a user clicks Save while the cursor is in a duplicate
criteria field.
Normally, users are warned of possible duplicates when they click from a duplicate criteria field
on a record to another field. Sometimes the cursor is still in a duplicate criteria field when the
user clicks Save, and this standard warning is not presented. Enabling this preference allows
users to still be notified.
6. Choose how you would like to resolve duplicate records that have conflicting login access.
If two duplicate records each have login access, but the records have different email addresses,
they are considered to have conflicting login access. The following options are available:
■ Manually - Duplicate records with conflicting login access are not merged. You must manually
remove the login access of one of the records before they can be merged.
Setting Up Duplicate Detection 86
■ By deleting the duplicates' access - When merging records, the login access of duplicate
records is deleted when it is merged into the master record.
7. Click Save.
When you click Save, NetSuite begins searching for duplicate records based on your criteria.
Note: The initial search can take a significant amount of time based on the number of
customer and contact records you have in your account. You will not see duplicate alerts or be
able to merge records until this initial search is complete.
After the search is complete, possible duplicate records are flagged with a notice and a link to a page
where you can decide how to manage the duplicates. For more information, see the help topic Merging
or Deleting Duplicate Records.
You can also go to Lists > Mass Update > Mass Duplicate Record Merge to search for all possible
duplicate contact and customer records based on the criteria you have set.
■ When you open a record that has potential duplicates, a notice is shown at the top of the page with
a link to potential duplicates. You can click this link to open the
■ When you are creating a new record and enter matching data in fields that are set up as duplicate
criteria, a warning is shown at the top of the page with a link to the potential duplicates. If you have
permission to view those records, you can click a link to open those matching records.
■ When you add a record from a list by using Quick Add or you use the Inline Editing feature to make
changes to a record that would make it a duplicate, you also receive a popup warning.
These notifications can help reduce the number of duplicate records created in your NetSuite account.
Note: For OneWorld accounts, cross subsidiary records are not treated as duplicates. For
example, two entities belonging to different subsidiaries will not be listed as duplicates on the
Manage Duplicates Page.
Certain words or phrases are skipped over when NetSuite searches for duplicates. For a list of these
words, see the help topic Words Excluded from Duplicate Detection Matching.
Using System Alerts 87
To view a system alert, click the reminder in the Reminders portlet on the Home page. System alerts
also can be accessed at Setup > Company > System Alerts.
The AMT system alert notifies you that an automatic memorized transaction has failed to post because
it does not have a location reference. AMT alerts appear as a system alert in the Reminders portlet of
the Home page.
A list of system alert records can be accessed at Setup > Company > System Alerts.
By default, all notifications are presented to all account administrators. However, you can configure in-
account notifications beyond the default settings. Go to Setup > Company > Company Management
> Administrative Notifications to select the users who you want to receive notifications, and to view
information about when and by whom notifications have been confirmed.
You can define configuration settings separately for each of the notification types listed below:
■ Billing and Renewal Notices - Alert you to payment requirements when you purchase new features
and notify you when it is time to renew your contract with NetSuite.
■ Legal Notifications - Notify you of changes that require administrator acceptance, such as a
modification to the Terms of Service (TOS).
■ Scheduled Maintenance - Provide the date and time when scheduled maintenance tasks may affect
access to your account.
■ Service Release Notifications - Occur prior to the release of a new version of NetSuite. These
notifications provide information about access to the Release Preview environment, and the time-
frame when your account will be upgraded.
The Administrative Notifications page is available to account administrators, and to other users with
the Setup Company permission.
Important: You may be able to set users that do not have login access to NetSuite as
notification recipients, but users without login access will not receive notification emails.
□ Elect to send notifications by email, in addition to displaying them in the user interface.
□ Require all recipients to confirm a notification, instead of the first recipient to see it.
For more information, see Setting Administrative Notification Options.
■ On the Confirmed subtab, you can:
□ View the date and time when a recipient has confirmed that they read a notification.
□ View the name of the recipient who confirmed they read the notification.
For more information, see Reviewing Notification Confirmations.
■ On the Pending Confirmation subtab, you can:
□ View the notifications that have yet to be confirmed.
□ View the name of the recipient who has not yet confirmed that they read the notification.
Configuring Administrative Notifications 89
Note: Only employee users, and groups made up exclusively of employee users
are available, because you cannot select Customer Center, Partner Center, or
Vendor Center users as recipients.
■ Send Email
□ Indicates whether email messages containing notifications should be sent to recipients, in
addition to in-account messages.
□ Default setting is disabled.
□ Check the box to enable this option.
□ If this option is enabled, email messages are sent to the complete list of recipients.
■ Require Each Recipient to Accept
□ Indicates whether all recipients should be required to confirm in-account notifications of
this type.
□ Default setting is disabled, so that after the first recipient confirms a notification of the
selected type, no other users see it.
□ To ensure that all selected recipients see all in-account notifications of the selected type,
check the box.
3. When you are satisfied with settings, click Save.
■ Date Confirmed - Shows the date and time the user confirmed they read the notification.
■ Message Text - Shows the text of the notification message.
■ Date emailed - Shows the date when the notification was sent via email.
Managing Plug-ins
A plug-in is functionality, defined by an interface, that can be customized. After a plug-in is
implemented, you can override the plug-in’s default logic with logic that suits your organization's needs.
Core plug-ins are provided by NetSuite, and are typically part of a major release. A core plug-in’s
interface defines functions that are executed within the core NetSuite code. For more information
about core plug-ins, see the help topic Core Plug-in Overview.
Custom plug-ins are alternate implementations of an interface that are developed by third-party
solution providers who bundle them as part of a SuiteApp. For more information about custom plug-
ins, see the help topic Custom Plug-in Overview.
When a plug-in’s implementations are ready to be utilized, the organization's NetSuite administrator
activates the implementations available to each account.
To view the plug-in implementations available in an account, go to Customization > Plug-ins > Manage
Plug-ins.
The Manage Plug-in Implementations window lists the core and custom plug-in implementations that
are available in the current account. To inactivate an implementation, clear the box. To activate an
implementation, check the box.
1. Go to Customization > Plug-ins > Plug-in Implementations. Click Edit beside the implementation
that you want to view.
Managing Plug-ins 91
Note: Previously, plug-in implementation information was listed on the History subtab,
but that subtab is no longer updated. New plug-in implementation activity is captured on
the System Notes subtab.
The system note for a change on a plug-in implementation record captures the following information:
■ Increasing the threads available for Web services through support of a concurrent Web services
user
■ Increasing the number of queues available for scheduled scripts
■ Increasing the number of queues and threads available for CSV import jobs
The purchase of multiple SuiteCloud Plus licenses further increases the number of concurrent Web
services users supported, the number of queues for scheduled scripts, and the number of threads per
CSV import job. There is no increase in capacity for other features, just the ones listed here.
SuiteCloud Plus Concurrent Web Scheduled Script CSV Import Daily ERP Monthly ERP
Licenses Services Users Queues Queues / Transactions Transactions
Threads Per / Commerce / Commerce
Queue Transactions Transactions
SuiteCloud Plus Concurrent Web Scheduled Script CSV Import Daily ERP Monthly ERP
Licenses Services Users Queues Queues / Transactions Transactions
Threads Per / Commerce / Commerce
Queue Transactions Transactions
Note: Some accounts are not eligible to purchase more than one SuiteCloud Plus license.
Contact your sales representative or account manager to discuss SuiteCloud Plus.
SuiteCloud licensing may be offered in conjunction with Service Tiers. Higher daily and monthly
transaction volumes are possible in specific scenarios for some tiers. For information about
Service Tier offerings, see this fact sheet.
For more details about using SuiteCloud Plus, see the following help topics:
In NetSuite CRM+, you can use the Set Up Transactions page to set preferences for processing your
transactions.
To set up transactions:
1. Go to Setup > Company > Set Up Transactions.
2. On the Set Up Transactions page, select the preferences you want to set up.
See the sections below for descriptions of these preferences.
(Preferences that appear vary depending on the features you have enabled.)
3. Click Save.
General Subtab
■ Consolidate Projects on Sales Transactions – Check this box to consolidate projects on customer
invoices. You can create invoices for one customer including multiple projects.
You are no longer able to issue invoices to a specific project, instead you issue the invoices to the
customer.
Setting Up Transactions for NetSuite CRM+ 93
■ Maximum # of Quantity-based Price Levels – Enter a number to set a limit for the most price levels
allowed to be assigned to an item when using Quantity Pricing.
■ Allow Discounts per Price Level on Quantity Pricing Schedules – Check this box if you want to
enter different quantity discounts for each price level on quantity pricing schedules.
■ Default Estimate Expiration (in days) – Enter the default number of days before you want quotes to
expire.
■ Duplicate Number Warnings – Choose to have everyone with access to your account receive
duplicate number warnings when transactions are submitted with the same numbers. This
preference overrides the individual preference set at Home > Set Preferences.
If you clear this box, individuals can decide to have duplicate number warnings by setting the
preference at Home > Set Preferences.
■ Make Departments Mandatory – Check this box to make the Department field required on
records and transactions. If you check this box, records and transactions cannot be saved without
completing this field.
■ Make Classes Mandatory – Check this box to make the Class field required on records and
transactions. If you check this box, records and transactions cannot be saved without completing
this field.
■ Make Locations Mandatory – Check this box to make the Location field required on records and
transactions. If you check this box, records and transactions cannot be saved without completing
this field.
■ Allow Per-Line Departments – Check this box to associate a department with individual line items
on a transaction. When this preference is on, you can choose a different department for each line
item on transactions.
Clear this box to select a department in the header of a transaction. When this preference is off, the
department chosen in the header applies to all line items on the transaction.
■ Allow Per-Line Classes – Check this box to associate a class with individual line items on a
transaction. When this preference is on, you can choose a different class for each line item on
transactions.
Clear this box to select a class in the header of a transaction. When this preference is off, the class
chosen in the header applies to all line items on the transaction.
■ Allow Per-Line Locations – Check this box to associate a location with individual line items on a
transaction. When this preference is on, you can choose a different location for each line item on
transactions.
Clear this box to select a location in the header of a transaction. When this preference is off, the
location chosen in the header applies to all line items on the transaction.
Reporting Subtab
Check the Include Shipping Costs in Sales and Forecast Reports to have shipping and handling costs
includes in order totals for sales and forecasting reports.
Ordering/Shipping Subtab
■ Default Shipping Method – Select the shipping method you want to appear automatically on bills
and invoices.
You can choose other shipping methods when you enter transactions.
To add choices to this list, go to Lists > New Shipping Items.
■ Default Sales Order Status – Choose your default status for sales orders:
Setting Up Transactions for NetSuite CRM+ 94
□ Choose Pending Approval if your company uses the approval process for sales orders.
□ Choose Pending Fulfillment if your company does not use the approval process for sales orders.
You can still choose your sales order status at the time you enter a transaction.
■ Require Re-approval on Edit of Sales Order – Choose to require re-approval when someone edits a
sales order that was previously approved.
Partially fulfilled sales orders are not affected by this preference. After a sales order is partially
fulfilled, the status cannot be changed back to pending approval.
■ Send E-mail Confirmation when Sales Order Cancelled – Check this box if you want an e-mail sent
to the customer when a sales order is canceled.
■ Default Return Auth. Status – Select Pending Approval if your company uses the approval process
for return authorizations.
Select Pending Fulfillment if your company does not use the approval process for return
authorizations.
You can still choose any return authorization status when you enter a transaction.
■ Charge for Shipping – Check this box to charge shipping by weight, by percent of total order or by a
flat rate.
After you check this box, go to Lists > Shipping Items > New to create shipping items.
After you create shipping items, you can select them on product invoices. Your customers can also
select shipping items when making a purchase from your Web store.
■ Charge Handling Separate from Shipping – Check this box to charge a separate handling charge in
addition to shipping charges.
■ Default Item Weight in Lbs. – Enter a default shipping weight for items without a weight set on
their item records.
If you do not enter a weight here, NetSuite uses 1 pound as the default weight. Item weight is used
to determine shipping cost if you charge shipping per item or use UPS real-time rates.
If you don't check this, time transactions can be billed to customers or included in the payroll run
without the approval of a supervisor.
■ Automatically Notify Supervisor – Check this box to send supervisors e-mail messages when they
need to approve expense reports and purchase requests.
If you check this, you must also check either Use Expense Reports, Enable Purchase Requests or
both at Setup > Enable Features.
Tax Subtab
■ Tax Code Lists Include – Choose what you want to appear in the Tax field on sales transactions:
□ Tax Groups Only
□ Tax Groups and Tax Items
□ Tax Items Only
You can create Tax Groups at Lists > Accounting > Tax Groups > New. You can create tax items at
Lists > Accounting > Tax Items > New.
The Tax Code Lists Include preference does not apply to journals.
The Setup page is where you manage the administrative details of your NetSuite CRM+ account. Set
up your NetSuite CRM+ account by entering company information, enabling features and setting your
preferences for processing, storing, and accessing information.
It is best to enter this information as soon as possible after your NetSuite CRM+ account is activated so
that information and data you enter is processed correctly.
The links that show depend on the features you have enabled and the role you are using. Features are
enabled by an administrator at Setup > Company > Enable Features.
■ Company – This category contains links to records for establishing a company address and
contacts, enabling features and setting preferences, and viewing your account billing terms and
information.
■ Accounting – This category contains links to set up expense categories, tax information, other
accounting lists, and employee-related lists.
■ Sales Force Automation – This category contains links to set up your sales force automation,
including customer statuses, sales rules, territories, and commissions.
■ Marketing – Set up marketing campaigns and online customer forms.
■ Support – This category contains links to set up customer support management, including support
case email, case types, case origins, case territories, online case forms, escalation rules and
assignment.
■ Web Site – This category contains links to customize item and category layouts for your website, or
customize the colors in your site.
The Setup Page for NetSuite CRM+ Users 96
■ Import/Export – This category contains links to transfer your data in and out of NetSuite CRM+ or
set up an XML import for information exchange between applications.
■ Users/Roles – This category contains links to edit user accounts and roles or view the audit trail.
■ Integration – Set Up XML Import and web services.
You can also click New next to a setup link to create a new record of that type.
■ Telephony Application Programming Interface (TAPI) – for placing outbound calls with NetSuite.
With TAPI you can click on the phone icon next to a phone number and your phone system will
automatically dial the number. TAPI only works on Windows operating systems (not Mac or Linux).
For more information, see Setting Up TAPI Telephony Integration.
■ Use Computer Telephony Integration (CTI) – for receiving and routing inbound calls. As calls
come in, the CTI application queries customer information in NetSuite and presents it to the
sales or support representative in a browser window using Screen Population technology. The
representative has the required information on the screen when speaking with the customer. For
more information, see Setting Up CTI Telephony Integration.
To integrate your NetSuite account with either TAPI or CTI technology, the account administrator
must first enable the Telephony Integration feature at Setup > Company > Enable Features, on the
SuiteCloud subtab. Then, each user who plans to use Telephony Integration must go to Home > Set
Preferences and follow the directions provided on the Telephony subtab.
For instructions on making calls automatically from NetSuite records, see the help topic Making Calls
From NetSuite.
To set up TAPI integration, the account administrator must first enable the Telephony Integration
feature at Home > Set Preferences on the Telephony subtab. After downloading the driver, enter the
name of the TAPI enabled phone.
Note: Two versions of TAPI are available, TAPI 2.x and TAPI 3.x. NetSuite supports both TAPI
versions.
4. In the TAPI Device field, enter the device that controls communication with your phone. If you do
not know the name of your TAPI device, you can use a sample program at www.exceletel.com to
find this information.
5. In the Prefix to Dial Out field, enter any numbers that must be dialed before dialing a phone
number in your phone system. For example, you may need to dial 9 or 1 before a number.
6. Click Save.
If you have trouble locating the name of your TAPI device or receive an error message that it could not
be found, try the following troubleshooting tips:
■ If the name of your TAPI device ends with extension.tsp, try leaving out this extension when
entering the name in NetSuite.
■ The TAPI Device field is case-sensitive and must match your device name exactly.
■ Download a sample program here to test dialing from your phone. From the exceletel Web page,
click the EXE link to download the etQuickDial program.
When the program has downloaded, open the program and view all TAPI-enabled devices on your
computer in the Active field. Select the device you are using, and check the Active box. Then enter a
phone number to dial and click Dial to make sure the call is initiated from your device correctly.
To learn how to initiate and end calls, see the help topic Making Calls From NetSuite.
To set up your account for CTI, an account administrator must go to Setup > Company > Enable
Features. On the SuiteCloud subtab, check the boxes next to Telephony Integration and Web Services.
■ Contactual – http://www.contactual.com/c2d.php?phone={phone}
■ Five9 – http://localhost:9999/agentServlet?cmd=makeCall&numberToCall={phone}
4. Click Save.
Note: See Contactual or Five9's documentation for more information on setting up partner
software to work with NetSuite.
To learn how to initiate and end calls, see the help topic Making Calls From NetSuite.
Using Classifications in NetSuite 99
To use each classification, you must enable the feature and then set up records. After you have set
up classification records, you can use them to identify other records in your NetSuite account. For
example, you can enable the Departments feature and then set up a record for each department. You
can select a department on each employee record or select a location on each sales order. You can
identify employees by department and then run financial reports by location.
To create additional custom classification fields similar to class, department, and location, you use the
Custom Segments feature. You can create an unlimited number of custom segments and add them to
specific record types. For more information, see the help topic Custom Segments.
If you use NetSuite OneWorld, subsidiaries are the primary classification used to organize your
NetSuite records. Departments, classes, locations, and custom segments can be used in addition
to subsidiaries. If you use these classifications, you must associate them with a subsidiary. This
association enables you to select the department, class, location, or custom segment on the record
or transaction related to that subsidiary. For more information about using subsidiaries, see
Understanding Subsidiaries and Setting Up Subsidiaries.
In addition, if you plan to enable the Intercompany Time and Expense feature for OneWorld, you
must determine a strategy for handling classifications on intercompany time and expenses. You can
either make classifications non-mandatory for journal entries, or set up global classifications that are
available to all subsidiaries. Without a defined strategy, errors may occur for automated intercompany
adjustments. For information about using this feature, see the help topic Enabling Intercompany Time
and Expenses.
Departments are listed first on transactions, and are useful when designating transactions and
employees as part of an internal team. For example, you can create a department for each team of
Working with Departments and Classes 100
employees dedicated to a certain area of business, and then track income and expenses by each
department over any time period.
Classes are useful for wider segments within your business. For example, you can create a department
for your sales team, and create classes to track information on sales transactions such as new
customers and repeat customers. Sales orders would then indicate whether the transaction was
created for a new or repeat customer. This is useful in tracking where income and expenses are
generated.
To set up departments, go to Setup > Company > Classifications > Departments > New.
To set up classes, go to Setup > Company > Classifications > Classes > New.
After you have set up departments and classes, you can select them on forms and records.
Creating Classes
Classes are categories that you can create to track records such as financials, transactions, and
employees. For example, you own a janitorial service and you want to track income and expenses
separately for household and commercial accounts. You set up a class for each account type and track
the financial performance of each class over any time period.
To enable classes, go to Setup > Company > Enable Features. On the Company subtab, check the
Classes box and then click Save.
Note: To inactivate classes from the Classes list at Setup > Company > Classifications >
Classes, check the Show Inactives box, check one or more boxes in the Inactive column,
and then click Submit.
7. Click Save.
You can restrict access to transaction, employee, partner, and optionally item records based on their
assigned class values. You can also limit the classes that users can assign to these records. Class
restrictions can be defined per user role and then applied to all users logged in with that role. For more
information, see Restricting Access to Records by Class.
You also can apply class restrictions to custom records, if the custom record type includes a Class
field. You can add this field directly from the Class record by clicking the New Field button. For more
information, see the help topic Applying Role-Based Restrictions to Custom Records.
Working with Departments and Classes 101
You can delete a class only if there are no dependent transactions. If there are any historical
transactions, you cannot delete the class.
Important: Any account in the Chart of Accounts list that does not have an assigned class
is not subject to the own, subordinate, and unassigned or own and subordinates only
restrictions.
The following settings for the Class Restrictions field on the Role page define class-related restrictions
for transaction and customer records:
■ none - no default – There is no restriction on what can be selected. Record access is not determined
by this field. A default selection does not appear.
■ none - default to own – There is no restriction on what can be selected. Record access is not
determined by this field. Fields of this type will select the user by default.
■ own, subordinate, and unassigned – Users are restricted when selecting any of the employee,
sales rep, or supervisor fields. Users are granted access to records belonging to their supervisor
hierarchy. Users may only select themselves or their subordinates. If the select field is optional, then
the user may leave the value unassigned. Note that unassigned is technically a null value when used
for filtering.
■ own and subordinates only – Users are restricted when selecting any of the employee, sales rep,
or supervisor fields. Users are granted access to records belonging to their supervisor hierarchy
with the exception of unassigned records. Consequently, unassigned records are filtered and denied
access. Users may only select themselves or their subordinates.
Working with Departments and Classes 102
Check the Allow Viewing box to permit users logged in with this role to see, but not edit, records for
classes to which the role does not have access.
Check the Apply to Items box to apply the class restrictions defined here to item records, in addition to
transaction and customer records.
To set up a role to include these restrictions, go to Setup > Users/Roles > Manage Roles. Click a
Customize or Edit link, or click the New button.
You can also apply role-based, class restrictions to custom records. For more information, see the help
topic Applying Role-Based Restrictions to Custom Records.
Creating Departments
Departments are categories that you can create to separate and track records such as financials,
transactions, and employees. For example, you can create a department for each team of employees
dedicated to a certain area of business, and then track income and expenses by each department over
any time period.
To enable Departments, go to Setup > Company > Enable Features. On the Company subtab, check the
Departments box and then click Save.
Note: To inactivate departments from the Departments list at Setup > Company >
Classifications > Departments, check the Show Inactives box, check one or more boxes in
the Inactive column, and then click Submit.
7. Click Save.
You can restrict access to transaction, employee, partner, and optionally item records based on their
assigned department values. You can also limit the departments that users can assign to these records.
Department restrictions can be defined per user role and then applied to all users logged in with that
role. For more information, see Restricting Access to Records by Department.
Working with Departments and Classes 103
You also can apply department restrictions to custom records, if the custom record type includes a
Department field. You can add this field directly from the Department record by clicking the New Field
button. For more information, see the help topic Applying Role-Based Restrictions to Custom Records.
You can delete a department only if there are no dependent transactions. If there are any historical
transactions, you cannot delete the department.
Important: Any account in the Chart of Accounts list that does not have an assigned
department is not subject to the own, subordinate, and unassigned or own and subordinates
only restrictions.
The following settings for the Department Restrictions field on the Role page define department-
related restrictions for transaction and customer records:
■ none - no default – There is no restriction on what can be selected. Record access is not determined
by this field. A default selection does not appear.
■ none - default to own – There is no restriction on what can be selected. Record access is not
determined by this field. Fields of this type will select the user by default.
■ own, subordinate, and unassigned – Users are restricted when selecting any of the employee,
sales rep, or supervisor fields. Users are granted access to records belonging to their supervisor
hierarchy. Users may only select themselves or their subordinates. If the select field is optional, then
Working with Departments and Classes 104
the user may leave the value unassigned. Note that unassigned is technically a null value when used
for filtering.
■ own and subordinates only – Users are restricted when selecting any of the employee, sales rep,
or supervisor fields. Users are granted access to records belonging to their supervisor hierarchy
with the exception of unassigned records. Consequently, unassigned records are filtered and denied
access. Users may only select themselves or their subordinates.
Check the Allow Viewing box to permit users logged in with this role to see, but not edit, records for
departments to which the role does not have access.
Check the Apply to Items box to apply the department restrictions defined here to item records, in
addition to transaction and customer records.
To set up a role to include these restrictions, go to Setup > Users/Roles > Manage Roles. Click a
Customize or Edit link, or click the New button.
You can also apply role-based, department restrictions to custom records. For more information, see
the help topic Applying Role-Based Restrictions to Custom Records.
For example, you currently have a class for your sales department, but you want to create classes for
inside sales and outside sales. If you convert your sales department class to a department, you can
create new classes that categorize the different areas of the sales department.
Warning: The conversion process overrides existing departments, deletes all class
information, and is irreversible.
When you use this feature, all class are converted to locations, including historical transactions. On
financial reports that show classes or locations, values that previously appeared on class are now
displayed on location.
Working with Departments and Classes 105
Warning: The conversion process overrides existing locations, deletes all class information,
and is irreversible.
Important: To associate items with a location, you must enable the Multi-Location Inventory
feature. Before you enable this feature, NetSuite recommends that you read the help topic
Multi-Location Inventory to determine if this feature is appropriate for your company. After you
have enabled the Multi-Location Inventory feature and distributed items, you cannot disable
the feature without first contacting Customer Support. Note that the Multi-Location Inventory
feature is required for OneWorld accounts that are using the Inventory feature.
Creating Locations
You can create a location record for each of your company's locations. Then you can track employees
and transactions by location.
Warning: NetSuite does not recommend using locations to identify areas within your
warehouse such as a bin, shelf, or dock. Using locations for this purpose creates difficulties with
fulfillments, LIFO and FIFO costing, and NetSuite reporting.
Important: The Include Children box is not available in NetSuite OneWorld accounts
with the Inventory feature enabled.
Note: To inactivate locations from the Locations list at Setup > Company >
Classifications > Locations, check the Show Inactives box, check one or more boxes in the
Inactive column, and then click Submit.
Note: You must set up location-specific transaction numbering on the Set Up Auto-
Generated Numbers page at Setup > Company > Auto-Generated Numbers. On the
Document Numbers subtab of this page, check the Use Location box next to each type of
transaction that you want use location-specific numbering.
10. Select a location-specific logo to display on printed and emailed transaction forms.
To upload a logo, go to Documents > Files > Images > New. Check the Available Without Login
box.
Note: Logos must be in JPG or GIF format. For your logo to be printed on standard
forms, the logo must be no more than 200 pixels wide and 60 pixels high.
11. Check the Make Inventory Available box if inventory at this location can be stocked and can be
committed on sales or fulfillments.
Clear this box if inventory at this location can be stocked, but cannot be committed on sales or
fulfillments.
Note: To track inventory items by location, you must enable the Multi-Location
Inventory feature. For more information, see the help topic Multi-Location Inventory.
Note that the Multi-Location Inventory feature is required for OneWorld accounts using
the Inventory feature.
12. Check the Make Inventory Available in Web Store box if you want on-hand inventory stored at
the location to be included in the total quantity available that is displayed in your Web store.
Note: On existing location records, when you check this box or clear it and then click
Save, the Locations in Queue page displays the locations that are currently processing.
13. If you use the Multi-Location Inventory and Advanced Bin Management features, and want to
use bins to track inventory at this location, check the Use Bins box.
For more information, see the help topic Bin Management By Location.
Working with Locations 108
14. Check the Include in Supply Planning box to include this location in supply planning
calculations. When the Plan Through Distribution Network preference is enabled, NetSuite
completes supply planning calculations including only locations that have this setting enabled.
Note: This option is available only when the Demand Planning feature is enabled.
Note: In OneWorld accounts, the Country, Addressee, and State fields are filled in
automatically with information from the subsidiary. Change the address information as
required.
You can restrict access to transaction, employee, partner, and optionally item records based on their
assigned location values. You can also limit the locations that users can assign to these records.
Location restrictions can be defined per user role and then applied to all users logged in with that role.
For more information, see Restricting Access to Records by Location.
You also can apply location restrictions to custom records, if the custom record type includes a
Location field. You can add this field directly from the Location record by clicking the New Field button.
For more information, see the help topic Applying Role-Based Restrictions to Custom Records.
You can delete a location only if there are no dependent transactions. If there are any historical
transactions, you cannot delete the location.
To inactivate a location:
1. Go to Setup > Company > Classifications > Locations.
Working with Locations 109
2. Click Edit next to the name of the location record you want to inactivate.
3. Check the Location is Inactive box.
Note: If you inactivate a main location record, child location records are not
automatically inactivated.
4. Click Save.
To inactivate locations from the Locations list at Setup > Company > Classifications > Locations, check
the Show Inactives box, check one or more boxes in the Inactive column and then click Submit.
The Location field is mandatory for inventory transactions when Locations is enabled.
To enable the Locations feature, go to Setup > Company > Enable Features. On the Company subtab,
check the Locations box and then click Save.
You can associate an employee with a location by choosing a location on the employee's record.
Employee roles can be customized to access only data that is relevant to their location. For example,
you can restrict access for warehouse personnel who handle item receipts or fulfillments at a single
location. To customize roles, go to Setup > Users/Roles > Manage Roles.
You can classify transactions by location to precisely track data. For example, you can choose which
location processes each sales and purchase transaction.
After transactions have been associated with a location, you can then search transactions by location.
3. In the text box beneath the Locations field, choose the locations to include (any of) or exclude
(none of) in your search.
To select multiple locations, press and hold Ctrl and then click each location.
4. Select or enter additional criteria in other fields to further narrow your search.
5. Click Submit.
When you have finished, the Search Results page appears listing the transactions that meet the criteria
of your search. To view a transaction on the list, click the date next to the transaction. When the
transaction opens, you can edit it or create a new transaction.
Important: Any account in the Chart of Accounts list that does not have an assigned location
is not subject to the own, subordinate, and unassigned or own and subordinates only
restrictions.
The following settings for the Location Restrictions field on the Role page define location-related
restrictions for transaction and customer records:
■ none - no default – There is no restriction on what can be selected. Record access is not determined
by this field. A default selection does not appear.
■ none - default to own – There is no restriction on what can be selected. Record access is not
determined by this field. Fields of this type will select the user by default.
■ own, subordinate, and unassigned – Users are restricted when selecting any of the employee,
sales rep, or supervisor fields. Users are granted access to records belonging to their supervisor
hierarchy. Users may only select themselves or their subordinates. If the select field is optional, then
the user may leave the value unassigned. Note that unassigned is technically a null value when used
for filtering.
■ own and subordinates only – Users are restricted when selecting any of the employee, sales rep,
or supervisor fields. Users are granted access to records belonging to their supervisor hierarchy
with the exception of unassigned records. Consequently, unassigned records are filtered and denied
access. Users may only select themselves or their subordinates.
Check the Allow Viewing box to permit users logged in with this role to see, but not edit, records for
locations to which the role does not have access.
Check the Apply to Items box to apply the location restrictions defined here to item records, in
addition to transaction and customer records.
To set up a role to include these restrictions, go to Setup > Users/Roles > Manage Roles. Click a
Customize or Edit link, or click the New button.
You can also apply role-based, location restrictions to custom records. For more information, see the
help topic Applying Role-Based Restrictions to Custom Records.
Using Per-Line Classifications 111
You can also choose to use per-line classifications that enable you to select a classification on each
transaction line. Per-line classifications can be used either instead of header classifications or in
addition to them.
The items on each line are associated with individual locations, but the entire transaction is not
associated with a location. For example, on an invoice, line one is associated with East Coast and line
two is associated with West Coast, but the Accounts Receivable line is associated with no location.
For example, if you have enabled both the Locations feature and the Allow Per-Line Locations
preference, then a Location field displays on each transaction line and in the form header. You can
choose the location East Coast on one line and choose West Coast on another line. Then, you can
choose the location United States in the transaction header and the Accounts Receivable line is
associated with the United States.
These classifications can be useful if you identify legal entities or geographical segments by location
and wish to report separate balance sheets and income statements by those segments. From the
previous example, a sales order can post line items to the correct locations (East and West Coast), while
the header location provides a correct income statement to be run for United States transaction totals.
For example:
When you use a form customized to show a class, department, location, or custom segment at both
the header and line level, both fields are required. If either the line or header field is not filled, both
fields are cleared unless they are mandatory. If you have also enabled a preference to make classes,
departments, locations, or custom segments mandatory, the selection is mandatory at both the header
and line level.
Note: Transaction lines for tax and shipping use the class selected in the transaction header, if
any.
The following preferences can be set at Setup > Accounting > Accounting Preferences:
Using Per-Line Classifications 112
For more information on these preferences, see the help topic Setting Accounting Preferences.
To specify that a custom segment is mandatory, check the Mandatory box on the Validation &
Defaulting subtab on the Custom Segment configuration page.
For more information on how to customize a form to identify a classification at both the header and
line level, see Customizing Forms for Per-Line and Header Classifications.
To customize a form to identify a classification at both the header and line level, open a new
transaction and click Customize. Then follow the steps below to choose which fields appear on the
form and whether they are mandatory.
The classification fields you have indicated are available for use when you use the customized form.
Getting Started with OneWorld 113
A OneWorld account organizes both domestic and international subsidiaries into a single hierarchical
structure. Each subsidiary is treated as a distinct legal entity for taxation and regulation purposes, and
is associated with a specific nexus and a specific base currency. This base currency is the currency in
which the subsidiary manages its financials. Subsidiary-specific data is available for reporting, and
data for multiple subsidiaries can be rolled up into consolidated reports in the currency of a parent
subsidiary.
OneWorld supports local and foreign currencies for transactions with foreign companies and between
subsidiaries. Consolidated reports including aggregated financial statements provide foreign currency
translation and consolidation for all child subsidiaries of a selected parent subsidiary.
OneWorld Capabilities
With OneWorld, you can manage inter-related business processes across multiple subsidiaries. Some
of the capabilities that OneWorld provides include:
■ The top-level, or root-parent subsidiary, owns 100% of all subsidiaries. Affiliates, franchisees, joint
ventures, and similar shared-ownership entities require more specialized accounting treatment. For
more information, see Setting Up OneWorld and Defining Company Settings.
■ All subsidiaries have similar business processes. For example, a wholesale distribution company
with similar operations in multiple countries can take advantage of company-level preferences. For
more information, see Setting Company Preferences.
■ All subsidiaries generally use the same chart of accounts and fiscal periods. However, a company
could set up country-specific accounts to meet statutory or internal reporting requirements.
For more information, see the help topics Working with the Chart of Accounts and Working with
Accounting Periods.
Implementing OneWorld
A new NetSuite account can be set up to use OneWorld, and an existing account can be upgraded to
use OneWorld. Any edition of NetSuite can be upgraded. This is a one-time upgrade to your NetSuite
account that cannot be reversed.
Through a well-planned and careful implementation coordinated by NetSuite Professional Services, you
can take full advantage of the benefits of OneWorld's features and confidently complete a successful
OneWorld implementation.
Setting Up OneWorld
You must complete the following steps to set up your OneWorld account.
1. Ensure that you have a thorough understanding of how subsidiaries including elimination
subsidiaries are organized in OneWorld accounts. See Understanding Subsidiaries and
Understanding Elimination Subsidiaries.
2. Plan your subsidiary hierarchy and create a visual representation of this structure. See Planning
Your Subsidiary Hierarchy.
3. Ensure that currencies to be used by subsidiaries are set up in your account.
For an overview of how multiple currencies are used in OneWorld, see Understanding Multiple
Currencies in OneWorld.
For details about setting up currencies and exchange rates, see the help topics Creating
Currency Records and Setting Currency Exchange Rates.
4. Ensure that tax jurisdictions (nexuses) to be used by subsidiaries and related tax items are set
up in your account.
■ For an overview of how nexuses are used in OneWorld, see Understanding Nexuses and
Taxes in OneWorld.
■ For details about setting up taxes, see the help topic Enabling and Setting Up Taxation
Features.
5. Create subsidiary records, starting from the top-level or root subsidiary, and working your way
down through child and grandchild subsidiaries.
■ You can create both subsidiaries representing legal entities and elimination subsidiaries. For
instructions, see Creating Subsidiary Records.
■ After you have saved each subsidiary record, you can edit its nexuses and preferences as
necessary. See Editing Subsidiary Records.
Setting Up OneWorld 116
■ You can delete a subsidiary if there are no associated transactions or records. See Deleting
Subsidiary Records.
6. Complete the following as necessary:
■ Setting Up Accounts in OneWorld
■ Setting Up Automated Intercompany Management
■ Setting Up Payroll in OneWorld
■ Setting Up Inventory in OneWorld
■ Setting Up Multiple Vendors in OneWorld
■ Associating Subsidiaries with Entities
■ Associating Subsidiaries with Items
■ Controlling Employee Access to Subsidiaries
■ Locking Transactions by Subsidiary
Understanding Subsidiaries
A NetSuite OneWorld account enables you to manage data for a hierarchical structure of separate legal
entities, or subsidiaries. This structure is organized as a tree that rolls up to a root, or top-level parent
subsidiary. The root subsidiary is the highest-level subsidiary in your account, and all other subsidiaries
are below it in the hierarchy. If an account that is upgraded to OneWorld has preexisting data, this data
is used for the root subsidiary.
Note: You can purchase two different types of subsidiaries for your NetSuite OneWorld
account. If you have subsidiaries to which you book journal entries only for reconciliation
purposes, you can purchase G/L only subsidiaries. Purchase operating subsidiaries for those
where you record transactions. Contact your NetSuite account representative for pricing
information.
Each subsidiary represents a separate company within your global organization. Subsidiaries can be
international or domestic. When you create a subsidiary record in NetSuite, the country you define for
its address determines the NetSuite edition and tax nexus associated with that subsidiary.
In addition to the subsidiaries representing your organization's separate legal entities, you must
create elimination subsidiaries for use in balancing consolidated financials. Each OneWorld account
transaction generally posts to a single subsidiary, with the exception of transactions between two
subsidiaries. Intercompany transactions include intercompany sales and purchases, intercompany
Setting Up OneWorld 117
inventory transfers, and intercompany journal entries. Because intercompany transactions post
to two subsidiaries, the revenues and expenses associated with them must be eliminated at the
consolidated level to maintain balanced financials. Elimination journal entries, associated with
elimination subsidiaries, are used to maintain this balance. For more information, see Understanding
Elimination Subsidiaries.
You can create up to 124 subsidiary records in addition to the root subsidiary, for a total of 125.
Note: License fees for subsidiaries do not include charges for elimination subsidiaries,
and elimination subsidiaries do not count toward the maximum of 125 subsidiaries. Inactive
subsidiaries also do not count toward the maximum.
You use elimination subsidiaries to post journal entries that balance consolidated books. These journal
entries, called elimination journal entries, reverse the impact of the intercompany transactions. Each
elimination journal entry is posted to an elimination subsidiary. Note that ONLY journal entries post
to elimination subsidiaries. No other transactions post to elimination subsidiaries. See the help topic
Understanding Elimination Journal Entries.
Create an elimination subsidiary for any subsidiary that has child subsidiaries and create it as a child
of the parent subsidiary. Set the currency to the same currency as the base currency of the parent
subsidiary. An elimination subsidiary cannot be a parent.
The following illustration shows a sample subsidiary hierarchy that includes an elimination subsidiary.
You create elimination subsidiaries in the same manner that you create other subsidiaries except that
you check the Elimination box on the subsidiary record. For more information, see Creating Subsidiary
Records.
License fees for subsidiaries do not include charges for elimination subsidiaries, and elimination
subsidiaries do not count toward the maximum of 125 subsidiaries.
Note the following about elimination subsidiaries and transactions:
■ An elimination subsidiary must use the same base currency as their direct parent subsidiary.
■ When using consolidated exchange rates, an elimination subsidiary must use a consolidated
exchange rate of 1 to its direct parent subsidiary.
Setting Up OneWorld 118
■ An elimination subsidiary can be selected only for journal entries, not for other transactions.
■ A journal entry that is associated with an elimination subsidiary is a normal journal entry, not an
intercompany journal entry. It posts to a single subsidiary, which is an elimination subsidiary. For
more information about journal entries in OneWorld, see the help topic Making Journal Entries in
OneWorld.
■ Elimination transactions post only to the elimination subsidiary and do not affect the general ledger
of non-elimination subsidiaries.
■ Elimination journal entries can be generated automatically if you enable the Automated
Intercompany Management feature. For more information, see Understanding Automated
Intercompany Management.
■ An elimination subsidiary cannot be selected on a bank account record or a credit card account
record.
■ An elimination subsidiary cannot be selected on item records.
Important: If your account has been provisioned for Multi-Book Accounting, the hierarchy
cannot be modified.
Note: You can purchase two different types of subsidiaries for your NetSuite OneWorld
account. If you have subsidiaries to which you book journal entries only for reconciliation
purposes, you can purchase G/L only subsidiaries. Purchase operating subsidiaries for those
where you record transactions. Contact your NetSuite account representative for pricing
information.
It is recommended that you diagram the parent-child relationships in your subsidiary hierarchy,
starting at the top with the root subsidiary. This visual representation can help you consider how you
want to organize and consolidate data, for both accounting and reporting purposes.
As you diagram your subsidiary hierarchy, it is a good idea to record the country, base currency, and
tax nexuses for each subsidiary. A base currency is the currency in which a subsidiary manages its
financials. After a base currency is defined and saved on a subsidiary record, it cannot be changed.
A nexus is a tax jurisdiction. Nexuses can be added and changed on subsidiary records. The country
entered on a subsidiary record automatically determines the first tax nexus and NetSuite edition
associated with that subsidiary.
After you have diagrammed a hierarchy of subsidiaries representing all legal entities in your
organization, you should include one elimination subsidiary as a child of each parent subsidiary. The
elimination subsidiary should use the same base currency.
The subsidiary hierarchy diagram can serve as a roadmap for setting up subsidiaries. You can refer
to the base currency listed for each subsidiary to ensure that all necessary currencies are set up in
NetSuite. See Understanding Multiple Currencies in OneWorld. You can refer to the country listed
for each subsidiary to ensure that all required tax nexuses are set up in NetSuite and linked to the
appropriate country. See Understanding Nexuses and Taxes in OneWorld. Use your diagram to
reference the order in which to create subsidiary records, in top-down order, beginning with the root.
Be aware that you cannot change the Subsubsidiary of field after you create subsidiary record. See
Creating Subsidiary Records.
Setting Up OneWorld 119
Important: For U.S. subsidiaries, a state nexus is required. For Canada subsidiaries, a
province nexus is required.
It is best to create and set up taxes for nexuses before creating subsidiary records. You can create a
nexus at Setup > Accounting > Taxes > Nexuses > New. See the help topic Creating Tax Nexuses. You
Setting Up OneWorld 120
set up taxes for nexuses at Setup > Accounting > Taxes > Set Up Taxes. When you create a subsidiary, if
a nexus does not yet exist for the subsidiary's country, it is automatically created when the subsidiary
record is saved. However, all that is created for the nexus is a name and description. It still must be set
up at Setup > Accounting > Taxes > Set Up Taxes.
You should understand and set up the following tax features and items to set up tax nexuses:
■ Advanced Taxes Feature - This feature provides management of taxes for multiple tax jurisdictions
and must be enabled in OneWorld accounts. See the help topic Enabling Advanced Taxes.
■ Tax Agency Vendors - These vendors represent taxing authorities to whom you pay collected taxes.
The system automatically creates a tax agency vendor when you create a tax nexus. For more
information, see the help topic Setting Up Tax Agencies as Vendors.
Multiple subsidiaries can pay taxes to the same tax agency. When you set up a new subsidiary that
shares a tax nexus with an existing subsidiary, a copy of the preferred tax vendor for that nexus is
created and associated with the new subsidiary. The copy is necessary because you cannot share
a vendor tax agency with multiple subsidiaries. You CAN, however, share non tax agency vendors
with multiple subsidiaries. For more information, see the help topic Sharing Vendors with Multiple
Subsidiaries.
■ Tax Control Accounts - These are Other Current Liability Accounts that you can set up in your
General Ledger to post and track tax collection and payments. See the help topic Tax Control
Accounts Overview.
■ Tax Types - These types provide categories used to link each tax code or tax group to a tax control
account. Available tax types depend upon the country selected for the tax code. See the help topic
Tax Types Overview.
■ Tax Codes and Tax Groups - A tax code represents a tax collected from customers in a specific
geographic area and paid on their behalf to a taxing authority, based on a specific percentage rate.
You can create tax groups that combine taxes for all tax jurisdictions relevant to a transaction. See
the help topics Tax Codes Overview and Tax Groups Overview.
■ Tax Schedules - Tax schedules allow different calculations of taxes on items, for different nexuses.
When you enable the Advanced Taxes feature, the system creates tax schedules for each tax code.
See the help topic Creating Tax Schedules.
■ Tax Reporting Periods - (Editions other than US and Canada) You can set up these periods to track
tax reporting separately from accounting periods. In a OneWorld account, the same tax reporting
periods apply across all subsidiaries that use the feature. See the help topic Setting Up Tax Periods.
Note: Available tax items and features vary for different NetSuite editions. See Understanding
NetSuite Editions.
Subsidiaries within a single OneWorld account may use different NetSuite editions. When you create a
subsidiary record in NetSuite, the country you define for its address determines the NetSuite edition.
■ NetSuite (US)
■ NetSuite Australia (AU)
■ NetSuite Canada (CA)
■ NetSuite Japan (JP)
■ NetSuite UK (UK)
Setting Up OneWorld 121
■ NetSuite International (XX) (This edition is not country-specific, and is used for countries that do
not have a localized edition. You can customize tax functions, using the Advanced Taxes feature, for
specific countries.
An important difference among editions is their different handling of taxes, as shown in the following
table:
Type of Tax Sales Tax GST GST, PST Consumption VAT N/A Based on
Tax Subsidiary Edition
Setting Up Subsidiaries
Before you begin setting up subsidiaries for your OneWorld account, ensure you review the following
help topics:
■ Understanding Subsidiaries
■ Understanding Elimination Subsidiaries
■ Planning Your Subsidiary Hierarchy
■ Understanding Multiple Currencies in OneWorld
■ Understanding Nexuses and Taxes in OneWorld
You must create a record for each subsidiary including elimination subsidiaries. After you have created
and saved a subsidiary record, you can edit tax nexuses and preferences on that record. See the
following help topics:
After you create subsidiaries for your OneWorld account, you can then associate subsidiaries with
customers, employees, vendors, partners, items, and shipping items. For information and guidelines,
see the following help topics:
records in a top-down fashion, beginning with the root subsidiary, then all of its child subsidiaries, then
the next level of subsidiaries, and so on. This order is recommended because you must define the
parent for each child subsidiary in the Subsubsidiary of field on the subsidiary record.
Note: You can purchase two different types of subsidiaries for your NetSuite OneWorld
account. If you have subsidiaries to which you book journal entries only for reconciliation
purposes, you can purchase G/L only subsidiaries. Purchase operating subsidiaries for those
where you record transactions. Contact your NetSuite account representative for pricing
information.
Important: If an account that is upgraded to OneWorld has preexisting data, this data is used
for the root subsidiary.
Be aware that the following values cannot be changed after you have saved a subsidiary record:
Also be aware that you cannot delete the subsidiary where the ID is equal to 1.
You can create up to 124 subsidiary records, in addition to the root subsidiary, for a total of 125.
License fees for subsidiaries do not include charges for elimination subsidiaries, and elimination
subsidiaries do not count toward the maximum of 125 subsidiaries. Inactive subsidiaries also do not
count toward the maximum.
You can lock transactions by subsidiary based on the country of the subsidiary to comply with country-
specific accounting regulations. See Locking Transactions by Subsidiary.
Important: To benefit from the automatic tax code provisioning feature, you must first
install the International Tax Reports in your account before creating subsidiaries. In OneWorld
accounts that have the International Tax Reports SuiteApp, when you add a new subsidiary
country the system creates the nexus for it and, at the same time, creates the VAT/GST tax
codes for that nexus. Therefore, you must have the International Tax Reports SuiteApp
already installed before you add the subsidiary. (Without the International Tax Reports
SuiteApp, when you create a subsidiary country, NetSuite also adds its nexus, but provides
only a few default tax codes.) For more information, see the help topic Automatic Tax Code
Provisioning.
Note: You can add custom fields and user event scripts to subsidiary records. Customizing
subsidiary records enables you to add fields and business logic that are specific to the countries
or regions in which your business operates. Go to Customization > Lists, Records, & Fields >
Other Custom Fields. Select Subsidiary as the Record Type. Complete the fields as required and
then save the custom field. For more information, see the help topic Creating a Custom Field.
4. Check the Subsidiary is Inactive box if this subsidiary is no longer active or used in your account.
Inactivated subsidiaries no longer show in the Subsidiary field on records and transactions
unless they are currently attached to a record. Web sites of inactive subsidiaries are no longer
available online.
5. Check the Always Display Subsidiary Name box to display only the subsidiary name with your
role in the upper right corner of a page. In addition, when logging in to an external account, such
as an employee center, vendor center, or customer center, the dashboard displays only the logo
of the subsidiary, not the parent company logo.
Clear this box to display both the parent and the subsidiary name in your account.
6. In the Subsidiary Logo (Forms) field, select the logo image to be used on all forms by this
subsidiary.
Click New to upload a logo. Logos must be in JPG or GIF format.
Note: The logo selected in this field does not affect pages in your account. The logo
displayed on pages is determined by the selection in the Subsidiary Logo (Pages) field.
7. In the Subsidiary Logo (Pages) field, select the logo image to be displayed on all pages for this
subsidiary.
Click New to upload a logo. Logos must be in JPG or GIF format.
Note: The logo selected in this field does not affect printed forms. The logo on printed
forms is determined by the selection in the Subsidiary Logo (Forms) field.
Individual users can choose their language at Home > Set Preferences.
15. If this subsidiary uses multiple calendars, select the calendars to roll up accounting and tax
periods.
The fiscal calendar determines the start date for the accounting year.
The tax fiscal calendar determines the start date for the tax year.
You can enable multiple calendars in the Advanced Features section on the Accounting subtab
at Setup > Company > Enable Features.
16. Select the base currency used by this subsidiary.
This value can be the same as or different from the base currency of the parent. This value
cannot be changed after you save the subsidiary record.
Elimination subsidiaries default to the base currency of the parent subsidiary.
Note: The NetSuite Edition used by the subsidiary is automatically populated based on
the country entered for the subsidiary address. The following subsidiaries are available:
■ AU - NetSuite Australia
■ CA - NetSuite Canada
■ XX - NetSuite International (This edition is not country-specific. It is used for countries that
do not have their own edition. The underlying tax engine needs to be customized for each
country.)
■ JP - NetSuite Japan
■ UK - NetSuite UK
■ US - NetSuite US
17. Enter the appropriate tax identification numbers for this subsidiary.
The fields that display depend on the country entered for the address.
18. Enter the name or department that should be notified of shipment or return arrivals.
19. Enter the name or department that should appear on shipping labels and return addresses.
After you save the subsidiary record you can enter the address for shipping and returns.
20. If your account has the EU Mini One Stop Shop feature enabled:
a. Check the MOSS Applies box if the Mini One Stop Shop (MOSS) VAT scheme applies to this
subsidiary.
b. In the MOSS Nexus field, select the EU member state (tax nexus) where you are registered
for MOSS VAT returns.
21. To enter the general business address and phone number for this subsidiary, click the Edit link
next to the Address field to display an address popup.
Note: The address form displayed in the popup may vary according to the country
where the subsidiary is located, and depends on the custom address forms defined in
your account. For more information, see the help topic Customizing Address Forms.
■ The country entered here determines the first tax nexus and the NetSuite edition for the
subsidiary.
■ This address is shown, instead of the company address entered at Setup > Company > Setup
Tasks > Company Information, on printed transaction forms for customers or vendors.
■ Click the Override box to edit the default address in the Address field.
22. Click Save.
Setting Up OneWorld 125
After you have saved a subsidiary record for the first time, you can return to the record to edit most
of the fields you defined as well as additional fields on Shipping Address, Return Address, Nexuses,
Preferences, Translation, and System Notes subtabs. For more information, see Editing Subsidiary
Records.
If the Intercompany Time and Expense feature is enabled in your account, an Intercompany Account
is automatically associated with a subsidiary after qualifying transactions are created in the system
such as a journal to eliminate Time and Expense. This account is determined by the subsidiary's base
currency. It is used to offset the transfer of charges from intercompany time and expenses from this
subsidiary to another. For more information, see the help topics Enabling Intercompany Time and
Expenses and Intercompany Clearing Account.
Be aware that you cannot delete the subsidiary where the ID is equal to 1.
Important: The following values cannot be edited after you have saved a subsidiary record:
Subsidiarity of, Elimination, Currency, Edition, and Country.
If you have not yet entered transactions for a subsidiary, you can change the base currency by
performing the following tasks:
# Recreate the subsidiaries using the correct currency and then re-associate them with the
nexus.
Note: You can add custom fields and user event scripts to subsidiary records. Customizing
subsidiary records enables you to add fields and business logic that are specific to the countries
or regions in which your business operates. Go to Customization > Lists, Records, & Fields >
Other Custom Fields. Select Subsidiary as the Record Type. Complete the fields as required and
then save the custom field. For more information, see the help topic Creating a Custom Field.
9. Click Save.
Setting Up OneWorld 127
You can also delete a subsidiary if the only action you have performed is to add tax agency addresses.
Be aware that you cannot delete the subsidiary where the ID is equal to 1.
For information about nexuses, see Understanding Nexuses and Taxes in OneWorld.
In certain countries, accounting regulations require you to have a system in place to lock transactions
to prevent anyone from making changes to them. In NetSuite, you can do this by installing the
Setting Up OneWorld 128
Transaction Locking SuiteApp (Bundle ID 8791), which is available at no cost from the NetSuite bundle
repository.
The Transaction Locking SuiteApp locks transactions by hiding the Edit and Delete buttons from the
following transaction records:
■ Invoice
■ Cash Sale
■ Credit Memo
■ Vendor Bill
■ Vendor Credit
■ Journal
■ Vendor Payment
■ Customer Payment
■ Customer Refund
■ Customer Deposit
■ Cash Refund
This transaction locking affects transaction records only in subsidiaries set up for the following
countries:
■ Austria
■ Brazil
■ Denmark
■ Germany
■ Israel
■ Sweden
■ Switzerland
■ Czech Republic
Warning: After you install this SuiteApp, all roles lose access to the Edit and Delete buttons on
those transaction records.
Numbering transactions by subsidiary can be useful so users with access to only one subsidiary do
not encounter numbering gaps for transactions because they cannot see transactions for another
subsidiary. Also, some countries require unique numbering without gaps for each legal entity.
Note: A transaction inherits its subsidiary from its entity (customer or vendor). See Associating
Subsidiaries with Entities.
5. Click Save.
Note: Bank accounts and credit card accounts are restricted to one subsidiary. When you
create a bank account or credit card account, you can select only one subsidiary for the account.
Also, each account is assigned two exchange rate types: a general rate type that is used for the income
statement, balance sheet, and other general purposes, and a cash flow rate type that is used for the
cash flow statement. Choices of rate types are Current, Average, or Historical.
Go to Setup > Accounting > Manage G/L > Chart of Accounts and click an Edit link for an account to set
up an account record as follows:
1. In the General Rate Type field, select Current, Average, or Historical to determine which
consolidated rate to use in all cases except Cash Flow. For example, the General rate is used for
financial statements and general reports.
2. In the Cash Flow Rate Type field, select Current, Average, or Historical to determine which
consolidated rate to use. For example, Long-term assets use the Historical rate type and the
balance sheet uses the Current rate type on the cash flow statement.
Setting Up OneWorld 130
For more details about rate types, see the help topic Understanding Consolidated Exchange Rate
Types.
For more information about setting up accounts, see the help topic Creating Accounts.
Note: If the Intercompany Time and Expense feature is enabled in your account, an
intercompany clearing account is automatically created when there is an associated transaction.
For more information, see the help topic Intercompany Clearing Account.
■ Unique Employer Identification Number (EIN) from the U.S. Internal Revenue Service (IRS).
■ Unique NetSuite vendor record per tax agency
For example, if your organization includes two subsidiaries located in California, you would need to
set up two differently named NetSuite vendor records for the IRS, and two differently named vendor
records for the California Franchise Tax Board.
Only employees assigned to a U.S. subsidiary designated to process payroll can be included in payroll
processing. Employees assigned to subsidiaries other than the one designated for payroll cannot be
processed for payroll.
After enabling the Inventory feature for OneWorld, you must associate each location with only one
subsidiary. When you do not use the Inventory feature, you have the option to associate each location
with no subsidiary, one subsidiary, or multiple subsidiaries.
In NetSuite accounts that are not enabled for OneWorld, you can enter initial quantities on hand in
each location when you create an item record. However, in a NetSuite OneWorld account, you cannot
enter initial quantities on hand when you create an item record. You must first create the item record,
and then afterward, you must enter an inventory adjustment to specify the initial quantities in each
location. See the help topics Creating Item Records and Adjusting Inventory for more details.
cause inaccuracies in your inventory data. Import only data that is dated later than the OneWorld
upgrade and initial Multi-Location Inventory distribution to maintain accurate inventory information.
When you use Multiple Vendors, on each item record you must specify a preferred vendor for each
subsidiary to be able to drop ship or special order items for that subsidiary.
When using the Order Items form, if a preferred vendor is associated with the subsidiary, it defaults on
the form for each line.
When viewing the item list, the preferred vendor associated with the root subsidiary (highest-level
parent) shows by default.
If an item has a preferred vendor, the purchase price is shown on the item record in the root
subsidiary's preferred vendor currency.
To use the subsidiary logo and address from the transaction record when printing, use advanced
templates. For more information, see the help topic Advanced PDF/HTML Templates. If you print
transactions using basic layouts, the logo and address are sourced from the vendor’s primary
subsidiary.
On each subsidiary record, use the following fields to determine which logos are displayed on pages
and printed on transactions.
centers display the logo selected at Subsidiary Logo (Pages) when the preference to display the
logo is enabled on the Company Information page.
4. Go to Home > Set Preferences.
5. On the Analytics subtab, when you enable the preferences to Print Company Logo and Display
Report Title on Screen, then the logo selected in the Subsidiary Logo (Forms) field displays on
reports you view or print.
If these logo options are not configured for the subsidiary of an entity who logs in, NetSuite checks
each parent subsidiary in hierarchical order to find a subsidiary with the logo settings configured. If no
subsidiary has logo settings configured, NetSuite pages display logos based on the company settings at
Setup > Company > Setup Tasks > Company Information.
To assign an entity to a subsidiary, open the record, and select a subsidiary in the Subsidiary field.
When you select a subsidiary, the fields on the form change to reflect the address format, tax fields and
other information appropriate to the subsidiary.
An entity can only be assigned to a single subsidiary. If a customer or other entity has relationships
with multiple subsidiaries, you must create a sub-record for each subsidiary relationship. Sub-entities
can be assigned different subsidiaries and different base currencies than that of the parent record.
You can assign entities from one subsidiary to an entity associated with a different subsidiary in some
cases. For example, associating entities with different subsidiaries is acceptable in these cases:
Note: After a transaction has posted for the entity, you cannot change the subsidiary selected
on the entity record.
Note: You can share a vendor record with multiple subsidiaries. For more information,
see the help topic Sharing Vendors with Multiple Subsidiaries.
When a lead or contact is generated from an online form, the country associated with the form is
matched to the country of the subsidiary, and that subsidiary is associated with the new record. If
multiple subsidiaries are related to a country or no country is entered, then the root subsidiary is
associated with the new entity.
If you have enabled the Accept Payment Through Top Level Customer preference, parent customers
and their sub-customers must be associated with the same subsidiaries and must both use the same
currencies.
Warning: Customers and their associated projects should be associated with the same
subsidiary.
In the Subsidiary field, you can select one or multiple subsidiaries. To select multiple subsidiaries, press
and hold the Ctrl key while selecting each subsidiary.
You can also check the Include Children box to share the item with all the sub-subsidiaries associated
with each subsidiary selected in the Subsidiary field.
Note: When sharing items across subsidiaries, all of the options selected on the item record
must be compatible across subsidiaries. For example, when entering an inventory item to be
shared across subsidiaries, you should select Income and Asset accounts on the item record
that are also shared across the same subsidiaries.
A subsidiary must be associated with an item in order for the item to be added to a transaction related
to that subsidiary. For example, you enter a sales order and select a customer associated with the
Wolfe US subsidiary on the transaction. When you select an item to add to the sales order, only items
associated with Wolfe US can be added to the sales order.
When creating a Gift Certificate item record, the Income Account and the Liability Account fields show a
list of accounts that is restricted based on the subsidiary selected. If multiple subsidiaries are selected,
only accounts common to all selected subsidiaries are displayed.
In NetSuite accounts that are not enabled for OneWorld, you can enter initial quantities on hand in
each location when you create an item record. However, in a NetSuite OneWorld account, you cannot
enter initial quantities on hand when you create an item record. You must first create the item record,
and then afterwards, you must enter an inventory adjustment to specify the initial quantities in each
location.
Shipping items for the same service have a unique Ship Name but share the same Display/Code name
so you can utilize the real-time rates and shipping label integration features associated with the carrier.
For example, you have two subsidiaries, one for your operations in the United States and one for
operations in Canada. You use UPS Ground service for shipping needs in both subsidiaries. Create a
shipping item for each subsidiary with a Ship Name that identifies the subsidiary where it is to be used:
Subsidiaries US Canada
When you select a customer on a transaction, only shipping items for the subsidiary attached to that
customer display in the list for Shipping Method.
In the Web store, if a shopper has not registered before and does not have a customer record, he
or she can choose shipping items associated with the subsidiary Web site being viewed. When a
registered customer logs in to your Web store, the shopper can only see shipping items associated with
the customer's record. A shopper in Canada sees only shipping items associated with the Canadian
subsidiary.
Setting Up OneWorld 135
You can allow an employee access to data for additional subsidiaries by customizing the Subsidiaries
field for the employee's assigned role at Setup > Users/Roles > User Management > Manage Roles. The
Subsidiaries field is a multi-select box.
The Role page also includes an Allow Cross-Subsidiary Record Viewing box that can be checked to
permit users logged in with that role to see data from subsidiaries other than those selected in the Role
page's Subsidiaries list.
Note: Users with the Book Record Restriction option enabled override permissions granted by
the Allow Cross-Subsidiary Record Viewing option.
The specific records and transactions that employees can view and edit for accessible subsidiaries are
limited by the complete set of permissions defined for their assigned roles. For example, employees
of the U.S. subsidiary by default would only be able to view and edit data for the U.S. subsidiary. If
you customize the U.S. Controller role to select the U.S. subsidiary, Mexico subsidiary, and Canada
subsidiary in the Subsidiaries list, then employees assigned the U.S. Controller role could view and edit
data for all three of these subsidiaries. Also, if you checked the Allow Cross-Subsidiary Record Viewing
box for the U.S. Controller role, employees assigned this role could view data for all subsidiaries other
than the three selected ones.
Note: If an employee has access to all active subsidiaries, but not to one or more inactive
subsidiaries, the employee is considered to have access to all subsidiaries.
The following choices are dependent on the subsidiaries selected for the user's assigned role, or if
none are selected there, on the subsidiary assigned to the employee record:
■ Available subsidiary(ies) in the Subsidiary field when the user creates new entity and item records
□ See Associating Subsidiaries with Entities and Associating Subsidiaries with Items.
Setting Up OneWorld 136
A user can restrict the records displayed in NetSuite to those for a single subsidiary by setting
preferences on the Restrict View subtab of Home > Set Preferences. See Restricting Your Subsidiary
View.
For many reports, you can select a subsidiary after you run the report, by selecting from a Subsidiary
Context list in the footer of the results page. These reports support consolidation, or rollup of
subsidiary results. See Understanding Subsidiary Context for Reports. However, for some reports
that do not support consolidation, you must set your user preferences to restrict your view to a single
subsidiary before you can run the report.
You can restrict the data shown in the current login session including the user interface, searches, and
reports, on the Restrict View subtab at Home > Set Preferences.
To restrict the view to a parent subsidiary and its children, select the parent subsidiary from the
Subsidiary list and check the Include Sub-Subsidiaries box.
To restrict the view to a single subsidiary, select it from the Subsidiary list and do not check the Include
Sub-Subsidiaries box.
When you restrict your subsidiary view, the departments, locations, and classes available to you are
limited to those associated with the selected subsidiary.
The view restrictions you set here apply only to the current login session for current role. The next time
you log in with this role, your normal settings are applied.
Note: It you select your root subsidiary in the Subsidiary list, all subsidiaries are included.
Therefore, You need not check the Include Sub-Subsidiaries box.
Read the following help topics to learn more about Subsidiary Navigator:
Prerequisites
Before you install Subsidiary Navigator, make sure that the following NetSuite features are enabled:
■ Client SuiteScript
■ Server SuiteScript
■ Subsidiary
Installation
Subsidiary Navigator is available for installation as a SuiteApp:
Subsidiary Navigator is a managed SuiteApp and is automatically updated whenever there are changes.
These issue fixes and enhancements are available after the SuiteApp is updated in your account.
For information on installing SuiteApps, see the help topic Installing a Bundle.
Note: The Enable Tooltip setting and the Show Logo slider option is available only on
the Administrator’s account.
Changes to these settings are applied immediately. Click anywhere outside the settings area to hide the
settings.
You can restrict your view to a particular subsidiary or group of subsidiaries. You can do this in one of
two ways:
The selected subsidiary and all of the sub-subsidiaries are highlighted. Portlets on the dashboard
update automatically to show records for the selected subsidiaries.
Setting Up OneWorld 139
Note: The settings apply for the duration of your current session. Normal settings are restored
on the next login.
When logged in using a custom role, the Subsidiary Navigator Portlet displays the subsidiaries assigned
for that particular role.
Below is an example of the subsidiaries selected for a custom role:
For this example, the Subsidiary Navigator displays the selected sub-subsidiaries and the parent
subsidiary only.
Note: Users need access to more than one subsidiary for Subsidiary Navigator to work.
If a custom role has no subsidiary selected for it, the restriction defaults to the subsidiary of the
user.
If a custom role only has sub-subsidiaries selected for it, the Subsidiary Navigator displays the
sub-subsidiaries, its parent subsidiary, and any other subsidiaries that connect it to the root
subsidiary. Users can click the parent subsidiary but doing so does not affect the behavior of the
portlets on the dashboard. The portlets only display records for the sub-subsidiaries selected
for the role.
Important: If a custom role has the Allow Cross-Subsidiary Record Viewing option enabled,
clicking a subsidiary node in the Subsidiary Navigator portlet displays all relevant records
including those which the role is not granted access. Users with the role may open all displayed
records but are not able to edit those to which access is not granted.
Important: Some reports do not support consolidation and can return results for only
one subsidiary at a time. Before you can run one of these reports, you must set your user
preferences to restrict your view to a single subsidiary, at Home > Set Preferences on the
Restrict View subtab.
If a report can show consolidated information, the Subsidiary Context field in the footer of the
report includes options appended with (Consolidated) such as in the report titled HEADQUARTERS
(Consolidated). When you select a consolidated subsidiary on a report, data is displayed for the
selected subsidiary and for all of its child subsidiaries including elimination subsidiaries. For example,
if you choose Subsidiary Context HEADQUARTERS (Consolidated), the report displays consolidated data
for the UK and all of its child subsidiaries, Germany, Ireland, and Italy.
When you select an option that is not consolidated, data is displayed for only the single selected
subsidiary. For example, selecting Subsidiary Context UK displays only the UK subsidiary data, or
selecting Subsidiary Context Germany displays only the German subsidiary data.
If NetSuite Professional Services has provisioned Multi-Book Accounting in your account, you can run
consolidated reporting on any accounting book enabled for consolidation.
For more description and examples of the Subsidiary Context filter, see Understanding Subsidiary
Context for Reports.
When data is displayed for a single subsidiary, the base currency of that subsidiary is used for
amounts. When consolidated data is displayed for multiple related subsidiaries, the base currency of
the parent is used for amounts. Consolidated reports use the Consolidated Exchange Rates table to
translate child subsidiaries' amounts to roll up into consolidated parent subsidiary amounts. See the
help topic Using Consolidated Exchange Rates. Reports that include budget as well as actual amounts
such as some financial statements, can use a separate Budget Exchange Rates table for translation of
budget amounts. See the help topic Running Subsidiary-Specific Budget Reports.
Financial statements have other specialized capabilities in OneWorld, including subsidiary-specific
layouts. See the help topic Working with OneWorld Financial Statements. Consolidated balance sheet
and cash flow statement reports use a special account called Cumulative Translation Adjustment (CTA)
to achieve balance when there is more than one currency. This account is necessary because the rate
types of accounts may differ, resulting in different rates being used that can cause an imbalance.
The CTA is also used wherever consolidation across accounts with different rate types occurs such as
the consolidated trial balance. For more information, see the help topic Understanding Cumulative
Translation Adjustment (CTA).
Important: Some reports do not support consolidation and can return results for only one
subsidiary at a time. These reports do not include the Subsidiary Context filter. Before you can
run one of these reports, you must set your user preferences to restrict your view to a single
subsidiary, at Home > Set Preferences on the Restrict View subtab.
Selecting a subsidiary filters the report data to display only data from the selected subsidiary. Note that
elimination subsidiaries are available as options. In the case of consolidated subsidiaries, data is shown
for all child subsidiaries of the consolidated parent subsidiary including elimination subsidiaries.
Consolidated Reporting in OneWorld 141
Wolfe US (Consolidated)
Wolfe US
Wolfe Germany
Wolfe UK (Consolidated)
Wolfe UK
Wolfe Japan
Wolfe Singapore
A virtual consolidated node is inserted for each parent. By selecting the consolidated node you get
a summary of all transactions associated with the child subsidiaries underneath the node including
elimination subsidiaries, if any.
When using a role that is restricted to certain subsidiaries, you are provided a different view based on
your level of access.
Using the hierarchy from the example above, if you had access to only the Japan subsidiary, you would
see the following choices in the Subsidiary Context filter on reports:
Wolfe US (Context)
Wolfe UK (Context)
Wolfe Japan
Because this role has access that is restricted to a single subsidiary, no consolidated data is included.
However, you can still see the data in Wolfe Japan as it would appear in the currencies and layouts of
parent subsidiaries.
If a user with access to the Singapore and Japan subsidiaries ran a search, the user would see all
currency amounts displayed in UK pounds since Wolfe UK is the LCA for these subsidiaries. If the user
had access to Japan and Germany, currency amounts would show in US dollars.
Individual users can choose to limit the data they see to a single subsidiary at Home > Set Preferences
> Restrict View. For more information, see Restricting Your Subsidiary View.
Important: You can select the type of exchange rate applied to and advanced search or saved
search of transactions, by choosing a Consolidated Exchange Rate option for search results. See
the help topic Selecting Exchange Rate Types for Transaction Searches.
Each customer, or other entity, is associated with a single subsidiary, enabling you to track forecasts
and quotas on a subsidiary basis.
To create a quota, go to Transactions > Quota/Forecast > Establish Quotas, and select a sales rep. In the
Subsidiary field, select the subsidiary or consolidated subsidiary you want to base this quota on.
If you select a consolidated subsidiary, sales made by this sales rep for the parent subsidiary and all
of its child subsidiaries are counted toward the quota. If you select a single subsidiary, only the sales
made for that subsidiary count toward the quota.
If you select a subsidiary, the sales forecast represents the rep's forecast for the parent subsidiary and
all of its child subsidiaries. The sales rep's quota for that subsidiary is shown in the Quota field.
Commission schedules have a subsidiary field. Commission plans can include any commission
schedules regardless of the subsidiary chosen on those schedules.
If you are basing a commission schedule on quota, you must have a quota entered for the selected
subsidiary.
Working with OneWorld CRM 144
Any transactions made for the selected subsidiary, or for any subsidiaries beneath it in the subsidiary
hierarchy are used to calculate commissions for sales reps assigned to the commission schedule.
Commission schedule amounts are entered in the base currency of the selected subsidiary. The
consolidated exchange rates table is used to calculate values for transactions for other subsidiaries
with different base currencies.
If the employee or partner makes a sale on behalf of a subsidiary other than the one they are assigned
to (that is, the subsidiary selected on the employee or vendor record), the commission is generated
according to the following:
■ If you have a commission schedule in the currency of one subsidiary, and a sales rep makes a sale
on behalf of one of the child subsidiaries, the commission calculation is converted to the sales rep's
currency by using the consolidated exchange rate table.
■ The commission calculation is performed based on the currency of the subsidiary assigned to the
commission schedule. All values on reports and Kips display the commission in that currency even if
the currency assigned to the partner or employee's subsidiary is different
■ The commission transaction that is generated is always in the base currency of the subsidiary
assigned to the employee or partner (on the partner's vendor record). If necessary, a commission
created for a schedule assigned to another subsidiary is converted from the exchange rates on the
transaction to the currency of the employee or partner.
■ After commission is authorized or approved, the commission expense and payable always impact
the books of the subsidiary assigned to the employee or partner. This is true even if the transaction
that generated the commission is related to a different subsidiary than that of the employee or
partner or if the commission schedule is assigned to another subsidiary.
Sales reps from different subsidiaries can be assigned to sales managers from the same or
other subsidiaries. The sales for subordinate sales reps roll up to the sales manager by using the
consolidated exchange rates between the subsidiaries for the period in which the sales transaction is
booked.
The estimated commission reports, commission plan and commission transaction show the
commission amounts converted to the US dollar according to the exchange rates in the consolidated
rate table for the period in which each transaction was booked:
Note: The exchange rates used for commission calculations are stored, and if the rate on the
consolidated rate table changes, the schedule must be recalculated to reflect the change.
Using this same example, if a quota was set for this sales rep and associated with the US subsidiary, the
quota would include sales made on behalf of the US and both of its child subsidiaries.
If you establish a quota for the US parent subsidiary and for Wolfe UK:
■ Sales made on behalf of the US, UK or Germany subsidiaries are included toward the US quota.
■ The UK quota would only include sales made on behalf of the UK subsidiary.
Following this example, a rep is assigned a commission plan with a schedule that is associated with the
US subsidiary. This schedule pays 10% of all sales exceeding quota.
The rep has a quota of $3000 for this period, and he makes the following sales:
The rep exceeded his quota by $500 and receives a commission payout equal to 10% of $500, or $50
USD.
Note: If changes are made to the consolidated exchange rates, the commission schedule must
be recalculated.
The accounts that are selected on this page must be accessible to the chosen subsidiary.
When authorizing commission in bulk, the currency rate that is used is the most recent transaction
currency in the currency rate table for each respective currency. For example, if a Canadian rep
is earning commission on a US commission schedule, the schedule generates the commission
transaction in US dollars. This ultimately needs to be posted to the Canadian subsidiary's books in
Canadian dollars. The rate used for this conversion is based on the rate stored in the consolidated
exchange rate table.
The currency rates used during authorization are the most recent exchange rates in the currency
exchange rate table at Lists > Accounting > Currency Exchange Rates.
The By Transaction and By Period subtabs on the individual commission pages now include the
following columns:
■ Currency – This is the currency of the commission transaction (which is the same as the currency of
the subsidiary assigned to the employee or partner.
■ Subsidiary – This is the subsidiary to which the commission transaction is posted.
■ Exchange Rate – This column shows only for partner commission. This determines the rate from
the base currency of the subsidiary assigned to the partner to the partner's transaction currency.
For example, assume that you have a partner that is paid in Canadian dollars assigned to a UK
subsidiary who sells on behalf of a US subsidiary. The commission schedule would be in US dollars.
The exchange rate on each line of the commission transaction would use a rate to convert the
amount from USD to GBP, and the exchange rate in the header would convert the amount from GBP
to the partner's currency, CAD.
The Subsidiary field is always considered when determining if the records created by a form is a
duplicate. You cannot clear the box in the Search column for this field. This field is also hidden by
default.
If a customer fills out an online form and the information matches a customer record for another
subsidiary, a new record is created. A customer is only considered a duplicate if there is another
matching customer record with the same subsidiary as the one selected on the online form.
You can set the subsidiary on an online form in the following ways:
Working with OneWorld CRM 147
■ Add the Subsidiary field to the form, and allow those that fill out the form to select a subsidiary.
■ Pass the subsidiary through the URL with the &subsidiary parameter. This enables you to hide the
field on the form.
■ Set the default subsidiary on the Set Up Workflow subtab of the online form record in the Default
Subsidiary field.
■ Select the subsidiary that is included in the visitor ID of the person submitting the form. The visitor
ID is tracked in the cookie that is issued when someone visits your Web site.
If more than one method is utilized, the subsidiary is selected in the following order of precedence:
If you use online customer forms to create contact records, the contact is assigned the subsidiary
associated with the customer record it is tied to.
You can use NetSuite’s search capabilities to access system notes for auditing purposes.
■ A general system note search can return system notes for all record types. A system note search can
be filtered by record type, so that the results include only system notes for a particular record type.
See Searching System Notes.
■ Searches of record types that support system notes can include system notes details in results. For
example, a customer search can include values for system notes fields related to customer record
changes in results. This support is based on a join between system notes records and their related
parent records. See the help topic Defining an Advanced Search.
■ System notes include a Context field. The context describes how the change was made. For
example, users and external systems can perform updates through the user interface, web
services, SuiteScript, and a variety of other methods. Each method is considered a context. See
Understanding the Context for Changes.
NetSuite provides predefined audit trails for many frequently used records. Audit trails are searches of
system notes, with filters and results already defined.
Auditing Master Data and Configuration Changes in NetSuite 149
■ An audit trail link, available at the top of most list pages, can return system notes for a particular
record type. See Viewing an Audit Trail for a Record Type.
■ The audit trail for transaction records is available at Transactions > Management > View Audit Trail.
See Using the Transaction Audit Trail.
Many record types also include a History subtab where you can track updates to each record, including
line-level changes.
The deleted record search type lets you retrieve details about records that have been deleted. See
Searching for Deleted Records.
You can create a system note saved search that returns system notes for the Enable Features page,
by choosing the Enable Feature filter for the Record Type field of the search. You can run this search
regularly to track changes to enabled features.
The Enable Features page includes a link to an Audit Trail page. It is available from the More link in the
upper right of the page. See Auditing Account Preferences.
For a list of the specific pages covered, see System Notes for Changes to Configuration and Setup
Pages.
The Company Information page (Setup > Company > Company Information) has a System Notes
subtab. Most of the other configuration pages do not have this tab. You can create a system note saved
search that returns system notes for these pages, by setting a filter for the Record Type field of the
search. For system notes for the Company Information page, choose the Company Information filter.
For system notes for the General Preferences and Accounting Preferences pages, choose the Company
Preferences filter. For system notes for an accounting list, set a filter that matches the name of that
list.
The General Preferences and Accounting Preferences configuration pages include a link to an Audit
Trail page. It is available from the More link in the upper right of the page. See Auditing Account
Preferences.
■ NetSuite provides a simple role search you can use to find a particular role or set or roles, or to
return a list of roles and their characteristics. For information about running simple searches, see
the help topic Defining a Simple Search.
Auditing Master Data and Configuration Changes in NetSuite 150
■ You can use the SuiteScript Search APIs to create and automate role searches. For more
information see the help topic Search APIs. Note that role record searches do not support the
nlapiLoadSearch(type, id) search API.
■ You can create advanced employee and role record saved searches to find information about roles
and permissions. For example, you can verify permissions assigned to a role, or verify permissions
assigned to an employee or an employee’s role. For information about auditing permissions, see the
help topics Using Searches to Audit Roles and Using Searches to Audit Permissions By Employee.
■ A History subtab is available on the Access subtab of the Employee record, that shows changes to
roles and global permissions assignments for the employee. This subtab includes date/time, user,
and a description for each change.
■ NetSuite provides a function you can use to quickly review the differences in permissions between
roles. See the help topic Showing Role Permission Differences.
Each custom record type definition page has a History subtab and a System Notes subtab. The System
Notes subtab has additional fields not included on the History subtab, and the History subtab includes
Notes. You can include system notes fields in a custom record type search, by selecting them on the
Results tab of the saved search definition page. You can create a system note saved search that returns
system notes for a custom record type, by choosing the record type name as a filter for the Record
Type field of the search.
Currently each custom transaction type definition page does not have a History subtab or System
Notes subtab. You can include system notes fields in a custom transaction type search, by selecting
them on the Results tab of the saved search definition page. (To create a search for a custom
transaction type, you need to create a Transaction search and set the Type field to the specific
custom transaction type.) You can create a system note saved search that returns system notes for
all transactions, including custom transaction types, by choosing the Transaction filter for the Record
Type field of the search.
Custom Fields
Each custom field definition page, for most types of custom fields, has a History subtab and a System
Notes subtab, both of which are displayed under History. These two subtabs have slightly varying
fields.
Auditing Master Data and Configuration Changes in NetSuite 151
System notes for fields with encrypted stored values mask old and new field values, displaying
asterisks only, for security reasons.
History and system notes are supported for custom entity fields, custom item fields, custom
transaction body fields, custom transaction column fields, custom transaction item option fields, and
other custom fields.
History and system notes currently are not supported for custom item number fields or custom
segments.
Custom Forms
Each custom form definition page has a History subtab. For each change, this subtab lists the date/
time, user, type of change, and any notes.
History is supported for custom entry forms, custom transaction forms, and custom address forms.
SuiteScripts
As of 2016.2, script and script deployment records have a System Notes subtab. Existing script and
script deployment records that already had history associated with them before 2016.2 have a History
subtab and a System Notes subtab. The History subtab lists logged activity that occurred before 2016.2,
and the information on this subtab is no longer updated. Any activity as of 2016.2 or later is logged on
the System Notes subtab.
Each system note for a change to a script or script deployment captures the following information:
During script execution, a detailed script execution log is generated when either an unexpected error
occurs or the nlapiLogExecution method is called. See the help topic Creating Script Execution Logs.
NetSuite provides access to the current and past runtime statuses of all SuiteScript 1.0 scheduled
scripts that have been executed in your account. See the help topic Monitoring a Scheduled Script's
Runtime Status. A similar page is provided for monitoring the status of SuiteScript 2.0 map/reduce
scripts.
You can view a list of all record types that have user event or global client scripts associated with them
in your account. See the help topic Using the Scripted Records Page.
Change management for edits to script files can be handled outside of NetSuite, through the source
control management system used by script developers.
Plug-in Implementations
As of 2016.2, plug-in implementation records have a System Notes subtab. Existing plug-in
implementation records that already had history associated with them before 2016.2 have a History
subtab and a System Notes subtab. The History subtab lists logged activity that occurred before 2016.2,
and the information on this subtab is no longer updated. Any activity as of 2016.2 or later is logged on
the System Notes subtab.
Auditing Master Data and Configuration Changes in NetSuite 152
Eachc system note for a change to a plug-in implementation captures the following information:
Workflows
The Workflow Manager that is used to build workflows in NetSuite includes extensive History
information about changes to the workflow defintion. See the help topic Workflow Definition Page
History Subtab. As of 2016.2, the Workflow History Record Statistics dialog provides a way to view
workflow history statistics and supports the purging of history records for finished workflow instances.
The record purge is logged on the Workflow Definition page History tab. When a purge completes, an
email is sent to the user that initiated the purge. See the help topic Workflow Instance and History
Record Purges.
You can run a search to get a list of workflow instances that completed or are currently in progress for
a specific workflow definition or multiple workflow definitions. See the help topic Workflow Instance
Search.
For more detailed monitoring of what a workflow is doing, you can enable logging that tracks all actions
and transitions that execute on a record for each state that a workflow enters. See the help topic
Workflow Execution Log.
Bundles
NetSuite supports tracking of all bundle installations, updates, and bundle uninstallations in your
account. See the help topic Viewing the Bundle Audit Trail.
For bundles that you create, the Bundle Builder supports versioning. A Version field is available on
the Bundle Basics page when you are creating or editing a bundle. You can deprecate an out of date
bundle, to indicate the version of the bundle that should replace it. See the help topic Deprecating a
Bundle
Information on execution of saved searches is available via the saved search Execution Log and the
Saved Searches list. See the help topic Auditing Saved Search Execution.
Each item record includes a System Information subtab that provides system notes, a list of active
workflows on the item, and a history of workflows executed against the item.
Each project record includes a System Information subtab that provides system notes, a list of active
workflows on the project, and a history of workflows executed against the project.
System notes are also logged on changes to general configuration settings that have a financial impact.
Setting changes that are logged include:
■ Company information
■ General preferences
■ Enable features
■ Accounting lists
■ Tax setup
An audit trail is a search for system note records related to a certain record type. The Transaction Audit
Trail enables you to produce a report that provides a detailed history of all transactions entered into
NetSuite, or you can view system notes for multiple transactions. The audit trail provides information
about the transaction, who entered the transaction, and when the transaction was created or modified.
The Transaction Audit Trail report is available to the CEO, CEO (Hands Off), CFO, Full Access, and
Support Administrator roles.
Perform a review of system notes and audit trails regularly. As part of an Activity Logging Review, users
with appropriate permission should review items like system notes in addition to reviewing specific
field changes, script changes, and expired access, and any other ongoing auditing that is required by
your organization.
■ To view system notes for enabled features, enter Record Type is Enable Features
■ To view system notes for company preferences, enter Record Type is Company Preferences
System Notes Overview 155
On the Available Filters subtab, you can specify that the search results can be filtered by record type.
For more information, see the help topic Creating Saved Searches for System Notes.
Use the Field dropdown list on the System Notes subtab to see changes for a certain field.
For more information, see Auditing Master Data and Configuration Changes in NetSuite.
Account administrators can use the Audit Trail to review a list of changes, including the names of
changed preferences and features, who changed them, when they were changed, what the values of
the preference were before and after the changes, and whether the changed features were enabled or
disabled.
Note: The General Preferences and Accounting Preferences pages support SuiteScript. If a
preference has been reset through scripting, NetSuite administrators will be able to view all
details regarding the change.
Documenting Changes
It is important that you design appropriate controls in your system development life cycle (SDLC)
related to customizations of the NetSuite application, such as custom roles, scripts, custom records,
workflows, and other customizations. Your change management process should ensure that changes
are authorized, tested, approved, and documented.
Documenting Changes 156
You should document changes on a standard change request form. This form can be physical, but an
electronic form is recommended. For example, depending on the nature of the change, the NetSuite
product team maintains change documentation through issue records, production maintenance
records (a custom record type created for this purpose), or feature records.
Depending on business needs, NetSuite custom records can be tailored to serve as change request
forms. Ideally, whatever documentation is used, the form should contain information that can easily
be completed by the requestor. The request should be tracked internally via a document repository
tool, and should include an approval mechanism to move the request from stage to stage in the
change management process. A benefit to using issue records or custom records within NetSuite is
that you can run saved searches these records to generate a list of all changes for specific periods.
Saved searches also support filtering to deliver information needed for audits or reviews. Using custom
records also makes it easier to ensure that required fields are completed before tickets are closed,
and that approvals are obtained before a change request moves to the next level. Fields such as
attachments of test plans, or summary of test results can be required within the request.
■ Requestor name
■ Date of change request
■ Description of change request
■ Reason for change
■ Assignee to implement change
■ Authorization to begin work to implement change
Custom forms can be combined with a workflow to ensure that approvals are routed automatically
when specific steps are completed. For example, after a requestor submits the form, it can go to
an authorized individual or group to approve the change. The request can then be routed to other
approvers as it moves through the following steps of the process:
■ Development
■ Testing / Quality Assurance (QA)
■ Implementation in Production
Each step along the way should be documented on the request form. This documentation provides
point-in-time information on each change, identifying the environment in which the code change
resides, responsibility for the change, and the impact of the change.
As with any process, exceptions may occur, and when they do, the change management process
needs to document how to handle these exceptions and capture appropriate evidence. It is possible,
for example, that if production code breaks, a developer may be required to go directly into the
production code to quickly correct the problem. That change would then be worked backwards into
the other environments, like test and development. In this example, that emergency change would
be documented on the request form. It would be noted who performed the change in the production
environment, when it was performed and why it did not follow normal SDLC procedures. It is important
to capture these details as evidence for auditors. A well-controlled program code change management
process includes strong segregation-of-duties controls to ensure the right people are making the code
changes and moving code to the correct environments, only after receiving the proper approvals.
Audit Enablement
The NetSuite application has many features that enable user entities to build and manage proper
internal controls over its financial reporting. The use of NetSuite as a financial system provides the
Audit Enablement 157
opportunity for financial process controls to exist in a single system for the organization and then
extend that functionality with applications from Fastpath or FloDocs.
There are several customizations that can be done to help ensure that financial transactions are
reasonably free from misstatements due to errors. These include:
NetSuite is a tool designed to help its customers meet their business needs, but it is up to customers
to ensure that they properly understand their requirements and figure out how they can use NetSuite
to meet those requirements. The implementation of controls to enable auditing is customizable for
each customer’s business needs. Customers should properly understand their risks, how they want
to address them, the level of controls to be put in place, and how they will monitor these controls.
They also need to understand their compliance obligations, and the requirements for each of these
obligations.
Internal Controls in NetSuite 159
■ Some controls are supported “out of the box”, meaning they do not require setup after your
NetSuite account is operational. See Out of the Box Internal Controls.
■ Other controls require some basic setup in the NetSuite UI before they are available. See Internal
Controls that Require Basic Configuration.
No customizations are required for you to utilize any of these general controls in your NetSuite
environment. Audited companies should consider taking credit for the partial or full mitigation of risks
provided these internal controls.
Many internal control processes specific to your company may require the creation of some basic
customizations, such as custom fields, custom records, workflows, and scripts. These types of custom
solutions may be available as NetSuite Professional Services SuiteSolutions, SuiteApps, or Partner
Applications. Or these solutions can be built by NetSuite developers.
■ Accounts Receivable
□ Outstanding invoices are aged and added to an A/R aging report in real time.
■ Financial Close
□ General ledger accounts automatically roll up into financial statement line items.
□ The financial statement consolidation process is performed on a real-time basis.
□ The general ledger is automatically configured to include all accounts with balances.
□ All transactions automatically roll up into the general ledger in real-time.
□ Transactions cannot be posted to closed periods in NetSuite.
□ Out of balance transactions are automatically rejected.
□ Transactions referencing a closed period are automatically rejected.
□ Transactions containing an invalid or inactive GL segment, for example, account or cost center,
are automatically rejected.
□ CTA (cumulative translation adjustments) are automatically calculated in NetSuite.
□ FX (currency translation) related adjustments are automatically calculated in NetSuite.
□ Access to open and close the GL accounting period in NetSuite is restricted to selected users.
After a GL period is closed, NetSuite subsequently does not allow posting of any GL-impacting
entries to a closed period.
□ Allocation weight is dynamically calculated when an allocation journal is generated, based on the
current statistical account balance.
Out of the Box Internal Controls 160
□ When a customer exceeds their credit limit, NetSuite can enforce an automatic hold or simply
initiate a warning message.
□ Orders that are entered into NetSuite, but not yet billed, can be included in customer credit limit
calculations.
□ Standard grace periods for overdue invoices prior to placing a customer on hold can be set up in
line with the customer credit policy.
□ Edits to previously approved sales orders are disallowed.
□ NetSuite prohibits users from making any changes to a revenue recognition schedule for a
transaction after the A/R period has been closed.
■ Procure to Pay
□ Records and transactions can optionally be limited by the department of the individual entering
or editing them.
□ Records and transactions can optionally be limited by the class of the individual entering or
editing them.
□ Records and transactions can optionally be limited by the location of the individual entering or
editing them.
■ Revenue
□ NetSuite does not allow revenue recognition greater than 100% of the total amount of the
project.
■ Time Entry
□ Time entry requires supervisor approval.
□ There is a maximum number of hours an employee can enter for a given week in line with the
HCM policy.
□ There is a maximum number of hours an employee can enter for a given day in line with the
HCM policy.
□ There is a minimum number of hours an employee can enter for a given day in line with the
HCM policy.
■ Accounts Receivable
□ Open receivables identified by user-defined conditions, such as large invoices or exceeding the
credit limit, are automatically identified and routed for review.
■ Financial Close
□ The amount of expense to be amortized per month is automatically spread based on the
amortization schedule prepared by A/P.
□ NetSuite automatically allocates the expenses to different departments based on the allocation
percentages.
□ Access to open and close the sub-ledgers (A/P, A/R, and Payroll) and the general ledger is
restricted to approved roles.
□ Elimination journal entries are automatically generated based on intercompany drop-ship
workflow transactions.
□ Intercompany accounts are automatically reconciled.
Internal Controls that Require Basic Configuration 162
■ Commissions
□ Monthly, NetSuite automatically calculates eligible commission amounts based on the plan type
linked to the participant (employee or partner).
□ After a commission is approved, it is automatically posted to A/P and to the general ledger, and
is auto-populated for the payroll run.
□ Commissions are calculated and processed in line with standard compensation agreements.
■ Fixed Assets
□ Edit access to the Fixed Asset Module is restricted to users with approved roles only.
□ NetSuite FAM is configured to calculate monthly depreciation based on the asset’s cost,
depreciation method, and useful life.
■ Human Resources and Payroll
□ Edit access to the Payroll folder, which contains the Payroll Worksheet, is restricted to users with
approved roles.
□ NetSuite auto-populates employee hours and expenses after appropriate approvals are
obtained in the system.
□ Once a payroll is committed, the related payroll taxes, benefits, bonuses, and commission
expenses are automatically calculated and posted to the general ledger.
■ IT General Controls
□ NetSuite compares contact and customer records and provides notifications of possible
duplicate records.
□ Employee access can be restricted based upon IP address.
■ Order to Cash
□ A general ledger journal entry is automatically created when an authorized credit memo is
created and approved.
□ A journal entry is automatically generated when a batch payment posting is created and
approved.
□ After all payments from a bank batch are applied, a deposit activity is performed in NetSuite and
the related journal entry is automatically generated.
□ When payment from the bank for a single activity is applied, a deposit activity is performed in
NetSuite, and the related journal entry to accounts receivable is automatically generated.
□ Unbilled approved T&M hours are automatically populated in NS for invoicing.
□ NetSuite only allows fulfillment and shipment of inventory if the following conditions are met:
▬ Sales order is in Pending Fulfillment or Partially Fulfilled status and is not on hold for any
reason.
▬ Part numbers of items being fulfilled match part numbers on the Sales order and the
quantity being fulfilled does not exceed the quantity on the sales order.
▬ For serialized inventory items, such as switches, each fulfilled serial number matches a serial
number that exists in finished goods inventory.
□ Shipping amounts are automatically calculated and applied to transactions based on rules.
□ A 1099 or W2 is required prior to vendor approval.
■ Procure to Pay
□ NetSuite automatically routes a PO for approval based on the approval policy set. Only POs that
have been properly approved can be processed for invoicing.
□ Spending thresholds on POs are built into a workflow as required by governance.
□ Spending thresholds on non-PO spending are built into a workflow as required by governance.
Internal Controls that Require Basic Configuration 163
Managing Transactions
NetSuite provides several features that enable you to record reasons for deleting transactions and view
transaction history. See the following topics.
Note: Transaction deletion reasons must be unique to avoid duplication, and cannot exceed
30 characters. The name is case sensitive, therefore, the transaction deletion reason MY CODE is
unique from the transaction deletion reason my code.
You can disable the feature at any time. Transactions to be deleted will no longer require a deletion
reason. Deletion reasons will not be accessible from Accounting Lists. The Transaction Numbering
Audit Log will continue to provide the deleted transactions and transaction numbers, deletion date,
user performing the deletion, reason for deletion, and any related memo.
NetSuite stores data on each entry that a user makes to create, change, or delete a transaction. This
data includes all users involved in the history of this transaction, each user's action, the date and time
of that action, if there was an account impacted, and the amount after the change.
This historical data may be referred to as system notes, an audit trail, or as history. NetSuite provides a
variety of methods for you to retrieve historical details about changes made to transaction records. See
the following topics for information:
NetSuite also provides a more general system note search function that retrieves details about other
types of records in addition to transactions. For information about this function, see Searching System
Notes.
When creating some transactions, you can create and add tasks, events and phone calls associated
with the transaction from the Communication subtab. After you save the transaction, this
information is combined on an Activities subtab. This enables you to track meetings and conference
calls you schedule in the process of finalizing a sale.
To use transaction subtabs, go to the Transactions tab and click the type of transaction you want
to use. On the transaction form, click the System Information or Communication subtab. Not all
transaction records have a System Information or Communication subtab.
Notes:
■ The System Information subtab is available on most transaction records. However, some records
available from the Transactions menu are not classified by the system as transactions and do not
provide the System Information subtab, including Amortization Schedules, Budgets, Commissions,
Partner Commissions, Paychecks, and Quotas.
■ The Communication subtab is not included on all transaction records.
Now, employees with the new customized role can view the Transaction History subtab on customer
records and click the links to view those transactions.
To assign employees this custom role, go to Lists > Employees > Employees, and click Edit beside the
employee you want to assign the role. Click the Access subtab. Select the new role in the Role field, and
click Add/Edit. Click Save.
Important: If the Global Permissions feature is enabled, the Financial History permission also
can be added on a per-employee basis. For information, see the help topic Using the Global
Permissions Feature.
By default, system notes for all transaction fields are listed. Select from the Field dropdown list to list
only changes for one selected field.
On the System Notes subtab, you can view past details related to the transaction, including system
logs. System notes list each change made to the transaction, with the following information:
■ Date/Time – when each change was made to the transaction. The date/time is shown in the
company timezone.
■ Set by – the user that made each change.
□ Some changes are made by the system, for example, fields where values are auto-populated.
■ Field – the field where each change was made.
□ If you are using the Accounting feature, system notes include general ledger impact of changes
with an entry of Impact in this column. For information, see the help topic General Ledger
Tracking in Transaction System Notes.
■ Type – the type of each change.
■ Old Value/New Value – the data in the field before it was edited and the new information entered
for each change.
■ The setting for Log System Notes on Updates Only at Setup > Company > General Preferences
determines whether system notes are generated when a transaction is created. This preference was
introduced in Version 2012 Release 2. By default, it is enabled for new accounts as of that release or
later, and disabled for accounts that existed before that release.
■ Click the Customize View button to define criteria for filtering system notes and/or to change the
displayed results columns. Clicking this button opens a Saved System Note Search definition page.
After you have defined this type of search, you can select it from the View dropdown list for an
alternate system notes display. For information about creating this type of search, see the help topic
Creating Saved Searches for System Notes.
■ System notes on the System Information subtab relate to each transaction as a whole. Line-level
system notes also are available from History links for individual items, expenses, and journal line
items on transactions. For more information, see Line-Level Audit Trail for Transactions.
■ To view system notes for multiple transactions, filtered by field values, go to Transactions >
Management > View Audit Trail. For more information, see Using the Transaction Audit Trail.
To view the Transaction Audit Trail, go to Transactions > Management > View Audit Trail. In the NetSuite
U.K. edition, go to Transactions > Other.
By default, the Audit Results page sorts transactions by their system-generated Internal ID. Click the
text at the top of any column to sort the list using that attribute.
The page displays a one-line summary for each transaction. Click on a transaction's link in the Date/
Time column to view details and G/L Impact for that transaction.
For more information about audit results data, see Tracking Financial Account Changes.
When the Audit Results page appears, there are 8 columns that contain information:
■ Date/Time – This is the date and time your data was saved.
All times are expressed in Pacific Standard Time (PST). When Daylight Savings Time is in effect, all
times are expressed in Pacific Daylight Time (PDT).
If you import data or load sample data, all the dates and times of existing transactions appear as
the date and time your data was loaded.
■ Username – This is the name of the person who created, changed, or deleted the transaction.
If your company memorizes transactions, the name of the user who created these transactions
appears.
■ Action – This is what was done to the transaction. This can be CREATE, CHANGE, or DELETE.
If you void a transaction, CHANGE appears.
■ Type – This is the type of transaction that was created, changed, or deleted.
■ Number – This is the number specific to each transaction. For example, invoice number 18 or check
number 1400.
■ Post Date – This is the date your transaction was posted to the account.
■ Account – This is the financial account that is affected by the transaction. For example, if you create
an invoice, Accounts Receivable appears in the Account column.
If no account was affected, the corresponding field in this column is blank.
■ Amount – This is the total amount of the transaction.
Deleted and voided transactions have zero in this column. Zero also appears in this column next to
changed transactions if you made a change that didn't affect the original amount.
Click any date in the Date/Time column to view the details of a transaction. When the Audit Results
page appears with the particular transaction you selected, click View. The details for this transaction
appears. If you want to make changes, click Edit, enter your changes, and then click Save.
On a transaction record, each line item includes a History link that you can click to open a new window
displaying all updates to that particular line item. This link is visible to users with Notes Tab permission.
Note: The line-level audit trail does not track the initial creation or deletion of line items. Only
updates to existing line items are tracked.
Note: In a past release, NetSuite introduced a new company preference, Log System Notes on
Update Only. (See General Account Preferences.) Before you enable this option in an account
that existed before that release, you should first review any saved searches containing system
notes fields, as these searches may use data from record creation system notes. If your account
includes searches that rely on record creation system notes, you can either revise the searches
before enabling the Log System Notes on Update Only option, or you can leave this option
disabled.
For example, a case search may use record creation system notes fields to retrieve dates when
cases were first escalated. To make this search work with the Log System Notes on Update Only
option enabled, this search would need to be edited to use expressions and to return values for
cases' Date Created field if the escalation date was not available through record update system
notes fields.
■ You can view each transaction's header-level system notes on the transaction record's History
subtab, System Notes subtab. For more information, see Viewing Transaction System Notes.
■ To view system notes for multiple transactions, filtered by field values, go to Transactions >
Management > View Audit Trail. For more information, see Using the Transaction Audit Trail.
■ A system note search is available at Reports > New Search. The system note search includes system
notes for records other than transactions and provides different filter fields from the transaction
audit trail. It also offers additional functionality including the ability to export data, advanced search
filters and results options, and the creation of saved searches. For more information, see Searching
System Notes.
Note: The line-level audit trail does not track the initial creation or deletion of line items. Only
updates to existing line items are tracked.
Auditing Data Changes using Searches 172
You can use the following tools to access system notes records:
■ A general system notes search can return system notes for all record types. A system notes search
can be filtered by record type, so that the results include only system notes for a particular record
type. See Searching System Notes.
■ Searches of record types that support system notes can include system notes details in results. For
example, a customer search can include values for system notes fields related to customer record
changes in results. This support is based on a join between system notes records and their related
parent records. See the help topic Defining an Advanced Search.
■ An audit trail link, available at the top of most list pages, can return system notes for a particular
record type. See Viewing an Audit Trail for a Record Type.
■ The audit trail for transaction records is available at Transactions > Management > View Audit Trail.
See Using the Transaction Audit Trail.
■ System notes are not created by the execution of saved searches, because they do not change data.
However, each saved search has a log listing the users who have run or exported the search. This
log shows who has used the search in the past 60 days, with the dates and times of each execution.
You can also see an audit trail about changes made to each saved search. See the help topic Audit
Trail for Saved Searches, Reports and Schedules.
Known Limitations: If you search for System Notes Fields and you elect to use Type = Change as
a filter, NetSuite will return all results having type Change, Set or Unset as these are all internally
considered a change. As a workaround, you can also use the following formula: Formula (text): is
change: {systemnotes.type}.
Additionally, the Deleted Record search type lets you retrieve details about records that have been
deleted. For information about searching for deleted records, see Searching for Deleted Records.
NetSuite provides a system note search that you can use to retrieve system notes data. To use this
search, go to Reports > New Search and click System Note.
■ Use a simple search to retrieve system notes data filtered by: the user(s) who entered the changes,
the date and time of the changes, the type of change, the field(s) changed, the value before the
changes, the context for the change, and the value after the changes. For information, see the help
topic Defining a Simple Search.
■ Use an advanced search to retrieve system notes based on more advanced filtering and results
display options. For information about the capabilities available, see the help topic Defining an
Advanced Search.
■ Use a saved search to take advantage of additional functionality such as emailing search results,
and of course, the ability to quickly rerun the search. For information, see the help topic Defining a
Saved Search.
System notes fields also are available to be used as filters and displayed as results for other record
types' advanced and saved searches, including the following: contact, customer, employee, issue, item,
project, opportunity, partner, transaction, and vendor.
Searching System Notes 173
Important: Before you enable this option in an account that existed before that release,
you should first review any saved searches containing system notes fields, as these searches
may use data from record creation system notes. If your account includes searches that rely
on record creation system notes, you can either revise the searches before enabling the Log
System Notes on Update Only option, or you can leave this option disabled.
For example, a case search may use record creation system notes fields to retrieve dates when
cases were first escalated. To make this search work with the Log System Notes on Update Only
option enabled, this search would need to be edited to use expressions and to return values for
cases' Date Created field if the escalation date was not available through record update system
notes fields.
The following configuration and setup page changes are captured in system notes:
Account administrators can use searches to find system notes that were generated on configuration
and setup pages. For example, you can create a saved search that shows system notes on features that
were enabled.
You can also filter the search results based on record type.
Searching System Notes 174
■ The audit trail function enables you to retrieve filtered sets of system notes for a selected record
type. For information about using the audit trail, see Viewing an Audit Trail for a Record Type and
Using the Transaction Audit Trail.
■ Each individual transaction record includes a System Notes subtab on the History subtab where
you can view system notes for that transaction. See Viewing Transaction System Notes . History for
individual line items also may be available from transaction records. See Line-Level Audit Trail for
Transactions.
■ Each individual record of a type other than transaction, such as Employee or Customer, includes a
System Notes subtab on the General subtab where you can view system notes for that record.
An Audit Trail link is available from most record type list pages. (These list pages usually are available
from the Lists tab.) When you click an Audit Trail link on a list page, an Audit Trail page opens. On this
page, you can define field values as filters, to limit results to more relevant data of a manageable size.
3. On the Audit Trail page, set the criteria for your search.
Viewing an Audit Trail for a Record Type 175
■ The audit trail for transaction records is available at Transactions > Management > View Audit Trail.
For more information, see Using the Transaction Audit Trail.
■ A system note search that is more general than the audit trail function is available at Reports >
New Search. The system note search includes system notes for multiple record types, and offers
additional functionality, including the ability to export data, advanced search filters and results
options, and the creation of saved searches. For more information, see Searching System Notes.
You can also use most of these fields as search criteria. The only exception is external ID.
As with other search types, you can use a simple search, an advanced search, or a saved search, as
follows:
■ Simple search – The most basic approach. For more information, see the help topic Defining a
Simple Search.
■ Advanced search – Lets you select the fields that should be returned and specify how results should
be sorted. For more information, see the help topic Defining an Advanced Search.
■ Saved search – Lets you save your search criteria and rerun the search later. For more information,
see the help topic Defining a Saved Search.
Note: By default, the Deleted Record search type is available to only those users with the
Administrators or Full Access role. However, you can grant other roles access using the Deleted
Record search permission. Users who have this permission will see results about any type of
record that was deleted, even if they do not have permission to create or modify that record
type.
You can run deleted records searches in SuiteScript. You can view a record in the SuiteScript Records
Browser to determine whether it supports this type of search. For details, see the help topic Deleted
Record Search.
The retrieval of deleted records in web services is a bit different. You can use the getDeleted operation
rather than running a search. For a complete list of supported record types for this operation, refer to
the DeletedRecordType enumeration in the coreTypes xsd.
■ Each change to a record is typically recorded in a system notes record. This record describes the
context for the change, among other details. For help navigating to system notes records and using
the System Notes search type, see Searching System Notes. For help finding system notes data
using the Audit Trail feature, see Viewing an Audit Trail for a Record Type.
Understanding the Context for Changes 177
■ When a record is deleted, you can typically view the context for the record’s deletion. You do this
using the Deleted Record search type. For more information about this search type, see Searching
for Deleted Records.
Note: Context was introduced in Version 2014 Releases 2. Prior to this release, context data
was not collected. For that reason, it is not possible to show the context for changes made
before your account was upgraded to Version 2014 Release 2.
Important: For further details about how the system assigns context values, see Usage
Notes.
Mass Update The utility at Lists > Mass Update > Mass Making Mass Changes or
Updates Updates
Script (Bundle A specialized script that performs processing Bundle Installation Scripts
Installation) as part of a bundle installation, update, or
uninstall
Script (Mass A script that initiates a Mass Update Mass Update Scripts
Update)
Script (SSP A script implemented using the SuiteScript SSP Application Overview
Application) Server Pages feature
Script (Workflow A script invoked as a custom action from a Workflow Action Scripts
Action) workflow state
Web Services A SuiteTalk (Web Services) SOAP request SuiteTalk Platform Overview
Usage Notes
Be aware of the following conditions.
■ All CSV imports are initiated through the user interface, but a change made by the Import Assistant
is labeled CSV, not UI.
■ If a user conducts a Mass Update from a mobile device, the context listed is Mass Update, not
Mobile.
The reason for this behavior is as follows: The system does not save a context value for each discrete
field change. Rather, the system logs a context value for each operation, such as each save operation,
which may include many field changes. However, a System Notes record is created for each field
change, and each field change must list a context value. For this reason, if one change directly triggers
a sequence of events resulting in subsequent changes, the system lists the same context for all
changes.
■ A scheduled workflow runs, changing Field A on a particular record. If that scheduled workflow
triggers a SuiteScript that makes a change to Field B, the context for both changes is Scheduled
Workflow.
■ A user edits a record. The user’s actions trigger a workflow that makes other changes to the record.
All changes have the same context, which is UI.
■ The CSV Import Assistant is used to import a record. Some aspect of the new record triggers a
workflow, which makes changes to the newly imported record. The context for all changes is CSV
Import.
Avoiding Duplicates 180
Avoiding Duplicates
The topics listed below can help you avoid unintended duplicate entries in NetSuite.
Important: On a transaction, use caution when you click the Submit button. If you click
Submit more than one time, multiple transactions may be created.
■ Set a user-level preference to receive a warning when a duplicate transaction number is entered. Go
to Home > Set Preferences. On the Transactions subtab, check the Duplicate Number Warnings box.
■ Set an account-level preference to receive a warning when a duplicate transaction number is
entered. For information, see Duplicate Transaction Number Warnings.
■ Use auto-generated numbering for transactions. For information, see Using Auto-Generated
Numbering for Transactions.
To enable this warning, an administrator can go to Setup > Accounting > Preferences > Accounting
Preferences. On the Items/Transactions subtab in the Other Transaction Preferences section, check
the Duplicate Number Warnings box. When this box is checked, each user in your NetSuite account
receives a message when attempting to save a transaction record with the same number as another
record of the same type. When the warning is displayed, a user can enter a different transaction
number before attempting to save again.
Duplicate Transaction Number Warnings 181
Note: Users who have not checked the Duplicate Number Warnings box at Home > Set
Preferences on the Transactions subtab will receive this warning. To prevent the warning from
appearing for these users, an administrator must check the Allow Override box for Duplicate
Number Warnings at Setup > Company > General Preferences.
Important: On a transaction, use caution when you click the Submit button. If you click
Submit more than one time, multiple transactions may be created.
Warning: You cannot auto-generate numbers for journals if you enable the Always Allow Per-
line Classifications on Journals preference.
Warning: You should never override auto-generated numbers to delete any part of a default
prefix or suffix on transaction numbers. Doing this may corrupt data used in transaction
searches.
1. Go to Transactions > Management > Enter Memorized Transactions > List ( Administrator ).
2. In the header, click Search.
3. On the Memorized Transaction Search page, click Personalize Search.
4. On the custom search form, enter a search title.
5. Click the Results subtab.
6. Select Being Processed for the result column.
7. Click Add.
8. Click Save.
When you view the results of this search, the Being Processed column displays Yes or No to indicate
if a memorized transaction is being processed as part of a bulk update. If the column displays Yes for
a transaction and you select the transaction for processing, it is possible to duplicate processing. Best
practice is to avoid processing transactions that display Yes in the Being Processed column.
If you do submit a memorized transaction that is currently in a processing state, NetSuite displays an
error message on the Processed Orders page and the memorized transaction is not processed.
Data Center Moves Reference Documentation 183
For details about the specific tasks that you need to review and complete when your account is
scheduled for a data center move, see Account Mobility Tasks.
■ Use NetSuite shortcuts rather than creating bookmarks in your browser. For more information on
creating shortcuts in NetSuite, see the help topic Shortcuts Portlet.
Understanding Multiple Data Centers 184
■ Use relative links to reference objects in NetSuite rather than absolute links. For an example of
relative (NetSuite-hosted) and absolute (externally hosted) URLs, see the help topic RESTlet URL and
Domain.
■ The SOAP-based API, getDataCenterUrls, is available in 2012.2 and later web services endpoints.
See the help topic getDataCenterUrls.
■ A REST roles service is available for use with RESTlets and for web services users who have not
upgraded to the 2012.2 or later endpoint. See the help topic Using the REST roles Service to Get
User Accounts, Roles, and Domains.
For more details and code examples, see the help topic Understanding the Effects of Accounts' Host
Data Center on URLs.
Note: For information on the correct URL to use for sandbox, EU sandbox, and Release
Preview, and EU Release Preview environments for web services and RESTlet clients, see
Understanding NetSuite URLs and Data Centers.
■ ReleasePreviewTestPlan_Template.xls
Web Stores and Email NetSuite implemented a data center If you have domains
Campaigns agnostic CNAME(Alias) feature in 2014. that require DNS record
Your account might be Domain records might require to updates, the Account
affected if: updating before your account is moved Mobility Tasks page will
to a different data center. show you exactly what you
■ If you have an active need to do.
website hosted on Site For more information, see
Important: No downtime on
Builder (the original web Verify Domain Names in
existing web sites or impact to
store product) or Suite the Account Mobility Tasks
other functions is expected as
Commerce Advanced (the section of the NetSuite
the result of this change.
platform-based web store Help Center.
product).
■ If you have custom
domains setup for email
campaigns or secure
checkout domains.
Web service integrations Web service integrations must See Verify Active Web
dynamically determine the correct URL Services Integrations in
for NetSuite access. the Account Mobility Tasks
Product Features to Verify for Data Center Moves 186
SuiteScript (including Verify that your SuiteScript code, See Verify Potential Script
RESTlets) including RESTlets, and other Problems in the Account
integrations do not contain hard-coded Mobility Tasks section of
references to specific domains and URLs. the NetSuite Help Center.
See also Dynamic
Discovery of URLs for
Web Services and RESTlet
Clients.
Integrated clients Integrated clients that access NetSuite See Dynamic Discovery of
need to incorporate logic that URLs for Web Services and
determines the correct URL, so that RESTlet Clients.
these clients will work as desired.
NetSuite provides tools to support
dynamic discovery of URLs for integrated
clients.
CRM Forms If you have scripts that create NetSuite See Modify Scripts that
records by posting data directly to CRM Post Directly to CRM
forms without first performing a GET Forms in the Account
method to retrieve the data (also called Mobility Tasks section of
screen scraping) you need to make the NetSuite Help Center.
changes.
Shortcuts or hard-coded links Verify that your customizations do not See Locate and Remove
in customizations such as contain hard-coded references to URLs. Any Hard-coded
custom fields or tabs. References to NetSuite
Sites in the Account
Mobility Tasks section of
the NetSuite Help Center.
See also Understanding
the Impact on the NetSuite
Product Features to Verify for Data Center Moves 187
Sandbox task for Administrators must refresh the NA See the following topics in the
customers moved sandbox. After the refreshed sandbox is NetSuite Help Center:
from a data center in up and running in the EU data center, they
North America (NA) to must inform sandbox users that the method ■ Task For Customers
a European Union (EU) of accessing the sandbox has changed. Moved to a European
data center. When logged into the production account, Union Data Center
users access an EU sandbox by changing ■ About Sandbox in the
roles to a sandbox role. European Union (EU)
■ EU Sandbox Login
Email Case Capture Customers much change the NetSuite See Updates for Email Case
Address used for case capture in their email Capture in the Account
infrastructure settings. Mobility Tasks section of the
NetSuite Help Center.
See also Using Email Case
Capture if you wish to review
the initial setup instructions
for case capture.
SAML Single Sign-on The SAML Service Provider (SP) metadata See Update SAML Single Sign-
differs for each data center. The person on in the Account Mobility
responsible for managing your SAML setup Tasks section of the NetSuite
must update the NetSuite SP metadata to Help Center.
reflect the new data center. Also, refer to your IDP
documentation for specific
information on how to make
the update.
Inbound Single Sign-on Depending on your implementation of See Update Inbound Single
Inbound Single Sign-on, you might need to Sign-on in the Account
Mobility Tasks section of the
Product Features to Verify for Data Center Moves 188
Email Capture Plug-ins If you have implemented one or more Email See Update Email Capture
Capture Plug-ins in your account, each Email Plug-ins in the Account
Capture Plug-in has a unique, dedicated Mobility Tasks section of the
email address. This address is usually NetSuite Help Center.
mapped to an alias in your company’s
email infrastructure. You must update
the email capture address in your email
infrastructure.
In some cases, email is sent from outside
sources - people or applications - directly to
the email capture address. You must inform
these outside sources of the change to the
email capture address.
Warehouse If you are using the Warehouse See Update the NetSuite
Management System Management System SuiteApp in your Carrier Integrator Application
SuiteApp account, after a move to a different data and the NSWMS Print Driver
center, you must update the configuration in the Account Mobility Tasks
file for the NetSuite Carrier Integrator section of the NetSuite Help
Application and the NSWMS Print Driver. Center.
The URL for the web services endpoint must
be changed to reflect your new data center.
Testing in your NetSuite Release Preview environment, when it is available, can be helpful in identifying
potential problems. If you encounter difficulties when testing in Release Preview, it might indicate that
your processes are tied to a specific data center. Testing in Release Preview is not a fool proof method
of finding all potential problems, but it could help to raise awareness in certain areas. For example,
URLs could be hard-coded with data center specific identifiers, or some processes might not be using
dynamic discovery methods.
For more information on testing in Release Preview, see the following topics:
However, you may need to know the URLs and identifiers for an environment located in a particular
data center, or you might want a better understanding of NetSuite URLs.
Important: Users access an EU sandbox through their production URL. It is not necessary
to enter a URL to go to an EU sandbox. Users access an EU sandbox by switching from a
production role to a sandbox role.
Environment URLs
Sandbox system.sandbox.
netsuite.com
Note: These URLs are only for access to sandboxes in North webservices.sandbox.
American data centers. EU sandbox users do not enter a netsuite.com
different URL for UI access. When logged into their production rest.sandbox.netsuite.com
URL, they switch from a production role to a sandbox role. forms.sandbox.netsuite.
See About Sandbox in the European Union (EU) for more com
information. odbcserver.sandbox.
netsuite.com
<ServiceType>.<LocationId>.<Environment>.netsuite.com.
■ ServiceType examples:
□ system is used for UI access.
Understanding NetSuite URLs and Data Centers 191
■ LocationId examples:
□ Is omitted for NA West.
□ na1 indicates NA East.
□ na2 indicates NA Northwest.
□ eu1 indicates EU West.
□ eu2 indicates EU Central.
Note: As the use of NetSuite grows and we add new data centers, the list of possible
location identifiers will also continue to grow.
■ Environment examples:
□ Is omitted for the production environment.
□ sandbox indicates an NA sandbox environment.
□ beta indicates a release preview environment in a North American data center.
■ Production URLs can either omit a <LocationId>, or can include a <LocationId> such as na1,
na2, eu1, or eu2. Production URLs omit the <Environment> parameter.
■ EU sandbox URLs in the European Union contain the <LocationId> eu1 and omit the
<Environment> parameter.
■ URLs for sandboxes in North American data centers omit a <LocationId>, and contain the
<Environment> parameter sandbox.
■ URLs for Release Preview in North American data centers omit the <LocationId>, and contain the
<Environment> parameter beta (indicating release preview).
■ For information on constructing web site shopping URLs, see the help topic Web Site URL
Parameters.
■ For information on SuiteScript Debugger URLs, see the help topics Before Using the SuiteScript
Debugger, Ad Hoc Debugging, or Deployed Debugging.
Account Mobility Tasks 192
For information about other things to take into consideration when preparing your account for a move
to a different data center, see the following topics:
been assigned. Before a move date is assigned, you can use the pages to identify and begin work on
updating any issues identified. However, the status will not change to In Progress and you will not be
able to mark a task as completed until after your move date has been assigned.
Note: If you have a campaign email domain, that domain will also be listed in this table. You
must update your DNS records to point your email domain name to the hosting servers at
NetSuite using CNAME(Alias) records.
Note: On the main Account Mobility Tasks page, the Completed By column will display
the name System.
The table lists all the scripts in your account that have been identified as potentially containing an
instance of a hard-coded URL. Each row contains details to help you identify the script in question.
1. For each script listed, verify it is using dynamic discovery methods to determine the correct data
center and does not contain hard-coded URLs to a specific data center.
Note: Only the first instance of a potential problem is shown. There may be multiple
instances of a problem in the script identified. You must review the entire script and
resolve all problems in the script.
2. If you find hard-coded URLs, replace them with dynamic discovery methods. See the help topic
Using the REST roles Service to Get User Accounts, Roles, and Domains for more information.
3. When you have reviewed all your scripts, click Task Completed.
4. Click OK on the confirmation message, or click Cancel if you are not finished with this task.
The table lists all the active web services integrations in your account. The table includes the web
services version (the endpoint), the IP address, and the count (the number of times the web services
integration has been used in the last 30 days).
Note: The table lists the active web service integrations. It does not indicate whether data
center identifiers have been hard-coded. You must review each one in the list and verify it is
using a dynamic discovery method for the data center
1. For each integration listed, verify it is using a dynamic discovery method, such as
getDataCenterUrls. Ensure that the integration incudes logic for determining the correct web
services URL for the data center associated with your NetSuite account. This login should be
used for every request except the initial getDataCenterUrls call.
Important: All web services integrations must include logic to dynamically discover the
correct URL. If the getDataCenterUrls operation is not included in the endpoint you
are using, use the roles REST service to obtain the correct URL.
■ The SOAP-based API, getDataCenterUrls, is available in 2012.2 and later web services
endpoints. See the help topic getDataCenterUrls.
■ The rest REST service is available for use with RESTlets and for web services users who have
not upgraded to the 2012.2 or later endpoint. See the help topic Using the REST roles Service
to Get User Accounts, Roles, and Domains.
2. When you have reviewed all your web services integrations, and made updates as required, click
Task Completed.
3. Click OK on the confirmation message, or click Cancel if you are not finished with this task.
About the Account Mobility Tasks Page 195
SuiteSignOn integration code dynamically populates the dc and env parameters for NetSuite access,
to ensure that integrations work for NetSuite accounts on all data centers. After the move, the dc and
env parameters are automatically updated to reflect your new data center location, you do not need to
do anything in NetSuite to make that happen. However, you must verify that external applications are
using these parameters, and are able to handle the change that occurs due to the move. Ensure that
the external applications have not hard-coded information that is exchanged in the handshake.
For more information about these parameters, see the help topic Mappings of dc and env URL
Parameter Values. See also the SuiteSignOn Sequence Diagram and Connection Details to understand
the interactions between NetSuite and external applications.
Important: If you do not own the external application, contact the owner of the
external application to ensure they can handle the change that will occur after your
move.
2. When you have reviewed all your SuiteSignOn integrations, and contacted the owners of the
external applications as necessary, click Task Completed.
3. Click OK on the confirmation message, or click Cancel if you are not finished with this task.
See the help topic Outbound Single Sign-on (SuiteSignOn) for more information about this feature.
To prevent this data loss, before the move, you must modify your scripts to use the
nlapiCreateRecord function to create cases, create leads, create custom records, or request
applications.
To locate and modify scripts that are posting directly to CRM forms:
1. Review each row in the table. Each row displays the following information:
a. an IP address
b. the count (the number of times the external form has been posted to in your account in
the last 30 days)
c. the external form to which data is being directly posted
Use this information to locate each script that must be modified.
About the Account Mobility Tasks Page 196
2. Modify each script to use the nlapiCreateRecord function to create the appropriate records.
See the help topic nlapiCreateRecord(type, initializeValues) for more information.
As a best practice, NetSuite always recommends against hard-coding IP addresses and URLs. See the
help topic Understanding NetSuite IP Addresses. If your company has any hard-coded NetSuite-related
IP addresses or URLs in your internal systems, you must remove them before the move.
Verify with your IT department that there are no hard-coded IP addresses or URLs for NetSuite-
related sites (for example, for your NetSuite-hosted website or web store) in your company’s network
infrastructure.
If you determine that NetSuite-related IP addresses or URLs have been hard-coded in your company’s
infrastructure, remove them before the move, or users within your company’s network will experience
degraded performance until they are removed.
When a customer’s production account is moved to a different data center, the associated sandboxes
are not moved. Users can continue to access and use their sandboxes from the sandbox URL (https://
system.sandbox.netsuite.com).
However, for customers whose production account has been moved from a data center in North
America (NA) to a European Union (EU) data center, Administrators must do the following:
Important: This post move task to refresh associated sandboxes only applies to customers
whose production account has been moved to an EU data center.
Note: If you need more information about the refresh process, see Refreshing Sandbox
Accounts and Using the Sandbox Accounts Page.
Accessing an EU Sandbox
After the refresh is complete, Administrator must inform sandbox users that to access their sandbox
roles, they must use the production URL (https://system.netsuite.com). When logged into the
production account, users access their sandbox by changing roles to a sandbox role. For more
information, see EU Sandbox Login.
Warning: After a sandbox that is hosted in a North American data center (an NA sandbox)
has been refreshed, it is moved to a data center in the European Union (EU) and becomes an
EU sandbox. Users will no longer have access to the NA sandbox. Users will no longer be able to
access the sandbox from the system.sandbox.netsuite.com URL. Users attempting to log in
to the sandbox using the system.sandbox.netsuite.com URL will encounter error messages.
After a move to a different data center, the host server settings must be updated. Account users may
encounter connection problems accessing data through the Connect driver (ODBC, JDBC, or ADO.NET).
They will need to update the host server settings for their Connect driver to map to the new data
center. NetSuite recommends downloading the most current version the appropriate Connect driver,
and install it on their computers. This automatically updates the host server settings.
2. Each person must install the new driver on their computer. This automatically updates the host
server settings.
3. When all SuiteAnalytics Connect users have completed these steps, click Task Complete.
4. Click OK on the confirmation message, or click Cancel if you are not finished with this task.
Note: There can be many separate case profile in an account, each with a unique NetSuite
Inbound Email Address.
After your data center move is complete, the system administrator in your company needs to update
all instances where the NetSuite Address or NetSuite Inbound Email Address is used in your email
system.
For more information about the setup for Email Case Capture, see the help topic Using Email Case
Capture.
Note: The NetSuite Address field includes the company ID and a randomly
generated series of characters called a hash, in the following format:
cases.<companyid>.<hash>@cases.netsuite.com.
Before the move, the NetSuite Address is similar to this example:
[email protected].
After the move, the address could look like:
[email protected].
A data center identifier (for example, .na1. or .na2.) has been added to the NetSuite
Address.
2. Update all instances of the NetSuite Address in your company’s email system, Domain Name
Server (DNS). or mail routing infrastructure. For example, for Email Case Capture, the NetSuite
Address is mapped to your Contact address for support.
a. Verify the User you created for your support address is pointing to the address you set up
for your customers to contact you.
b. Wherever the Contact address (for example, [email protected]) is configured in your
system, update the mapping in your system to reflect the new NetSuite Address found in
step 1.
3. Update the mapping or routing rules in your system to reflect the new NetSuite Address.
4. After the system administrator has updated all instances of the NetSuite Address in your email
system, and updated the mapping or routing rules in your system, click Task Complete.
5. Click OK on the confirmation message, or click Cancel if you are not finished with this task.
About the Account Mobility Tasks Page 199
Important: If you do not update your email system after the move is complete, you risk slow
performance in email delivery and in case capture generated by email.
Note: The NetSuite Inbound Email Address field includes the company ID and
a randomly generated series of characters called a hash, in the following format:
cases.<companyid>_<subnumber>.<hash>@cases.netsuite.com.
Before the move, the NetSuite Inbound Email Address is similar to this example:
[email protected].
After the move, the address could look like:
[email protected].
A data center identifier (for example, .na1. or .na2.) has been added to the NetSuite
Inbound Email Address.
c. Update the mapping or routing rules in your system to reflect the new NetSuite Inbound
Email Address.
5. After the system administrator has updated all instances of the NetSuite Inbound Email
Address in your email system, and updated the mapping or routing rules in your system, click
Task Complete.
6. Click OK on the confirmation message, or click Cancel if you are not finished with this task.
Warning: If you do not make the required changes, after the move, the login operation might
fail, and the single log out function will fail.
Note: Refer to your IDP documentation for specific information on how to make the
update.
2. After updating the NetSuite SP metadata as appropriate for your new data center, click Task
Complete.
3. Click OK on the confirmation message, or click Cancel if you are not finished with this task.
For example, if your account was previously hosted in the NA West data center, the landingURL
parameter could have contained checkout.netsuite.com or system.netsuite.com.
If your account was moved to the NA Northwest data center, you would update these to
checkout.na2.netsuite.com or system.na2.netsuite.com.
After your account is moved, update your landingurl parameter absolute URLs to ensure they are
pointing to the correct data center. For more information on the correct data center identifiers to use,
see Understanding NetSuite URLs and Data Centers.
NetSuite also recommends including the domain (d) parameter in Inbound Single Sign-on requests for
web store access to NetSuite-hosted checkout domains.
After your account is moved to a different data center, these Inbound Single Sign-on requests will
automatically be redirected to the correct data center. However, if you notice degraded performance
after the move, add (as recommended) or update the d parameter in your Inbound Single Sign-on
requests for web store access to reflect the domain of your new data center.
1. If you are using the landingurl parameter in your implementation of Inbound Single Sign-on,
and if the URL contains netsuite.com, update the URL to include the appropriate data center
identifier after the move.
2. Investigate Inbound Single Sign-on requests for web store access that contain netsuite.com:
About the Account Mobility Tasks Page 201
Note: These steps do not apply to web stores with custom checkout domains.
a. If you were already using the d parameter before the move, update it as appropriate to
reflect the domain of your new data center.
b. If you are not using the d parameter and notice degraded performance after the move
(for example, the requests time-out), add the appropriate d parameter for your new data
center.
3. After you have verified that the recommended and required parameters are included in your
Inbound Single Sign-on requests for web store access, click Task Complete.
4. Click OK on the confirmation message, or click Cancel if you are not finished with this task.
See the Web Store Access Only Parameters table for the more information about the checkout URLs.
For more information on all available Inbound Single Sign-on parameters, see Tables of Single Sign-on
Redirect URL Parameters.
If you have implemented one or more Email Capture Plug-ins in your account, you must make
some changes after your account is moved to a different data center. Each Email Capture Plug-
in has a unique, dedicated email address. The Email Capture address is usually mapped to an
alias in your company’s email infrastructure. (An alias email address is a human-readable email
address used by your customers.) The Email Capture Plug-in address looks similar to this example:
[email protected]
Emails sent to the alias email address are forwarded to the Email Capture Plug-in address.
For example, your customer sends an email to [email protected] and the mapping in your
email infrastructure forwards the email to [email protected]
(the Email Capture Plug-in address).
Note: The email address for each Email Capture Plug-in includes the company ID
and a randomly generated series of characters called a hash, in the following format:
emails.<companyid>.<plug-inID>.<hash>@emails.netsuite.com.
Before the move, the email address looked similar to this example:
[email protected].
After the move, the address might look like this:
[email protected].
Note: A data center identifier (for example, .na1. or .na2.) has been added to the
domain portion (@emails.netsuite.com ) of the email address. The data center
identifier differs depending on which data center your account is moved to.
For more information about data center identifiers, see Understanding NetSuite URLs
and Data Centers.
4. Repeat this procedure for each implementation of the Email Capture Plug-in in your account.
Important: In some cases, the email capture address is not mapped in your email
infrastructure. Instead, email is sent from outside sources - people or applications - directly to
the email capture address. In these cases, you must inform these outside sources of the change
to the domain portion of the email capture address.
Important: This task is not currently listed on the Account Mobility Tasks page, but if you are
using the Warehouse Management System SuiteApp in your account, you must make changes
after your account is moved to a different data center.
If you are using the Warehouse Management System SuiteApp in your account, after a move to
a different data center, you must update the configuration file for the NetSuite Carrier Integrator
Application and the NSWMS Print Driver. The URL for the web services endpoint must be changed to
reflect your new data center.
Identify all shipping stations in the warehouse, and all the print servers where the NetSuite Carrier
Integrator application or the NSWMS print driver is configured. If the NetSuite Carrier Integrator
application is running, close the application and complete the following procedure.
2. Open the NetSuiteCarrierIntegrator.exe CONFIG file with a text editor such as Notepad, and
search for https://webservices.netsuite.com.
3. Continue to search the file until you locate the URL for the NetSuite web services endpoint in the
Application settings section of the CONFIG file.
4. Edit the domain string in the URL to reflect the appropriate data center location.
For example, if your account was moved to the NA East data center, change /
webservices.netsuite.com/ to /webservices.na1.netsuite.com/.
Note: You are adding a data center identifier (for example, na1 or na2) to the domain
string /webservices.netsuite.com/ of the URL. The data center identifier differs
depending on the data center to which your account was moved. For more information
about data center identifiers, see Understanding NetSuite URLs and Data Centers.
5. Save the CONFIG file, and start the NetSuite Carrier Integrator application.
6. Repeat this procedure on each computer (all shipping stations and all print servers) on which the
NetSuite Carrier Integrator application or the NSWMS print driver is configured.
NetSuite Environments Overview 204
■ NetSuite Sandbox
■ NetSuite Development Accounts
Important: Important: For the 2017.1 Release Preview period, the URL for access to the
Release Preview UI for some customers has changed.
A user with an Administrator role should go to the URL https://system.netsuite.com and log in
to NetSuite, then change roles to the Release Preview Administrator role. An Administrator can grant
access to EU Release Preview to other users as needed for testing.
Users can also access their Release Preview environment from the New Release portlet.
See the help topics The New Release Process and the Release Preview Test Plan for more information.
An EU Sandbox provides all the features of our original sandbox offering, with a few differences.
Users access their EU Sandbox roles from the same URL they use to access their production account.
Production and Sandbox roles are clearly labeled in the Account Type column on the Choose Roles
page. Account administrators and system administrators can modify the sandbox account name by
adding a suffix to help distinguish it from other accounts. See About Sandbox in the European Union
(EU) for more information.
Warning: The development account is isolated from the production environment, but not in
the same way as a sandbox environment. For example, invoices will be created and email will be
sent from this environment, so ensure that you use only test data in this environment. NetSuite
recommends that you do not add real customer information, such as contact information, to a
development account.
Users access the Development account the same way they access their production environment. Open
a browser window and go to system.netsuite.com, and enter their email address and password.
Their role in the Development account can be selected from the Choose Roles page.
The best time to begin using Development Accounts is at the start of a new project. It can be difficult
to migrate to a Development Account if you are already in the middle of a development project in your
sandbox. NetSuite recommends finishing your existing projects in your sandbox, and starting new
projects in your Development account.
Note: You need multiple sandbox accounts if you have multiple large projects which need
distinct environments for User Acceptance Testing (UAT).
For more information about the development account, see NetSuite Development Accounts and
SuiteApp Development Process with SuiteBundler.
NetSuite Sandbox 207
NetSuite Sandbox
A NetSuite Sandbox is a safe and isolated test environment in which you can develop and test new
applications and customizations without worrying about affecting your production account. You can
have one or more sandbox accounts provisioned for each production account. Each sandbox account
has the same configuration, data, and customization as your company's production account.
Sandbox accounts provide ideal environments for:
Actions you take in sandbox accounts, such as transaction entries, record deletions, and form
customizations, have no effect on your NetSuite production account. You can feel free to make changes
in a sandbox account without altering your production data.
Note: For more information on acquiring one or more sandbox accounts, contact your
NetSuite account representative.
The Choose Role page and Change Roles list help users distinguish between their production roles and
sandbox roles. For users who have roles in both production and sandbox:
■ The Account Type column on the Choose Role page identifies roles as either a Production or a
Sandbox role.
■ For information about the newest sandbox offering from NetSuite, see About Sandbox in the
European Union (EU).
■ Some features are not fully available for testing in a sandbox account. For details, see Features
Available for Testing in a Sandbox.
■ For information on how to log in to your Sandbox account, see Logging in to Your Sandbox Account.
■ For information about providing sandbox account access to users, see Granting Access to Your
Sandbox Account.
■ For information about using more than one sandbox, see Working with Multiple Sandbox Accounts.
About Sandbox in the European Union (EU) 208
■ Account administrators and users with the System Administrator role can review details about the
sandbox account(s) associated with a production account, and initiate the first copy of production
data into newly provisioned sandbox accounts. See Using the Sandbox Accounts Page.
■ Sandbox accounts can be periodically refreshed from production, upon your request. See
Refreshing Sandbox Accounts. This task is managed through the Sandbox Accounts page in your
production account.
Important: During the upgrade period for a new NetSuite release, please pay attention
to your scheduled upgrade date. Do not request a sandbox refresh when the upgrade date
is near. A refresh will fail if it does not complete before your scheduled upgrade begins. See
Scheduled Version Upgrade Dates and Refresh Requests.
■ For details about what happens when a sandbox account expires, see When a Sandbox Account
Expires.
■ For instructions on setting preferences for email messages coming from your sandbox account, see
Setting Preferences for Sandbox Email.
■ For instructions on how to view your website on a Sandbox environment, see the help topic
Previewing your Site Builder Site on NetSuite Sandbox.
■ Access to all of your roles, including those in your EU sandbox, is from the same URL as your
production environment (https://system.netsuite.com).
□ Users with roles in both production and all sandbox environments will see their roles labeled in
the Account Type column.
□ In the Change Roles list, all sandbox roles are identified by an icon.
■ In an EU sandbox, Administrators have the ability to add a suffix to the sandbox Account Name for
identification purposes. See Account Name Suffix: Labeling Your EU Sandbox.
■ There are a few important differences between NA and EU sandboxes that affect behavior and
testing capabilities:
□ In NA sandboxes, there is a primary sandbox and there might be secondary sandboxes. See
Primary Sandbox and Secondary Sandboxes for more information. There is no concept of a
primary sandbox the EU, all EU sandboxes are secondary sandboxes.
□ Different account ID numbering conventions are used for NA and EU sandboxes. See Account ID
Numbering Conventions for EU Sandbox.
About Sandbox in the European Union (EU) 209
□ There are a few features can only be tested or deployed in a primary sandbox. Review the Notes
column in Testing Features in a Sandbox for details.
Important: When the sandbox refresh is complete, the way users access the EU sandbox is
different.
After the refresh is complete, sandbox users must use their production URL (https://
system.netsuite.com) to access to their sandbox roles. Use the Choose Role page, or the Change Roles
list, to switch from a production role to a sandbox role.
See EU Sandbox Login for more information.
See the following table to compare the account ID numbering conventions EU sandboxes and NA
sandboxes (sandboxes in North American data centers). See also Primary Sandbox and Secondary
Sandboxes for more information.
The following table identifies changes that occur to existing NA sandbox account IDs after a production
account is moved to the EU, and the sandbox is refreshed.
Important: After a sandbox has been moved to an EU data center, users access the sandbox
from their production account by switching roles on the Choose Role page or Change Roles list.
For example, the text in the Account Name Suffix field as shown in the screenshot is appended to
the Account Name after the refresh request is submitted by clicking Copy Data to Sandbox. (You do
not need to refresh both sandboxes at the same time, this is only an example.) In this example, after
submitting the refresh request, the account names would change as shown in the following:
Important: The Account Name Suffix field remains available for editing until you enter your
desired text for the suffix and submit a refresh request. After submitting the refresh request,
the Account Name Suffix field is no longer shown on the Sandbox Accounts page.
You can also modify your EU sandbox Account Name by going to Setup > Company > Company
Information (in the EU sandbox account) and editing the Company Name field.
About Sandbox in the European Union (EU) 211
■ Users access EU sandbox from the same URL as for their production account. Users can see both
their production roles and their sandbox roles, and switch between these roles, when logged in to
NetSuite. See Logging in to Your Sandbox Account.
■ The account ID for EU sandbox environments is the same as the account ID for your production
account, appended with _SB1, _SB2, _SB3, and so on. See Account ID Numbering Conventions for EU
Sandbox.
■ EU sandboxes are taken offline and upgraded to the new release at the same time as your
production account is upgraded. See Scheduled Version Upgrade Dates and Refresh Requests.
A sandbox is a copy of your production account, as of a specific date and time. As a sandbox is only
a copy of the information from your production account, some actions you perform in the sandbox
do not affect information displayed in your sandbox. A few behind-the-scenes tasks that run in your
production account do not run in your sandbox.
For example, billable components information is not calculated for the sandbox. In your production
account, to view your Total Storage Size (MB) information, go to Setup > Company > View Billing
Information. The billing information page in your sandbox displays the billing information copied from
production. Therefore, the Total Storage Size (MB) information displayed in the sandbox is not changed
by actions you perform in the sandbox, such as deleting custom records.
During sandbox refreshes, certain things are not copied from your production account. For more
information, see Data That is Not Copied from Production to Sandbox.
Note: A primary sandbox only exists for a sandbox located in North American (NA) data
centers. There is no concept of a primary sandbox in an EU sandbox. All EU sandboxes are
secondary sandboxes.
A primary sandbox is a sandbox that has the same NetSuite account ID as the production environment.
A secondary sandbox has a NetSuite account ID with a suffix such as _SB2 or _SB3.
For example:
You can compare the account ID numbering conventions for NA sandboxes to those for EU sandboxes.
See Account ID Numbering Conventions for EU Sandbox.
Users with an Administrator or System Administrator role can view the account IDs of your sandboxes.
Go to Setup > Company > Sandbox Accounts.
Important: For certain features, complete set up in your production account, then request a
refresh of your primary sandbox to move the feature to the sandbox account. Specifically:
If your company uses Two-Factor Authentication using RSA SecurID (2FA using RSA) perform
all 2FA tasks in your production account to ensure proper synchronization with the RSA server.
After all 2FA using RSA tasks are completed in your production account, refresh your primary
sandbox to make 2FA available there.
You cannot share RSA tokens between your production environment and an EU sandbox. A
separate set of RSA tokens is required to test 2FA using RSA in an EU sandbox.
The following table describes functionality available for testing in your NetSuite sandbox. Review the
Testing Notes column for special information regarding testing in primary and secondary sandboxes or
in an EU sandbox.
ACH Vendor Payments Test-mode only No actions taken (no payments sent).
CDN Caching Yes See the help topic CDN Caching for information on
enabling this feature.
Features Available for Testing in a Sandbox 213
Currency Exchange Yes You must manually update rates in your sandbox or
Rate Integration refresh from production to get updated rates.
Email Campaigns Yes Email campaigns must have fewer than 25 recipients.
Email Notifications and Yes See Setting Preferences for Sandbox Email for more
Outgoing Email information.
Fax No
Intellesync Yes
Outlook Integration No
Payroll No
Saved Searches Yes Scheduled Searches and Email Alerts behave as they
do in the production environment.
Features Available for Testing in a Sandbox 214
Secure Domains No
SuiteApps (Bundles) Yes See the help topic SuiteApps and Sandbox Accounts.
In particular, see the help topic Sandbox Refresh
Impact on Bundles.
Two-Factor Yes For 2FA using RSA, tokens are copied from production
Authentication to your primary sandbox. Do not make any changes
to tokens in your NA sandbox. The tokens are
managed by a single RSA server, so changes made in
your primary sandbox will also affect your production
and Release Preview environments.
Web Services Yes The SOAP requests and responses for each job can
be viewed in the Web Services Usage Log. In sandbox
environments, requests and responses are accessible
for one day. For more information, see the help topic
Using the Web Services Usage Log.
Website and Web Store Yes Domains are not copied from your production
account to your sandbox. After a sandbox refresh, you
must set up domains in the sandbox. See the help
topic Previewing your Site Builder Site on NetSuite
Sandbox.
The login procedure is different for customers with accounts running in North American (NA) data
centers and customers with accounts running in European Union (EU) data centers. To distinguish
between these sandboxes, we refer to a sandbox as either an NA sandbox or an EU sandbox.
NA Sandbox Login
Use the following URL to log in to your NA sandbox: https://system.sandbox.netsuite.com.
EU Sandbox Login
If you have an EU sandbox, you can see your sandbox roles when you log in to your production account
(https://system.netsuite.com). All of your roles (your production roles and your sandbox roles) are
listed on the Choose Role page. You can identify the roles in the Account Type column on the Choose
Role page.
Logging in to Your Sandbox Account 216
Note: If you do not have any roles in a sandbox, you will not see the Account Type column.
You can also determine which role is a sandbox role by looking for the SB icon in the Change Roles list.
Important: Customer Center and Partner Center roles are never allowed access to sandbox
accounts.
To grant sandbox access to all users of your production account, you must go to the Sandbox Accounts
page in your production account, select the All Users option for Access After Sandbox Refresh, and
click Refresh Sandbox to request a refresh of your sandbox account.
Important: During the upgrade period for a new NetSuite release, please pay attention
to your scheduled upgrade date. Do not request a sandbox refresh when the upgrade date
is near. A refresh will fail if it does not complete before your scheduled upgrade begins. See
Scheduled Version Upgrade Dates and Refresh Requests.
Note: For web services users, the URL for the WSDL differs between your production account
and your sandbox account. If you want to use web services in an NA sandbox, you will need to
go to a URL like the following:
https://webservices.sandbox.netsuite.com/wsdl/v2016_2_0/netsuite.wsdl
Note: When you request a refresh of your sandbox accounts, the bundle definition in the
sandbox environment is completely overwritten so that it mirrors the production environment.
For more information, see the help topic SuiteApps and Sandbox Accounts.
Working with Multiple Sandbox Accounts 218
Important: If you have multiple sandboxes, for websites and web stores, ensure that across
all of your sandboxes, the domains are unique. An error message is generated if there are
duplicate domains.
■ If multiple sandbox accounts are associated with a single production account, users and their
assigned roles are duplicated across these accounts.
Tip: Which sandbox does a user enter on login? It depends on the user’s default role, or the
“last logged into” role. To avoid confusion, a user can set a role in one sandbox account as
their default role if they usually prefer to work in that sandbox.
■ Each user has a separate role for each sandbox account on the Choose Role page and in the Change
Roles list. When logged in to an NA sandbox in NetSuite (system.sandbox.netsuite.com), a user can
switch between sandbox accounts by switching between these different roles.
Note: If you have an EU sandbox, your sandbox roles are accessed from the same URL
(system.netsuite.com) as is used for your production account. Production and Sandbox roles
are labeled on the Choose Role page.
■ Each sandbox account has its own unique ID. There are several ways you can determine the
sandbox account ID for a particular sandbox.
□ If you are logged in to your sandbox account, go to Setup > Company > Billing Questions. In the
Contact Support Online Section, you can see the Account Number and User Name.
□ If you are logged in to your production account, go to Setup > Company > Sandbox Accounts.
□ Customer Support can find it for you. Go to Support > SuiteAnswers > Contact Support by
Phone.
■ To distinguish between multiple NA sandboxes, an administrator could change the company name
(Setup > Company > Company Information) to identify each sandbox, however, this name change
will be overwritten when the sandboxes are refreshed.
page is not available to any other roles. You can use this page to review details about your sandbox
accounts and to request refreshes of these accounts.
Important: Log in to your production account to see the Sandbox Accounts page. This page
displays details about all sandbox accounts associated with the production account to which
you are logged in.
Legend
Account Status
■ Online: A green check
■ Offline: An empty circle. The account is not available for use. A sandbox being refreshed will display
this status until the refresh process is complete.
■ Expired: a red X.
The account was not renewed as of the expiration date and is no longer available for use.
General
The following information is displayed in this section:
Using the Sandbox Accounts Page 220
Important: Customer Center roles are not copied during sandbox refreshes. Even
if you select this option to give all users access after the refresh, users assigned the
Customer Center role are excluded from this access. Because of this limitation, customer
login functionality does not work in sandbox after a refresh, even if it has been working
in the production account. If you want to set up this functionality to work in sandbox, you
can do a CSV import of customer records into the sandbox account, to set passwords and
Give Access to True for customer users.
□ Administrators Only - If you select this option, after the refresh you can add access to users as
needed.
Important: Only the Administrator role is copied to the sandbox. That is, for a user
with multiple roles, only the administrator role for that user is copied to the sandbox.
Refresh Summary
The following information is displayed in this section:
■ Refreshes Used / Refreshes Total - Number of refreshes used out of the total number of refreshes
available. If you have multiple sandbox accounts, the refresh count is shared between all of the
sandbox accounts.
■ Estimated Refresh Time - Estimated number of hours required for the refresh to complete. (Note
that this estimate is not exact.)
■ Date Refresh Requested - Date and time when the most recent refresh was requested.
Note: The time is formatted according to the current user’s Time Format preference, set at
Home > Set Preferences.
■ Awaiting Processing: The refresh request has been submitted and will be processed in the order
received.
■ Pending Copy to Sandbox This notice only appears for newly provisioned sandboxes.
Administrators can choose when to initiate the copy of data from the production account to the
sandbox.
The Copy Data to Sandbox button only appears on the Sandbox Accounts page of newly
provisioned sandboxes. Click Copy Data to Sandbox to initiate the copy of data from the associated
production account. The sandbox status will not change to online until the copy of data is
completed. (After the initial data copy to the sandbox has completed, the Refresh Sandbox button
is displayed on the Sandbox Accounts page.)
■ Delayed: The refresh progress has been delayed. There are occasions when the refresh estimate
prediction software initially assigns the Delayed status to a refresh request. If a sandbox status is
set to Delayed before entering Refresh in Progress, access to the existing sandbox is maintained
until the status changes to Refresh in Progress. If your refresh request is in Delayed status, an
Administrator can check the Sandbox Accounts page to verify whether your existing sandbox is still
online and accessible.
■ Refresh In Progress: The sandbox refresh is ongoing.
■ Refresh Failed: An error occurred during the refresh process. NetSuite Customer Support will
intervene to help resolve the problem.
When a refresh fails, a popup error message displays. This message includes an error ticket number
that you can provide to NetSuite Customer Support to help them resolve the issue. The Refresh
Failed status can also be reported when the sandbox and the production account are running
different versions of NetSuite software. This can occur during the new release period, when the
production account has been upgraded, but the sandbox has not yet been upgraded to the new
release.
■ Complete: The sandbox refresh process is complete, and the sandbox account status is online and
accessible.
You can click the Refresh Sandbox button on the Sandbox Accounts page to request a refresh of a
sandbox account.
Important: During the upgrade period for a new NetSuite release, please pay attention
to your scheduled upgrade date. Do not request a sandbox refresh when the upgrade date
is near. A refresh will fail if it does not complete before your scheduled upgrade begins. See
Scheduled Version Upgrade Dates and Refresh Requests.
Warning: A refresh completely replaces the content of the sandbox account with the content
of the production account. After your sandbox account has been refreshed from production, it
cannot be restored to its prior state. Before submitting a request to refresh a sandbox account,
please ensure that your company is fully notified and ready for the refresh from production.
Your refresh request cannot be cancelled or otherwise modified in any way after it has been
accepted.
For new sandbox accounts, you need to initiate the copy of data from the associated production
account by clicking the Copy Data to Sandbox button. This action must be completed before a
Using the Sandbox Accounts Page 222
new sandbox account comes online. This requirement was new as of 2013.1. Prior to this release,
production data was automatically copied to new sandbox accounts as part of account provisioning.
Note: Refresh Sandbox and Copy Data to Sandbox buttons are not displayed on the Sandbox
Accounts page during NetSuite releases unless both the sandbox account and its associated
production account are running the same version of NetSuite. When they are not running the
same version, the Refresh Status field displays a popup version mismatch error.
As of July 2016, NetSuite improved our refresh estimate prediction process. The value you see in the
Estimated Refresh Time field on the Sandbox Accounts page is a more reliable predictor of how long it
will take for a sandbox refresh to complete.
NetSuite also added a refresh status of Delayed. You can verify the status of a refresh on the Sandbox
Accounts page. The Delayed status lets you know when the refresh progress has stalled. If a sandbox
refresh status is changed to Delayed, the Estimated Refresh Time field is blank. When the refresh
resumes, the estimated refresh time is recalculated, and the new value is displayed in the Estimated
Refresh Time field.
There are occasions when the improved prediction process initially assigns a Delayed status to a
refresh. If a sandbox is set to Delayed status before entering Refresh in Progress, access to the existing
sandbox is maintained until the status changes to Refresh in Progress. If your refresh request is in
Delayed status, an Administrator can check the Sandbox Accounts page to verify whether your existing
sandbox is still online and accessible.
■ Requesting a Refresh
■ Data That is Not Copied from Production to Sandbox
■ Credit Card Processing in Your Sandbox After a Refresh
If you use SuiteApps (Bundles) in your sandbox, see also SuiteApps and Sandbox Accounts. In
particular, see the help topic Sandbox Refresh Impact on Bundles.
Use your best judgement to decide when to request a sandbox refresh during the version upgrade
period for a new NetSuite release. For example, if it usually takes approximately two days for your
sandbox refresh to complete, and:
■ if your scheduled version upgrade date is 72 hours (three days) away, defer your refresh request
until your production and sandbox upgrades are complete.
■ if your scheduled version upgrade date is a week away, you might decide to go ahead and refresh
your sandbox.
Important: All NA sandboxes are taken offline for upgrade at 4 pm Friday Pacific Time
regardless of region, the same day of the production account upgrade. All EU sandboxes
are taken offline for upgrade at the same time as the production account is taken offline for
upgrade. The time to complete a sandbox upgrade can vary depending on the amount of data
in the account. Average time is about an hour and most complete within 8 hours, but times can
vary.
A sandbox account can only be refreshed from its associated production account. A sandbox account
cannot be refreshed from another sandbox account. Although each sandbox account is related to its
production account, no formal relationships exist among sandbox accounts tied to a single production
account. Change management across your sandbox accounts is your responsibility.
Note: If you have a premium tier production account, system notes on records are included in
a refresh of your primary sandbox. System notes are never included in refreshes of secondary
sandboxes. All EU sandboxes are secondary sandboxes, so system notes are not included in a
refresh.
You can request a refresh and monitor its status on the Sandbox Accounts page. This page is available
to users with the Administrator or System Administrator roles. Go to Setup > Company > Sandbox
Accounts.
After you submit a refresh request, the sandbox account status is shifted to offline and the account is
unavailable for use until the refresh is complete.
Important: During the upgrade period for a new NetSuite release, please pay attention to
your scheduled upgrade date. Do not request a sandbox refresh when the upgrade date is
near. A refresh will fail if it does not complete before your scheduled upgrade begins.
You do not need to refresh all of your sandbox accounts at the same time. You can refresh each
sandbox account individually, based on need.
Refreshing Sandbox Accounts 224
Warning: A refresh completely replaces the content of the sandbox account with the content
of the production account. After your sandbox account has been refreshed from production, it
cannot be restored to its prior state.
For example, bundles (SuiteApps) created in your sandbox that have not been installed on your
production account will be overwritten by a sandbox refresh request.
Before requesting a sandbox refresh, please ensure that your company is fully notified and
ready for the refresh from production. After you click Refresh Sandbox, and confirm by clicking
Submit, the sandbox account is offline and cannot be accessed. You cannot cancel the refresh
request.
■ You do not need to refresh a sandbox to update it to the latest NetSuite version.
Sandbox accounts are automatically updated to the same release level as the associated production
account when the production account is updated. A refresh is not required for this type of update.
■ Sandbox refreshes cannot be done when a sandbox account is running a different version of
NetSuite than the associated production account is running.
During the release of a new version of NetSuite, there may be a period of time when your
production account has been updated to the latest version but your sandbox account has not
yet been updated, or vice versa. A refresh cannot occur in this case. If you request a refresh, it is
delayed until both sandbox and production accounts have both been updated to the latest version.
During this period, the Sandbox Refresh page displays a red X in the Refresh Status page with a
popup version mismatch error.
Important: All NA sandbox accounts are taken offline for upgrade at 4 pm Friday
Pacific Time regardless of region, the same day of the production account upgrade. All EU
sandboxes are taken offline for upgrade at the same time as the production account is taken
offline for upgrade. The time to complete a sandbox upgrade can vary depending on the
amount of data in the account. Average time is about an hour and most complete within 8
hours, but times can vary.
■ If a role with SAML Single Sign-on permission is added in production, after the next sandbox refresh,
this role is displayed in the View All Roles page in the sandbox account. However, any roles that
are modified or added on an employee record that has the SAML Single Sign-on permission do not
appear in the View All Roles page in the sandbox account.
Requesting a Refresh
To submit a sandbox refresh request:
1. Log in to the production account that is associated with the sandbox account(s) you want to be
refreshed.
Refreshing Sandbox Accounts 225
Important: During the upgrade period for a new NetSuite release, please pay attention
to your scheduled upgrade date. Do not request a sandbox refresh when the upgrade
date is near. A refresh will fail if it does not complete before your scheduled upgrade
begins. See Scheduled Version Upgrade Dates and Refresh Requests.
Note: All other fields on the Sandbox Accounts page are read-only fields that
provide status information about account refreshes. This information includes
the estimated number of hours required for the sandbox refresh to complete. For
more details, see Sandbox Accounts Page Fields.
Important: The Production Snapshot is taken from the backup that occurred the night
before the actual refresh starts. This is not necessarily the same date the refresh was
requested, but depends on when your refresh request starts processing.
4. You can monitor the Refresh Status and view the Estimated Refresh Time (In Hours) on the
Sandbox Accounts page.
■ Awaiting Processing
■ Pending Copy to Sandbox
■ Delayed
■ Refresh In Progress
■ Refresh Failed
■ Complete
For more information, see Using the Sandbox Accounts Page and More About Sandbox Refresh
Statuses.
Refreshing Sandbox Accounts 226
can be auto-installed back into the sandbox, if the record was configured to permit authentication
with user credentials, and if you have the application ID.
If you auto-install the record, be aware that data specific to the first installation is not retained. That
is, the Web Services Execution Log from the previous installation is not retained. Additionally, the
State field and Note field do not retain the values they had when the record was removed.
For information about the Integration record, see the help topic Managing Integrations. See also
Using Integration Records in Sandbox Accounts.
Important: Each time you refresh your sandbox account, you must repeat this procedure
to process credit card transactions in your sandbox. No change is required in your production
NetSuite account.
Starting with 2014.2, administrators of sandbox accounts receive email notifications before a sandbox
account expires, so they can renew the account without experiencing an interruption of sandbox
availability or potential data loss. The notification process is completely automated, no action on the
part of the administrator is required.
Administrators are notified by email several times before the expiration date, giving them plenty of
time to renew the sandbox account. The first notification email is automatically generated one month
before the sandbox expires. Notifications continue on a weekly basis until the sandbox account is
renewed. If the sandbox account is not renewed, a final notification email arrives on the expiration
date.
There is a 30–day grace period after expiration during which an inactive sandbox account can be re-
activated and the data retained. If you do not renew the sandbox account before this grace period
ends, the sandbox is deleted and the data is purged. Contact your NetSuite account representative for
more information.
When a Sandbox Account Expires 228
Warning: Data from expired sandbox accounts is purged after 30 days and cannot be
recovered.
For example, if you are testing marketing campaigns in your sandbox account, you might not want
customers to receive email messages generated by those campaigns until they have been finalized and
rolled out in your production account. You might want email messages from your sandbox account
delivered only to yourself, or to the people in your organization who are responsible for designing
the new campaigns. You might want to ensure email messages generated from sandbox web stores
are not delivered to recipients outside your organization. In all these cases, choose the Send Email To
option.
Important: Email messages generated from sandbox web stores will not be sent to the user
logged in to the NetSuite UI. For example, an order notification email message would be sent to
the shopper’s email address, not the logged in user’s email address. To prevent this, choose the
Send Email To option.
There are exceptions to the email routing rules you specify. Security-sensitive emails will be always sent
to the actual owner of the email address. For example, password reset emails do not obey preferences
that override routing rules.
■ Reset Password
■ Change Password
■ Change Email Address
■ Security Questions (Setup or Update)
■ Two-Factor Authentication Setup
■ One-Time Password
Set preferences for sandbox email delivery in your production account on the Email Preferences page.
Option Description
Send Email To (NetSuite Choose this option to ensure email messages are delivered to
recommends this option.) specific addresses.
Option Description
■ Choose this option when testing your web store in your sandbox
environment. This option ensures web store generated email
messages are routed to the desired recipient.
Send Email to Logged In Choose this option to route email messages to the user logged in to
User the NetSuite UI.
If you select this option, be aware of the following behaviors:
Do Not Send Emails Choose this option if you do not want any email messages sent.
4. Click Save.
5. On the Sandbox Accounts page, click Copy Data to Sandbox (or Refresh Sandbox). Your email
delivery preferences will be applied to all your sandbox accounts.
Important: During the upgrade period for a new NetSuite release, please pay attention
to your scheduled upgrade date. Do not request a sandbox refresh when the upgrade date
is near. A refresh will fail if it does not complete before your scheduled upgrade begins. See
Scheduled Version Upgrade Dates and Refresh Requests.
After your sandbox account has been refreshed, you can log in to modify your email preferences
directly on the sandbox account. This way, if you use multiple sandbox accounts, you can set different
preferences for email delivery in each account.
Note: Upon refresh, the settings in your sandbox accounts always revert to the sandbox email
preferences you set in your production account.
NetSuite Development Accounts 230
The best time to begin using Development Accounts is at the start of a new project. It can be difficult
to migrate to a Development Account if you are already in the middle of a development project in your
sandbox. NetSuite recommends finishing your existing projects in your sandbox, and starting new
projects in your Development account.
Note: You need multiple sandbox accounts if you have multiple large projects which need
distinct environments for User Acceptance Testing (UAT).
Development accounts have the same features and NetSuite-provisioned SuiteApps as your company's
production account, but do not contain any production data. You can populate the account with only
the data you need for development and testing purposes.
One of the benefits of using a development account is that you can, for example, let outside partners
develop something for you. This is one reason that NetSuite recommends you enter only non-sensitive
test data in development accounts.
Warning: Do not enter sensitive information or any real customer data, such as contact
information or credit card numbers, in development accounts. Transactions will be processed
and invoices will be generated.
Note: Email messages sent from Development Accounts are delivered to the logged-in user.
Development accounts are never refreshed, unlike sandbox accounts, so you never have to worry
about your work in progress being accidentally overwritten by a refresh.
Actions you take in development accounts, such as transaction entries, record deletions, and form
customizations, have no effect on your NetSuite production account. However, development accounts
are not guarded from external touch points in the same way as sandbox and release preview accounts
can be. For example, in Sandbox and Release Preview, you can specify how you want email to be
handled in these accounts. You cannot configure email delivery from a development account in a
similar manner. Email messages sent from Development Accounts are delivered to the logged-in user.
■ For recommended best practices for using development accounts with SuiteBundler, see the help
topic SuiteApp Development Process with SuiteBundler.
■ For information on acquiring one or more development accounts, contact your NetSuite account
representative.
Administrators can change the name of each development account at Setup > Company Information to
make it easier to distinguish among these accounts. Development accounts are not refreshed, unlike
sandbox accounts, so these changes will not be overwritten.
Features Available in Development Accounts 231
Warning: Do not enter sensitive information or any real customer data, such as contact
information or credit card numbers, in development accounts. Transactions will be processed
and invoices will be generated.
Note: Email messages sent from Development Accounts are delivered to the logged-in user.
By default, new development accounts are only accessible to the administrator for whom the account
was provisioned. This administrator can create up to 10 users for each account. See Granting Access
to Development Accounts. Users who need access to development accounts should contact this
administrator.
2. Go to Lists > Employees > Employees > New and create an employee record for the user.
Note: If this user is an employee in your production account, you can enter the
username, email address, assign a role, and check the Give Access box on the Access
subtab. You do not need to enter a password. When prompted whether the user should
inherit the password from the production account, click Yes. For more information about
creating an employee record, see the help topic Adding an Employee.
3. Click Save.
The employee to whom you have granted access can now log in to this development account.
Important: The way you contact NetSuite Support, and the way you create a case varies
depending on the level of support purchased with your account.
You can submit a question or issue online to NetSuite support professionals. You can send questions or
comments by email 24 hours a day. You will receive a response by email as soon as possible. Response
times vary depending on the level of support you have purchased and the support team's current case
load. To improve response times, please provide lots of information (more is better), and if applicable,
include steps to reproduce the problem.
Contact Support by Phone is available to customers with Gold or Platinum support, and to eligible
NetSuite Partners, 24 hour a day, seven days a week. Call the number provided by your account
manager. Please have your account number ready when you call for quicker assistance.
Performance Best Practices 233
■ The Application Performance Management (Beta) SuiteApp supports observation and performance
management of NetSuite customizations and business critical operations. See the help topic
Application Performance Management (APM).
■ The purchase of a SuiteCloud Plus license can enhance performance by increasing the threads
available for Web services through support of a concurrent Web services user, increasing the
number of queues available for scheduled scripts, and increasing the number of queues and
threads available for CSV import jobs. For more details, see Using SuiteCloud Plus.
■ Help topics in the Troubleshooting Performance Issues section provides tips for handling various
NetSuite application performance issues compiled by NetSuite Customer Support.
■ Increasing Speed and Performance in NetSuite provides additional tips for optimizing performance
of the NetSuite user interface.
■ Script Optimization provides additional tips for optimizing performance of SuiteScripts.
■ Best Practices for Web Site Performance provides recommendations to optimizing performance on
web sites built with NetSuite Site Builder.
■ The SuiteApp Architectural Fundamentals & Examples (SAFE) Guide, provided for ISVs (independent
software vendors) who build custom SuiteApp solutions for deployment into customer accounts,
includes a variety of best practices, some of which relate to performance optimization. See
https://netsuite.custhelp.com/app/answers/detail/a_id/30364/kw/SuiteApps%20Architectural
%20Fundamentals%20Guide in SuiteAnswers.
■ Remove redundant operations or actions and lines of code which are no longer used within the
script execution.
■ Remove duplicate logic on a script that is already performed by other events.
■ Combine similar scripts/functions whenever possible.
■ Inactivate scripts/deployments that are no longer needed.
■ Utilize asynchronous processing for user events.
■ Use built-in permissions (by leveraging Run as Role) instead of scripting permissions.
■ Utilize nlapiSubmitField() instead of nlapiSubmitRecord().
■ Utilize nlapiLookupField() instead of nlapiLoadRecord().
Scripting Searches
■ Optimize search filters and columns. Make your search results faster by:
□ Filtering inactive records.
□ Entering shorter date range criteria.
□ Using faster operators such as starts with/between/within instead of contains/formulas.
□ Removing unnecessary columns.
■ Add fields to search results columns to avoid using nlapiLoadRecord or nlapiLookupField. This
improves performance by eliminating the operation of loading the entire nlobjRecord.
■ Remove search results columns that are not used by a script. Comment out any lines that add
columns to search results, here the returned values are not used by the succeeding script logic.
■ Combine searches of the same record type by using merged filters. Wherever possible, combine
searches for the same record into one main search with merged filters. This improves performance
by minimizing search instances.
■ Scripts can be deployed for future execution. You can select the queue at deployment. Multiple
deployments enable concurrent execution of a single script.
■ Spread work evenly across queues, so a script can be programmatically deployed to a queue right
away. To schedule a script, use nlapiScheduleScript(scriptId, deployId, params).
Optimizing SuiteTalk Performance 235
■ Combine multiple workflows that have the same logic and functions into a single workflow.
■ Filter workflow execution by execution context and/or event type.
■ Scheduled workflows that operate on records with static data, or data that does not change often,
can be converted to event-based workflows instead. This way, the workflows do not execute on the
records unnecessarily.
The NetSuite application is designed to use bandwidth more efficiently than many other websites.
In technical terms, NetSuite delivers a lower binary-to-text ratio than most websites, and we use
patent-pending browser-side caching algorithms to further reduce bandwidth requirements. The
actual bandwidth required will vary for each account, depending upon the number of users and how
NetSuite is used. A user of a typical NetSuite account does not require more than 56 Kbps of dedicated
bandwidth.
Now that you know NetSuite is designed for optimal bandwidth performance, here are some other
topics covering how to further optimize the performance of the NetSuite application on your computer.
The following sections describe some basic steps for optimizing NetSuite performance.
The information below can help you to identify the source of the performance issue you may be
experiencing, and provide guidance for troubleshooting. You can also find useful data to give NetSuite
customer support if needed.
Identifying Performance Issues 237
The Performance Details (or PET) window includes the following data:
Note: This data may not apply to reports, dashboards, centers, or saved searches.
■ Server – Displays the percentage of the total page load time spent on retrieving information from
the NetSuite server.
If this row has the highest percentage in the list, see Improving Server Performance.
■ Server SuiteScript – Displays as a percentage the server time that was spent on server-side
scripting.
■ Server Workflow –Displays as a percentage the amount of server time that was spent on workflows.
■ Network – Displays the percentage of the total page load time it takes for data to travel from the
NetSuite servers to your computer.
If this row has the highest percentage in the list, the problem could be related to your Internet
Service provider (ISP). See Improving Network Performance.
■ Client – Displays the percentage of the total page load time it takes for your computer to render the
page.
If this row has the highest percentage in the list, see Improving Client Performance.
■ Page – Displays the Web address of the page you are viewing in the application.
■ Email – Displays your email address.
■ Time – Displays system date and time.
The information in the Performance Details window is based on the data sent to the client from the
server. Occasionally, when the end to end time metric is not sent from the server, only the client, page,
email and time are shown.
If you experience slow performance consistently on a certain page, then use the information displayed
in the Performance Details (or PET) window to create a case with NetSuite Customer Support.
■ On the Appearance subtab, Centers & Dashboards section, set the Landing Page preference to
open NetSuite to a page other than the Home page. You can set this preference to open NetSuite on
the page that you visit most frequently.
■ On the General subtab, Optimizing NetSuite section:
□ Enable the Delay Loading of Sublists preference to initially load NetSuite pages without data on
subtabs.
When this preference is enabled, the data on each subtab is loaded only when the subtab is
clicked. This shortens the initial page loading time.
□ Set the Number of Rows in List Segments field to a lower number to speed the loading of pages
containing long lists.
NetSuite recommends a segment size of 50. When a page includes a long list of records, the list
is divided into segments, with one segment loaded at a time. Resetting this preference decreases
the size of each segment.
□ Set the Maximum Entries in Dropdowns field to a lower number to speed the loading of pages
containing dropdown lists with large numbers of options.
A setting of 50 or less is recommended, unless you find your workflow requires larger menus.
Any list with more results than this setting appears in a popup instead of a dropdown list. Using
popups speeds page load time.
▬ With dropdown lists, all values in a list are loaded when you access a page.
▬ With popup list fields, the lists are not loaded until you search for an item or click the list icon.
You can quickly search and automatically complete fields by entering the first few letters of
the item and pressing the Tab key.
The topics below describe ways in which you can optimize NetSuite to display your search results and
reports more quickly.
For information about different types of NetSuite searches, see the help topic Search Overview. For
details about preferences you can set for searches, go to Home > Set Preferences, and click on field
names on the Analytics subtab.
■ If all the records you want to retrieve begin with the value you are attempting to match, use “starts
with” or “keywords” instead of “contains”.
For example, if you are searching for all records for customers with names beginning with
“Goldman”, such as “Goldman Sachs-NY” and “Goldman Sachs-SF”, you can define search criteria of
“Name/ID starts with Goldman”, rather than “Name/ID contains Goldman”.
■ If all the records you want to retrieve contain words beginning with the value you are attempting to
match, use “has keywords” instead of “contains”.
For example, if you are searching for all records for customers with the word “Toys” in their names,
such as “KayBee Toys” and “Toys R' Us”, you can define search criteria of “Name/ID has keywords
TOYS”.
On the Schedule Report page you can select recipients, enter a message, and/or select attachments
to include with the emailed report. You can then use the options on the Recurrence tab to define how
often you want this report emailed to the recipients.
Improving Server Performance 240
If performance of a scheduled report or saved search is abnormally slow, log a case with NetSuite
Customer Support.
Warning: If your report is not returning results quickly enough, do not repeatedly attempt to
run it while the original report is still running. Executing multiple reports at the same time can
cause significant performance issues.
■ A form, such as a customer record, or transaction taking a long time to finish loading.
■ A report taking a long time to display data on the page.
Use the Performance Details (or PET) window to determine if network time accounts for a large amount
(for example, 25% or more) of the total time to bring up a slow page. For more information, see
Gathering Performance Details.
If you are experiencing issues similar to the ones listed above, we recommend that you log in to
NetSuite using https://system2.netsuite.com/pages/login.jsp. Users in Europe and Asia may notice
better performance logging in on system2. If the system2 domain provides better performance, then
you can continue to use this domain to work as usual in your NetSuite account.
If you notice persistent slowness due to network performance, see Getting Help with Performance
Issues from NetSuite Customer Support to learn how to submit a case to NetSuite Customer Support.
Some client performance problems may appear in one browser and not in another. For example, if
you display a list of sales orders with Internet Explorer 8, the page may render more slowly than if you
display sales orders with Firefox. These differences may result from browser configuration, security
defenders, and/or individual browser add-ons.
Also note that some NetSuite tasks require intensive resources, for example creation of a sales order
with 200 items.
There are no universal requirements for the amount of Random Access Memory (RAM) or how fast a
computer must be to run NetSuite. The requirements depend on the way your computer is being used
and on the other applications running on your computer. For example, your computer may be able to
run NetSuite but is not powerful enough to run NetSuite with your Voice Over IP (VOIP) application. Or,
your computer is powerful enough to run your VOIP application and NetSuite at the same time, but
cannot create a sales order that contains 200 line items.
When you are setting up your dashboard, consider ways to manage page loading performance.
■ If you would like easy access to a portlet's information but do not need to see it right on your
dashboard, consider adding a shortcut in the shortcuts portlet, rather than placing an additional
portlet on the dashboard. For information, see the help topic Shortcuts Portlet.
■ If you want to include slow-loading portlets on your dashboard, you can avoid loading their data at
initial page load by minimizing them.
To minimize a portlet, click the portlet's title.
Then, after a page has been loaded, you can click the title of a minimized portlet to display the data.
Adjusting browser settings to cache pages in your Web browser enables you to quickly access the
pages you visit frequently. These adjustments make pages load faster and reduce the possibility of
JavaScript error messages.
NetSuite recommends that you adjust browser settings to maximize your NetSuite performance. For
information, see:
Warning: Do not choose the Never option. The Never option does not
significantly improve performance but can create security issues by delivering Web
pages that contain expired data.
b. In the Temporary Internet files folder section, set Amount of disk space to use: to 50MB.
c. Click OK.
3. Click the Security tab.
a. Click the Trusted Sites icon, and then click the Sites button.
b. Enter the address https://*.netsuite.com and click Add.
c. Click OK.
4. Click the Privacy tab.
The Settings section should not require any changes.
NetSuite recommends setting the slider to Medium or Medium High.
Setting privacy to High requires that you manually enter https://system.netsuite.com, https://
checkout.netsuite.com, and https://www.netsuite.com as allowed sites by clicking the Sites
button.
5. In the Pop-up Blocker section, if the Block pop-ups box is checked, click Settings.
a. Enter the address system.netsuite.com, and click Add.
b. Click Close.
Improving Client Performance 243
about:config
3. Click Go.
4. Scroll down to the preference browser.cache.disk_cache_ssl.
5. Right-click on the preference line and select Toggle to set the Value to “true.”
Firefox now caches secure pages, including all https://system.netsuite.com pages. By caching
these pages, Firefox can load pages more quickly.
Before consulting the troubleshooting tips, check status.netsuite.com to see if there are any system
issues currently being addressed, and the resolution path.
To help with troubleshooting performance issues, use the Application Performance Management (APM)
SuiteApp to monitor and manage NetSuite performance for business critical operations. APM compiles
information into a performance dashboard that highlights performance issues and anomalies, and
links to more detail. For more information, see the help topic Application Performance Management
(APM).
2. If you are using Internet Explorer, check the Prefer Native Select Fields Over NS Dropdowns in
Internet Explorer option at Home > Set Preferences on the General subtab, in the Optimizing
NetSuite section. For more information, see the help topic Setting General Preferences.
3. Check whether the Editing a Custom Field.
a. If the field is a custom field:
■ To see what kind of custom field it is, go to Customization > Lists, Records, and Fields,
and check the list of different custom fields to find the specific custom field.
■ Review the description of the field in Kinds of Custom Fields.
■ Ensure that the basic properties of this kind of custom field are appropriate for the
intended purpose.
■ For information about how to define a custom field see the help topic Creating a
Custom Field.
b. If the field is a standard field, contact NetSuite Customer Support.
4. Check whether a client script function is being triggered.
■ See the help topic Using the Scripted Records Page.
■ Be aware that the following client script functions may affect fields:
□ Validate Field
□ Field Changed
□ Post Sourcing
For more information see the help topics Client Event Types and Client Script Best Practices.
If loading the list of available items to add on a transaction takes longer than usual:
1. Check the Maximum Entries in Dropdowns field at Home > Set Preferences on the General
subtab, in the Optimizing NetSuite section. Set this value to 25 or less to reduce load times. For
more information, see the help topic Setting General Preferences.
2. Check whether the form is a standard or custom form.
a. If the form is customized, check its settings to see whether an item saved search is used to
filter the items available to be added.
■ Go to Customization > Forms > Transaction Forms and edit the transaction form.
■ On the Screen Fields subtab, click the Columns subtab, and see whether the Item
Filter dropdown list is populated.
■ If a saved search is selected in the Item Filter dropdown list, the performance problem
may be related to the saved search.
□ Run the saved search to see if it runs slowly. If it does, the problem is related to the
saved search.
□ Determine the number of item records returned by the saved search. See Speeding
up your Searches and Reports.
□ Check the criteria and results of the saved search to see if it can be enhanced to
run faster. See the help topics Defining an Advanced Search and Optimizing Search
Performance.
Slow Display of Transaction Line Item Values 246
If there is a noticeable delay from the time an item is selected on a transaction line
to the time it is added:
1. Check whether a client script function is being triggered.
Be aware that the following client script functions may affect fields:
■ Line Init
■ Post Sourcing
■ Validate Line
■ Validate Insert
■ Validate Delete
■ Recalc
For more information see the help topics Client Event Types and Client Script Best Practices.
□ Run the saved search to check its performance. If it runs slowly, then the problem is with
the saved search.
5. If the list is standard, contact NetSuite Customer Support.
6. If the list view cannot be customized, contact NetSuite Customer Support.
Slow-Running Report
A large number of standard reports are available from the Reports tab. Customized versions of some
reports may also be available.
■ Consider scheduling the report to be run in the background, if you do not need real-time
information. For more information, see Scheduling Long Running Reports.
3. If the report is standard, contact NetSuite Customer Support.
For a list of standard reports, see the help topic Standard Reports.
All searches are run every time a record is loaded (to view or edit). The saved search custom field is not
stored, and the search is executed each time the page loads. Instead of adding a field to the page, it is
better to use a saved search page.
You can add a record ID filter to the saved search page to get the field value filtered by the record ID.
This way, you do not slow down every page load.
If exporting results from a report or a saved search takes longer than usual:
1. Determine the number of records being returned. For more information, see Speeding up your
Searches and Reports, and the SuiteAnswers article Error Message: “This Search Has Timed Out”
when trying to Export the Saved Search.
Slow Export of Report or Saved Search Results 249
2. Compare the performance of exports to different file formats, to see if another file format has
better performance. See the Comparing Export Formats section in Exporting Reports, Searches,
and Lists.
3. Perform a trace route to determine if there is an issue with the network.
Exporting is similar to downloading data and requires a strong and stable internet connection.
For more information, see Using a Trace Route to Troubleshoot Performance Issues.
4. Areas of the world where network is heavily monitored (for example, China) may experience
network-related issues when downloading reports. NetSuite is not the ISP and does not own the
network monitoring. Using a VPN connection might help improve the download speed.
■ A bulk process can take longer to complete if a larger number of records is involved.
■ Some bulk processes are limited to a defined number of records that can be processed at one time,
and do not complete successfully if the number of records exceeds this threshold.
■ For more information, search for the following topics in SuiteAnswers:
□ Maximum Number of Sales Orders That Can be Processed in Bulk Fulfill Page
□ Bulk Billing Purchase Order Limit
□ Mass Update Limitation
□ Bulk Merge Limit Per Month
□ Line Limit for Vendor Bill Variance Journal Entries
□ Revenue Recognition Enhancements
For information about this option see the help topic Setting CSV Import Preferences.
■ If possible, disable this option to improve CSV import performance.
■ For instances that require some scripts or workflows to execute for data changes occurring
during CSV imports, NetSuite recommends that you make sure that other unneeded scripts
and workflows do not execute during CSV imports.
□ For scripts, add a condition that prevents execution when the context is CSV import. See
the help topic nlobjContext for information about the getExecutionContext() method to
use for this purpose.
□ For workflows, clear the CSV option in the Context field. See the following for more
information:
▬ Creating a Workflow
▬ Workflow Context Types
▬ Context Types Reference
3. If your account has one or more SuiteCloud Plus licenses, try running a slow CSV import on a
different queue.
See the help topic Using Multiple Threads and Multiple Queues to Run CSV Import Jobs.
For more information, see the help topic Creating an Online Customer Form.
1. Load the publishable URL of the form independently from the website to determine whether the
problem is related to the form load or the page itself.
a. Go to Setup > Support > Online Case Forms.
b. View the form embedded in the website.
c. On the External subtab, click Publishable Form URL.
d. Use the URL to load the plain form, without website customizations.
2. Check the setup of the online case form. Consider the following properties that may affect
performance:
■ Select Fields
□ Fields that source values may take more time to load, depending on the size of the
sourced data.
□ Having a large number of select fields may add to the time required to load the form on
the page.
■ Custom Code
□ When a script function is triggered after a form is loaded, users may not be able to
interact with the page immediately.
□ It may seem like the page is still loading because it is not yet responsive, but instead the
script is still running.
For more information, see the help topic Online Case Forms.
If the checkout process using NetSuite’s cart and checkout is taking longer than
usual:
1. Use the network tool available in the browser developer tools.
■ For Internet Explorer: HTTPWATCH at http://www.httpwatch.com/features/
webperformance.aspx
■ For Firefox: FireBug at http://getfirebug.com/network
■ For Chrome: Google Developer Tool at https://developer.chrome.com/devtools#improving-
network-performance
2. Identify the page where slow performance is occurring.
3. Check whether standard checkout or reference checkout is implemented in the website.
■ Standard checkout is the default checkout provided with Site Builder. If your website is using
this type of checkout:
□ Check for elements such as heavy images and scripts implemented in the Shopping and
Checkout tabs. These can affect performance because loading elements with large file
sizes may require more time.
□ You can make changes by navigating to Lists > Web Site > Tabs, and editing the Shopping
tab or the Checkout tab.
■ Reference checkout is NetSuite's reference implementation of the web store checkout
process, which includes customized login, cart, and checkout pages, along with associated
source files and assets. If your website is using this type of checkout, you can try to modify
any customizations that have been made to these pages to achieve better performance.
4. Check whether Scriptable Cart and Checkout is enabled in Setup > Site Builder > Set Up Web
Site.
■ This feature allows client-side scripts to be triggered in the website, which may contribute to
page load time.
■ For more information, see the help topic Deploying and Running Scriptable Cart.
5. If the problem just began occurring, check with the person who manages your website to
determine if changes have been made recently.
If you are experiencing performance issues, pages that load slowly, or frequent time-outs, try accessing
NetSuite from a location outside of the firewall. If you determine that the firewall may be a problem, try
making the following changes to the firewall:
□ shopping.netsuite.com
■ Open the following Ports:
□ Port 80 for non-secure http pages
□ Port 443 for secure https pages
□ Port 1708 for SuiteAnalytics Connect access
When your company uses a proxy server for internet traffic, and you visit a Web page from your work
station, a request is sent to the proxy server for that page. The proxy server retrieves the page from
the Internet and forwards the page to your computer. The page is then cached, or saved, on the proxy
server's disk drive for future use. For subsequent requests of the same page, the proxy server returns
the cached version of the page stored on its drive instead of accessing a current version of the page
from the Internet.
Cached pages returned by a proxy server can cause problems when using NetSuite, because you need
to view accurate and up to date information about your company, but the proxy server shows cached
pages with stale data.
If you notice persistent slowness due to network performance, report the problem to NetSuite
Customer Support only after you have observed a high percentage in the Network section of the
Performance Details (or PET) window at least three times in succession. For more information, see
Gathering Performance Details.
When you report a Network Performance issue to Customer Support, please include answers to the
questions below. This information will help to diagnose and resolve the problem quickly.
■ What browser are you using? Do you have any plug-ins installed?
■ Are you using a firewall? If so, what is the name and version of the firewall software or device? What
ports are open?
Getting Help with Performance Issues from NetSuite Customer Support 257
■ Are you using a proxy for your HTTP Connections? If so, what is the name and version of the
software? For more information, see Troubleshooting Problems with Firewalls and Proxy Servers.
■ Are you using an anti-virus or anti-spyware application? If so, what is the name and version of the
software?
■ Include your public IP address in the case.
To get this information, go to http://www.whatismyip.com.
The more information you add to a case, the better NetSuite Customer Support can serve you. If you
are using a PC, open a command prompt and run the following commands to gather more information
to add to your case:
■ Execute a dnslookup on the affected domain and include the output. For example, if you are having
trouble with system.netsuite.com, then type the command below in a Command Prompt window,
and press Enter.
nslookup.exe system.netsuite.com.-
■ Execute a traceroute on the affected domain and include the output. For more information, see
Using a Trace Route to Troubleshoot Performance Issues.
■ Execute the following commands, and add the results to your case.
ping system.netsuite.com
telnet system.netsuite.com 443
On a PC:
1. Open a command window.
a. Click the Start icon on the Windows Taskbar.
b. Type cmd.
c. Press Enter
2. At the command prompt type cd\.
3. Press Enter.
4. At the C:\> prompt type
tracert system.netsuite.com
5. Press Enter.
On a Mac:
1. Open the Network Utility application.
By default, this application is located in the Utilities folder, found inside the Applications folder
on the main system hard drive (Hard Drive > Applications > Utilities > Network Utility).
Getting Help with Performance Issues from NetSuite Customer Support 258
The results of this command will show the path taken from your computer and every hop taken to
reach NetSuite. Look for "Timed Out" or any result over 200ms. The first line which reads Timed Out or
is over 200ms may indicate a connection problem.
If the first problematic line is within the first three lines, this usually indicates a connectivity issue within
your own network. Please contact your network administrator, and provide the results of your trace
route.
If the first problematic line appears after the first three lines and before the last three result lines, this
indicates there may be a problem with a router you travel through prior to reaching NetSuite's servers.
Please contact your Internet Service Provider (ISP) with the results of the trace route so they can further
investigate any connection problems.
If you are getting timed out within the last three result lines, this may point to a performance problem
with NetSuite's network providers. Contact NetSuite Support for assistance.
To copy the results of the trace route and paste them into a NetSuite support case:
1. On a PC:
1. At the command prompt type cd\.
2. Press Enter.
3. At the C:\> prompt type:
4. Press Enter.
5. Open My Computer from your desktop, and then open the (C:) drive.
6. Double-click the results.txt file to open it.
7. Copy the results of the trace route.
2. On a Mac:
1. Highlight the results of the trace route.
2. Go to Edit > Copy.
3. In NetSuite, click the Support tab.
4. Click the SuiteAnswers link.
5. On the SuiteAnswers site, click Contact Support Online.
6. Paste the trace route results into the Message field.