NetSuite Administrator Guide

NetSuite is a cloud computing company that offers products and services to manage operations, customer relationships, and finances. It offers services for both business-to-consumer and business-to-business companies. Some of the services offered by NetSuite are ERP, CRM, HCM, and many more. In this post, we will give you an overall explanation of the administration side of NetSuite. From standard centers to company settings, managing translations to scripting templates, account types to best practices, we have covered them all. You can get complete knowledge of all the topics related to the administration of NetSuite. This is a complete guide for NetSuite administrators.

NetSuite Administrators

Netsuite account administrators are the people who manage Netsuite accounts. They have to configure and maintain the NetSuite software in line with the business workflow, so the company can achieve its goals. Here are some of the roles that the NetSuite administrators are responsible for.

  • They oversee the implementation of a NetSuite application, which includes initial setup, user roles, system integrations, data migrations, etc.
  • They have to configure and customize a NetSuite account according to the company's policies.
  • They have to helps the users in the complete setup of their accounts and manage user access.
  • They have to monitor account health and performance.
  • They are also responsible for NetSuite releases and sandbox account refreshes.

NetSuite IP Addresses

The process of accessing NetSuite services using IP addresses is called whitelisting. NetSuite does not recommend access to any NetSuite services via NetSuite IP addresses as it prevents dynamic DNS routing. Here are some points to remember.

  • NetSuite might change IP addresses any time without providing any notice. If this happens, administrators have to manually update the settings.
  • The IP addresses for outbound communication are not documented anywhere by NetSuite. We cannot get a list of NetSuite IP addresses from the customer support too.
  • If any integration breaks because of a change in IP addresses, the customer support will not be able to assist.

NetSuite Standard Centers

Based on the role of a user, NetSuite displays their related tabbed pages, called a center. Each tabbed page contains a dashboard that displays a collection of real-time data. When a user logs in, the associated center will be displayed. Here is a list of available centers.

  • Accounting Center - Users like payroll manager, revenue manager, accountant, clerk, etc., will get access to this center to manage vendors, revenue, payments, etc.
  • Classic Center - Administrator and payroll setup will get access to this center to manage payments, transactions, lists, etc.
  • E-Commerce Management Center - Store manager and intranet manager will get access to this center to manage a website, sales, etc.
  • Engineering Center - The users who get access to this center are engineers, issue administrators, QA managers, etc., to manage activities and issues.
  • Executive Center - A CEO is the only person who gets this center to manage sales, contacts, etc.
  • Marketing Center - Users like marketing administrator, marketing manager, the marketing assistant will get access to manage campaigns, leads, etc.
  • Project Center - A consultant will get access to this center to manage resources, documents.
  • Sales Center - Users like sales administrator, sales managers, and a salesperson will get access to manage leads, opportunities, etc.
  • Shipping Center - A warehouse manager gets access to this center to manage inventory and shipping.
  • Support Center - Product managers, support managers, etc., can manage activities like cases, issues, reports, customers, etc.
  • System Administrator Center - A system administrator can manage activities and support through this center.

NetSuite Company Settings

An administrator can set up basic company identification information for an account on the company information page. This includes company name, logo, taxonomy reference, ship to attention, company website URL, country, currency, national business identification number, etc. It also contains the company address information like shipping, billing, and return addresses.

All the URLs of all NetSuite services of that account can be viewed on the Company URLs subtab. An administrator can also set company permissions, and company preferences based on user roles. Some company preferences can be set for users to override according to their preferences.

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Classifications in NetSuite

Classifications are used to identify and categorize records in a NetSuite account. Departments, classes, and locations are some of the types of classifications. An administrator can define classifications according to their company needs using custom segments features. It enables organize data and maintains accuracy.

Departments and Classes

These are used to identify and track records like financials, transactions, and employees. An administrator can create any number of departments and classes. Departments are used for designating transactions as part of an internal team. It makes it easier to track expenses and income per department. Classes are used to track individual transactions, financials, etc.

Custom Segments

An administrator can create custom classification fields and add them to specific record types. It will be easier for NetSuite users to classify records based on custom segments.

Locations

Locations are used to track employees and transactions in multiple offices and warehouses. It will be easier to track bank transactions like checks, deposits, and purchases based on location.

Scriptable Templates

Scriptable templates are used to create a template to standardize each receipt for each customer based on the customer’s purchase history. They can be used with email marketing campaigns and system emails. It lets the users have a personalized output and gives control over the email communication.

An administrator can create scriptable templates for marketing campaigns, fax templates, email templates. The scriptable templates can be created with HTML and FreeMarker code. FreeMaker allows users to add dynamic variables for customized output. Personal and company preferences can be included in scriptable templates.

Tracking Changes in NetSuite

Administrators can track the below changes in NetSuite accounts.

Auditing master data and configuration changes in NetSuite 

The auditing capabilities assist in achieving your control objectives. Administrators can audit changes to enabled features, configuration settings, roles, permissions, customization objects, emails, etc.

System notes
It lets admins track any changes made to a record. It captures the date on which the record is changed, who made the change, type of change, the role of who made the change, etc.

Documenting changes
Admins should ensure that the changes made are authorized, tested, approved, and documented. The changes should be documented on a change request form, which can be physical or an electronic form.

Audit enablement
Admins should manage proper internal controls over financial reporting. To enable controls that are not built into NetSuite, administrators can use scripts.

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NetSuite Account Types

NetSuite provides various types of accounts.

Production account
A production account is a live account where applications or solutions are hosted.

Release preview account
NetSuite releases updates twice a year. Before each release, NetSuite provides access for NetSuite production accounts to access the release preview account. Using this account, users can test their applications with new features.

Sandbox account
It is an isolated account where developers can create new processes and applications. It contains a copy of the production account data. A company can use sandbox accounts to train its employees on processes without affecting production data.

Development account
This is where developers can create applications or solutions. It is isolated from the production account data. Developers have controlled access to sensitive, restricted, and financial data.

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Performance Best Practices

Administrators need to improve the performance of their NetSuite applications and address performance issues. Here are some commonly used best practices for optimizing and troubleshooting NetSuite account performance.

  • Administrators can use Application Performance Management SuiteApp, which helps in monitoring the performance of customizations and business-critical operations.
  • SuiteApp Architectural Fundamentals & Examples (SAFE) Guide provides best practices for performance optimization.
  • SuiteCloud Plus helps in increasing the number of queues and threads for web services.
  • Execute actions using multiple users to identify user-specific errors.
  • Administrators can adjust user preferences to improve server performance.
  • Give accurate queries to improve search performance.
  • Schedule saved searches to send long search results to the users through email.
  • Use Content Delivery Network (CDN) in a global distribution network improves performance to load pages in NetSuite UI.
  • It is not recommended to use a proxy server with NetSuite.
  • Test applications or pages on different browsers to make sure they work on all browsers.

Conclusion

Administrator plays a key role in any company, as they ensure the functionality of Netsuite accounts. They maintain system controls for NetSuite and other assigned systems. They have to perform regular audits, check error logs, and resolve any issues faced by users. They are an integral part and important contacts for NetSuite. This post has outlined all the necessary topics that an administrator has to know about.

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