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Netsuite Tips and Tricks

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How to Credit a Drop Shipment Vendor Bill Without Affecting the Inventory
When a customer wants to return an item that they received directly from the vendor via a drop-shipment, the return in NetSuite can be processed without affecting the inventory records.

When entering the vendor return authorization, on the Items subtab, check the box in the 'Drop Shipment' column for any items the customer received via a drop shipment.
  • The 'Drop Shipment' box is automatically checked if the return authorization is created from the sales order for drop-shipped items
  • The 'Drop Shipment' box is not automatically checked if the return authorization is created from a vendor bill.

When returns for items are fulfilled that are marked 'Drop Shipment', the return is processed as a non-inventory item and has no accounting impact. The return transaction verifies that the item has been returned to the vendor and makes the authorization eligible for a vendor credit.

Here are the correct steps:
  1. Open the 'Drop Shipment Purchase Order' and click 'Authorize Return'
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  2. A 'New Vendor Return Authorization' is opened with the detail on the line with 'Drop Shipment' marked yes
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  3. Save the 'Vendor Return Authorization'
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  4. Approve the return
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  5. Click on the return button and the 'New Item Fulfillment' will open
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  6. Check the fulfill option and then click save. The option 'Drop Shipment' with the value yes shows that the Items will not be returning to the warehouse
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  7. Click on the credit button to create the 'Vendor Bill Credit'
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  8. Here is the GL impact of this transaction
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How to Segment Financial Statements Using Departments, Classes and Locations
Using departments, classes and locations to segment financial statements provides financial users with robust reporting capabilities and decreases efforts required in managing numerous GL accounts. These classifications can be used to gain valuable insight into department expenses, sales channel margins and location profits.

While customizing your financial reports you can segment by 1; "Columns" 2; "Head and Summary Rows" and "Financial Sections" or 3; a combination of both. In this example we will create a classified income statement with departments and classes segmented by "Head and Summary Rows" and "Financial Sections", and locations segmented by "Columns".

Prerequisites:
  1. Classifications must be enabled in your NetSuite account Tip Image 1
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  2. Transactions must be classified on every "Line"
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Setup:
  • Navigate to Reports > Financial > Income Statement > Customize Summary
  • In the "Financial Report Builder" give the custom report a unique name
  • Edit the financial report layout by adding "Header and Summary Rows", amending existing "Financial Sections", and adding new "Financial Sections"
    • Header and Summary Rows:
      • Header and summary rows can be used to segregate the different class and department "Financial Sections". In this example we have five "Header and Summary Rows".
        1. Revenues
        2. Cost of Sales
        3. Operations Expenses
        4. Sales Expenses
        5. Administrative Expenses
      • Add a new financial section by selecting "Add Header and Summary Rowsv in the dropdown of the report builder's layout section.
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      • In the new header and summary rows define:
        1. The "Header Label"
        2. The "Summary Label"
        3. If the new header and summary rows section is the "Child Of" another header and summary rows section
        4. The "Display" type
        5. The "Summary Row Calculation"
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    • Financial Sections Representing "Class":
      In this example we will need three revenue and three cost of sale financial sections. These sections will be used to identify our three "Classes" of revenue.
      • Add a new financial section by selecting "Add Financial Section" in the dropdown of the report builder's layout section.
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      • In the new Financial Section Define:
        1. The "Header Label"
        2. If the financial section is the "Child Of" a header and summary rows section
        3. The "Display" type
        4. The financial section's "Criteria"
          • Select the "Class Name"
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      • Continue these steps until you have income and cost of sales "Financial Sections" for each of the classes.
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    • Financial Sections Representing "Department":
      • In this example each department will have "Financial Sections" representing groups of expenses normally incurred by each department.
        1. Salaries & Wages
        2. Rents
        3. Utilities
        4. Supplies
        5. Travel & Entertainment
        6. Depreciation
        7. Allocations In/Out
      • In the new financial section define:
        1. The "Header Label"
        2. If the financial section is the "Child Of" a header and summary rows section
        3. The "Display" type
        4. The financial section's "Criteria"
          • Select the "Department Name"

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  • After creating and assigning the new financial sections to header and summary rows, the report builder layout should look like the following image. Notice there are three "Financial Sections" for each type of expense. The expense account is the same for each of the three sections, but the department differs in each section.
    • *Note that gross profit and net income rows will need to be amended to calculate the added and amended financial sections.
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  • View Report by "Location"
    • In the "Column" dropdown of the report select "Location"
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  • Click "Refresh"
  • The results should look similar to the following image:
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  • Compare your new 'Classified Income Statement' to the standard 'Income Statement':
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Advanced Taxes
Warning: If you enable Advanced Taxes, you cannot disable it in the future.
To enable Advanced Taxes:
  • Go to Setup > Company > Enable Features
  • Click the Accounting subtab
  • In the Advanced Features section, check the Advanced Taxes box
  • Click Save
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When you enable this feature, NetSuite makes the following changes in your NetSuite account:
  • NetSuite creates tax schedules for the existing tax codes and tax groups in your account. You can create tax schedules that define how NetSuite calculates and tracks taxes in each nexus at Setup > Accounting > Taxes > Tax Schedules
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  • You can create nexus records at Setup > Accounting > Taxes > Nexuses > New

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When you select a customer on a transaction form, the form changes to show the appropriate tax fields for the nexus in which the customer is located, based on the customer's shipping address.
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Important: If you have custom transaction forms that use SuiteScript, then using the Advanced Taxes feature may affect your forms. We recommend that you test your transaction forms for errors when you enable this feature.

For US edition (non-OneWorld):
  • Without Advanced Taxes, you can only add other US states
  • With Advanced Taxes enabled, you can also add Canadian provinces
For Canada edition (non-OneWorld):
  • Without Advanced Taxes, you can only add other Canadian provinces
  • With Advanced Taxes enabled, you can also add US states
For OneWorld accounts (any edition), the Advanced Taxes feature is enabled by default in an OneWorld account, and you can add different country nexuses.


Planning Time Fences
Using a planning time fence can help improve how NetSuite suggests supply orders. Planning time fences help to prevent short term changes to existing material plans by protecting existing orders on the material plan within the time fence. A planning time fence, like a lead time, can be setup for purchasing materials. The NetSuite supply planning engine will look at the time fence to ensure that any system suggested orders (purchase or work) are outside the time fence. Using planning time fences ensures production planning and purchasing users are given adequate time to react to material needs within the realistic time constraints of the production process and/or vendor supply times.
To setup and manage time fences:
  • Go to Setup > Accounting > Inventory Management Preferences/li>
  • Fill out the fields for "Default Lead Time" and "Planning Time Fence". Save the preferences
    • Note: Settings at this level are system level settings that are used if no setting exists at an individual item level.
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To setup a lead time and planning fence on an individual item:
  • Go to Lists > Accounting > Items
  • Find the item you want to update and click Edit
  • On the inventory item form go to the Purchasing/Inventory tab
  • Find the "Lead Time" field and enter the lead time
  • To set a planning fence for the item based on the location/warehouse, go to the "warehouse" subtab on the Purchasing/Inventory tab
  • In the location grid, locate the "Planning Time Fence" column and update the field for the appropriate location
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When the NetSuite supply planning engine runs it will use the lead time and/or planning time fence settings at the item level first and will look at the Inventory Management Preferences if no item settings exist.

The same concept of Time Fences can be applied to the demand side by utilizing the Demand Time Fence field. Demand Time Fences can improve short term planning because instead of utilizing sales forecasts, actual sales orders are used to calculate demand within the Demand Time Fence. Sales Forecast data is still used to calculate demand outside the Demand Time Fence. Similar to the Planning Time Fence, the Demand Time Fence can be setup at a system level on the Inventory Management Preferences page or at the individual item level.

Using both the supply side Planning Time Fence and demand side Demand Time Fence allows you to refine the planning functions within NetSuite to fit the specific needs of your business.


Work Center Calendars
Work Centers can help manage resources by grouping them together and applying that group to a specific step in a manufacturing process. Works Centers are static NetSuite groups which are designated as manufacturing work centers. A newer feature in NetSuite allows you to further refine and manage work centers by being able to apply a work calendar to each work center. This can help improve production resource planning.
A work center calendar can be setup before or after a work center is configured. For this example, we will walk through setting up a work calendar first, then a work center group, and finally applying the work calendar.
To setup a work calendar:
  • Go to Lists > Employees > Work Calendars > New
  • Enter a name for the work calendar. Using a descriptive name to help define when and what the calendar is for can be helpful to users. Example: Packaging Line – Day Shift
  • Enter any necessary comments that you believe might be helpful for users.
  • On the Working Days subtab:
    • Enter a "Start At" time
    • Enter the "Hours Per Day"
      • Note: work calendars can't span more than one day. For example: you can't setup a work calendar that starts at 8:00pm and goes beyond Midnight.
  • Check the days of the week that apply to the calendar
  • Remember to Save the record
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To setup a work center group:
  • Go to Lists > Relationships > Groups > New
    • Note: if you already have an existing static group that you want to designate as a manufacturing work center, simply edit the group and check the "Manufacturing Work Center" checkbox.
  • Choose to create a "Static" group. For the type of members, choose "Employees"
  • Enter a name for the group. Try to use something that makes is easy to identify what manufacturing process and/or step this group applies to. For example: Product A Packaging or Quality Inspection Group
  • Check the "Manufacturing Work Center" checkbox to make the group available as a work center.
  • Complete any of the other header fields as necessary. This can include email address, comments, restrictions, etc…
  • On the Members subtab, add the individual group members.
  • On the Manufacturing Work Center Settings subtab:
    • Enter the subsidiary (One World systems)
    • Enter the number of machine resources. This represents the number of machines operated within this work center.
    • Enter the number of labor resources. This represents the number of individual resources that operate within this work center.
    • Select the Work Center Calendar from the Work Calendar drop down list
  • Remember to Save the record.
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This process can be followed for all work centers within the system. Incorporating calendars with work centers can help capacity planning because it provides planners with the visibility to available hours and resources for work order processing at each work center.

Memorizing Transactions
Memorized transactions reduce data entry and serve as a useful reminder. When you memorize a transaction, you setup the transaction to recur over time. You have the option to define whether the transaction automatically posts or if you are reminded to post it. You can set the frequency of the posting/reminder and the number of times.
Memorizing transactions are excellent for transaction with a fixed dollar amount that repeat over time. Examples:
  • Equipment Lease Payments
  • Monthly Depreciation
  • Amortizations
  • Subscription Fee Charges
  • Annual Renewals
For our example we will be setting up a Memorized Transaction for an Equipment Lease Payment.
  • Go to Transaction Tab > Bank > Write Check
  • Complete the fields as they would appear when the transaction posts. (note: the transaction and Posting Period will be define by the frequency)
  • Before selecting Save go to > More Actions > Memorize Transaction
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  • Complete the Memorized Transaction form :
    • Name = Empire Financial - Equipment Lease
    • Select Either Remind Me or Automatic = Automatic
    • Frequency = Monthly
    • Next Date = 5/15/2014
    • Number Remaining = 36
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  • Select Save

The Memorized Transaction for Empire Financial - Equipment Lease has been saved and will automatically post 5/15/2014 and for the remaining 35 months.
To view or make changes to the Memorized Transaction:
  • Go to Transactions > Management > Enter Memorized Transaction > List
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  • View or Edit any of the transactions on the list to meet your needs
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Other Memorized Transaction Tips:
To view or make changes to the Memorized Transaction:
  • Create Custom Recurrence Pattern based on dates you define.
  • Schedule e-mails to be sent when an Automatic Transaction posts.
  • Add a Dashboard Reminder for Memorized Transactions.

Advanced Promotions
One of the SuiteApps developed and made available by NetSuite is the Advanced Promotions Bundle (NOTE: You must enable the "Promotion Codes" feature before you can use this bundle). This bundle further enhances the standard functionality within NetSuite that provides options for creating and managing promotional offers. With this SuiteApp, NetSuite allows you to create tiered promotions that offer increased discounts based on the number of items sold or on the order totals. There are three main types of promotions that are available with the Advanced Promotion bundle:
  • Item-based promotions - this type allows you to offer discounts (percentage or amount) based on specific criteria associated with designated items. For example, all Widget's are 15% off.
  • Buy X, Get Y promotions - this type allows you to offer discounts specific to an item if your customer buys a designated item. This is often referred to 'buy one, get one free.' For example, buy Widget A, get Accessory B for free.
  • Order-based promotions - this type offers discounts (percentage or amount) based on the criteria of the entire order. For example, receive $5 off your total if order is over $100.
With the 2014.1 release, NetSuite has made further enhancements to the Advanced Promotion SuiteApp (version 2.02). With the new features, users can now offer item-specific free shipping promotions. For example, you can create a promotion that allows a customer to have free shipping on all Accessories, but not Widgets. Therefore, if they purchase both Widgets and Accessories, NetSuite will only calculate shipping charges on the Widgets, and exclude the Accessories from the shipping calculation.

Here are the steps to create this type of promotion:
  • Navigate to "Lists -> Marketing -> Promotions -> New" and select the "Item-Based Promotions" type.
  • Enter information regarding your promotion (Name, Start/End Dates, Discount Item, etc).
  • On the "Codes" subtab, enter the intended "Number of Uses" and designate a "Coupon Code" for this Promotion.
  • If you want to set any customer eligibility restrictions (i.e. only customers in Washington State) or order eligibility restrictions (only orders greater than $100), then enter those on the "Eligibility" tab.
  • On the "Discount" tab, select the "New Item Specific Free Shipping" value (you can also elect to use a saved search) within the "Add Shipping Discount" field. From here, you can select the particular items you want to offer Free Shipping on as well as the specific Shipping Methods you want to offer with those items:
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Dynamic Allocations Based on Statistical Values
Enhancements in 2014.1 release included the ability to create Statistical Accounts for reporting and as a basis for allocations. In this tip we will show how to use Statistical Account values to generate an allocation. Our example will leverage the headcount statistical account setup in our previous tip. Our company would like to allocate monthly rent cost across multiple departments using current headcount values as a ratio of the total company headcount.

To create Dynamic Allocations based on statistical values you must enable Dynamic Allocation feature.
  • Setup > Company > Enable Features > select the Account Subtab and select in the Advanced Features section Dynamic Allocation.
Create Allocation Schedule
  • Go to Transaction Tab > Financial > Create Allocation Schedule
  • Name = Monthly Rent Allocation
  • Select the Frequency = End of Period
  • Select the Next Date = 2/28/2014
  • Select Remind = Forever
  • Allocation Mode = Dynamic Allocation
  • Weight Source = 9015 headcount
  • Date Basis - As of Date
    (Note: As of Date = The system sums all statistical journals from the beginning date to the system date.)
  • Unit Type and Units of Measure default based on the weight source selected. In our example it is each.
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Source Subtab
  • Select the Account (6200 Rent Expense) from which expense amount will be allocated.
  • Leave Name, Department, Locations and Class as Any or Unassigned for our example.
Destination Subtab
  • In the Account field enter the account where allocations will be received, Enter the Department, Location, and Class by line. In our example we intend to allocate 6200 Rent Expense across multiple departments.
  • Click the Update Sample Weights to present the Sample Weight % Allocation based on headcount statistical account values.
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  • Select Save
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Create Journal Entry
Select Create Journal Entry on the saved Allocation Schedule (or go to Transaction > Financial > Allocation Schedule > List and from the list select the schedule to create a Journal Entry)

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Illustrated in the example is a Journal Entry which has allocated as a percentage of headcount the rent expense.

Notes:
  • To view additional options regarding Dynamic Allocation visit SuiteAnswer.


Statistical Account Feature
New for NetSuite release 2014.1 is the ability to create a statistical account, allowing you to track non-monetary amounts. Statistical account values can be used in reporting, and also to perform allocations based on weighted values. Some examples of data you might use Statistical Accounts to track include:
  • Number of outstanding shares and use this value on an Income Statement to include a calculation for earnings per share.
  • Capture head count and perform a calculation to display Average Revenue by Headcount on the Income Statement and Sales Reports.
  • Dynamically allocate expenses and create an allocation of office rent by department based on how many employees are in each department.
Enable Statistical Account Feature
  • Go to Setup > Company > Enable Features
  • Click on the Accounting sub tab.
  • In the Advanced Features section place a checkbox on Statistical Accounts
  • Click Save
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Statistical Account Setup
  • Go to List > Accounting > Chart of Accounts > New
  • Complete the new account required fields:
    • Number
    • Name
    • Type=Statistical
    • Unit Type
    • Default Unit
  • Complete any optional fields
  • Click Save
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Statistical type account is similar to any balance sheet account which will report latest ending balances automatically as well as track current and prior period balances. Once a new Statistical Account has been created, add information to this account by creating a Statistical Account Journal Entry to capture non-monetary data.

Statistical Account Journal Entry
Go to Transaction Tab > Financial > Make Statistical Journal Entry

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Including Statistical Information within a Report
Now that there is data associated with a statistical account we can incorporate this information into our reports. Below is an example and steps to include headcount and a calculation to produce an Income Statement with Revenue by Headcount
  • Open Income Statement Report (Reports > Financial > Income Statement)
  • Click Customize > Name report "Income Statement with Revenue by Headcount"
  • Select Add Financial Section from Add Row/Section…
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  • Account Section: New Section Row - Enter a Name for Header Label in our example "Headcount"
  • Go to the Filter and select Account Name then select Headcount from the dialog window and select Add
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  • Return to the Add Row/Section and select Add Formula Row
  • In the Formula Row: New Formula section:
    • Formula Label: enter a name for this row in our example "Revenue by Headcount"
    • Formula = (Income/Headcount)
    • Format as desired
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  • Click Save and/or Preview - results are Headcount in the header and a formula row which displays Revenue by Headcount.
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Note
  • Statistical Account Journal Entry does not have to be in balance like a financial Journal Entry. Use positive and negative values to achieve your desired ending balance.
  • Track non-monetary data through a Statistical Account by Name, Department, Class or Location.
  • Use CSV imports to update data in a Statistical Account.


Attaching Outlook Messages to NetSuite Records
Increasingly, many NetSuite users are looking for ways to streamline their communication processes with customers, vendors and partners. Email remains a popular method of communicating, and for many, it lives primarily in Outlook. NetSuite has long offered a sync client for Outlook users, but the latest version of NetSuite for Outlook, version 3.0, is the best yet. It is compatible with the latest major versions of Outlook (2007, 2010, 2013) and Windows (XP, Vista, 7, 8) and supports both 32 and 64 bit versions of the software.

The sync client enables for users two-way synchronization of their events, contacts, tasks, and phone calls with NetSuite. Additionally, email messages from Outlook can be saved to contacts, customers, jobs/projects, opportunities, estimates, sales orders, invoices, and cash sales in NetSuite, making it easy to track business communication. To get started, ask your NetSuite administrator to enable the feature for your role, then download the client by going to Home > Set Up Outlook Integration in the Settings portlet.

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When you write and receive email in Outlook, you are presented with a list of records in NetSuite based on the email addresses you are corresponding with. You can choose which NetSuite records you want to attach email to. Email you write is saved to those records in NetSuite immediately upon sending. Messages you receive in Outlook are saved to NetSuite when you select records and click Save Changes in the message pane.

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If the record to which you want to attach the email doesn't appear, click on the "Search for more…" button to narrow down the record type and select additional search criteria.

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For more information, search SuiteAnswers or the NetSuite Help Center for "NetSuite for Outlook Overview."

Merging Duplicate Support Cases

Customer satisfaction is more important than ever for business success. As your company grows however, duplicate support cases may emerge while your customer service representatives try to resolve open cases as quickly as possible. With NetSuite Version 2013.2 release, duplicate support cases are much easier to manage. Customer service representative resources can be better optimized since they will no longer have to do manual copy-and-paste actions between the master and duplicate case records.

For example, email support cases that are submitted multiple times and containing the same request can be merged into a single record. With a simple click, the duplicate case records will be merged into a master support case record so that customer service representatives can be more efficient identifying and managing the true number of open cases outstanding and spend time prudently, without working on the same case as one of their peers.

If you use support cases, the feature is already available in your account. When you open a case, the new merge button appears at the top of the case form:
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After clicking the merge button, you can filter the list of cases to merge into by "case from the same customer only" and/or "open cases only." Then, select the case to merge into, click the merge button, and NetSuite does the rest!
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Intelligent Order Allocation
Some companies have a select group of customers who comprise a significant portion of their sales and warrant a certain level of VIP treatment. With the 2013.2 release, it's easier to maintain good customer relationships with your most important customers by ensuring timely fulfillment of their orders. Rather than having to follow a first-come, first-served rule, items can now be shipped based on commitment priority designated by you. This new option will allow you to assign priority numbers per customer, and then the system will calculate expected ship dates based on inventory item availability and priority standing. To begin using this new feature, start by changing your preferences:

Set Preferences
Setup > Accounting > Accounting Preferences
  • Order Management tab.
  • Item Commitment Transaction Ordering field.
  • A new option is available to commit orders based on order priority.
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Customer Record
  • On the customer record, users can now enter a Default Order Priority.
  • Allows setting a numerical value for the customer for item commitment purposes.
  • This default is used for new sales orders for this customer.
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Sales Order
  • When new orders are entered, the system will default the priority from the customer record at a per line level.
  • There is also a firmed checkbox for preventing reallocation.
With this new feature, customer service and sales representatives can meet order fulfillment expectations with their most important customers and simultaneously bolster their company's service level reputation.



Prevent Importing Duplicate Records
A new feature that was released in the 2013.2 release is an Advanced Option feature that allows NetSuite to detect and prevent duplicate records from being created. NetSuite has had a powerful Duplicate Detection and Merge functionality for some time, but this new release also applies this powerful tool to the Important Assistant process. These are very useful features to ensure data accuracy and integrity.

NOTE: In order to utilize this new feature, you must enable the Duplicate Detection & Merge feature at Setup → Company → Enable Features as well as then applied the feature to specific record types at Setup → Company → Duplicate Detection.

To enable this option, simply select the "Advanced Options" section during Step 2 (Import Options) of the Import Assistant process. This will display all of the Advanced Options including the new "Prevent Duplicate Records" option:
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Then simply continue and complete the Import Assistant process and NetSuite will detect and prevent any duplicates that are found during creation. NetSuite will generate a CSV Response file with all of the error details (including detected duplicates) and allow for download. In the example below, this customer was detected as a duplicate and therefore resulted in error during creation:
Error First Name Last Name Company Name Email
Duplicate record was detected David Bradford Explore Consulting dbradford@exploreconsulting.com




Component Where Used Inquiry
A new feature as of the 2013.1 release is the component where-used inquiry. A component is any item (Inventory, Non-Inventory, Service, etc) that is a portion/part of an assembly or consumed during the process of building that assembly. All components that belong to an assembly are listed in a Bill of Materials (BOM) report. However, in order to report the other way and see all of the assemblies that a specific component is a part of, you must run a where-used inquiry report.

A few of the many benefits of this feature are:
  1. Ability for engineers, planners, managers, etc to review the impact a component change may have on other product lines within the company's product portfolio.
  2. Ability for planners to review component consumption to assist with long-term assembly planning.
  3. Ability for management to assess impact related to component quality issues.
  4. Ability to accurately assess the impact related to a component being obsolete/end-of-life.
In order to run the inquiry, navigate to Transactions → Manufacturing → Component Where Used Inquiry. NOTE: This feature requires use of the Work Order and Assembly Item features.

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Enter the component that you wish to run the inquiry on and NetSuite will retrieve all of the assemblies where that component exists. NetSuite also lists other useful information such as Level (how many levels down the component exists), Quantity per Assembly, and inventory information of the assemblies. You can also customize the form to include other attributes/fields that you wish to be displayed for those assemblies.



Using Support Case Escalation Rules
You can create and utilize escalation rules to route important support cases to specific support representatives (or managers) in order to expedite their closure or to ensure that the customer receives a certain level of care.

NetSuite uses escalation rules to search cases based on specified criteria and then uses an escalation assignment rule to automatically assign the case to the person(s) or group(s) that have been specified.

For example, say a company (Wolfe Electronics) has negotiated a Service Level Agreement (SLA's) with their customers stating that they will respond to all support cases within the first hour of receiving them. Based on this, Wolfe Electronics wants to configure NetSuite to escalate these cases to the Support Manager anytime a support case is older than an hour and still has a status of "Not Started".

Wolfe Electronics can accomplish this by creating the following 2 Escalation Rules and Escalation Assignment:

Escalation Rules (Setup → Support → Escalation Rules → New):
  1. Create a rule based on the Case Field "Case Status" and set the criteria to any of "Not Started".
  2. Create a rule based on the Case Field "Duration since Case Creation (minutes)" and set the criteria to be greater than 60 minutes. NOTE: NetSuite updated this feature in version 2013.1 to be based on minutes rather than hours.
Escalation Assignment (Setup → Support → Manage Escalation Assignment → New):
  1. Give the escalation assignment a name and description and then associate the rules that were created above:
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    Then click on the "Assignment" tab and add the person(s) and/or group(s) that you wish to escalate the cases to.


Creating Custom KPI Scorecards
NetSuite allows the creation of KPI (Key Performance Indicator) Scorecards which can be displayed in the KPI Scorecard dashboard portlet. You can create multiple KPI Scorecards for the various roles you have defined in your organization. Custom KPI Scorecards allow users to quickly compare multiple, complex KPI's across multiple date ranges or accounting periods.

NOTE: The "KPI Scorecards" feature must be enabled in your account in order to create KPI Scorecards. Please talk to your Administrator if you're unsure if this is enabled in your account.

To create a custom KPI Scorecard navigate to Setup → Customization → KPI Scorecards → New.

Enter the basic header information (Name, Description, and Owner) and then enter the information on the following tabs:
  1. KPIs → This is where you can select the various KPI's that you wish to display on your KPI Scorecard. If desired, you can also define the specific comparisons, formulas, and labels in this section. NOTE: If you have created custom KPI's that you wish to use, select the "Custom KPI #" and you can specify the corresponding KPI on the Custom subtab.
  2. Date Ranges → Select the various Date (or Period) Ranges that you wish to display on your Scorecard. These dates will apply to all KPI's on the scorecard and can also have comparisons (and comparison types) defined.
  3. Custom → If you made any "Custom KPI #" selections on the KPIs subtab, then place the corresponding custom KPI (i.e. Saved Search) in the drop-down here.
  4. Highlighting → If you wish, enter any highlighting rules that you want. These will help highlight specific data on your Scorecard according to the criteria you specify here.
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Once finished, select "Save" (NOTE: Be sure to check the 'Audience' tab and enable the KPI Scorecard for the roles, users, departments, partners, etc that you want to have access to this Scorecard).

Navigate to your dashboard and select "Personalize Dashboard" in order to add the KPI Scorecard portlet in case you don't already have it. Once the portlet is on your dashboard, select the down-arrow Tip Image Arrow and "Set Up" to specify the KPI Scorecard you created.


Using Support Case Assignment Rules
You can create and utilize assignment rules to automatically route support cases to specific support representatives based on specified criteria.

NetSuite uses the assignment rules to search cases based on specified criteria and then uses an assignment rule to automatically assign the case to the person that has been specified.

For example, say a company (Wolfe Electronics) has identified the main customer service issues and has configured the following values in the "Case Issue" list:
  1. Hardware Service Request
  2. Return or Exchange Request
  3. Billing Question
Based on this list, Wolfe Electronics wants to configure NetSuite to assign all Billing Questions to the Support Manager, David Bradford, due to their sensitive nature and permission access in NetSuite.

To set this case assignment rule up in NetSuite, an Administrator would need to perform the following steps:

Create Support Case Rule:
  1. Navigate to Setup → Support → Case Rules → New
  2. Select the field that you wish to base the rule on (in this example it's the case issue field).
  3. Enter a name/description and specify the criteria:
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Create Support Case Territory:
  1. Navigate to Setup → Support → Case Territories → New
  2. Enter a name/description
  3. On the "Configure Rule Definitions" tab, select the rule that you created in the section above.
  4. On the "Support Assignment" tab, select the person(s) that you wish to have the support cases assigned to. NOTE: If you select more than one person, it will assign the cases in a round-robin fashion.



Password Strength Checker
NetSuite provides feedback on the strength of passwords you create for your own login, as well as passwords you create to give access to other users of your account.

The Password Criteria portlet appears on the Change Password Page, and provides feedback as you type your new password. A green check mark appears as you satisfy each rule for creating a strong password.

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The Password Strength rating appears on any entity record that can be granted access to your NetSuite account. As you set passwords for employees, vendors, partners, customers, and contacts, this view-only field provides feedback: Weak, Medium, or Strong.

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Note: These enhancements provide feedback to help you create a strong password, but they do not guarantee the security of a password. You are not prevented from ignoring the password strength rating, or using a weak password.

Be aware of the general password requirements for NetSuite:
  • There must be at least a 2 character difference between a new password and the last password. (For example, a user cannot change a password from foobar_123 to foobar_124.)
  • A prior password may never be reused.
  • Passwords must contain the following: at least one alphabetical character, and at least one numeric or special character. Special characters include: `_@ # $ % ^ & * ) ; ' [ ] "{ }.
  • The minimum number of characters in the password depends upon the limit set by your account administrator. If you have a role with permission to view credit card numbers that are not encrypted, your password must be at least 7 characters.
In addition to the requirements enforced by NetSuite, note that a strong password includes all of the following:
  • At least 1 capital letter
  • At least 1 lowercase letter
  • At least 1 special character (for example: , ` ~ ! @ # $ % ^ & * ) ; ' [ ] "{ }).
  • At least 1 number
  • At least 8 characters, or the minimum password length set for your account (whichever is greater)



Single-Use Coupon Codes
You can create single-use coupon codes that allow you to personalize your promotional campaigns and email marketing by providing each recipient a unique coupon code that can only be used once.

Now, there is a Codes subtab on the Promotion record where you can choose to use a list of single-use promotion codes or enter a single code that can be used by everyone targeted by the promotion. All single-use codes are listed on the Coupon Codes subtab on the promotion. You can click a code to see more details including the date it was sent and which customer used the code. Single-use coupon codes can be used on sales transactions entered through your Web store as well as those entered in NetSuite.

To create a promotion with single-use coupon codes,
  • Click the Codes subtab
  • In the Number of Uses field, select Single Use.
There are two ways to create single-use coupon codes. You can either prepare a CSV file and import it into NetSuite, or you can have NetSuite generate the coupon codes for you.

Importing Single-Use Coupon Codes
To import a CSV file with coupon codes, you can do any of the following:
  • First, create and save the promotion record. Then, go to Lists > Marketing > Import Coupon Codes. Download the CSV template here, enter the name of the promotion record in the first column, and enter your coupon codes in the second column. Then run the CSV import.
  • You can also import coupon codes on the promotion record while you are creating the promotion record by selecting your CSV file in the Import File field. When you save the promotion, the coupon codes are imported.
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Generating Single-Use Coupon Codes on the Promotion Record
NetSuite can generate coupon codes for you on the promotion record. You define a code pattern and enter how many codes you would like to generate. When you save the promotion, the coupon codes are generated.
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You enter code patterns using the following components, in any order you choose:
  • [A.#] – This adds a number of random letters in the code.
  • [N.#] – This adds a number of random numbers in the code.
  • [AN.#] – This adds a number of random alphanumeric characters to the code.
  • Hard-coded alphanumeric characters. Do not enclose these in square brackets.
  • Dashes (-)
For example, the code ABC-[AN.3]-[A.3]-[N.3] would generate codes like:
  • ABC-J3N-FLN-647
  • ABC-45F-KPM-958
  • ABC-5MP-PQA-874
When creating your code pattern, make sure that the pattern you give has enough variables to provide the number of unique codes you need for your promotion.
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Note: The following letters and numbers cannot be used in coupon codes: 1, 0, I, L, O.

Sending Single-Use Coupon Codes Through Email Campaigns
You can send single-use coupon codes through email marketing campaigns by including the <NLCOUPONCODE> tag in your marketing template. This tag is replaced in the email with a unique coupon code for each email recipient. If you are creating your template in NetSuite, to insert this tag, select Other in the Field Type dropdown, and then in the Insert Field dropdown, choose Coupon Code. If you are creating the template outside of NetSuite in an HTML editor, place the <NLCOUPONCODE> tag in the HTML.

To schedule an email campaign event that includes single-use coupon codes, your email event needs two things:
  • a marketing template that includes the NLCOUPONCODE tag
  • a single-use coupon promotion selected in the Promotion column for that event
Important:
  • You cannot use this tag for campaign events associated with multi-use coupon code promotions.
  • For promotions with coupon codes generated by a code pattern, if there are more recipients of the email campaign than you have coupon codes, NetSuite automatically generates enough codes for your recipient list and adds them to the promotion record.
  • If you have a promotion where you have only imported the coupon codes, it is important that you make sure there are enough coupon codes to accommodate the number of the campaign's recipients. If there are not enough coupon codes, some recipients will not be sent the email message. A list of intended recipients who were not sent the email because there were not enough codes is included in the confirmation email you receive after the event executes.




Dashboard Charting Enhancements
Version 2012. 2 includes significant enhancements to dashboard charts. These changes make all charts more visually appealing, and simplify report snapshot and trend graph configuration.
  • You now have access to more chart types and you can quickly switch between types to more easily pick the best formats to represent your data
  • You also have expanded choices for chart color themes and more fine-grained control over the appearance of each individual chart.
  • In addition, this release includes new options for printing charts and downloading chart data in different file formats.
New Look for Dashboard Charts
This release provides a more modern look for report snapshots, trend graphs, KPI meters, and custom search graphs on your dashboard.
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Before this release, you could choose among different chart types for trend graphs and report snapshots, but access to these options was in a separate Setup portlet. Now, trend graphs and report snapshots include clickable chart type thumbnails right in their portlets. You can click each thumbnail to quickly review how each chart type reflects portlet data as shown in the snapshot here.
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Chart Types for Trend Graphs
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In trend graph portlets and popup trend graphs, you can choose among four chart types. For each of these chart types, you have two choices for comparing data from different time periods, as either a continuous representation of data, or a side-by-side comparison.

Chart Types for Comparative Sales Report Snapshots
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In Comparative Sales, Comparative Sales (Orders Alt. Sales) and Comparative Sales (Orders) snapshot portlets, you can choose among the same four chart types as for trend graphs.

Chart Types for Other Report Snapshots
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In snapshot portlets other than comparative report snapshots, you can choose among four chart types, with a pie chart available rather than an area graph.

New Chart Theme Preferences
Version 2012 release 2 includes new Chart Theme preferences that provide you with additional control over the look of your dashboard. These chart-specific settings build on the existing user interface color theme preferences, which continue to be supported.

Global Chart Theme Preferences
The Appearances subtab of Home > Set Preferences now includes global Chart Theme preferences that define a default appearance for all of the charts on your dashboard.
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Per-Portlet Chart Theme Preferences
You have complete flexibility to override global chart themes in individual report snapshots and trend graphs, in order to define a unique look for each chart. For report snapshots and trend graph portlets, click the portlet Setup link to access per-portlet Color Theme and Background preferences.
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For popup trend graphs, click the Setup link for the Key Performance Indicators portlet, to access preferences on the Popup Trend Graphs subtab. (Note that these settings apply to all popup trend graphs.)
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New Print and Download Chart Functionality
Version 2012 Release 2 supports new print and download options for popup trend graphs, trend graph portlets, report snapshots, and KPI meters. Supported download file formats are: PNG image, JPEG image, PDF document, and SVG vector image.
In popup trend graphs, buttons are available for printing and downloading:
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In trend graph, report snapshot, and KPI meter portlets, you can click Setup menu options to print and download:
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"Override Period Restrictions" Permission for Month End Close
Do the members of your accounting team have proper permission to execute month end close? The "Override Period Restrictions" permission is assigned to users who create month end journal entries and updates after the standard month end processing is complete. They may add and edit posting transactions even after the accounting period is locked.

An accounting period can have one of three statuses: open, locked or closed. An open status allows any user to post transactions, subject to their role permission. A locked transaction prevents users from posting transactions unless they have the role of Administrator or have the Override Period Restrictions Permission. A closed accounting period status means that no user even with the role of Administrator or the Override Period Restriction Permission can post to the general ledger.

This permission is also required in order to access the Period Close Checklist from the Manage Accounting Periods page.

This permission should be used when a user needs access to these processes but who don't need to have full Administrator access.

This permission is assigned to a role. To assign this permission, pull up the role go to Setup > Users/Roles > Manage Role >Permission > Setup and assign the Override Period Restrictions.
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Commission Enhancements
Version 2012.2 includes a number of enhancements to commissions.

Audit Trail on Commission Records
In Version 2012.2, a saved commission schedule shows two new sub tabs: Setup and History.
  • Setup: The information on the setup tab was available previously; it simply showed on the record without a sub tab. This information includes rates and commission totals.
  • History: When you edit a commission schedule, any changes are recorded on the History sub tab for future reference. The old and new values for fields are shown and the list can be filtered by field type.
Feature Enablement
This feature is enabled by turning on Commission feature. If Commission feature is already on, no further action is needed. It is a core feature.

Determining Commission Eligibility
You can set the following preferences on a commission schedule:
  • Use Sales Order Invoice Line Item mapping for commission eligibility
  • Commission is eligible only when the line is paid in full
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Search Based Commission Schedule
In Version 2012.2, when you are using the Employee Commissions feature, a new saved search is available to find commissionable items based on item type. As described below, this search is intended to be used with commission schedules and quotas.

To run the Commissionable Items search,
  • Navigate to Reports > Saved Searches > All Saved Searches > New.
  • Click the Commissionable Item link.
Select from the various criteria filters according to your business requirements.

Best Practices
  • Keep the search simple for better maintenance
  • Use key based criteria for high performance
  • Name the search so it clearly indicates the category and purpose
  • Test the search before linking it to the Commission Schedule.
Impact to Current Tasks
Before creating a "Custom" type Commission Schedule, one or more search should be created, which will be used to create Commission Schedule. When you are creating a new commission schedule, you can select Custom to associate one of the new Commissionable Item searches with the schedule. This gives you greater flexibility for generating schedules.

Commissionable Item Searches and Quotas
Previously, quotas were set for each individual item. Now when you create a quota, you can choose to base it on one of the new Commissionable Item searches.



Multiple PayPal Accounts

NetSuite now allows you to create multiple PayPal accounts with the latest version 2012.2. You can use a separate PayPal account for each website you operate. If you use NetSuite OneWorld, you can use a separate PayPal account for each of your subsidiaries.

Below are the steps to enable this feature in your NetSuite account.

I. Feature Enablement
If PayPal account feature is not enabled, follow these steps to enable it:
  • Navigate to Company > Enable Features > Transactions > Payment Processing, then enable PayPal Integration
Note: Enabling this feature may make a PayPal option visible in your webstore, before you are ready to accept payments via this method, check the webstore to make sure this does not happen.

II. How to Setup Multiple PayPal Accounts for Single Subsidiary & OneWorld
Visit PayPal to set up your merchant accounts, then log into NetSuite to create a PayPal account record that corresponds with each PayPal account.
  • Navigate to Setup > Accounting > PayPal Accounts (under Payment Processing)
  • Select New and create multiple PayPal accounts by entering an email address that is associated with the PayPal account
III. Single Subsidiary, Multi-Site Account
  • Navigate to Setup > Website > Setup Website; and select the site you want to update
  • In Website Site Setup, Setup Tab; under Preferences, there will be a new drop down to select PayPal account shown in the snapshot here
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IV. One World Multi Site Accounts
  • Navigate to Setup > Website > Setup Website, select one of the sites
  • Under the Setup tab, in the Subsidiary sublist, setup a PayPal account for each online subsidiary
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Multiple Fiscal Years For OneWorld

In OneWorld accounts, the new Multiple Calendars feature enables you to set up and use different accounting period rollups for your subsidiaries. This capability enables you to report transaction activity using different fiscal year start and end dates, as needed to meet statutory and organizational reporting requirements.

With the Multiple Calendars feature, you set up accounting and tax periods in the context of a Fiscal Calendar.

A fiscal calendar determines the start date for a fiscal year and determines how to roll up the aggregate and base accounting periods. The base accounting periods that make up a fiscal year are shared across all fiscal calendars. Aggregate periods, such as quarters and years, are unique to a fiscal calendar.

The accounting period hierarchy is visible on the Manage Accounting Periods page. Change the calendar selected in the Fiscal Calendar filter at the bottom of the page to view a different accounting period rollup. By selecting a fiscal calendar, you see the accounting period structure for all subsidiaries that are assigned that fiscal calendar.

Feature Enablement
Navigate to Setup > Company > Enable Features > Accounting > Multiple Calendars

When you enable the feature, NetSuite creates a default calendar called Standard Fiscal Calendar. Your existing fiscal year hierarchy determines the start date and period rollup structure for the Standard Fiscal Calendar.
Note: before you can enable this feature, all adjustment periods must overlap base accounting periods.

Fiscal Calendars
  • Create new fiscal calendars. A new menu item, Fiscal Calendars, is available at Setup > Accounting > Manage G/L > Fiscal Calendars. Set the First Fiscal Month for the calendar.
  • Assign fiscal calendars to subsidiaries. You can assign only one fiscal calendar at a time to a subsidiary.
  • On the Manage Accounting Periods page, select the fiscal calendar to view the accounting period rollup for the subsidiaries that use that fiscal calendar.
  • Click Set Up Full Year button and create the accounting periods for the fiscal calendar selected.
Fiscal calendars are also reflected in Quotas, Forecasts, Commissions, and Budgets.



Writing off Bad Debt

This tip walks you through the steps of writing off a bad debt in NetSuite. Bad debts are unpaid invoice amounts that you cannot collect from customers. Writing off bad debt cleans up your accounts receivable register and gives you a more accurate estimate of the payments your company expects to receive.

To accurately write off bad debt for an invoice, you need to create a journal entry, credit the amount of the unpaid invoice to your Accounts Receivable account and debit the amount of the unpaid invoice to your Bad Debt expense account.

Journal Entry Steps:
1. Go to Transactions > Financial > Make Journal Entries (Administrator).
2. In the Entry No. field, accept the default or enter a different number, if possible.
3. Accept or enter a date in the Date field.
4. If you use accounting periods, select one in the Posting Period field.
5. On the Lines subtab:
  1. Enter a credit to A/R: In the Account field, select your Accounts Receivable account. In the Credit field, enter the amount of the invoice for which you do not expect to receive payment for. Enter other information on this line item as necessary. Click Add.
  2. Enter a debit to a bad debt account: In the Account field, enter or select your Bad Debt Expense account. In the Debit field, enter the amount of the invoice for which you do not expect to receive payment. Enter other information on this line item as necessary and click add.
6. Verify that the Out of Balance field shows 0.00. Verify that the credit amount and debit amount(s) are equal to each other, and are for the exact amount of the invoice. Note: You cannot save a journal entry that is out of balance.
7. Click Save.
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Accepting Customer Payment
Accept a Customer Payment with a zero amount, in order to eliminate the invoice for which you do not expect to receive payment from open invoices and aging reports. See Accepting a Customer Payment to Write Off Bad Debt.

To accept a customer payment to credit an invoice for which you do not expect payment:
1. Go to Transactions > Customers > Accept Customer Payments (Administrator).
2. Select the customer with the unpaid invoice.
3. On the Credit subtab of the Apply subtab, check the Apply box for the journal entry you just created.
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4. On the Invoices subtab of the Apply subtab, check the Apply box for the unpaid invoice. Verify that the Payment Amount is set to 0.00.
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5. Click Save.

Once this payment record is saved, the invoice no longer is included in the Open Invoices report or in A/R Aging reports. You do not need to void the invoice. Note that the payment is not included in the customer payments list page, because the payment amount is now 0.00.

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Restricting Items on the Sales Order Form

This tip shows how to restrict the view of specific list items on sale order forms.
To be able to restrict items to a form we need to do the following:

Step 1
Create a saved search: Create a saved search with appropriate criteria's to show the list of selected items under a sales order form.

Step 2 Customize the form: We need to customize the sales order form by clicking on the customize button under Setup -> Customization -> Transaction Forms.
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Step 3
Once the form has been customized to meet your needs please select a saved search under the item filter as shown below.
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You are now ready to test.



Workflow to Autoset Shipping Method Based on Items

This tip shows how to create a workflow that will automatically set a pre-defined shipping item based on the type of items selected in the sales order.

Step 1
Create a saved search for the input to the workflow. The criteria for the search will include all sales orders that needs the shipping item changed based on the item record selected in the sales order.

Step 2
  • Navigate to Setup > Customization > Workflows > New
  • Enter the name of the workflow
  • Select the record type as Transaction
  • Sub Type = Sales Order
  • Trigger Type = After Record Submit
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Step 3
Create a new state. Enter the name and save it. Tip Image 2
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Step 4
Create a new action to set the field value based on the saved search, as shown the figure below. Then save the action.
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Release the workflow in testing state first, run some tests and if everything tests correctly then change status to "Released."



Profit Margin Percentage on Income Statement

This tip shows how to add a margin percentage line in the income statement. This will enable you to see what your profit margins are from various sales channels at a glance.

Example
For this example we have assumed a company that has a single product line with three different channels Online, Retail and Packages

To create an income statement with margins navigate to Reports>Financial>Income Statement set the date range for example from 1/1/2012 to 5/31/2012 and Column to Month and hit the Customize button.
  1. Add Header and Summary Rows. Rename it to Product Line = "A". Set it as Child of Net Revenue.
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  3. Add Header and Summary Rows. Rename it to "Online" and set it as Child of "A".
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  5. Add Financial Section. Rename it to "Online" and set it as Child of "Online", Summary Label=F, and Display=Collapsed. Set filter to Account Name="Online".'
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  7. Add Financial Section. Rename it to "Online COGS" and set it as Child of "Online", Summary Label=F, and Display=Collapsed. Set filter to Account Name="Online COGS".

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  9. Add Formula Row and unmark Show Currencies checkbox. Set the following Formula. (([Onlline] + [Online COGS]) / [Online] * 100.0)
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  11. Follow the same steps for "Retail and Packages".
  12. Rename the report ("A" Income Statement) and hit Save.



Tiered Case Categories

Here is a method to assign tiered case category and sub category to cases. Adding tiered category will allow you to track issues in greater detail.

Example
In our example we will only look at 2 levels. We have created 2 Issue categories at the main level and a detailed issue at the sub-level category:
  • Main Level labeled as: 'Damaged Product' and 'Adverse Reaction'
  • Sub-Issue for Damaged Product: 'Odor' and 'Gelcap Broken'
  • Sub-Issue for Adverse Reaction: 'Diarrhea' and 'Vomiting'
Note: You can create as many levels as required.

STEPS IN NETSUITE
Create a New Custom Record
  • Create a record type [Setup > Customization > Record Type > New]
  • Create the two fields from within the custom record (created in previous step) as shown circled above (labeled as 1)
Note: These record fields can only be created from within the custom record itself which in our example is called 'Tiered Category Record'

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Create Selections
We will now create the selections that we want to appear in the case forms that the customer reps would select when creating a case. These selections can be created from multiple places. In this example we will go to the record shown above and click on 'View Records' (circled above & labeled as 2)
  • Create a new record and select the options you want to assign to this record. In our example we create a record called 'Adverse Reaction' for a pharmaceutical company support case form.
  • Select the sub-category selections you want to assign to this main category.
Note: The selections you see circled & labeled as 3 above come from a List/Record type of Multiple Select.

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Editable Work Orders

There are many exciting, new features and enhancements in NetSuite Release 2012.1. This particular feature is one many Explore Consulting customers will find especially helpful.

The new Editable Work Orders feature in NetSuite Version 2012.1 provides more flexibility to adapt to changes. Components on a Work Order can now be added, deleted or changed to help deal with events such as inventory shortages.

With this new feature, users can edit the components of a Work Order [as long as the Work Order status is pending build, as shown in the diagram below]. If an assembly build has already been performed against a Work Order, new components can be added to it, but existing components cannot be deleted.

In addition, this release provides new scripting capabilities for the customization of Work Orders. SuiteScript can now be executed based on the default Work Order form during the Work Order creation process from a special order, or during the mass create Work Order process.

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Accept Deposits on Sales Orders and Invoice Flows

There are a number of great enhancements in NetSuite's 2012.1 Release. One of them is the ability to accept deposits on sales orders and invoice flows. We've had several customers request this functionality. With Release 2012.1, it's now quite simple to do so!

This great new feature streamlines the order-to-cash process for companies that require deposits during the sales order process, especially those that take custom orders in B2B environments. After creating the sales order in Release 2012.1, you can simply click the new Create Deposit button to open a new deposit transaction linked to the order.

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Once the deposit is created and saved in NetSuite; it is reserved for future use. Upon invoicing, it is then automatically applied against the outstanding balance of the invoice. This helps greatly to reduce errors with accounts receivable when deposits are not correctly applied.

For accounts receivable, NetSuite makes it easier than ever to accept, track and apply a sales order specific deposit to an invoice. Fields on the deposit are sourced in and a reference is established to the sales order.



NetSuite 2012.1 Feature - RETURN LABELS

Many of Explore Consulting's customers have been looking for a way to streamline their returns management process while improving customer service.

The new Return Labels feature in release 2012.1 allows printing of a return label that's included in shipments during the fulfillment process, making it simple for customers to return items when necessary. This feature is only for customers shipping using FedEx.

To print returns labels in NetSuite 2012.1, you must do the following:

1) Set up return addresses for the company, subsidiary and/or location

2) Next, on the Shipping Items screen, enable both the new Return Label Integration checkbox, and the FedEx service desired for returns

3) To print Return Labels, select the new Integrated Return Label checkbox during Item Fulfillment and confirm the default Return Shipping Address.

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4) Once the label is printed, the return tracking number will be available, along with the shipment tracking number on the fulfillment record, Cash Sale page and the Return Authorization page.

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Creating a Shared, Group Calendar in NetSuite

Two of our customers recently asked us how to set one calendar as the default for all employees to share, thereby allowing everyone to easily view company-wide schedules and events in one place. They had mistakenly assumed that by having an individual share her or his individual calendar in NetSuite, this would perhaps create one shared calendar for all employees to see.

In order for several employees to share one calendar in NetSuite, you must first create an employee group. You then set a default calendar for the group to share.

The steps to create an employee group and set a default calendar are outlined below.

Step 1: Create a new employee group in NetSuite by going to Lists > Relationships > Groups > New

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On this page, you choose to create either a dynamic or static group. Definitions of each are as follows:

Dynamic groups: Dynamic group membership changes to include anyone that meets the group's criteria. For example, you can set search criteria to create a group of all employee sales reps. When a new sales rep is hired, the rep automatically becomes a member of this dynamic group. When a sales rep takes a position in another department, that rep is removed from the group automatically.

Static groups: You can create static groups of up to 10,000 members by selecting members from lists or with a search. For groups larger than 10,000, you must create a dynamic group. The membership of static groups does not change.

In most cases, an employee group for the sharing of a group calendar is going to be a static group.

Once you select "static," you then choose "employee" from the drop down list. Click Continue….

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On the next page, enter a name for your group and designate a group owner, then add employees to the group from the Members sub-tab drop down list.

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Next, click on the Calendar Preferences sub-tab and choose the global parameters for the shared, group calendar (start and end times, etc.)….then click Save.

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You've just created a shared, group calendar where employee events and appointments may be shared with all members of the group.



Assigning Preferred Vendors in NetSuite

You can assign a preferred vendor for items for purchase or resale. This can make things easier in that when you create a new purchase order, the preferred vendor of the first item will be selected. In addition, if you drop ship an item, NetSuite will automatically use the preferred vendor.

You can also link multiple vendors to an item. With administrator rights, click on the Setup tab, then Company>Enable Features. From the Items & Inventory tab, select the Multiple Vendors checkbox, then click Save.

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Now, when you edit an item via Lists > Accounting > Items, you will see a drop-down list of vendors on the basic tab.   You may add multiple vendors to the list. However, you may also select the preferred box next to one of these vendors to make it your preferred vendor for that item. Click Save to save your selection for this item.

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Quantity Pricing

Quantity based pricing lets you automatically apply different sales prices to items that depend on the quantity being sold. This enables you to easily offer discounts to customers who buy in bulk.

Enabling Quantity Pricing

An Administrator must first enable the Quantity Pricing feature, as follows:

  • In NetSuite, choose Setup > Company > Enable Features.
  • On the Transactions tab, select the Quantity Pricing check box.
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After you enable the feature, you should set your accounting preference for quantity pricing.

Go to Setup > Accounting > Preferences > Accounting Preferences, as shown below.

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On the Items/Transactions sub tab, in the Maximum # of Quantity-based Price Levels field, enter the number of quantity-based price levels you want to be entered for each item. These will appear as columns on the Sales/Pricing sub tab of item records.

With quantity pricing on, the Pricing tab on the item record has multiple columns. (Lists > Accounting > Items) These columns represent the following:
  • The default discount percentage
  • Default pricing, which shows a minimum sales quantity of 0
  • Columns where you can enter numbers for the minimum to be ordered to receive a certain quantity price break (for example, 25, 50 or 100)
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Record QuickView

Need a few more minutes on your day? Begin using QuickView!

QuickViews allows a user to view more details about a record and take actions without having to open a new form. To launch a QuickView just hover your mouse over one of the linked records.

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In the example above, as the mouse hovers over the customer name, a QuickView displays details about the customer record. Notice this customer QuickView was accessed within the main body of the Sales Order.

QuickViews are enabled for most key record types including: Customers/ Lead/ Prospect, Contacts, Partners, Vendors, Employees, Tasks, Phone calls, Opportunities, Quotes, Sales orders, Invoices and Cash Sales.

Another timesaving feature of the QuickView is the ability to take "action" directly from the view. Available actions will vary based on record type. These actions include Edit, View, Approve and Decline. Notice in our customer example above, the user has the ability to select View or Edit. This allows the user to immediately launch the customer view or edit right from the QuickView window. This saves time as you will no longer have to move away from the screen to you are currently work on.

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Here is an example of a QuickView for a Task which was accessed directly from a Portlet.

In addition to accessing aQuickView from a Portlet or from the main body of a record, as from our first example, a QuickView is also available from a list. Below is an example of a phone call list where the QuickView is triggered from the Subject line link.

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The Record QuickView is one of key user interface changes in the NetSuite 2011.2 release. Prior to this release the linked records allowed you to drill back into record by opening a new window. The key benefit to QuickView is now you can access the key details and take an action without having to open the record. No additional setup or configuration is required to begin using these views. At this time, the fields in a QuickView are not customizable as the visible fields have been defined by NetSuite.

I hope you find the Record QuickView as easy and as helpful as I do. Give them a try!


Importing Budgets with NetSuite's Budget Import Assistant

Many of Explore Consulting's customers are entering into the annual budgeting process. We felt a tip around importing budgets might prove timely and useful.

The interface and process for .csv budget imports vary from those for other record type imports. Therefore, NetSuite users aren't always aware of the option to import budgets. The budget import functionality allows you to import your external budget .csv files as NetSuite budget records, saving you a great deal of time by avoiding the necessity to manually enter one budget line item at a time. This can be especially tedious when multiple budgets are required.

A simplified version of the Import Assistant is used for budget imports. This Assistant is available in NetSuite at Transactions > Financial >Set Up > Budgets > Import

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Once on this page, you must choose to download the budget template file by clicking on the associated Budget Template File link in the middle of the page. Save the file to a location on your computer

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When you open the budget template, you will notice it includes the fields below as columns, so that every row of data can store values …

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Once you have populated the .csv file with your budget data and save it, you then select this file in the Assistant and click on next to import the .csv file into NetSuite.

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The Assistant automatically maps fields in your budget file to NetSuite budget fields and allows you to view these mappings. You can then change them if necessary.

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Note: You can export your NetSuite budget data into an external application, make changes, and then reimport the changed data. To export NetSuite budget data, create a budget search at Transactions > Financial > Set Up>Budgets > Search, then click the Export button for the search. This is also helpful to understand the specific contents and related format for each column in the .csv file.

Once you've ensured each field in the .csv file is mapped to the correct field in NetSuite, you can click on "run" to import the budget, following the same import process as you would for all other .csv data imports into NetSuite.

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Once you've imported your budget, you can view it at transactions>financial>setup budgets>list and choose the appropriate budget from the list

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The ability to import budgets into NetSuite can potentially spare users many hours of effort.

Additional Budget Template File Tips
  • The year entered on the budget must match the name of the year at Setup >Accounting > Manage Accounting Periods
  • Be sure to only use the name that appears in the Name field on the Account record. If you are entering a line item for a subaccount, the Account field must include the parent account name and subaccount name separated by a colon, for example, Checking : Purchases. Use this format for the Account field.
  • If the Budget Category field is not mapped during the import, its value defaults to the first budget category on the list. This list is ordered alphabetically.
  • In OneWorld accounts, each budget category is classified as global or local in order to support subsidiary-level budgeting in local currencies. You do not have to modify your budget template file to include this global/local classification as it is associated automatically with the imported budget category.

Merging or Deleting Duplicate Records in NetSuite

The integrity of your data is fundamental to users having the most current and correct information with which to work. Data can sometimes be entered that results in potential duplicate records in NetSuite. NetSuite provides the ability to detect and manage duplicate records.

Searches for duplicates of customers, contacts, partners or vendors offer an opportunity to merge duplicates into one record

Users can specify criteria for:
  • Records that are duplicates
  • Records that are not duplicates
  • The record to keep as the original or master record
Users can choose how to handle duplicate search results:
  • Delete duplicates
  • Merge information from duplicates into a single master record
    Note: If merged and duplicate records have different data for the same field, the data in the master record is saved
Addressing False Duplicates:

False duplicates occur when multiple Contact records from one company use the same domain name in their email addresses. Duplicate detection matching excludes certain word or phrase instances in fields to help avoid false duplications:
  • Address
  • Phone number
  • Common email addresses, such as aol.com, gmail.com, yahoo.com and so on
For email records, potential duplicate results are handled differently for Customer and Contact records.
  • Customer: flagged as a duplicate when the domain name portion of the address matches, as long as the domain name is not listed
  • Contact: only flagged as a duplicate if the entire email address matches
To find possible duplicate records, you can search your customer, contact, vendor and partner records for matching information. You can then merge the duplicate records according to the terms you set, resulting in one complete record for each person or business

To set preferences for which types of records you want to search and how they are classified as duplicates, go to Setup > Company > Duplicate Detection. After a duplicate search has occurred, on the Manage Duplicates page, you can specify:
  • Which records are duplicates
  • Which records are not duplicate
  • The record you want to keep as the original or master record
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You can then choose to delete all duplicates for a record, or merge information from the duplicate records into the master record. If the master record and duplicate record have different information for the same field, the information from the master record is saved
To search for possible duplicates:
  1. Either click the notice in the duplicate record, or go to Lists > Mass Update > Mass Duplicate Record Merge
    Note: Your role must have full access to the Duplicate Record Management permission to merge duplicates

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  2. In the Entities filter in the footer of the list, select a type of record to view suspected duplicates for that type. For example, select Contacts to view all contacts that have some of the same information as other contact records
  3. On the Manage Duplicates page, check the box in the Master column next to the record you want to designate as the main record. Information from duplicate records is merged into empty fields on the master record
  4. Check the box in the Duplicate column next to any record that is for the same person as the master record. Information from these records is merged into the master record
  5. Check the box in the Not A Duplicate column next to any record that is not for the same person as the master record. These records remain unchanged
  6. In the Merge Type field, select how you want to merge the selected records. Options include:

    Option Description
    Mark all selected as not duplicates This leaves all records without any changes.
    Merge duplicates into master record This merges all information from the duplicate records into empty fields in the master record. If information is entered in this field on both the master and the duplicate, the information on the master record remains the same.
    Merge duplicates into record created the earliest This saves the record with the earliest date in the Created column and places information from selected duplicated records into any empty fields on the saved record.
    Merge duplicates into record with most populated fields This saves the record with the highest number in the Fields column and places information from selected duplicate records into any empty fields on the saved record.
    Merge duplicates into record with most recent activity This saves the record with the most recent date in the Last Activity column and places information from selected duplicate records into empty fields on the saved record.
    Delete duplicates, keep master record This saves only the record you selected as the master and deletes all records you selected as duplicates.
    Delete duplicates, keep record created the earliest This saves the record with the earliest date in the Created column and deletes all other selected records in this group.
    Delete duplicates, keep record with most populated fields This saves the records with the highest number in the Fields column and deletes all other selected records in that group.
    Delete duplicates, keep record with most recent activity This saves the record with the most recent date in the Last Activity column and deletes all other selected records in the group.
    Make duplicates sub records of master This saves the record you designate as the original, master record and converts those you marked as duplicates into its sub-records.


  7. Click Submit Selected to complete the action you selected in the Merge Type field
In the merge type field, on the Merge Record Duplicates page:
  • The Group # column groups records with matching information. For example, if you are searching for duplicates by phone number and have 3 records with the same phone number, all of these records have the same group number
  • The Fields column displays how many fields on the records have information entered
  • Use the Entities filter in the footer of the list to show either possible contact duplicates or possible customer duplicates
  • Use the Fields filter in the footer of the list to show information from various fields on the records. For example, if you select Match Fields, you view information from the fields used to mark the records as duplicates
  • Use the Merge Type field in the footer of the list to choose how you want to merge the duplicates listed
  • Click Mark All As Dup. to check all the boxes in the Duplicate column
  • Click Mark All As Not Dup. to check all the boxes in the Not A Dup. column
  • Click Unmark All to clear all the boxes
  • Click Submit Selected to complete the action selected in the Merge Type field

Important:
Merging records also merges the records' transaction histories. The original data, for example entity name, is retained to preserve a transaction's history. You may want to restrict the capability to perform merges by permission levels to specific roles.  This may be particularly important in environments where audit requirements discourage merging transaction records

To limit a role’s ability to perform merges:

  • Go to Setup > Users/Roles > Manage Roles
  • Click Customize or Edit for a role
  • On the Permissions tab, click Lists
  • Add the Duplicate Record Management permission to the role
  • Select View. By selecting View, you hide the Merge button from users with this role
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New NetSuite Module — Custom Checkout Domains

After a long wait for many customers, NetSuite recently released a new add-on module that allows customer to use a truly custom checkout domain. This new feature allows webstores to keep the checkout process on their branded domain name.

For example, without the add on, your webstore "JoesCars.com" would have the following process:
www.JoesCars.com (Webstore) > www.JoesCars.com (Shopping Cart) > checkout.netsuite.com

With the new add-on, we can use a customized second domain or a subdomain for the checkout process:
www.JoesCars.com (Webstore) > www.JoesCars.com (Shopping Cart) > checkout.JoesCars.com

This is a great new feature that will ultimately reduce user confusion and increase conversion rates through the checkout process.

SETUP

Step 1: Purchase your SSL certificate

First, you'll need to purchase your own, dedicated SSL certificate from one of two service providers, Verisign or GoDaddy. You can purchase this separately from where you register your domains at. Once you purchase, the SSL provider will give you a SSL file to download along with a SSL Key/Password.

Step 2: Setup your SSL with NetSuite
  1. Take you SSL file and upload the file to the new SSL Certificates Folder.

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  2. Go to Setup > Web Site > Domains. A new tab exists for "Secure Domains".

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    Fill out the following fields
    • Send Notification Email To — the email of your site admin or IT contact in case NetSuite runs into a domain error during the checkout process.
    • In the Certificate and CA Certificate fields, pick your SSL file as uploaded to the SSL Certificates folder.
    • For Certificate Key & Password, input the values as provided by your SL provider.
    • You can then assign the webstore, hosting folder, not-found page and other values like you would with a normal domain.
  3. Go to Setup > Web Site > Set Up Web Site. On the Setup tab, for the checkout URL value select the custom checkout domain from the bottom of the list. You'll still need to pick a standard domain name for your primary domain.
NOTES
  • The checkout domain must be a separate URL from your main webstore domain. You can pick a subdomain (recommended) or a second distinct domain name for this.
  • Custom domains will work for WSDK sites that use the NetSuite checkout as well as hosted webstores.
  • The custom domain is only used for pages from the webstore including your account centers — all system e-mails/notices etc from NetSuite will still come from NetSuite.com instead of your custom domain.

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  • You can have multiple custom domains in your NetSuite account. If using Multi-site or OneWorld, you can have all sites go through one centralized checkout domain or each store can have it's own branded checkout.
PRICING & AVAILABILITY

The Custom Checkout Domain feature is a NetSuite add-on. Please contact your NetSuite sales rep to discuss pricing and how to purchase the add-on for your account.

Easy to Build NetSuite Workflows That Solve Common Business Needs

NetSuite Workflow Builder is a powerful tool that allows a user to automate processes and enforce company business rules without having to write extensive SuiteScript code. Workflow Builder provides a point-and-click interface for implementing complex multi-state workflows unique to your business, and this tip provides three simple use cases for common business needs that can be solved easily using this tool.

To get started you need to make sure SuiteFlow is enabled. Go to Setup > Company > Enable Features > SuiteFlex and check the box for SuiteFlow.

The process of creating a SuiteFlow is broken into three basic steps. Step one, create a workflow, two create a state and three add actions. The following examples only require one state.

Step 1: Create a new workflow.
  • Go to Setup > Customization > Workflow > New
  • Enter a name and select a record type. For our example we are using 'Vendor'.
  • Change the release status to 'Testing'; this will prevent the workflow from running for all users.
  • Set the Initiation event to 'On Create' with trigger type of '-All'
Step 2: Create a new state
  • You need at least one state on a workflow. For our simple sample we are going to add one state called 'Initialize Record'. Check the 'Do Not Exit Workflow' to make record to remain in this state indefinitely.
Step 3: Add actions to the workflow.
  • You can add as many actions as you like. For all three of our common uses cases, we are adding a simple action that are easy to setup.
Use Case I: Make a field conditionally required

Add the 'Set Field Mandatory' action to the 'Initialize Record' state. In the example below the 'Labor Cost' field will be mandatory if the employee type is 'Regular Employee'

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Use Case II: Conditionally hide fields

Add the 'Set Field Display Type' action to control if or how a field is shown. In the example below the Social security number is hidden unless your role is 'Administrator'

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Use Case III: Default field values:

Add the 'Set Field Value' action to default values on the form. NetSuite makes is easy to set default values for custom field but for native fields, you could not without scripting until workflow was released. In the example below, the employee status field is set to 'Regular – Full Time' for every new record'. You could optionally add conditions or formula to add logic to the value defaulted.

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Descriptive Image URLs and Descriptive URL Enhancements

Previously, descriptive URLs were only available for item, tab, and category records. In Version 2011 Release 1, the URL Component field now appears on image file records as well. Now, you can include images when you run the Bulk Set URL Component task to construct descriptive URLs for your site.

Using keywords in descriptive URLs that point to images on your Web store can drive traffic to your site through image search, in addition to universal search results. With descriptive URLs, shoppers understand the content of each page just from reading the Web address.

The enhancements to the Descriptive URLs feature provide significant search engine optimization (SEO) benefits.

Before you can use descriptive URLs on your Web site, you must set up a domain at Setup > Web Site > Set Up Domains. Next, enable the Advanced Site Customization feature, and the Descriptive URLs feature at Setup > Company > Enable Features, on the Web Presence subtab.

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After you set up URL components in bulk, you can check the progress of the task at Setup > Web Site > Bulk Set URL Components > Status.

To revert all URLs to the default NetSuite format, turn off the Descriptive URLs feature on the Enable Features page.



Custom KPI

NetSuite's Key Performance Indicators portlet is a terrific tool for staying on top of your critical business metrics. Using real-time data, the Key Performance Indicator allows users to display metrics on individual aspects of your business, compare those metrics over time, and flag those values that are outside of the norm. Using the Key Performance Indicators portlet, you can filter out the "noise" of the details, and gain a relevant, summarized view of only those key business metrics you need to help drive important business decisions.

NetSuite provides a wide range of built-in Key Performance Indicator values, such as Revenue, Orders, New Customers, Open Cases, and Forecasts. However, every business is unique, and the important business metrics that drive your business are going to be specific, not general. To support these special needs, NetSuite allows users to create custom Key Performance Indicators, and view them alongside the standard ones provided by the system.

Custom Key Performance Indicators are based on saved searches. A saved search will define the type of record, the criteria to narrow down the appropriate list of those records, the results to be displayed of records matching the criteria, and the date range to be applied as a filter. Let's look at a specific example:

Our sample business has launched a new product line or service. We want to track our sales of this new offering on a week-by-week basis to confirm we are getting traction in the market. We would like to see the portion of our sales related to this specific offering, compared week-over-week. If the current week is above our sales estimates, we want to have the result highlighted so that it is brought to our attention.

We start with a Saved search (Reports > Saved Searches > New) for Transactions. On the Criteria subtab, select "Item" as our first criteria, and, from the pop-up, select our new Product:

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Repeat this process on the Criteria Tab, selecting "Type" from the criteria dropdown, and specifying Invoice as the transaction type. This will ensure our search only returns Invoices, and not sales orders, returns, credit memos, etc.

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On the Results subtab, we may want to see the Date, Transaction Number, Customer, and Dollar Amount. Because we want to display the summarized Amount, make sure to specify "Sum" in the Summary Type next to the Amount result. The picture below provides a sample of the Results you may wish to see:

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Finally, on the Available Filters subtab, select "Date" as a filter, and check the "Show in Footer" checkbox. This will ensure that we can compare values for sales of this product between time ranges (ie: this week vs. last week):

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Back on your Home Dashboard, click the Link to Setup your Key Performance Indicators portlet. From here you will be able to manage the values that are displayed:

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Find your saved search in the list, and click Done. This will add your new custom Key Performance Indicator, and enable you to set it up for viewing.

In our example, we want to view our data week-over-week, so in the first Range field, specify "This Week to Date" and in the Compare Range specify "Last Week to Date." This will ensure that our comparison is a fair one, comparing sales through this Wednesday against sales through last Wednesday. We can additionally add highlighting to ensure that we highlight the result if it is greater than our sales estimate (ie: $2500).

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The result is a very specific indicator, on our Home Dashboard, that gives us real-time accurate information on the success of a new product launch on a week-by-week basis.

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Secure Customer Domains for Web Store Checkout

Currently, this feature is only available in limited release for Enterprise Edition customers. Call Explore Consulting to find out more information on Enterprise Edition.

Prior to Release 2011 Version 1, your only option to maintain your company branding on Web store checkout pages was to choose from a fixed set of secure subdomains configured by NetSuite. Now, NetSuite provides an add-on option to Enterprise Edition customers that preserves your domain name throughout the checkout process.

For example, you can now use a custom domain such as http://www.mycompany.com for your Web site and https://checkout.mycompany.com for checkout, ensuring consistent branding of your company's domain name throughout the shopping and checkout process.

First, you must acquire your own SSL certificate from VeriSign or godaddy.com. Next, contact your NetSuite Sales Associate to provision the Secure Domains feature. Then you can upload your SSL certificate to the file cabinet. A new subtab exists on the Set Up Domains page at Setup > Web Site > Domains, where you need to associate your secure checkout domain with the certificate and Certificate Authority you uploaded to the file cabinet.

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Sending Transactions via Emails with Personal Messages

NetSuite provides a method of email transactions that may users utilize. This involves the using the "To Be E-mailed" checkbox on the "Messages" tab or "Communications" are of the transaction. By checking the box, the transaction will be emailed directly to the address in the "To Be Emailed" text box once the record is saved. This is an easy and quick method to send estimates, quotes, sales orders, invoices, and credit memos among other records to the customer. However, it is often desired add a personal message to the email along with the transaction record.

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Adding a personal touch to this communication is also quite easy to accomplish. Instead of using the "To Be E-mailed" checkbox, clicking the "Email" button below will pull up a message form in a new window.

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By going to the "Attachments" tab, the "Include Transaction" checkbox can be selected. This will allow the user to select from the "Type" drop-down the method in which the transaction should be included with the email.
  • Inline – Above : The transactions is included in the body of the email before the message.
  • Inline – Below : The transaction is included in the body of the email after the message.
  • HTML : The transaction is included as an attachment to the email.
  • PDF : The transactions is included as an attachment to the email.
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The resulting message is delivered with the personal message and transaction. The following is an example of the "Inline – Below" option and short message thanking the customer for their business.

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Using the email button and attachment feature provides a quick and flexible method of delivering a record to an email recipient along with whatever message is needed.

Adding Custom Categories & Links to Standard NetSuite Tabs

NetSuite's "tab" browsing provides an intuitive organization of data for users. Customers, Transactions, CRM Records, and configuration options are all intuitively grouped within an appropriately named tab, with different groupings for different Roles and Centers.

With the release of NetSuite's version 2010.2, users can now add their own Categories and Links directly into the standard NetSuite tabs, allowing for a seamless integration of base functionality and custom elements within the same intuitive interface. For example, I may want to give my Sales Team access to a series tools such as links to external resources, saved searches, or other valuable resources. Rather than configuring dashboards, these links can be added directly to the Customers tab in the Sales Center.

Here is what the Customers tab in the Sales Center looks like by default:

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Lets create a custom Category called "Sales Resources" on the Customers tab of the Sales Center, just between Customer Service and Other.

First, we need to create the Links that will be provided to the Sales users. For these purposes, we will link to the Hoovers.com Company Search page.
  1. Navigate to Setup > Customization > Center Links;
  2. Create your custom link by providing a Label (ie: Hoovers Company Search) and a URL, which in this example is http://www.hoovers.com/companies/100003475-1.html.
  3. Click Add, and repeat for as many external custom links as are needed;
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  5. When complete, click Save.
  6. Next, we create the Category within which our links will appear.

  7. Navigate to Setup > Customization > Center Categories > New;
  8. Specify the Center Type. For our example, the Sales Manager role belongs to the Sales Center;
  9. Specify the Section (Tab) within that Center on which we want the new Category to display. In our example, we would pick Customers;
  10. Enter the Category Name, which we will be calling Sales Resources;
  11. Indicate the position of this Category in the list of standard Categories for this tab. In this example, we would "insert before Other."
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  13. In the Link section, select your Custom Link from the drop-down list and, optionally, provide a different label that the user will see in the UI.
  14. Add any other links to searches, reports, pages, or records in NetSuite, and click Save.
Now, when a user logs into a Sales Center role and mouses over the Customers tab, they will see a new Category has been added called Sales Resources. Hovering over the Sales Resources category, the user will have access to the three Links that were configured for this category.

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Mass Deletion of Records

The best practice with NetSuite in regards to record deletion is generally to inactivate the record and avoid actual deletion. There are times when circumstances do justify the deletion of records. If there are more than several dozen records, it can be a time consuming and tedious series of clicks to delete manually. You can easily perform a mass delete by leveraging the mass update feature. This approach is simple by taking the complexity out of the code that might have been written and places control into the hands of the user. When the user sets up their mass update, they can control, using the saved search as criteria, which records to operate on. There is also a chance to preview the list of records before executing the update. Once the user is comfortable with the list they can perform the update. NetSuite will then loop through each record in the list and pass the record type and id to the custom script. This approach takes only a single line of code.

Step 1: Create a Mass Update SuiteScript that looks like this:
Function delete_records(recordType, recordID)
{
nlapiDeleteRecord(recordType, recordID); // Delete record
}
Step 2: Register your script in NetSuite:
a) Select the Script type:
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b) Register your script:
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c) Deploy the script for each record type you plan on deleting
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Step 3: Execute your mass delete by going to the mass update screen and look under Custom Updates.
Your list of script deployments will be listed by record type. The rest of the mass update process has not changed.

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NetSuite Saved Searches as Pivot Tables

One of the great features of NetSuite is the "Export to Excel" function which allows users to export data to Excel. Using this feature, users can export a large set of data to Excel and manipulate that data outside NetSuite using Pivot Tables and other formulas. However, a user should not discount the ability of NetSuite to accomplish much—if not all—of this functionality directly within the product.

NetSuite Saved Searches accommodate the use of SQL functions directly within the search results. Using this functionality, reports can be built that employ a greater level of logic and control than using only the standard user interface. Through the use of SQL functions in NetSuite Saved Search results, we can accomplish "if/then" logic, pivot tables, and other functionality ordinarily reserved for Excel. Building these reports directly within NetSuite helps to further centralize access to the data, and eliminates yet another document from being passed around via email. Your search, like all other NetSuite searches, will always display the most up-to-date information because it's built on the data in your account.

For example, you want to analyze support case metrics for your customer service team. You would like to see how many cases are at each status within your four case types. The resulting report is a Grid, with the "Types" down the left column, and the "Statuses" across the top row. The summarized count of data for combination makes up the data of the table. It's a pivot table in Excel, and we can build it directly in NetSuite without any custom development.

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We accomplish this by using Numeric formulas in our search results, and a CASE statement as the formula. Each of our columns across the top of our report (case statuses, in this example) will need a result column in our search, each with its own basic CASE statement. With each of these columns and statements, we will be telling the system "when the case status is a, add to the tally for a and only a. When the case status is b, add to the tally for b and only b,…."

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Note that each column has used the "Sum" type to summarize each of those tallies. Additionally, we've added the "Type" field from the case, and used the "Group" feature. In this way, we are Grouping by Type, and summarizing the count of case statuses for each status. Finally, we gave each column a clean Summary Label to represent the Case Status (in the far right column).

When the search is executed in NetSuite, the results look just like an Excel Pivot Table:

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This same approach can be used for many types of data analysis in your NetSuite account, such as:
  • Comparative data ranges for transaction dollar amounts (by quarter, by month) per item;
  • Customer sales by customer or category with summarized dollar amounts;
  • Item turnover by period;
Not only can we perform the searching and reporting directly within NetSuite, we can also control, using the built-in interface, the details of presentation, as well as publish this to dashboards, link from shortcuts, and otherwise leverage the standard NetSuite functionality.

Email Signature

There are many scenarios in which the information stored in NetSuite for a user (name, email address, and title) are not necessarily how they are presented to customers and for external communications. For example, a support specialist might be named Jon Love, with an Employee record title of "Support User," and a NetSuite login email of jon.love@exploreconsulting.com. However, when communicating with customers, they may want to simply go by "Jon Love," the Customer Care Specialist, and have emails arrive from support@exploreconsulting.com.

This can be accomplished in NetSuite through the use of the Signature field at Home > Set Preferences > General Subtab. Through the fields on this tab a user can control, for their login only, the Nickname, Signature, and From Email Address displayed on outbound email communication from NetSuite.

The three fields- Nickname, Signature, and From Email Address, are all within the User Profile section, as shown below. The Signature field will accommodate HTML, allowing for rich digital signatures if desired.

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The user can either choose to have the Signature included in all outbound emails from NetSuite, or they can include the signature using a CRMSDK tag from within specific emails as shown below.

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The resulting email to the customer automatically includes the signature, as well as the From information as configured at Home > Set Preferences. Note the From and Signature Emails are different.

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Case function in formula fields

At times when building a saved search it can be advantageous to change the display of a field based on the values present in another. For example, if a search showing inventory on hand can be modified to display a text-based status valued based on the inventory quantity present. Inventory values of 0 could be displayed as "Out of Stock", anything under 10 could be "Low-Stock", values of 10-100 could be "Sufficient", while inventory levels above 100 would be displayed as "Overstock". This functionality is available via formula fields and the SQL "Case" function.

In this example, we will modify an existing search to add the field we want to display a stock status.

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Add a new "Formula (Text)" field to the search results.

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Enter the function value by clicking on the formula column.

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Use the case statement to build the logic needed.

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If you need to know the internalid of a field, use the "Field" drop-down and select a value. This will add it to the formula you are building.

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Now you have added a new field that displays data conditionally upon the value in another field.

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Full Formula:

case
When {quantityonhand} = 0 Then 'Out of Stock'
When {quantityonhand} < 10 Then 'Low Stock'
When {quantityonhand} < 100 Then 'Sufficient'
When {quantityonhand} > 100 Then 'Overstock'
End

Report by Period or Report by Date

Different scenarios require different reporting metrics. Financial statements, like an Income Statement, may be most relevant when viewed by accounting period. This means the date ranges will be related to period- this month, last month, last fiscal year to date, etc. Transaction detail reports, such as the Sales by Customer Detail report, may be more appropriately filtered by specific date ranges both inter and intra period. For example, you may look at sales this week vs. last week, or enter a custom date range from March 17 through June 24. The list of standard date ranges from which to choose is much more detailed when reporting by date; however, accounting requirements often require reporting by period.

Many users do not realize they have the ability to pick between these options, and, instead, are relegated to using just one of these methods.

Users can change between their reporting date ranges at Home > Set Preferences > Reporting/Searching subtab > "Report by Period" field.

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Setting this field determines which reports will report by Accounting Period rather than by date. There are three options: Financials Only, All Reports, and Never.

Selecting Financials Only means that only your financial statements (Income Statement, Balance Sheet, Etc) will report by Period, but all other reports, such as Sales reports, will continue to report by Date.

Selecting All Reports will apply the Accounting Period date filter to all reports with a date range, including sales reports, support metrics, and marketing reports. Finally, Never means that all reports, including your financial reports, will use the Date filter, and not the Period filter.

Income Statement by Period:

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Income Statement by Date:

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Customizing Tax Label on Printed and Emailed Transaction Forms

Customers operating in multiple tax nexuses will sometimes encounter issues with the standard formatting of NetSuite transaction layouts. Specifically, until recently, users could not customize the "tax" label on transaction forms so that it was specific to the jurisdiction or nexus in which the transaction took place. With the release of 2010.1, we now have the ability to customize what label is printed for the "Tax" element on both printed and emailed transactions.

Take, for example, a NetSuite customer with operations in multiple jurisdictions across the United States. While the default "Tax (Item rate%)" may be sufficient for some companies, this company may wish to hide the jurisdiction specific value and simply call out the tax rate. NetSuite has added a per-country configuration for tax nexuses called Print/Email Tax Label Format. This field supports three parameters:

     • {item}: which represents the Tax Code or Tax Group name;

     • {rate}: which represents the tax rate to be applied; and

     • {label}: Which is the label for the Tax Total field on transactions within this jurisdiction

This configuration can be done at Setup > Accounting > Set Up Taxes:

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Modifying the standard label for the United States from {label} ({item} {rate}):

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To something more in line with how their business would like to see the information displayed without the specific tax code, and only the rate:

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Inline HTML Fields for on-page Instructions

Many companies have complex or specific requirements around processing orders, creating customers, or completing other daily business tasks in their NetSuite account. While external documentation serves as a useful reference, often times it is more helpful to have instructions visible to the user while they are in the process of completing the particular tasks.

NetSuite has created a custom field type called Inline HTML. This custom field type allows users to create a custom field for any record type that will display content on the page for the user while they are interacting with the form. This content can be very helpful in providing instructions, descriptions, or other reference information. Just about anything that can be done with basic HTML can be done with this field.

Example: The business wants to ensure users select the appropriate value from a list of options to Categorize a new lead, because the Lead Routing rules have been configured around this field as a key trigger. Once the user has categorized the Lead, there are three very specific steps they need to follow to make sure the sales process can continue as quickly as possible. These instructions can be presented to the user using an Inline HTML field.
  1. Navigate to Setup > Customization > Entity Fields > New
  2. Give this field a name, check the "Customer" box so it will display on Lead records, and set the field to display on the appropriate subtab;
  3. In the Type field, choose "Inline HTML;"
  4. On the Validation & Defaulting subtab, enter your HTML into the Default Value field;
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When a user navigates to the form, they will now be presented with the very detailed instructions in a way that stands out from the rest of the page:

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Gross Profit Feature: Tracking Estimated Gross Profit on Transactions

Use Case
Tracking Estimated Gross Profit at the transaction level helps provide sales managers and reps with key data for negotiating pricing with customers, for establishing pricing policy, and for establishing and tracking commission plans. With this feature set up, sales reps and managers will see the Estimated Gross Profit on Opportunities on up to Invoices.

With the same feature enabled, NetSuite also allows managers in purchasing, operations and pricing to display the Projected Value on Assembly Build records, which includes Estimated Cost of labor and services for sale, thus providing additional insight that Item Inventory Valuation reports cannot provide – critical data for establishing product pricing policy, improving manufacturing process, and managing more profitable vendor relationships.

Setup
- Setup/Company/Enable Features/Transactions tab: "Gross Profit"

- Set Up Items: Select a Cost Estimate Type. This is different than the costing method, which drives true COGS. Cost Estimate Type is used by NetSuite only to determine the method by which you will define an Estimated Cost for establishing Estimated Gross Profit.
  • Inventory and other Resale: Options include the Item's Average, Purchase Price, Last Purchase Price, and Preferred Vendor Rate. Another option, Item Defined Cost, uses a separate value you provide on the Item record in the Item Defined Cost field. Finally, the Purchase Order Rate option will use the Rate value from the most recent PO, or a Special Order associated with the sales Transaction's line item, such as Drop-Ship POs.
  • Non-Inventory and Service For-Sale Items: Establish an Item Defined Cost.
  • Assembly and Kit Items: Some of the same options are available as above, but you may choose Derived From Member Items. This establishes the Estimated Cost from that of each of its Member Items which often vary for an Assembly Item from Build to Build.
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- Transaction Forms: Enable and layout Transaction form fields and set Role permissions as required:
  • Body fields: Estimated Extended Cost, Estimated Gross Profit, Estimated Gross Profit Percent.
  • Column fields: Cost Estimate Type (with Role permissions, users are able to change this based on real-time conditions), Est. Extended Cost, Est. Unit Cost, Est. Gross Profit, Est. Gross Profit Percent.
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- Assembly Build Forms: Enable the Body field Total (Projected Amount).

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Reporting: Add the suite of fields available with this feature to Forecasts, Sales Reports, and Saved Searches.


Global Search Prefixes

NetSuite's Global Search is one of the most powerful tools in the system. This single field, which displays on all pages in NetSuite, provides quick access to almost every record, page, report, and search in the system. There are several tricks that are helpful to know about the NetSuite Global Search that can make everyday use of NetSuite much easier.

Navigate to a Page:
In many accounts, users are assigned a role that is specific to their job functions, like an Accountant Role or Warehouse Manager Role. One difficulty that can arise, however, is that each role and center have slightly different navigation paths. While Opportunities are listed under their own Tab in the Sales roles, the link for creating new opportunities through the Administrator role is under the Transactions tab > Sales section. Remembering the navigation path for each role can be confusing, especially when switching frequently between roles. Instead, you can use the Global Search to find the page you are looking for. Type Opportunities into the Global Search, and you will see several options for Opportunity-related pages. Rather than memorize the navigation path to the New Opportunities page, you can link directly to the page from the Global Search.

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Find Reports:
Users will often create several reports that all have similar names. It can be difficult to remember the specific report name that was used, whether it was a report or search, or how specifically to find the list of reports or searches from within your role. Typing a keyword from the Report title into the Global search will quickly help you track it down. In this example, a saved search called "Estimated Billable Orders This Month" can be located in the Global Search, along with standard Estimated Commission reports.

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Open a record in Edit Mode:
Many of the NetSuite process flow improvements we see revolve around reducing the number of clicks a user needs to perform to complete a task. For example: a Customer calls and wishes to change their email address. A user could reduce their number of clicks by Global Searching for that customer and opening the record in Edit mode automatically. This can be done using a capital letter in the search prefix.

Example: our NetSuite user wants to edit the "Prototype Development" customer record to update their email address. Typing Cust: "Prototype" into the Global Search, and hit enter. The record automatically opens, and is already in edit mode.

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Open a record in a new browser tab or window:
Users will frequently open multiple records across multiple tabs or windows while logged into NetSuite. This allows a user to easily switch between records for comparison purposes. With the Global Search, you can automatically open a record in a new Tab or Browser window (depending on your browser settings). First, type in the prefix of the record you are searching for. For example, type "Cust" if you are searching for a customer. Instead of a single colon, use two colons to separate the record prefix from the search term. For example, type Cust:: Prototype to search for the customer called Prototype Development. When you hit Enter on your keyboard, the record will automatically open in a new browser tab or window.

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Placement of Custom Fields on Transactions

Many customers create custom fields for transactions to track and store custom information, validate user processes, or alert users to special transaction requirements. Generally these fields are placed in the main "header" section of the form, or on one of the subtabs. One problem with these custom fields, however, is ensuring users notice them and provide a value when needed, as not every field can be made mandatory depending on business requirements.

One solution that can be used to bring attention to custom fields is the placement of the field on the form in a position that distinguishes it from other fields.

Consider this Example: The business requires management review of transactions when there's a high likelihood the customer will change their order prior to fulfillment. This intuitive evaluation can't be accomplished with scripting, and requires a user to manually flag an order for review. Most orders do not require review, so the business wants the default value of their custom list field to be "Review not Required." However, with a default value specified, simply making the field Mandatory does not require the user to interact with the field, as it will already have a value and thus no warning will be provided on Save if the user does not change the field value.

One thing the Administrator may consider is to place the custom field somewhere on the form where it stands out from the other fields: on the center line next to the order total. This configuration is done on the custom field at Setup > Customization > Transaction Body Fields > [field name] > Display subtab. In the Insert Before field, select "Outside Columns at Bottom."

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When the field appears on the transaction, it will be positioned in the center of the page next to the order total- apart from the rest of the fields.

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Default Landing Page on Login

NetSuite's Dashboards represent a powerful tool for staying on top of important business metrics. The dashboard can display reports, lists of data, action items for the day, and reminders to help keep track of a user's activities. Many NetSuite customers will customize not just the Home Dashboard, but also the other Tab Dashboards (Transactions, Reports, Activities, etc.). For many organizations, the "primary" Dashboard is NOT the Home Dashboard, but, instead, is one of these other Tabs.

Users can modify their preferences so that, upon login, they are automatically taken to one of these other Dashboard tabs instead of to the Home Dashboard.

To set a different Tab as your landing page on Login:

1. Navigate to Home > Set Preferences, or click the Set Preferences link in the Settings portlet on your Home Dashboard;

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2. Navigate to the Appearance subtab;

3. In the Centers and Styles section, look for the "Landing Page" field;

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4. Select the Tab that you would like to set as the default landing page when you log into NetSuite;

5. Click Save.

Now, when you log into NetSuite, the page selected in this field will be the first tab you see.


Extending the use of the Mass Update feature

If you have been using NetSuite for any length of time, you may be familiar with the Mass Update feature. If you haven't looked recently, the list of pre-built updates in NetSuite has grown considerably. It is worth the time to look over the additional types of updates available. To view all the update types go to: List>Mass Update>Mass Updates.

Common Mass Update Uses
If you are new to mass updates, the following is a short list of the most commonly used mass updates.
  • Update transaction sales order or invoice fields in the main section of the form.
  • Update common fields on the main section on the customer record.
  • Update prices or swap prices between price levels.
  • Invite customer or contacts to subscribe to a new email subscription.
  • Update Item purchase price from the most recent purchase.
  • Reassign sales opportunities, estimates, and clients to a new sales rep.
  • Reassign support cases to a new support rep.
  • Move files from one folder to another or mass delete files in the file cabinet.
  • Update fields on transaction or entity records.
Custom Updates
NetSuite's predefined mass updates do not include all fields on each record type available to update. For instance, fields available on the sales order record are limited to those found on the main section of the sales order. If the field you wish to update is on a tab, that field will not be available. In this case you have two options, either modify the form by moving the location of the field to the main section or create a custom mass update. The mass update list of fields only displays those fields on the main section.

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ustom mass updates allow you to update virtually any field on a given record. Additionally, custom mass updates can incorporate dynamic update logic. Based on conditions at run time, the update value can be calculated. This feature can be very helpful. For instance, a custom mass update could summarize data, perform formulas and pull data from other records and more. This ability is ultimately very powerful for conditional updates.

NetSuite recently released a new type of script called an Action Script. Action Scripts are used exclusively with the mass update feature and they work in tandem. The mass update component allows the everyday user to control which records to update and schedule the update, while the action script component determines which field to update and the value.

Before NetSuite released this capability, a developer would be required to write additional code to first search the records to be updated before updating the value. The scripting effort took much longer and typically could not be managed by most non-technical users. With action scripts, the code is often limited to 5 to 10 lines of code. The mass update feature simplifies the scope of the script to only updating and calculating.

Once a custom mass update is created it will show up under the custom updates folder shown below:

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Use Case
In this simple example a company changed their criteria for the classification of sales transactions into business lines. Historical transactions were out of step with the new classification rules and needed to be updated. The business line field was not an updatable field choice using the standard mass update. Using a custom action script, users were able to update all the applicable records. The user is provided a drop down parameter to select the new value for business line.

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This is the code used to update the business line field:

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As you can see, only four lines of code were required for this script. Most of the complicated work is eliminated by the mass update definition. The user controls which records are updated when setting up the mass update.

Although this example is simple, action scripts can become very powerful by expanding the logic included in the script.

Additional information on configuring action scripts and more sample code is found in the NetSuite help menu. If you have questions, contact Explore for a free evaluation of possible custom mass update solutions.


Get more from a Saved Search using Summary/Detail Results

Business Usage for Summary level searches:

The creation of summary level search results with drill-down capabilities is a very powerful method for simplifying complex sets of data. Summary level searches can help answer key business questions such as:

Report on repeat customers having more than a given number of orders in the last year while listing by order count and total revenue.

Display orders grouped by order type, customer category, or industry with total orders and revenue for each grouping. How the data is grouped and the search summarized is data determined by the user.

Show employees listed by total billable hours by month.

Report on customers with a total count of support cases. It may be beneficial to analyze which customers are having the most issues.


Each of these search examples is possible only by grouping the search results in meaningful ways. Also, the ability to add criteria based on the summarized result is important. For example, in our first example, only show customers with more than 3 orders by adding summary criteria.

This type of information is very powerful. My first example, having a list of customers that purchased more than 3 times in the last year may be very helpful when sending special promotions or discounts to your most profitable customers.

How to Create a Summary level search:

The process of creating a summary level search is fairly simple if you break it down into four basic steps. The first step is to define the search as you normally would or you can pull up one of your favorite searches you currently have. Second, determine which fields you want to summarize your data by placing a 'group by' function for each field. Third, determine the function to apply to the rolled up data such as sum, count, min max or average. There is a fourth and optional step to place criteria that applies to the summarized data such as where count is greater than.

For our example we are going to create a list of customers with more than 3 orders. The detailed view will include other details about each of the orders such as order number, date, and amount extra.

Example Steps

In the first screen shot, you can see the settings for the first three steps...

Step 1 - Create a typical search with all the fields you wish to see in the detailed view.

Step 2 - Create your summarized view by determining which fields to group your data by.

Step 3 - Set your function.

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Step 4 – Summary level criteria also known as "having" condition. Summary criteria is the only way to get a list of customers based not on the conditions of a single attribute but based on the summarization of the data. This could be customers with a certain number of transactions, total purchase amount or average purchase amount.

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When you run the search you first get the summary view first. In our example, only two columns will display because we only selected one field to group by and that is customer. In our example, the results look like the image below:

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To drill down to the detailed view, double click on any one of the customers and you will view the orders that comprise the count of order numbers.

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NetSuite summary level searches are easier to create than many users think. The value these searches can provide in terms of extracting more relevant information out of the system is worth the effort. Apply these steps to create searches relevant to your own business.

System Preferences Audit Trails

In some occasions, multiple users are granted Administrator access to a NetSuite account. While this provides easy access and control for certain business scenarios, it has historically meant that certain configurations could be performed by a variety of users without any knowledge of who made those changes and when.

For example, prior to Version 2009.2, if a user changed an Accounting preference, there would be no way to know that the preference had changed without looking for its impact on transactions. If it was discovered that a change had occurred, there would be no way to know which user changed the preference or when, making cleanup- and future controls- very difficult.

With NetSuite's version 2009.2 release, a new Audit Trail feature has been added to the following configuration pages:

  • Accounting Preferences
  • Enable Features
  • General Preferences
Each of these pages have an Audit Trail link in the upper right corner that will link to the Audit History for that configuration page.

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Clicking the link will bring up a page listing which preference was changed, by whom, on which date, as well as the previous and new setting of the preference. In this way Administrators will always retain a history of their previous system configurations and be able to easily manage how and when these preferences change.

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Filtering the List of Items Available on Transactions

While NetSuite's default behavior is to display all active items in the Item dropdown on a Transaction, many customers wish to filter this list depending on business requirements. Examples include:

  • A group of users who deal only with one product line, and management would like to prevent that group from adding any other items to a transaction;
  • Preventing Sales users from adding repair, discount or other non-standard items to a transaction;
  • Limiting customer support users from adding any physical items to an order, and only allowing them to select support and repair service items.
For our example, let's look at a company that charges a service fee for product repairs after the warranty has expired. The Customer Support team only has authority to charge customers for repair fees, and cannot upsell or sell new products.

NetSuite has recently introduced a method that allows administrators to configure transaction forms to filter the list of items in the Item drop down so that only the desired items are available to add to the transaction. This is accomplished in two parts: a Saved Item Search and a customized Transaction form.

The first step is to create a saved search which contains the items users should see when they create a transaction. For this saved search, we should use criteria that relate only to the items we want to have available on the transaction form. Here, we'll use the Department field on the item, which will return only those items associated with the "Support Operations" department.

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Once our saved search has been created, we need to create a transaction form for the Customer Support team. This can be done at Setup > Customization > Transaction Forms, and clicking Customize next to the Standard version of the Transaction form to open the form customization page.

On the Fields subtab > Columns subtab, you can select the saved Item search you created above in the Item Filter field:

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Once you have selected the Item search, you'll want to assign it to the appropriate user group/role. This can be done on the same transaction form configuration page, on the Roles subtab. Find your Support user role, and check the box for "Preferred" to ensure that this is the preferred sales order form for anyone with the associated role:

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When you've completed any additional changes to the form (ie: showing or hiding custom fields or changing the sequence in which fields display on the form) click Save.

Now, when any users with the Acme Product Support role create a sales order for support services, this Support Repair sales order form will load as their preferred form. When the users add an item to the order, the only two items available will be the items that have a Department listed as Support Operations:

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Summary Criteria in Saved Searches

Many customers look for ways to target marketing messages at their highest performing customers. As an example, let's say a user is putting together a marketing campaign to target Retail customers who spent more than $5,000 with your business in the last quarter. While Category and Date Range are standard, the $5,000 threshold requires a slightly different approach. In this case, a user will need to use a combination of standard criteria and summary criteria in order to retrieve an appropriate list of results.

The first part (customers who are categorized as Retail) is simple enough, because the Category and Transaction Date elements are available in the main Criteria drop-down. For this example, we should also limit the transaction types to only Cash Sales and Invoices so that we leave out Estimates, Sales Orders, and other non-posting transactions:

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The sales total, however, is more complex. The user's first inclination might be to look to the "Transaction Fields…" selection where they found Transaction Type and Date, and add the criteria for Amount. Unfortunately, this would only return customers with individual transactions in excess of $5,000. Instead, the user needs to summarize the transactions for a customer, and then apply the Amount criteria.

This can be accomplished using the Summary subtab, located to the right of the Standard subtab above. Summary criteria allow you to group together a set of results and then apply your filter to the summarized values. With Summary criteria, you have access to the same grouping mechanisms as are available for Result columns: Minimum, Maximum, Count, Sum, & Average.

To find only those customers whose total sales exceed a threshold, we will want to select "Sum" as the summary type, as it will automatically add up all of the transaction amounts for the transaction types specified. Next, we will need to apply our summary to a field. Here, we are looking to Sum the transaction amount. In the Field drop-down, select "Transaction Fields…" to bring up a list of fields related to transactions for this customer, and, in the pop-up that appears, select "Amount," and then specify "greater than" and "5000."

When the three elements are brought together (summary type, transaction field, and amount), the Summary criteria will appear similarly to regular search criteria:

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When the user runs this search, it will return a list containing only those Retail customers whose total sales dollars for the specified period exceed the $5,000 minimum threshold:

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This saved search can now be used as the basis for a Dynamic group for email distribution lists, marketing campaigns, and other special targeted activities.
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Creating Custom Printed PDF Layouts

NetSuite provides a default "layout" for all transaction types which organizes the content (ie: address, order details, logo, items) into the various elements on the page. This allows users to begin using the system right out of the box without customization. Some customers, however, require special or differently organized information be displayed on their Invoices, Receipts, or other transaction forms- both internal and customer facing. NetSuite provides an easy-to-use interface for customizing transaction layouts, allowing users to tailor the look and feel of their printed forms to meet each business' unique requirements.

First, determine the existing layout used for the transaction form you want to customize. This can be done by opening the form customization interface (setup > customization > transaction forms > click Edit/Customize next to the preferred transaction form) and looking at the PDF Layout field.

Next, find this transaction layout and open it in Edit mode. Transaction layouts can be found at Setup > Customization > Transaction Form [PDF/HTML] Layouts. For this example, we'll use the Standard Transaction Layout (PDF), without disclaimer, for an Invoice. When this Layout is located, click Edit to open the layout customization interface.

The interface has three main sections: header, elements, and element properties.

The header section provides document sizing, orientation, and color customizations. So, if a user wanted to set the background color or text color to something other than the standard black & white, that can be done here.

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The Elements section displays all of the elements that are currently made available for this layout. It is important to remember that the presence of page elements provide a container into which individual fields are sourced from the transaction. If you wish to control which specific fields do and do not print within an element, you would control that from the custom transaction form itself. The elements on this page can be moved around and resized in this pane by clicking and dragging an element.

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The third section controls element properties. The element selected in the element pane dictates the properties being controlled in the element properties pane. If, for example, a user wants to change the size, font, and orientation of the text in the transaction columns, they would select the Columns element from the pane above and then control its properties in the properties pane below:

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In some cases, users need to add a custom element to their forms in order to display additional information. Clicking the "Add Custom Element" button just above the properties pane will allow users to do just this. In the example below, note that a combination of static text and a dynamically sourced field from the transaction (transaction date) are used to provide transaction-specific information to the Customer. Once a custom element has been created, users have access to all of the same formatting options as with standard elements.

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Once all necessary modifications have been made to the custom layout, click Save. The layout will now be available to select in the PDF Layout field on the transaction form customization screen. Moving forward, whenever this transaction form is used for an Invoice, the PDF will display the Invoice information using the new custom layout.

Finally, some customers require much deeper customization capabilities with regard to PDF creation. These requirements may include the ability to print custom PDF copies of transactions from websites; layout requirements that cannot be created through the NetSuite interface; or the inclusion of information on the PDF that is not present on the Transaction record itself. Fortunately, NetSuite has recently provided an API that allows the creation of completely custom PDF forms using information from your NetSuite account. While this customization is a bit more complex than the method described above, it also opens many new doors with regard to available options for presenting information in PDF format.
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Setting Custom Reminders

The NetSuite Reminders portlet can be a very useful tool for providing links to relevant information only when it becomes relevant. Rather than occupying valuable Dashboard space with multiple saved searches, the Reminders portlet only tells you action is required when action is required.

With the v. 2009.1 release, NetSuite has added the ability to create custom Reminders to work in your Reminders portlet. By defining a saved search and configuring the Reminders portlet using the steps below, you can tap into the usefulness of the Reminder's Portlet with your own custom search criteria. Example:

In your company several employees have the permission to create Item records, but your Accounting department does not want those Items available for sale until their configuration has been approved. You have created a custom list/record field (Approval Status) on the Item record that defaults to "Pending Approval" whenever a new item is created. You would like your Reminders portlet to tell you when you have newly created Items that require approval.

1. Create a Saved Search that matches the required criteria: In this case, you would create an Item Search with criteria that looks for all Items where Approval Status is still "Pending Approval." Remember: what displays in your Reminders portlet will match the name of the Saved Search, so be sure to name the search something intuitive (ie: Items Pending Approval).

2. Check the "Available for Reminders" checkbox in the upper-right corner of the Saved Search page;

3. Specify any Results you would like to see when you drill down to the list of Items pending approval (ie: Item Name, Item Number, Created By, Date Created, etc.).

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4. On the Dashboard that contains your Reminders Portlet, click the Setup link for your Reminders Portlet. If your Reminders portlet is not currently set to display you can add it to your dashboard by clicking the Customize This Page link in the upper right corner of your dashboard, and selecting "Reminders" from the pane on the left side.

5. Your new custom reminder will be at the bottom of the Reminders list. Check the box next to your new reminder, and click Save.

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6. Now, whenever your saved search has any results matching the criteria, a link will appear in your Reminders portlet that will take you to the results of that search.

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7. Click the link to drill down to a list of the results:

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Form Customization Best Practices

Have you ever wanted to hide the "Custom Form" field on your entry forms or transaction forms in NetSuite? Here is a five step method for more easily managing your custom forms and for making sure that all users are using the same form. This solution best fits those companies where one form is primarily used for the respective record type entry vs. multiple forms for record types depending on entity associated with the form, etc.

NetSuite has built in functionality to hide the "Custom Form" field on transaction or entry forms if there is only one active form available of any given type.

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  1. After navigating to Setup > Customization > Transaction/Entry Forms, check the Show Inactives box at the bottom of the page.
  2. This exposes the Inactive column on the left hand side of the custom transaction/entry form list pages.
  3. Place a check mark in the inactive ("inactivate") the standard form or any other obsolete form(s) that you may no longer be using, until there is only one active form available of that type.
  4. Verify that you did not inactivate the preferred form for the respective record type.
  5. Click Submit.
Now navigate back to the respective transaction/entry form, and, now, the custom form field is now hidden. (If there is no data to display in the field, why display the field at all?)
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NetSuite 2009.1 Mass Update Enhancements

Last month Explore provided a tip on NetSuite's 2009.1 Global Search Enhancements. This month we would like to show you how NetSuite has enhanced the Mass Update functionality to make it even more powerful.

Have you ever wanted to schedule a mass update to run on a set recurrence pattern instead of having to run it manually? With NetSuite v.2009.1, you can now do this by specifying a schedule. (Note: the time of day is not definable, but the day of the week or month is. All scheduled mass updates will occur at approximately 2 AM Pacific Time.)

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With NetSuite v.2009.1, you can now also use a formula in your mass update to update fields with a calculated value. You can use a SQL formula to update fields dynamically vs. having to use a static value. For example, a user could set the preferred stock level on all inventory items to double (or 2x) the reorder point.

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NetSuite 2009.1 Global Search Enhancements

Have you ever wanted to customize the result columns displayed for a particular record type for the Global Search Results? With NetSuite v.2009.1, you can now customize the global search results on a per record type basis.

#1 Add/Remove Columns - you can now add additional columns or remove default columns from global search result pages on a per record type basis.

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#2 Global Search a Custom Field - Have you ever wanted to have the global search feature in NetSuite index a custom field, so that you can include this field in the global search for the records that the global search is searching on? With NetSuite, v.2009.1, you can now configure custom fields to be indexed for the global search feature.

  1. Any custom fields indexed by global search may take NetSuite a few minutes to index. Do not expect the custom field to be indexed immediately.
  2. There are some custom field types that NetSuite does not support for indexing with global search: checkbox, date, document, image, list/record, multi-select, password, rich text, and time of day.
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#3 Last but not Least - Direct List Editing & Quick Add row are now both supported in global search results.
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Email Preferences

NetSuite makes it possible to control how your outbound email signature looks. If you are like many companies, emails are sent from NetSuite and your regular email tool like Outlook. Regardless of the system you send from, having identical signatures at the bottom is important. This is one four email preference you can set and we will go through each.

To setup your email preferences go to: Home > Set Preferences > General tab.

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Nickname: When recipients look at their inbox, their name will be listed in the "From" field. If you wish to use a different name than your employee record, enter it here. For example, everyone may know you by Bobby not Robert.

Signature: In the Signature field type in either plain text or HTML to format your signature. For my example we are going to enter HTML to give us the richness it can provide and allow us to match our company standard signature.

To accomplish this, I copied the signature portion of an HTML type email and pasted it into NetSuite. There is a limit of 999 characters, but most email signatures are fairly basic and will fit. If your company's signature does not fit, you have the option of creating an email template. The signature will be embedded as a part of the email template, which has a much larger size limit.

Add Signature to Messages: This checkbox controls whether your email signature is automatically added to outbound emails. If you do not check this box, you will need to insert the < NLSIGNATURE > tag at the end of your emails. Note you can also include the < NLSIGNATURE > tag into your email templates.

From Email Address: If you want the email 'from' address to be different than the email address setup as your NetSuite login place it here. It is not unusual for a team to have a common sent from address such as customer_service@yourcompany.com.

Below is a simple example of a formatted signature using HTML to control the colors and fonts.

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File Download with online form

NetSuite provides the ability to download a file after completing an online form. This is a common approach many companies take to gain new leads. Frequently, an email will showcase a white paper, case study or presentation. Before you can download the file you will be required to complete a form with your name, email address etc. Many people are reluctant to share this information, for good reason. Identity theft and junk mail are valid concerns. Implemented correctly, however, prospects will see the value and share their contact information with you. First you must build credibility and provide something they value. Qualified leads are generated this way because their willingness to complete the form is an indication they have interest in your services/products or at minimum the content in your download.

This NetSuite tip will demonstrate how to setup an online file download form for your company and provide some basic guidelines to make it a success.

Step 1: Select your document for download: When selecting a downloadable file, focus on quality and relevant content for your prospects. Build a bridge to the customer in a non direct way by showing how your product and service will satisfy their needs. Documents that demonstrate a solid understanding of industry and best practices will build credibility. Education based marketing is effective because the focus is on the prospective customer and not a sale.

Step 2: Create your online form: When creating your online lead form it is a good idea to state what your purpose is and how you intend on using the data. If you intend on sending a monthly newsletter, state it. If you plan on responding with a follow-up call state it. Prospects will be more willing to share their contact information if they know how it is going to be used.

When selecting the fields to add to your online form, keep it simple and relevant to the content to be downloaded. Customers will not complete a long survey if they do not see the relevance, less is more. A few well placed survey questions can be very effective when you turn around and market back to these individuals with targeted marketing campaigns. Strike a balance between quantity, context and type of fields on your form.

For more information on how to create an online form see the NetSuite User Guide.

Step 3: Publish your online form:

To publish your online form go to: Lists>Web Site>Publish Forms>New

Select form type 'Download file with online form'. There are four key fields to setup:

  1. Specify the online form the customer will be required to complete before downloading the file.
  2. Select the downloadable file from the file cabinet
  3. Specify the category on the website to publish the form. An ecommerce site is not required. It is relatively easy to enable and configure your web site to be information only.
  4. Select an image that represents or is associated with the file. This will add interest to the form.
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The completed user experience will appear as below:

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If the customer clicks on the link above, they are taken to the online form.

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After the user completes the form the download pops up and the user is able to view or save the document.

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In NetSuite the prospect's information is captured.
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Using Report Snapshots

Often overlooked in NetSuite, yet easily deployed is the ability to take your favorite report and place a snapshot of it on your dashboard. For information you reference frequently, snapshots can save a lot of time by making the report readily available. To publish a snapshot, perform the following steps:

Step 1: Find your favorite report, customize to your needs.

Step 2: In edit screen for the report, hit the 'Save and Create Snapshot' button.

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Step 3: Set Snapshot preferences before displaying on your dashboard, there are several key settings to configure that will affect the way the report looks. First, give your snapshot a title. Next, list options allow you to select which fields will display for both wide and narrow regions of your dashboard, depending on where you place it. Check the boxes next the fields you want to display for each.

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Step 4: Set graph settings

If you choose to display your snapshot as a graph, set which fields represent the X and Y axis.

Step 5: Display on your dashboard and configure

To customize your dashboard, click the link in the upper right hand corner of the page "Customize this page". Find your snapshot within the Custom folder and click on it. The snapshot should be added to your dashboard into a new portlet. Notice that if you drag and drop the portlet to the wide region, the fields listed change. Under the setup option, you can change the snapshot from list to a graph. The edit option allows you to modify other snapshot settings.

Use report snapshots to bring our favorite report results onto your dashboard for easy reference.

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Disseminating Reference Information in NetSuite for Internal Users

Companies are always looking for ways to disseminate information through the company. In large measure that is what NetSuite is all about, 'information', such as transactions and customers information. But what about general reference information like company procedures, sales tools and HR information? Where can it be placed it in your NetSuite account where users can easily find and reference it. Adding a custom tab to your NetSuite account is a great way to put together information for internal users. In the following example we will add a custom tab with a few different types of content. After showing how to add a few different types of information we will give examples of what else can be placed into these tabs.

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To create your custom tab:

  1. Navigate to Lists > Website > Tabs > New
  2. Give your tab a label and un-check the display in website box on the right hand side of the form. There are other options for customization but the default will be best unless you have more specific needs
  3. Specify the audience to determine who is able to see your custom tab, in our case we will choose "All Employees". This will not be visible on the ecommerce store.
  4. Save
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Your new tab will now display along the top level navigation bar in NetSuite. We can now start adding information to this tab. In our example we will add the Employee Directory, a page with text for reference information, and a downloadable document.

To add the employee directory to your custom tab:
  1. Navigate to Lists > Website > Employee Directory
  2. Click edit on the employee directory you wish to add
  3. Edit the "Subcategory of" field to reference your custom tab
  4. Save
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In next example we are going to add a down loadable document containing the companies holiday schedule. To add a downloadable document to the custom tab:
  1. Navigate to Lists > Website > Information Items > New
  2. Choose the item type you want, in our case formatted text
  3. Give the item a name to be displayed in your tab, and un-check the display in website box.
  4. Add appropriate html with a link to a document contained in the file cabinet (accessed by Documents > Files > File Cabinet) URL string to link to the document will look like: <a href="URL">document title</a> a. Where URL is the url found on the file record in file cabinet and document title is the link name or title you want to display instead of the long cryptic URL.
  5. At the bottom of the page select site category, which is the name of your custom tab
  6. Save
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The next example we are going to create an emergency contact list. To add a simple page of information to your custom tab:
  1. Navigate to Lists > Website > Information Items > New
  2. Choose the item type you want, in our case formatted text
  3. Give the item a name to be displayed on your tab, and un-check the display in website box
  4. Give the item any text that you wish to include in the description boxes below
  5. At the bottom of the page select site category, which is the name of your custom tab
  6. Save
These are very simple examples that most NetSuite users can create without much effort. Customers who have lots of information can get much more complex. Users have the option of creating a drill down list of categories and sub categories to make it easier to information.

In addition to the examples above the following types of content can be added relatively easily:
  • Publish the results of a saved search
  • Published an online form
  • Publish a knowledge base

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Improve your E-mail Marketing Campaigns with DKIM

One of the most powerful ways to stay in touch with your customers is with NetSuite's e-mail marketing campaigns. This functionality provides an easy way to let you stay in touch with your customers for promotions, special events and important information that you just want them to know.

Unfortunately, your marketing efforts are hindered when your e-mails never reach your customers. By setting up your DKIM setting in NetSuite, it will help your e-mail reach your clients' Inbox.

DKIM is an industry standard developed collaboratively by set of companies such as Yahoo, Microsoft, IBM, Earthlink and more. The DKIM lets companies take responsibility of the message while it is in transit. DKIM provides a method for validating a domain name identity that is associated with a message. More information can be found at www.dkim.org

Before you follow the directions below, you will need to setup a new subdomain with your DNS provider with a CNAME pointed at shopping.netsuite.com.

1. Go to Setup -> Web Site -> Domains. Add a new domain name record for the subdomain you setup with your DNS provider. Under "Hosted As" choose "E-mail Campaign". Save your page.

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2. Go to Setup -> Company -> Printing, Fax & Email Preferences. Click on the Email subtab. At the bottom of the page:

  • "Add DKIM to Mass Messages" - Checked
  • "Domain Selector" - write "selector1"
  • "Domain Name" - enter the subdomain you setup with your DNS provider.
  • Click "Generate Key Pair" by Public Domain key textbox
  • The "DNS Entry" field will populate. Copy the information from this box.
  • Enter an e-mail address for test e-mails
  • Save
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3.Now, return to your DNS provider and create a new TXT record using the selector and DNS entry from NetSuite. For:
  • TXT Name: enter "selector1._domainkey"
  • TXT Value: paste the text that NetSuite generated for DNS entry.
4. When you create a new marketing campaign, make sure to choose the new domain name as the "Campaign Domain" on the Marketing subtab.

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E-mail Option Button on Transactions & E-mail Preference

 E-mail Option Button on Transactions & E-mail Preference

Many NetSuite users were not happy with the inconsistency between the E-mail option button in the body of a transaction form and the e-mail option button on the messages sub-tab.

NetSuite has a preference located at Setup > Company > Set Up Printing, Fax, & E-mail > E-mail sub-tab > Transactions (section) called Use Popup for Main Transaction Email Button.
NetSuite E-mail Option Button on Transactions & E-mail Preference
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When unchecked, the body level option button sends out an e-mail to the e-mail address on the messages sub-tab with no additional interaction when clicked.
NetSuite E-mail Option Button on Transactions & E-mail Preference
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NetSuite E-mail Option Button on Transactions & E-mail Preference
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When checked, the body level e-mail option button brings up the e-mail message pop-up window which allows users to modify the e-mail text, copy others, and include additional attachments.
NetSuite E-mail Option Button on Transactions & E-mail Preference
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NetSuite E-mail Option Button on Transactions & E-mail Preference
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NetSuite E-mail Option Button on Transactions & E-mail Preference
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Account Usage Information

NetSuite now offers customers a great new feature with regards to account usage through the Billing Information screen. This allows users to look more deeply into the usage of their NetSuite account. This allows for closer monitoring of required resources to determine if more storage, users, or modules are required. To access this information start on the Setup tab: Setup > Company > View Billing Information. This will bring you to a page with 4 tabs of information about your NetSuite usage. Additionally listed along the top of the main Billing Information is the Anniversary Date for your NetSuite account.

Billable Components
This page gives information on the amount of various billable components that a NetSuite account currently has available. Also this page gives the amount of these components that are currently being used, to determine a possible need for more.

Some useful elements of this tab include:

  • Email Volume available
  • Employee Center size
  • File Cabinet Size
  • Sandbox Refreshes
  • Web Store Items
NetSuite Cascading Drop Down Lists
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Add-On Modules
The Add-On Modules page gives a listing of what additional components a NetSuite account is utilizing along with others that are available. This is a quick reference for which modules can be added to an account.

Provisioning History
The Provisioning History tab gives a historical listing of the changes in billing in any NetSuite account.

Component Usage
The Component Usage tab presents a log of when quantity changed for components from the Billable Components tab, including the date of the change.
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Elimination Subsidiaries for Consolidated Reporting

When managing and reporting on the activities of multiple consolidated entities, it may be necessary to eliminate revenue or expenses when those companies transact with each other. Intercompany loans, sales, and inventory transfers are all examples of transactions between entities that may require these eliminating entries.

NetSuite provides for the creation of "Elimination Subsidiaries" to which journal entries can be posted to balance consolidated books. After the transaction has posted to the two companies' books, you would create an inter-company journal entry to record the elimination and balance the effect of the transaction.

To set up these elimination subsidiaries:

  1. Navigate to Setup > Company > Subsidiaries > New
  2. Provide a name for this elimination subsidiary, and specify to which parent it relates
  3. Check the "Elimination" checkbox. This will ensure only Journal Entries can post to this subsidiary (it cannot be accidentally selected on transactions)
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The new subsidiary shows up in the list of subsidiaries, and is designated as an Elimination Subsidiary.

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SuiteScript Inline Editing

Workflow Management Using List Views:
Inline Editing in a list view is very convenient for quickly updating records with out having to open each record individually. This is especially useful for managing company-specific workflow processes because you can easily run through a list and check boxes or change status fields for many records in a short amount of time. By using different filters in a list view, records can move from one list to the next as field values change.

Word of caution:
If you use SuiteScript on your record that is based on a user event such as save, the SuiteScript will not execute when changes are made from a list view. Event based SuiteScripts only execute when the record is opened and saved from within the form.

This is acceptable most of the time unless the fields you are changing in the list view correlate to the business rules or automation provided by the SuiteScript. In this situation you will need to prevent users from editing records from the list view. This can be done by changing a preference on the form. Find the preferred form for your record type, select Edit, and uncheck the field "Enable Field Editing on Lists". Although you many have different forms for a given record type, the list view always looks at the preferred form to determine if inline editing is possible.

Use Case Scenario:
Foster Services has implemented a new workflow to help streamline their new hire process. They start by adding a "Hire Status" custom field to the employee record. When the status is changed to "Offer Accepted" NetSuite tasks are automatically created to setup their email account and order building access cards. Since the company depends on the creation of these tasks, they could not allow users to update the status field via inline editing so they unchecked the "Enable Field Editing on Lists" option on their preferred employee form.
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Lists Preference Settings

You may have noticed in NetSuite, that in some cases you will find a field based on a list of values that gives you a convenient dropdown list, and in other places you only get a popup window. Take a look at the two pictures below of the same sales order form. In the first shot, a little button is shown, and in the second shot of the same field, the dropdown option is gone. What controls this change in behavior?

List Preference Settings List Preference Settings

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This happens because of a preference setting that allows you to control the maximum number of items to display in a list, before jumping to a popup window.

The preference is found at Home > Set Preferences. On the General Tab, find the field labeled "Maximum Entries in Dropdowns". By default, the value is 200. You can set a maximum of up to 500 items and a minimum of 0. Entering 0 will always result in a popup window.

List Preference Settings
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Why not always increase the maximum list size to the maximum value of 500? For one, it can be challenging to find items in long lists, but more importantly, you can increase the form's performance by reducing the number of items the form loads. Typically, increasing the list size does not have a negative impact on performance; It is primarily a matter of preference. If you prefer to have a pop up window, enter 0. If you prefer the drop down list, then enter a larger number.
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Search Engine Optimization (SEO) with NetSuite

There are several ways to improve the ranking of your website in search engine listings. A NetSuite-generated site will rank higher than other dynamic sites because you can change your own meta tags, Alt image tags and page titles.

Meta tags are found in the head tag and include information about the page, including author, copyright and keywords. When customers use search engines to find companies and/or products, they type in keywords that search through all websites to find matches. The more keyword matches, the higher your ranking and the more visibility your site will have to potential customers.

To setup meta tag keywords go to Setup> Web Site > Set Up Web Site. On the General tab, you will add your keywords into the Meta Tag HTML box under Search Engine Optimization. You may also add keywords to your tabs, categories and items on their respective records using the same Meta Tag HTML field.

Search Engine Optimization
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Another great feature to mention is the Page Title and Descriptive URLs feature. These fields allow you to create a title that is descriptive of what is included on that page, and further specifies the names of your tabs, categories and items all within the URL. These friendly URLs are easy to remember and rank well on search engines.
Search Engine Optimization
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CSV Import Improvements for Mac

With the upgrade to version 2007.1, NetSuite has made it easier to import CSV documents from your Mac. NetSuite's CSV Import Assistant has been improved to include a new character encoding option for MacRoman to support Mac Excel CSV format. This makes uploading CSV files by Mac users an easier process.

The Import Assistant can be found at Setup > Import/Export > Import CSV Records Click to enlarge image

If you created your CSV file on a Mac, select MacRoman as the character encoding method:
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Free Shipping With An Item

You can offer free shipping promotions when your customers buy certain items. When you use this preference, the shipping for the entire order automatically changes to zero when the item or items are added to the cart.

You can decide if only one of the items in the promotion can make an order ship for free, or if all items in the promotion must be purchased for the order to ship for free.

Note: Free shipping is only offered with the shipping methods where you set this preference. To make sure that customers receive the offer of free shipping in a NetSuite Web site, you may want to make sure your default shipping method in the Web site is the method with the promotion.

To offer free shipping with certain items:

1. Go to Lists > Accounting > Shipping Items.
2. Click Edit next to the shipping item that should be free when the items are purchased, or click New to create a new shipping item for the promotion.

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3. On the Free Shipping Items subtab, select an item that should be offered without a shipping charge for this shipping method, and click Add. You can also click the Add Multiple button to quickly add several items that should have free shipping.
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4. Continue to select and add each item that should have free shipping.
5. Check the All Items Must Be Purchased box to require that all items you selected be on an order before free shipping is offered for this shipping method. Clear this box to offer free shipping on the order if any of the items listed are purchased.
6. Click Save.
7. Dependent upon your Checkout and Shopping cart settings, customers on your website can see the Free Shipping when the item(s) is chosen, or you can create a promotion that highlights the Free Shipping.
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8. At Checkout the Customer can choose the UPS Ground method and get Free Shipping or some other shipping method.
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Global Search Auto Suggest

With the new Global Search Auto Suggest feature available from Version 2007.0, searching has never been faster. When you enable this feature, you can scroll through a list box of suggested matches as you type into the Global Search field. You can quickly select one of the suggested matches by using the mouse, or the up and down arrows, and select from a list using the mouse, Enter, or Tab.

To enable or disable this feature:

  1. Go to the Home tab>Set Preferences
  2. On the Reporting/Search tab, check or uncheck the Quick Search Uses Keywords and Global Search Auto Suggest boxes
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As you type into the Global Search field, suggested matches appear in a list box below your entry. You can select from this list, or click the Go button to return a list of all matches.
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The record type of each suggested match is displayed in parentheses to its right. Next to the record type, you will see the Edit and View Dashboard links. To select, click on the appropriate link.
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The suggestion box displays a maximum of 25 results. If there are more matches, a More link is provided that you can click to view all suggested matches.

If only one suggested match is returned, NetSuite automatically selects that record.
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CSV Import Assistant Overview

The new CSV Import Assistant helps you import business and customer data from comma-delimited CSV files for common record types. The Import Assistant replaces the rigid, template-based import page from previous versions and is designed to provide an easier, faster, and more robust way to import and manage data in NetSuite. With the CSV Import Assistant, you simply select a record type for import (and subtype, if applicable) select one or more CSV files, select data handling options, map your fields to NetSuite fields, and start your import.

Some advantages include:

  • Easier and faster importing
  • Saving and re-using a mapping that you defined in the import assistant
  • Importing Contacts and Entities (Leads, Customers, and Prospects) Together
  • Better error messaging
Importing CSV Files

Importing CSV files lets you import records from other applications into NetSuite. The import can either update existing NetSuite data for a record type, add new data to it, or either add or update data for that record type depending on what is required.

To add or update data in NetSuite:

1. Export lists from your current program into one or more CSV files

2. In NetSuite, go to Setup > Import/Export > Import Tasks > Import CSV Records

3. The CSV Import Assistant Welcome screen opens. Click OK to proceed

CSV Import Assistant Welcome Screen

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4. In the Scan and Upload CSV File screen, select the type of record to import:

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5. If appropriate, select the subtype of the record type to import. This dropdown list is only available when a record type has subtypes and usually a default subtype is selected when available. In cases where subtypes of the record type are used, you must select a subtype in order to proceed.

6. Select the type of character encoding to use.

7. Select one or more CSV files to import. When choosing multiple files, the first selected file will be the primary record and will contain the primary key for the import. Subsequent files will be linked to the primary file. Depending on the record type you selected, NetSuite will provide a list of optional linked files that you would be able to use to link to the primary file. Click Next.

(Note: When entering numbers into a CSV file, many spreadsheet programs do not allow leading zeros. For example, if you use Auto-Generated Numbers, you cannot enter 01543 to reference a record. You can eliminate this problem by formatting the cells in your spreadsheet as Text cells instead of numbers. For information on formatting the cells, please refer to the help system for your spreadsheet software)

8. If your CSV file contains incorrect characters or other errors, an error message will display the type and number of errors. You can then download a zip of the CSV file (s) with an additional column in each file indicating the errors, fix the errors, and then relaunch the Assistant and reupload the files. If no errors are detected, the Assistant will proceed to the Import Options screen.

9. In the Import Options screen, choose the desired option(s) for importing your data. Click Next.

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10. In the File Mapping screen, define the primary key column in the primary file and the column(s) it will map to in any linked file. Click Next.
(Note: This screen will not be available if you are only uploading one CSV file)
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11. In the Field Mapping screen:

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(From the right-hand pane drag and drop your fields into the center mapping pane or single-click to add the field. From the left-hand pane, drag and drop or single-click the NetSuite fields to map to your fields. Click Next.)

12. Your CSV file is checked for metadata level integrity. If errors are found an error message will display the type and number of errors. You may elect to:
  1. Ignore these errors and proceed with the import, or
  2. Download a zip of the CSV file (s) with an additional column in each file indicating the errors. Fix the errors and then relaunch the Assistant and reupload the files. If no errors are detected, the Assistant will proceed to the Save and Start Import screen.
13. In the Save and Start Import screen:

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In the Import Map Name field, enter a name for this import that you can refer to to track the progress of the import. (Optional) Provide a description of this Import. Click:
  1. Save and Run to Save the settings (including field mappings) of this import for reuse and start the Import job.
  2. Save Only to save the settings (including field mappings) without starting the Import Job.
  3. Run to start the Import job without saving any of the settings specified in the previous screens.
14. In the Summary Page, the Import Map Name is listed along with the time it was created.
  1. Click the Status link to review the status of this and other Imports.
  2. Click Start Another Import to launch the Assistant and start another import.
  3. Click View Saved Imports to review the list of saved Import Maps and start an import Job based on one of those Maps.

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Multi-Website Capabilities in NetSuite

Since Version 2007.0, many new website features have become available in NetSuite:

  • Multiple Website publishing all from one account
  • Web Site Assistant for step-by-step guidance as you build your site
  • Content Manager to provide easy access to your website pages and items
  • Shopping Cart customization for item information and layout control
  • "Email a Friend" link that allows shoppers to email the item page to a friend
  • "Call for Price" message to showcase items without displaying their price
One of the most significant and robust of these features now offered is multiple website publishing. Created from a single NetSuite account, each site can have its own unique domain and branding, along with separate Shopping Cart and My Account areas. In addition, each site will include its own individual Web Site Set Up, allowing for every website to have its own look and feel, including different layouts and templates.

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Each website can sell different items, or share items across sites. NetSuite makes this process quick and simple by allowing items to be published to multiple sites.

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All orders can be tracked based on the site they originated from.

Companies can also build and operate one single, global site where visitors can select the country or geographical region they belong to, each region having its own language, currency, products and/or services. For further convenience, once a customer shops from a particular region, they will always be directed back to that region.

With NetSuite's new multiple website capability, Explore Consulting makes it easy to expand product lines or manage individually customized sites for different countries, giving way for businesses to grow as they expand globally.

Learn more about how your business can take advantage of the new features in NetSuite.
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Outlook Integration - Automatically save email threads in Outlook

With the Outlook Integration feature, you can save both messages that you are sending and messages that you have received directly into relationship records in your NetSuite account.

To enable the Outlook Integration feature, go to Setup > Company > Enable Features > CRM, check the Outlook Integration box, and click Save.

Before you can begin using the Outlook Integration feature, you need to download and install the client.

1. Close Outlook if you currently have it open.

2. Go to Home > Settings > Set Up Outlook Integration.


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3. Click the link to download and install the client. Note your Account ID which will be needed when setting preferences below


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4. Follow the steps provided in the setup wizard

5. When you reopen Outlook, you will see two new buttons available in the toolbar:
Save in NetSuite - You will use this button to save messages you have received in Outlook to your NetSuite account.
NetSuite Options - You will use this button to log in, set preferences and set up your NetSuite address book.


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To log in to NetSuite through Outlook:

6. In Outlook, click NetSuite Options to open the dropdown menu.

7. Select Set Login Values...

8. In the NetSuite Login popup, enter the email address and password you use to log in to your NetSuite account as well as your Account ID found in the previous step above.


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9. Check the Save values and login automatically box to have your email address, password and account number saved in Outlook.

10. Check the Automatically save in NetSuite if exact match is found box to have a message automatically saved when there is an exact match for the record in your NetSuite Address Book.

11. Click OK to save your preferences.

If a match is not found, the Save Message to NetSuite window pops up, where you can manually search for records in your account and you can choose to save attachments included in the message as well.


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Messages save on the Files subtab of each record you save this message to and in the Attachments to Send or Attachments Received folders of the File Cabinet.

You can save up to 5MB for each attachment and a total of 10MB for each message.


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Campaign Subscription Categories

With the Campaign Subscription Categories feature available from Version 2007.0, customers and others with whom you communicate via bulk email, can choose which types of campaign communication they want to receive. When you turn on this feature, you can create your own campaign subscription categories in addition to the following default subscription categories - Billing Communication, Marketing, Newsletters, Product Updates, and Surveys.

To create a new subscription category:
1. Go to Setup > Marketing > > Campaign Subscriptions > New.
2. Enter the name of this subscription category and a description.


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3. Check the Unsubscribed by Default box if you want new records to be unsubscribed to this campaign subscription (Entities must manually subscribe to subscriptions that they are unsubscribed to.)
4. In the External Name field enter the name of this subscription category as you want it to appear in the Campaign Subscription Center.
5. In the External Description field, enter the description of this category that you want to show in the Campaign Subscription Center.
6. Click Save.

You can associate subscriptions with marketing and email templates. When you select a template on a campaign record or in an email merge, this subscription category is chosen by default. Email is only sent to the recipient group members with this subscription.

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When you send email through a campaign or bulk merge operation, email is only sent to members of the group with the subscription selected in the Subscription field. The Subscription subtab on customer, contact, partner, vendor and employee records shows the subscription status for each subscription category.

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By logging in to the Campaign Subscription Center from the Customer Center, recipients can choose which subscriptions they want.


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Project Accounting - Assigning Resources and Time Management

With the Advance Project Accounting module you can assign resources and designate their role on a project record. You can also specify on the project record to limit time record entry for that project to assignees only. This will reduce the number of projects that consultants see when entering time and help to alleviate time entry errors.

To assign resources:

Navigate to the resources tab on the project record.

On the resources tab choose the individual you would like to add to the project. Their email address is sourced from their record and you can designate their role. Resources can be both employees and vendors.


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To limit who can enter time for this project, check the checkbox on the general tab for "Limit Time to Assignees." Now only the name in the resource list will be able to see this project record on the time entry screen.

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Publishing Dashboards

You can customize dashboards and apply them to your employees' accounts. Publishing dashboards allows you to make sure that everyone with the same NetSuite role views the same information. This also saves time by allowing one person to set up every team member's dashboard.

When you publish dashboards in NetSuite, you can choose to allow or restrict employees from making changes to their dashboards. You must have one of the following Administrator roles to publish dashboards: Administrator, Sales, Marketing, Support or System Administrator.

The role you use to customize your published dashboard determines which roles you can assign the dashboard to. For example, Sales administrators can publish dashboards to sales administrators, sales manager and sales reps.

To publish a dashboard:

First, customize the pages in your account to appear as your employees should view them. This includes adding, customizing and arranging portlets on each tab in your account. You can customize which information appears on a tab by clicking Customize this Page on each tab, in the top right corner.

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1. When your dashboard is set up, go to the Settings Portal in the lower left corner of the Home Page and click on Publish Dashboard.
2. On the Publish Dashboard page, enter a name for this dashboard.

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3. In the Notes field, enter a description for this dashboard.
4. On the Apply to Roles subtab, choose one or more roles you want to assign this dashboard to.
5. Check the Override Existing User's Settings box only if you want to replace your employees' current dashboards with this saved dashboard.
6. Click Add.
7. Click the Apply to Tabs subtab.
8. On the Apply to Tabs subtab, check the box in the Apply column next to each tab you want this dashboard applied to.

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9. For each tab you check, your employees' dashboards will be updated to include the same information you have set up.
10. In the Mode column, choose one of the following for each tab:
Unlocked: this lets employees change all aspects of their dashboards
Locked: this restricts employees from making any changes to their dashboards
Add/Move Content: this allows employees to add new content to their dashboards and also to move the portlets you have created. Employees cannot remove content.
Note: Once you have applied a dashboard to a role, you can no longer change the tabs that a dashboard is applied to.
11. Click Save.
Your saved dashboard is now assigned to the roles you chose.

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Increase Your Exposure Through Website Product Feeds

You can increase the exposure of your Web site and items by exporting lists of items to Web site comparison search engines, Yahoo Shopping, NexTag, Shopzilla, Shopping.com and Froogle. These search engines display your items and information in shoppers' search results. For example, if you sell printers in your Web store, you can export information about the printers to Froogle. Then, when shoppers search Froogle for printers, your printers that match their search criteria show in the list of results. Shoppers can see an image of the item, get pricing information and click to open the item in your web store.

In order to provide information specific to these sites, optional fields have been added to the following item records: Kit/Package, Non-inventory Item for Sale, Non-inventory Item for Resale, Assembly (lot and serialized), Inventory (lot and serialized).

Enter information in these fields before exporting your item lists. You can use direct list-editing to quickly enter this information on your items list.

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Once you have entered the information into your NetSuite items, you then export the item lists:

  1. Go to Setup > Web Site > Product Feeds.
  2. Click the name of the comparison engine you want to export to.
  3. A list of your online items appears showing only the fields required for the comparison engine you chose.
  4. Click Export.
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The final step is to upload your exported item lists to each of the search engines, which require you to have an account set up with them.
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Excel Web Query

To help you operate more efficiently without constantly relying on a technical staff to provide custom reports and key metrics in a specific format, NetSuite provides the ability to create "Web Queries". They allow you to pull real-time data from any NetSuite report into Microsoft ® Excel. This gives you a powerful and familiar environment for crunching numbers and generating highly customized reports from your NetSuite data. To do this, customize any report, navigate to the "More Options" section of the Report Builder, and click on the "Allow Web Query" checkbox.



Save and run the report. Then, click the "Export - Excel Web Query" button.



When you open the document in Microsoft ® Excel, you will be prompted for your NetSuite username.


You can now update the information in the report at anytime by clicking on the refresh button in Excel.


Excel Web Queries can be used for easy access to your NetSuite information. They can also provide the ability to build reports including information that may not be stored in NetSuite.
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Partner / Affiliate Capabilities in NetSuite

Included in the standard NetSuite account is the Partner Center Role for partners. A partner is a company you have a business agreement with who isn't a customer or a vendor. The Partner Center role lets your partners view their Customers, Sales and Promotion Codes and reports.


NetSuite's partner management software extends your sales organization while allowing you to maintain full control of every element of the selling process, including promotional discounts and marketing campaigns. NetSuite lets you provide promotional discounts through your channel as one-time-use discounts, or limited time offers. Support your partners' marketing efforts with campaign tracking capabilities, which allow you to monitor and optimize channel programs via a referring URL.


Based on the level of access you set, the partner management software allows your partners to view customer records, manage their pipeline more effectively, enter leads and process orders. Additionally, with partner management software you'll be able to track sales activity and view forecasts on your partner channel.

You can even give channel partners access to the latest campaigns and product information via an intranet. As a result, your partners can sell and service customers more effectively.

If you do not have partner records enabled in your account, an administrator can enable them at Setup > Enable Features. On the CRM subtab, check the Partner Relationship Management box, and click Save. To assign the Partner Center role to a partner, the Partner Access feature must be turned on at Setup > Enable Features > Web Site.

To assign the Partner Center role:
  1. Open the partner record.
  2. On the Access subtab, check the Give Access box.
  3. In the Role field, select Partner Center.
  4. Check the Send Notification Email box if you want to notify this partner that they have been given access. This e-mail explains login procedures. However, it does not contain the partner's password. You need to communicate this information to the partner.
  5. Enter a login password for this partner.
  6. In the Confirm Password field, re-enter the password.
  7. If you want to allow this partner to give access to its subpartners, check the Can Give Login Access to Subpartners box.
  8. Click Save.

You can preview what your partner sees by clicking on the Access subtab on the Partner record and click the Login As Partner link.

*An Advanced Partner Center role is also available for an additional fee, which gives partners access to more records, transactions and reports, and in addition, with the Incentive Management module, NetSuite lets you pay commissions to partners.
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KPI Scorecards Track and Compare Metrics all Year

The KPI Scorecards feature allows you to add a portlet to your dashboard that shows the results of multiple KPIs (Key Performance Indicators) for multiple date or period ranges within a single portlet. The scorecard-like functionality also allows you to compare one KPI to another within the same portlet. For example, a sales manager can track the sales of multiple sales team simultaneously. In our example, we are providing a KPI displaying Revenue Target Metrics for members of the Board of Directors.

When comparing KPIs, you can select Ratio or Variance, Absolute or Percent differences. Historical pipeline and forecast data are also supported.

To enable the KPI Scorecards feature:

  1. Go to Setup > Company > Enable Features.
  2. On the General subtab, check the KPI Scorecards box.
  3. Click Save.
Once the feature is enabled, you can go to Setup > Customization > KPI Scorecards > New to set up your KPIs.

Setting Up a KPI Scorecards Portlet On the KPI Scorecard page, you can set up the KPIs you want to include in your KPI Scorecards portlet. You can define date ranges to apply to each KPI and also define an audience to share your portlet with. Once your setup is complete, you can click Customize this Page on any standard or custom tab in your account to add the KPI portlet to that page.

To set up a KPI Scorecards portlet:

  1. Go to Setup > Customization > KPI Scorecards > New.
  2. On the Content subtab, select the KPI you want shown in the portlet.
  3. On the Content subtab, select the additional KPI you want shown in the portlet.
  4. Check Compare with Previous if you want to compare the results of this comparison to the comparison defined in the row above this one on the KPIs subtab.
  5. Select one of the following comparison types:
    • Variance Percent: 100*(B-A)/A
    • Variance Absolute: B-A
    • Ratio Percent: 100*B/A
    • Ratio Absolute: B/A
    • Sum: A + B
  6. Check Invert Comparison if you want to invert the operation used to calculate the comparison type.
  7. Enter a column label for the KPI. This label is the column header in the KPI Scorecard portlet.
  8. Repeat steps 2-7 to add additional KPIs to the portlet.
  9. On the Date Range subtab, select a date range for the KPIs you selected and repeat steps 2-7 above.
  10. Repeat steps above to add additional date ranges to the portlet. Note: A column will be listed in the KPI Scorecards portlet for each date range or comparison range defined.
  11. Click Save.
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Once your setup is complete, you can add the KPI Scorecards portlet to your dashboard.

To add a KPI scorecard to your dashboard:
  1. Go to Home > Settings > Customize this Page.
  2. On the Customize page, click the Standard Content subtab.
  3. Check the box in the Show column next to KPI Scorecard.
  4. Click Save.
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Once the KPI Scorecard portlet is added to your dashboard, click Set Up in the portlet to access three additional preferences:
  • KPI Scorecard - Choose the KPI scorecard you want shown in your portlet.
  • Restrict To - Select My Team or Only Mine to filter the results shown on your scorecard. Select All to include all data.
  • Orientation - Choose to show KPI or dates in the left most column of the scorecard.
You can define an audience for your KPI scorecards portlet. Members of that audience can add your KPI Scorecards portlet to their dashboards.
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Coupons/Discounts Promotions in NetSuite

Give your customers a Holiday Season gift by using the Coupon and Discount Promotions!

With Version 11.0 you can create Coupons and/or Discounts that are only valid on certain items, or alternatively valid on all items except for a few specified items. For example, you can have a 10% off coupon on cables and a 20% off coupon on keyboards. To set up a discount go to Lists > Accounting > Items > New > Discount. From there create the name and desired discount amount.

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To create a New Promotion Code go to List > Marketing > Promotion Codes > New. On the Promotion Code page you can enter the name, code, message, items to be discounted, start/end dates, and any other information you choose. Click save and now you can assign this promotion code to lead, prospect, partner, and customer records.

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Gift Certificates

Get Ready For The Holidays and take advantage of this NetSuite Feature!!! Did you know with the new Gift Certificates feature in Version 11.0, you can create items that allow customers to purchase store credit to send as a gift? The recipient can use the gift certificate code when placing an order through the Web store or with a sales representative. Gift certificates can be applied toward the total amount of an order and are not limited by item. If the total amount of the gift certificate is not applied with the first purchase, the amount remaining is displayed with order confirmation, and the certificate code can be used again. Recipients of gift certificates receive an email with a link to your store and a code to apply the gift certificate amount when they place an order. The gift certificate code is entered in the Gift Certificate field on transactions and in the Web store.

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To create gift certificate items, you must enable the Gift Certificates feature at Setup > Company > Enable Features > Sales Transactions. You can then create gift certificate items at List > Accounting > Items > New > Gift Certificate. Gift certificates are treated as a liability until they have been redeemed or until they expire. To recognize expired gift certificates as revenue, go to Transactions > Other > Recognize Gift Certificate Income.

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Long Running Reports

If you have a long running report that you don't want to wait around for, you can now initiate it, and come back later to review the results. Further, you can be alerted via email once the results are available.

When you start the report, the following dialog will appear:

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Starting with the 11.0.4 release, all report results will be deleted automatically when they become more than 30 days old. By clicking the "Alert me when ready" link, you will be taken to the Report Results screen. You can also configure your Reports tab to include the Report Results listing.

Reports Tab Click "Customize this Page"

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Once the report completes, you will be emailed a link to the results.
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Date Shortcut - a time saver tip

Here's another great Time Saving shortcut! In any date field you can simply click inside the box and hit "T" for today's date to appear and "Y" for yesterday's date to appear.

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Report Scheduling

You can now set up any report to e-mail automatically! Simply set up a schedule stating how often you would like each report to run and who it should be sent to. Have the report sent every day, week, month, year, or set of weekdays. View and edit your set of Report Schedules at any time. Other enhancements include the ability to run long-running reports while you work on other tasks. View the report when you're ready.

  1. Create your report.
  2. Click "Schedule" in the bottom right hand corner.
  3. Fill out form.
  4. Click on the "Recurrence" tab and choose appropriate selections.
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Relationships as Individuals or Companies

With NetSuite, you can indicate whether a relationship record represents an individual or a company.

When you create a customer, partner, vendor or other name record, choose whether this record is for a company or an individual in the Type field. Your selection determines which information is recorded on this page.

Records for individuals:

  • Do not have Contacts sub-tabs
  • Include title, first and last name fields
  • Have an optional Company Name field
  • Have other fields specific to individuals such as Job Title

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Records for companies:

  • Have a mandatory Company Name field
  • Have a Contacts sub-tab
  • Have other fields appropriate for companies such as Web Address

You can choose whether customer records are created as individuals or companies by default at Setup > Company > General Preferences in the Default Customer Type field. This preference is set to Company by default.

You can choose the type of record created when customers submit online customer forms. On the Set Up Workflow sub-tab of the online form record, check the Create Customers as Companies field. Then, if customers enter information in the Company Name field, a company type record is created. If nothing is entered in the Company Name field, an individual type record is created.

If you want individual type records to also show as contacts, check the Show Individuals as Contacts box at Setup > Company > General Preferences.


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Demand-based Inventory Replenishment

Since version 11, NetSuite provides intelligent control over inventory replenishment, helping ensure that you have enough quantity on hand to fill anticipated orders, but keep excess stock to a minimum.

Average lead time, historical or seasonal-based sales demand, and number of days’ supply to stock are used to dynamically set reorder point and preferred stock level for each item, on an ongoing basis. You can always override or disable these calculations for individual items, to handle atypical circumstances.

You set up the rules, NetSuite runs the numbers and the end result is a dynamic ordering queue, where you can order all your inventory items with one click and get what you need, when you need it.

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Associating Promotion Codes to Items

The functionality to associate promotion codes directly to an item or group of items has been released in NetSuite Version 11. This makes it possible to create promotion codes that will deduct a flat rate or percentage off only the items specified. There is also an option to 'Exclude Items' for scenarios where a promotion code will be associated to all items except the specifed items.

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Minimum Order Amounts

You can set a minimum order amount for orders placed through a NetSuite e-commerce website. If customers attempt to place an order below the set amount a message will be displayed on the final review and submit order screen of the checkout process.

  1. Navigate to Setup -> Website -> Setup Website
  2. Click the Checkout tab
  3. Enter the amount in the field labeled 'Minimum Order Amount'
  4. Save
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Using NetSuite Custom Code for Intelligent Online Forms

Publishing NetSuite online forms is a powerful and simple way to capture information from your customers, vendors, employees, or any other entities. These forms provide a secure and efficient way for you to automate the process of gathering data and can be used for a host of initiatives including Online Surveys, Reviews, RSVP Forms, or Questionnaires to name a few. In some cases, additional functionality may be required to ensure that the data being submitted is accurate or meaningful. NetSuite custom code allows you to add your own business logic to the forms, thus making them more 'intelligent'.

The example below shows that if a user selects a particular field option they get an alert and the submit button is disabled, not allowing them to submit the form until a valid value is provided. In other words, the custom code is performing field level validation to ensure that the data submitted is accurate and will be useful once captured into your NetSuite account. Custom code allows you to perform calculations, set field values, enable or disable fields and many other functions.

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Before: User selects dropdown field option

After: Pop-up alert is displayed and submit button is disabled

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