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Table of Contents
1. NetSuite Basics Overview .............................................................................................. 1
Other Basic Tasks in NetSuite .................................................................................... 1
Supported Browsers for NetSuite ............................................................................... 2
Setting Up Security Questions ................................................................................... 4
Navigating Through NetSuite .................................................................................... 7
Using the Create New Menu .............................................................................. 7
Using Popup and Dropdown Lists ..................................................................... 8
Using QuickViews ........................................................................................... 10
Using Keyboard Shortcuts ............................................................................... 11
Using Buttons in NetSuite ................................................................................ 13
2. Getting Help ............................................................................................................... 17
Using the Help Center Window ............................................................................... 17
Searching for Help .................................................................................................. 20
Getting Field-Level Help .......................................................................................... 21
Finding Out What's New in NetSuite ....................................................................... 21
SuiteAnswers Support and Learning Center .............................................................. 22
NetSuite Support ..................................................................................................... 25
Accessing the NetSuite Account Center ............................................................ 26
Checking the Status of Support Cases ............................................................... 26
NetSuite Issue Resolution ................................................................................ 27
Support Phone Menu Routing Options ............................................................. 28
User Group ............................................................................................................. 28
Voting for Enhancements ........................................................................................ 28
Checking NetSuite System Status ............................................................................. 30
3. Setting Personal Preferences ......................................................................................... 32
Setting General Preferences ..................................................................................... 33
Mapping Addresses on Records and Transactions ..................................................... 36
Choosing a Language for Your NetSuite User Interface .............................................. 37
Setting Preferences for Appearance .......................................................................... 39
Setting Preferences for Transactions ......................................................................... 41
Setting Analytics Preferences ................................................................................... 42
Report by Period: Financials Only Reports ............................................................... 44
Report by Period: All Reports .................................................................................. 45
Setting Preferences for Activities .............................................................................. 63
Setting Preferences for Alerts ................................................................................... 64
Receiving Email Alerts ............................................................................................ 65
Setting Preferences for Telephony ............................................................................. 66
Setting Preferences for Restricting Views .................................................................. 67
Resetting Your Login Email or Password .................................................................. 68
Changing your Login Email Address ................................................................ 69
Changing your Login Password ....................................................................... 70
NetSuite Basics
NetSuite Basics
NetSuite Basics
NetSuite Basics
NetSuite Basics
NetSuite Basics
Important: If you are an account administrator, see the help topic Account Setup Overview
for details about setting up the NetSuite account for your company.
Supported Browsers
Windows XP
Windows Vista
Windows 7
Mac 10.5
Safari 5.x
NetSuite Basics
Platform
Supported Browsers
Mac OS X 10.6.8
Safari 5.x
Mac OS X 10.7.5
Safari 6.x
Firefox 24.x
Google Chrome 31.x
Mac OS X 10.8.5
Safari 6.x
Mac OS X 10.9.3
Firefox 30.x
Safari 7.0.2
Google Chrome 35.x
Note: Internet Explorer 8 is not supported in the application but is supported in web
stores.
NetSuite Basics
NetSuite strongly recommends that all users make this browser transition as soon as possible
to take full advantage of the enhanced user interface supported in Version 2014 Release 2. This
switch of browser will provide a more optimal NetSuite experience.
As of Version 2015 Release 1, NetSuite will not be tested with Safari 5 and support will not be
offered for defects specific to Safari 5.
Important: Remember your questions and answers! NetSuite does not often prompt
you to answer a security question, so it is easy to forget you set them up.
However, there are several situations when you will be prompted, and it is
important that you know the answers. See When Security Questions are
Asked for more information.
Once you save your security questions and answers, a confirmation popup displays. Also, an
email is sent to the email address you used to log in, as notification that this setup has occurred.
You have the option of changing your security questions and answers at a later time. See
Updating Security Questions.
Security questions and answers are shared across all NetSuite accounts that you can access,
including sandbox accounts.
NetSuite Basics
NetSuite Basics
If you answer the security question correctly, your login to NetSuite proceeds and an email is
sent to the email address you used to log in, as notification of the successful authentication.
If you provide six consecutive wrong answers to the security question, you are locked out of
NetSuite for a period of 30 minutes, and an email is sent to your email address and to your
account administrator, as notification of the authentication failure.
You have six attempts to answer the questions, try the most likely answer you would have
given.
2.
If the first attempt does not succeed, try again. Keep trying the most logical answers to
your security questions.
Tip: Remember that case does not matter, so do not waste an attempt by simply
changing some characters to a different case.
Note: After the sixth failed attempt, you and your account administrator will be
notified by email that your account is locked. To avoid being locked out of
your account, ask your administrator for a password reset after five attempts to
answer the existing security questions.
3.
Ask your account administrator to reset your password, which will also erase the existing
security questions and answers.
4.
Follow the instructions from your account administrator for completing your password
reset.
5.
NetSuite Basics
Important: Remember your questions and answers! NetSuite does not often prompt
you to answer a security question, so it is easy to forget you set them up.
6.
If your account administrator cannot reset your password, contact NetSuite Support for
assistance.
Note: If your are locked out of your account due to too many failed attempts,
NetSuite Support can remove the 30minute lockout.
This menu includes links to create new instances of different types of records. Each link in the
menu represents a type of record. Click a link to create a record of that type.
NetSuite Basics
Click the open button to view or edit an existing record. The record opens in view mode
in a new tab. Click Edit on the record to change to edit mode.
Alternatively, you can click the double arrows to display a popup and choose to open a list or
search. The new and open buttons also appear when you click the arrows as shown below.
Click the new button to open a popup window and add a new record.
NetSuite Basics
Click the open button to open the selected record in view mode in a new tab. Click Edit
on the record to change to edit mode.
Note: Enter 0 in the Maximum Entries in Dropdowns field to always use popup lists. To
always use dropdown lists, enter a large number that exceeds the number of entries
in any of your lists.
NetSuite Basics
If you do not want this list of suggested matches to display, you can disable the auto suggest
feature by clearing the Popup Auto Suggest box on the Analytics tab of Home > Set Preferences.
Using QuickViews
You can gain quick access to the most relevant details of a record through record QuickViews.
Depending on the record type, the QuickView can also allow you to make changes to a record
without actually having to navigate to it.
Note: If you do not have permission to view a record or record type, you cannot view it in
QuickView.
NetSuite Basics
Customizing QuickViews
The fields that appear for a record QuickView have been predetermined by NetSuite. You can
add, remove, or rearrange the fields in a QuickView by customizing the entry form. See the
help topic Configuring QuickViews for the steps to configure QuickViews for custom forms and
custom records.
Note: Some item types in NetSuite contain images. To change the image that appears
in an item's QuickView, edit the image on the item record rather than on the form
customization page where you configure QuickViews.
Note: Some keyboard hot keys and shortcuts function only when using Internet Explorer.
NetSuite Basics
Date Fields
In date fields, use the following keyboard shortcuts to change dates:
Press Shift+T to enter tomorrow's date.
Press p to enter the end of the current period (if you use accounting periods).
Press l (lower case L) to enter the end of the previous period (if you use accounting
periods).
Press t to enter today's date.
Press y to enter yesterday's date.
Press m to enter the last day of the month.
Press the Plus Sign (+) to increase one day.
Press the Minus Sign (-) to decrease one day.
Note: These keyboard shortcuts are supported only in full date fields that include the
month, day, and year.
Multi-Choice buttons
On transactions and records that have buttons using a dropdown, you can select the nondefault button option. Use the Tab key to navigate to the dropdown button. Then, use the down
arrow key to expand the dropdown list. Click Enter to select the desired action. To collapse the
dropdown, use the up arrow key to return to the top.
Navigating Subtabs
When using tabbed forms, you can quickly switch between tabs by using keyboard shortcuts.
Each subtab has a single letter underlined in the title. Press and hold Alt and then press the
corresponding letter to switch to that subtab. The cursor appears in the first field on the subtab.
Viewing Reports
When viewing reports, you can do the following:
Press Page Up to go to the previous page of a report.
Press Page Down to go to the next page of a report.
Press Home to go to the first page of a report.
NetSuite Basics
Example
Back Button
The Back button appears when a record
is in View mode. Clicking the Back button
takes you back to the page where you first
initiated a particular action.
Cancel Button
The Cancel button appears below the record
title when a record is in either new or edit
mode. Clicking the Cancel button aborts
whatever action you were performing.
Create New Button
The Create New button is an icon with
a dropdown menu. You can create new
records or perform new tasks. The options
on the Create New button vary on a perrecord basis, as the options are specific to
each record type.
To create records unrelated to the current
record, use the Create New menu in the
NetSuite header. For more information see,
Using the Create New Menu.
NetSuite Basics
Button Description
Example
Edit Button
The Edit button opens the current record or
transaction in a format that you can make
changes to. When you are finished, submit
changes by clicking Save.
Mark All/Unmark All Buttons
Mark All places checks in the check boxes
next to all items listed on the page where
the button appears. Unmark All clears the
checks.
New Button
On records in edit mode, the New button is
a plus sign icon that appears to the right of
a field when the pointer moves over it. The
button opens a window in which you can
create a new record.
Most lists also have a New button. For
example, the New button at the top of the
Employees list is called New Employee.
Open Button
On records in edit mode, the open button
is a square icon with a diagonal arrow that
appears to the right of a field when the
pointer moves over it. The button opens the
selected record in a new tab for viewing.
NetSuite Basics
Button Description
Example
Print Button
If multiple printing options are available,
the print icon includes all options in the
dropdown menu. If the record allows only
a single print action (to print the page, for
example), the print icon does not include
the dropdown arrow.
Reset Button
On all forms and pages in the NetSuite
UI, the Reset button clears unsaved data
entered in the current browser window.
Clicking Reset:
clears all data and removes any filters
applied to the unsaved form or record.
does not change any data that has
been saved to the database.
does not perform the same function as
refreshing the browser window does.
That is, clicking Reset does not refresh
the record to display data saved on the
record since you first loaded the page.
For example, User A opens a record
and begins editing. User B opens the
same record, makes edits, and saves
the record. User A clicks Reset, clearing
the edits made to the unsaved record.
However, User A does not see the edits
saved to the record by User B. User A
must refresh the browser to see the
edited record.
Save Button
The Save button sends the transaction or
record you are working on to NetSuite for
posting or changing. The Save button often
includes a dropdown menu for variations
of save as shown in the example. NetSuite
remembers the option selected and makes
it the default.
Save As Button
The Save As button creates a duplicate
of the visible record. A unique name is
required. For example, a customer may
have multiple locations, Art Gallery I and
Art Gallery II. The home office in Gallery I is
NetSuite Basics
Button Description
Example
NetSuite Basics
Getting Help 17
Using the Help Center Window
Search
To search for help topics for the pages and features of NetSuite, type a keyword or phrase in the
Search field of the Help window, and press Enter. Here are some tips:
Unless you know the exact words or phrases in a help topic, use general keywords or
phrases to find a greater number of help topics.
Search results are ordered by relevance and usage.
NetSuite Basics
Getting Help 18
Using the Help Center Window
Home
Click the home icon on the toolbar to return to the Help Center home page. A home icon
also appears at the top of each help topic.
SuiteAnswers
Click SuiteAnswers to go to the SuiteAnswers site. this page opens in a new tab. SuiteAnswers is
a searchable repository of support solutions, best practices, training videos, and help topics.
Training
Click Training to go to the SuiteTraining site. This page opens in a new tab. It includes complete
information about the courses and certification programs that NetSuite offers.
SuiteApps
Click SuiteApps to open a list of current SuiteApps developed by NetSuite. This page includes
a link to SuiteApp.com where you can get information about SuiteApps developed by SDN
Partners and other third parties.
User Guides
Click User Guides to open a list of available PDF files. These User Guides provide conceptual
details and setup information for specific areas of NetSuite. Click the PDF icon beside the
desired User Guide to launch the PDF in a new window.
New Release
Click New Release to open a page with links to Sneak Peeks, Release Notes, and other
important information for the newest release of NetSuite.
Table of Contents
Click the arrows
NetSuite Basics
Getting Help 19
Using the Help Center Window
Click the Show in Table of Contents icon in the page header to find the current topic in the
Table of Contents. Seeing a topic within the organization of the Table of Contents can help you
find related topics or begin to understand where you are in a process or a feature.
Print Icon
Click Print icon
NetSuite Basics
Getting Help 20
Searching for Help
For example, Krista is logged in with her Sales Rep role and wants to read about how marketing
campaigns work in NetSuite. When reading a help topic on the creation of marketing
campaigns, the navigation directs her to Lists > Marketing > Campaigns. This is the navigation
she would see if she was logged in as an account administrator.
If you want access to a page in NetSuite you do not currently have permission to view, speak to
your account administrator about assigning you a new role, customizing your existing role, or
enabling features in your company's NetSuite account.
Type a search term and press the Enter key to get a list of topics that most closely match your
search.
If you do not find the topics you expect, try one of the following:
Try to limit your search phrase to two or three words.
Avoid phrasing your search as a question.
Try both the plural and singular forms of any nouns in your search.
For example, if you are searching for help with domains, try searching both domain and
domains.
Try different forms of the verbs in your search. Topic tiles often use gerunds, verbs ending
in -ing.
If you are searching for information on deleting customer records, try both delete
customer and also deleting customer.
Look for links to related topics. Most topics include links to other help articles. Often these
related topics are found at the bottom of the article.
Look through the table of contents to find the topic you want.
After you click on a search result, you can click the Show in Table of Contents icon to open
the table of contents to the topic you are viewing. The topic you are looking for may be
near the topic you found.
NetSuite Basics
Getting Help 21
Getting Field-Level Help
NetSuite Basics
Getting Help 22
SuiteAnswers Support and Learning Center
A link to the release notes is included in the New Release topic that opens from the New
Release link on the NetSuite Help Center toolbar. Release Notes are under New Release in
the table of contents.
Sneak Peeks Sneak Peeks are provided prior to a new version when there are significant
new features. They give you a preview of what to expect with images and brief descriptions
of new features and enhancements.
To use Sneak Peeks, click the New Release link on NetSuite Help Center toolbar. The New
Release topic includes a Sneak Peeks link. Sneak Peeks are PDF documents and require
Adobe Reader. Adobe Reader is available for free download fromAdobe Systems.
Release Preview Access for New Releases Before each major release of NetSuite, you
can access a release preview account. This enables you to test new features using your data
and business processes.
For more information about Release Preview, click the New Release link on the NetSuite
Help Center toolbar. The New Release topic includes a link to Release Preview Access for
New Releases. Release Preview Access for New Releases is under New Release in the table
of contents.
Release Preview Test Plan The Release Preview Test Plan provides instructions for using
Release Preview and a listing of the features that can be tested.
To access the Release Preview Test Plan, click the New Release link on the NetSuite Help
Center toolbar. The New Release topic includes a link to the Release Preview Test Plan.
The Release Preview Test Plan is under New Releases in the table of contents.
Help Topic Weekly Updates Use the Help Topic Weekly Updates topic to find out which
help topics and PDF files have been added or updated in each build of the NetSuite Help
Center.
To open Help Topic Weekly Updates, go to the NetSuite Help Center home page and click
the link. Help Topic Weekly Updates is the last entry in the table of contents. Each build
has a topic page and a link on the Help Topic Weekly Updates page. Select a build date to
see the changes made in that help build.
The help topic weekly updates topics do not include links to updated or new topics. To
find the new or changed information for a help topic or PDF, copy the italicized title of the
help topic or PDF from the weekly update list, paste the name into the Search field in the
NetSuite Help Center, and press Enter. The updated or new topic or PDF appears near the
top of the Search results.
NetSuite Basics
Getting Help 23
SuiteAnswers Support and Learning Center
products. From SuiteAnswers, you can also submit a question or issue via email or contact
NetSuite Customer Service by phone.
To access SuiteAnswers, click the SuiteAnswers link on the NetSuite Help Center toolbar. You
can also access SuiteAnswers from within NetSuite. Go to the Support tab, and click the button
in the SuiteAnswers portlet.
Note: You cannot access the SuiteAnswers portlet if you are logged in with an Employee
Center, Customer Center, Vendor Center, or Partner Center role. If you are using any
of these roles, you must switch to another role to be able to access SuiteAnswers.
NetSuite Basics
Getting Help 24
SuiteAnswers Support and Learning Center
Note: If you do not see the SuiteAnswers portlet on your Support tab, click Personalize
Dashboard in the upper right. In the Add Content portlet, click SuiteAnswers to add
the SuiteAnswers portlet to your Support tab.
The following table lists the differences between SuiteAnswers and the NetSuite Help Center:
Resource
SuiteAnswers
Help Center
Help Topics
yes *
yes
Training Videos
yes
no
yes
no
no
yes
User Guides
yes
yes
yes
no
yes
no
* Help topics in SuiteAnswers are updated soon after they are updated in the Help Center.
In the Learning Center, you can browse training videos and webinars. To access the Learning
Center, click the link at the top of the page.
From SuiteAnswers, you can submit a question or issue via email or contact NetSuite Customer
Service by phone.
NetSuite Basics
Getting Help 25
NetSuite Support
NetSuite Support
NetSuite provides a variety of resources you can use to find answers to your questions.
From the Support tab, you can access the following:
SuiteAnswers In the SuiteAnswers portlet, click Go to SuiteAnswers to open the
SuiteAnswers page. You can search on the SuiteAnswers page to find support articles,
training videos, help topics, and best practice documents on any subject need help with.
For more information, see SuiteAnswers Support and Learning Center.
From SuiteAnswers, you can also submit a question or issue via email or contact NetSuite
Customer Service by phone.
Support Online To submit a question or issue to NetSuite support professionals, click
the Support tab, and click Visit the SuiteAnswers Site. On the right side of the page, click
Ask Support a Question. You can send questions or comments by email 24 hours a day.
You will receive a response by email as soon as possible. Response times vary depending
on the level of support you have purchased and the support team's current case load.
To improve response times, please provide lots of information (more is better), and if
applicable, include steps to reproduce the problem.
For customers with Silver level support, online cases submitted during local business hours
receive a telephone response within 2 business hours.
Support By Phone Phone support is now available 24/7 to customers with Gold,
Platinum, or Partner level support. Call the number provided by your account manager.
Please have your account number ready when you call for quicker assistance. To view your
account number, click the Support tab, and click Visit the SuiteAnswers site. Then click the
Contact Support by Phone link.
NetSuite Account Center - If your account administrator has provided you with access
(requires the NetSuite Support Center role), click the Support tab. In the NetSuite Account
Center portlet, click the link to review a variety of information and complete tasks for your
account including making payments; reviewing statements, transactions, and estimates;
reviewing support cases and issues; editing your profile; and learning about changes in the
latest release. Click the SuiteIdeas tab to vote for enhancements to NetSuite.
NetSuite User Group You can access the NetSuite user community by clicking the link
in the NetSuite User Group portlet on the Support tab.
Follow NetSuite To follow NetSuite on Facebook, Twitter, YouTube, or the official
NetSuite blog, click the links in the Follow Us portlet on the Support tab.
NetSuite Basics
Getting Help 26
NetSuite Support
Note: This setting only allows NetSuite Support to access a backup copy of your
account in the QA environment to investigate cases you enter. This setting
does not give NetSuite Support permission to access your production,
sandbox, or release preview account.
Submit Billing Questions To submit a question about your NetSuite bill, go to Setup >
Company > Billing Questions. You can submit billing questions 24 hours a day.
Your billing questions are answered by email and are prioritized by the level of support
you have purchased.
Order Forms To order envelopes, check forms and other items, go to Setup > Order
Forms.
In addition to these resources, NetSuite also provides NetSuite Help Center and other
documentation. NetSuite's help documentation is available by clicking Help in the upper right
corner of any page in NetSuite.
NetSuite Basics
Getting Help 27
NetSuite Support
You can check the status of support cases by going to the Support tab and clicking the link
in the NetSuite Account Center portlet. If you do not see the NetSuite Account Center menu
option, contact your account administrator for access. See Accessing the NetSuite Account
Center.
You can click the Open Cases link in the Quick View portlet for easy access to your open cases,
or you can click See Support Cases in the Home Links portlet to view a list of cases entered for
your company. The Cases list shows a list of the support cases submitted for your company. In
the footer of the list, in the Stage field, you can filter the list based on the current status of your
cases: Closed, Open, Escalated, or Not Closed. A Quick Sort dropdown allows you to sort by
Incident Date or Last Message Date, or to select a subset of cases: Recently Created, Recently
Modified, Recently Closed, Recently Reopened, or Recently Viewed.
For example, if you want to see a list of all the cases currently entered for your company, select All-. The list refreshes automatically to show you all the cases entered for your company.
NetSuite Basics
Getting Help 28
User Group
User Group
Join the NetSuite User Group to communicate with other customers and Certified Consultants
in order to ask questions and trade tips. As a member of the user group, you can start you own
discussions or respond to discussions initiated by other members.
User group membership is available to general access users with current NetSuite accounts.
Users with Center roles, such as Customer Center, Partner Center, and Vendor Center, are not
eligible for the user group. Also, the user group is not available for Test Drive accounts.
2.
3.
On the Login page, click the register link, then complete required fields on the following
pages.
The User Group is monitored by NetSuite Certified Consultants and Support Specialists to
ensure that you are receiving the best advice possible.
After you register, you can continue to log in to the user group at through the link on the
Support tab.
NetSuite Basics
Getting Help 29
Voting for Enhancements
Note: If you do not see the Go to SuiteIdeas button in the SuiteIdeas portlet, ask
your account administrator for access. See Accessing the NetSuite Account
Center.
The SuiteIdeas site opens in a new tab or window, depending on your browser preferences.
2.
3.
If you find the idea you are looking for, click Vote for this Idea.
4.
If you do not find the idea you are searching for, you can enter your own.
2.
3.
Review the list of search results to see if your idea has already been entered.
4.
If your idea is not in the list or results, click File a New SuiteIdea at the bottom of the
page.
5.
6.
Select the product area and feature your idea is related to.
7.
8.
Each SuiteIdea is reviewed by NetSuite, and after it is approved, it is listed and can be viewed
and voted on by other NetSuite users.
NetSuite Basics
Getting Help 30
Checking NetSuite System Status
Important: When you are finished with SuiteIdeas, return to your original NetSuite tab
or window. The Support tab changes to the NetSuite Account Center when
you go to SuiteIdeas. To exit the NetSuite Account Center and return to your
previous NetSuite center, click the Return to Previous Role link in the upper
right corner.
This site displays a colored indicator (green, yellow, red, or blue) next to the daily average
uptime percentage illustrating the current NetSuite system status. Here, you can also see the
number of customer requests processed per day and over the last twelve months. The current
system status and the dates and times for scheduled maintenance are shown on the right side
of the page. The page header displays a time stamp. Note that if you leave the page open for a
period of time, you must refresh the browser to display the correct time stamp.
If an interruption to service occurs, you can move your cursor over the colored indicator in the
Avg Uptime column to display detailed information about what caused the interruption and
the time it was resolved.
The following table lists possible status messages and their indicator colors.
NetSuite Basics
Getting Help 31
Checking NetSuite System Status
Secondary Message
Indicator
Green
Minor Service
Interruption
Green
Some Service
Interruption
Yellow
Site-wide Slow
Performance
Yellow
Numerous Accounts
Experiencing Slow
Performance
Yellow
Site-wide Service
Interruption
Blue
When your account is affected, a message displays when you attempt to log in to your account,
similar to the status messages listed above. Use the NetSuite system status page to help you
better understand issues you may be experiencing in NetSuite and help you plan your work
more effectively.
NetSuite Basics
2.
Click a subtab on the Set Preferences page to edit your preferences for a specific area of
NetSuite.
The topics listed below describe the options available on each subtab of the Set Preferences
page:
Setting General Preferences
Choosing a Language for Your NetSuite User Interface
Setting Preferences for Appearance
Setting Preferences for Transactions
Setting Analytics Preferences
Setting Preferences for Activities
Also see Setting Calendar Preferences.
Setting Preferences for Alerts
Receiving Email Alerts
Setting Preferences for Telephony
NetSuite Basics
You can set preferences on multiple subtabs before clicking Save. You can see your changes on
the next transaction, or record you enter, or the next time you visit a certain page.
Function
User Profile
Nickname
Enter the name that you want to appear in the From field of email messages you send from NetSuite. For example, you can send an email message by clicking the Email subtab on your employee record.
From Email
Address
Enter the email address you want shown as the From address in email you send through the system. Replies to this email are sent to this email address as well.
Signature
Enter a signature (in HTML markup) you want to appear at the end of email you send from NetSuite. For example:
If you do not enter an email address here, email you send will show your login email address.
Note:
Add
Signature to
Messages
The HTML must be formatted correctly, including line breaks, hyperlinks, character formatting such as Bold, and any other special formatting. If the signature is not correctly formatted, it will not
display properly.
Check this box if you want your signature automatically added to all fax and email messages you send.
Note:
If your signature is already included the in the fax or email template you are using, your signature will not added twice.
Localization
Language
Select the language for your NetSuite account. For more information, see Choosing a Language for Your NetSuite User Interface.
Language
of the Help
Center
Select the language for the NetSuite Help Center. This can be a different language than the one selected for the NetSuite User Interface. Supported languages for the Help Center are English, German, Japanese, and
Spanish.
NetSuite Basics
Field Name
Function
Note:
You can also set this preference directly from the NetSuite Help Center using the dropdown list at the top right corner of the page.
PDF
Language
Time Zone
Note:
Calendar
System
If you change the time zone, all of the roles associated with your email and password are affected.
A calendar preference is only available when you select Japanese as the Language preference.
Select the calendar to use within NetSuite.
Gregorian Calendar - This is the default calendar. It is the internationally accepted civil calendar.
Japanese Imperial Calendar - This is a specialized Japanese calendar. The imperial date format is required for some government documents and applications used in Japan.
Use Furigana
Field
The Furigana field is only available on records in the NetSuite Japan edition when you select Japanese as the Language preference.
Check this box if you want to sort lists of records by the Furigana field.
Formatting
Date Format
Note:
Long Date
Format
Note:
Time Format
If you change the Long Date Format, all of the roles associated with your email and password are affected.
Note:
Number
Format
If you change the date format, all of the roles associated with your email and password are affected.
If you change the time format, all of the roles associated with your email and password are affected.
Select the format to display numbers online for transaction forms and entity forms for all of your NetSuite roles. For more information, see the help topic Setting Number Formats.
NetSuite Basics
Field Name
Function
Note:
If you change the Number Format, all of the roles associated with your email and password are affected.
Negative
Number
Format
Select the format to display negative numbers online for transaction forms, entity forms, and search results. For more information, see the help topic Setting Number Formats.
Phone
Number
Format
Auto Place
Decimal
Check this box to insert a decimal point between the second and third digit from the right when you enter numbers.
Note:
If you change the Negative Number Format, all of the roles associated with your email and password are affected.
This setting only applies to seven and ten digit phone numbers.
Important:
Defaults
Use
Multicurren
cy Expense
Reports
In accounts with the Multiple Currencies feature enabled, check this box for expense reports to allow use of foreign currencies by default.
Download
PDF Files
Check this box if you use PDF forms and save them as files.
Address
Mapping
Type
Select a service for generating maps for addresses on forms and records. You can click the Map icon next to an address on a form or record to see the map.
Show Internal
IDs
Check this box to be able to view the internal IDs for fields and records in the NetSuite application.
When this option is enabled, the Use Multi Currency box on Expense Report transactions is checked by default.
Clear the box if you use HTML forms, or if you print PDF forms without saving them as files.
Web services and SuiteScript code need to reference internal IDs in order to uniquely identify objects, so it is recommended that you enable this preference whenever you are working with Web services or
SuiteScript.
When this preference is enabled:
You can view the internal ID for a field by clicking on that field's label to open the field level help popup window. The internal ID is displayed in the lower right corner of this window.
You can view the internal ID for a record or a custom field in an Internal ID column that displays on a list or search results page for that type of record or custom field.
Only
Show Last
Subaccount
Check this box to indent subaccounts in list fields on transactions and forms.
For example, with the box checked, subaccounts appear indented under the parent account:
Parent account
Subaccount 1
Subaccount 2
With the box cleared, subaccount names include the parent name:
Parent account
Parent account: Subaccount 1
Parent account: Subaccount 2
Only
Show Last
Subentity
Check this box to indent subrecords in dropdown lists on transactions and forms. This applies to relationship records, such as customers, partners and leads. For example:
Parent customer
Subcustomer 1
Subcustomer 2
When the box is cleared, subentity record names include the parent name:
Parent customer
Parent customer: Subcustomer 1
Parent customer: Subcustomer 2
Note:
Only Show
Last Subitem
When records display in popup lists subentity names always include the parent name.
Check this box to show only subitems and omit parent items in dropdown lists on transactions and forms. For example:
Subitem 1
Subitem 2
When the box is cleared, subitem names include the parent name:
Parent item
Parent item: Subitem 1
Parent item: Subitem 2
Note:
When records display in popup lists subitem names always include the parent name.
Messages
Submit
Warnings
Check this box to see a warning when you are about to leave a page before submitting the transaction you were working on.
Note:
Limit CC
Field to
Contacts and
Employees
Check this box so that email messages are only copied to contacts or employees.
Default
Issue Email
Notification
Select one of the following options to be notified at your login email address when an issue you have submitted or edited changes:
On Any Change Receive an email every time someone edits the issue record.
When Base Status is Open Receive an email when the issue status changes to a base status of Open.
When Base Status is On Hold Receive an email when the issue status changes to a base status of On Hold.
When Base Status is Resolved Receive an email when the issue status changes to a base status of Resolved.
When Base Status is Closed Receive an email when the issue status changes to a base status of Closed.
NetSuite Basics
Field Name
Function
Note:
Notify Me
Upon Issue
Assignment
If you set issue notification preferences via the Customer Center, these will return to Company default settings if your Customer Center access is suspended.
Check this box to receive a notification at your login email address when an issue is assigned to you.
Optimizing NetSuite
Delay
Loading of
Sublists
Check this box to delay loading information on subtabs until you click the specific subtab.
Number of
Rows in List
Segments
Note:
For example, if you have 200 customers, then enter 25 in this field to see them in groups of 25 per page.
To navigate through the list of results, select from the dropdown list or use the previous and next arrows on the toolbar.
You can alter this amount of higher or lower depending on your visual and scrolling preferences.
Note:
Maximum
Entries in
Dropdowns
Enter a number beyond which a dropdown list becomes a popup list. When the list reaches the maximum you set here, the list displays in a pop up window.
If you always want your lists to pop up, then set the maximum to zero. If you always want your lists to display in dropdowns, set the maximum to 500.
Be aware that the number you place here is a guideline. If the list of values displayed for a field is dynamic, a popup may be used even for a smaller number of values. The use of a popup is especially likely for any
custom field with values sourced from a dynamic list, because the size of the list could sometimes be above the maximum.
Note:
Type-Ahead
On List Fields
When you check this box, NetSuite displays a list of matching records you can select from when you type characters into a dropdown list field.
Require Exact
Match on
Item TypeAhead
When you turn on the Type-Ahead On List Fields option (above), check this box so that NetSuite selects a record based on an exact match of the characters you type. Otherwise, NetSuite chooses a record based on
the first character you typed.
Show Quick
Add Row on
Lists
Check this box to use quick add on lists that can be edited inline.
This preference may allow you to enter data into list fields more quickly.
Quick add allows you to create new records from lists and only add basic information.
You can turn this preference off on individual lists.
Prefer Native
Select Fields
over NS
Dropdowns
In Internet
Explorer.
Important:
Select this box to use native dropdown lists rendered by your Internet Explorer browser rather than dropdown lists rendered by the NetSuite User Interface. This can improve page performance, particularly on pages
with many dropdown lists. Page performance varies due to the interaction of many factors, including:
the type and complexity of the page
whether the page has been customized
the number and type of features enabled in an account
If you continue to experience less-than-optimal page performance even with this option selected, please contact NetSuite Technical Support.
NetSuite Basics
The Map link shows on transactions next to Bill To and Ship To fields. On records, the icon
shows next to Billing Address and Shipping Address fields.
When viewing a record, click the text of the underlined address to view the map. When you are
finished viewing your map or driving directions, close the map window to return to NetSuite.
2.
On the General subtab, in the Localization section, Language field select a language. The
following choices are supported:
Chinese (Simplified)
Chinese (Traditional)
Czech
Danish
Dutch
English (International)
English (U.S.)
French
French (Canada)
German
Italian
Japanese
Korean
Portuguese (Brazilian)
Russian
Spanish
Spanish (Latin America)
NetSuite Basics
Swedish
Thai
Important: For the languages listed above, NetSuite provides translation strings for
the user interface and for printed transaction forms. The Multi-Language
feature also supports the use of several additional languages for Web
site translations, but these languages must be defined in company
preferences and translation strings must be provided. See the help topic
Setting Up Multiple Languages.
3.
In the Language for the Help Center field, you can select a different language for the Help
Center. The following languages are available:
English
German
Japanese
Spanish
Note: You can also set this preference directly from the NetSuite Help Center using
the dropdown list at the top right corner of the page.
4.
In the PDF Language field, you can select a different language for PDF output when you
choose to export a report as a PDF. The following languages are available:
English (U.S.)
Chinese (Simplified)
Chinese (Traditional)
Japanese
Korean
5.
Click Save.
This preference does not affect others with access to your account. For the best results when
viewing translated NetSuite pages, set your browser to view UTF-8 encoded pages.
NetSuite Basics
Function
Colors
Color Theme
Styles
Screen Font
Open Sans is the default font for NetSuite. You may select a different font from the
Screen Font dropdown box. Your selection changes the font on your pages only and
only for your current role. It does not affect any forms or your web site.
Note:
Compensate for
Large Fonts
To change the size of the font, use your browser zoom controls.
Displays easier-to-read layouts if you have set your computer display to use large fonts.
Register Look on Lists Check this box to display lists of records and transactions as registers. This setting
applies shading every other row in your list, making it easier to read.
Density Setting for
Internet Explorer
Select the density of your NetSuite pages. This setting is for Internet Explorer 10 and
higher. The options are:
Normal 100% zoom
Higher Density similar to 80% zoom
Very High Density similar to 67% zoom
Other browsers, such as Chrome and Firefox, enable you to set the zoom
independently for each website.
Chart Themes
Chart Theme
Defines a default appearance for data in all dashboard charts. (Can be overridden in
individual portlets.) Options are:
Basic provides limited color contrast (the default)
Colorful provides more color contrast
Match Color Theme - Bold harmonizes with your choices in the Colors section,
using bolder shades
NetSuite Basics
Field Name
Function
Match Color Theme - Light harmonizes with your choices in the Colors section,
using lighter shades
A thumbnail is displayed to represent the look of each Chart Theme option.
Chart Background
Defines a default display behind data in all dashboard charts. (Can be overridden in
individual portlets.) Options are:
Lines (the default)
Bands
Grid
Check this box to use the Classic Center as your NetSuite interface. When you enable
this option, you see the same tabs in NetSuite that the Administrator role does.
Note:
If all users enable this option, they all can see the same tabs and use the same
navigation paths.
Landing Page
Select the tab that you want to be the first page displayed when you log into your
NetSuite account. If you do not make a selection in this dropdown, your Home page is
the initial landing page.
The list of possible landing pages includes all standard tabs and custom tabs in your
center.
The page you select here is overridden if your account administrator sets the general
company Landing Page preference to use a custom landing page created by a Suitelet.
Check this box to display a popup notice when slow-loading dashboard portlets time
out during dashboard loading.
To improve page load time on the dashboard, minimize the slow-loading portlets.
Entry Forms
Limit Entry Forms to
Two Columns
Check this box to limit the columns of fields on entry forms to two columns.
By default, fields on entry forms are arranged in three columns.
Expand Tabs on Entry Check this box to expand tabs on your NetSuite pages.
Forms
Enable Rich Text
Editing
Check this box to use the rich text editor in text fields. Each field includes the
Formatted Text header with a link you can click to enter HTML Source Code.
The Formatted Text header includes Font, Size, and Color dropdowns, and a toolbar
with text style, alignment, and paragraph format options. Use these tools to format text
you enter into the field.
Clear the box to remove the Formatted Text header on text fields.
NetSuite Basics
Field Name
Function
Select the default font size for rich text editor fields.
Function
Basic
Auto Fill Transactions Check this box to automatically enter information on transaction pages based on the
last transaction for the entity you select.
When you clear this box, you can use the Auto Fill button on transaction pages to
automatically enter information.
Alphabetize Items
Regardless of Type
Check this box to list items in alphabetical order, regardless of item type, on
transactions such as Sales Orders, Purchase Orders, and Inventory Adjustments.
Clear this box to display items listed on transactions grouped by item type, and within
each item type, listed in alphabetical order.
Warnings
Duplicate Number
Warnings
A warning appears when you enter a document number you used before.
Inventory Level
Warnings
Check this box to see warnings when you sell inventory items with quantities at or
below their reorder points.
You must also set these minimum quantities in the Reorder Point field on item records
at Lists > Items.
Customer Credit Limit Select your preferred method for handling customer credit limits:
Handling
Ignore Allows you to enter sales orders and invoices that exceed the customer's
credit limit without a warning.
Warn Only Generates a warning when you enter a sales order or invoice that
exceeds the customer's credit limit. The warning displays in a dialog box so you
can choose to enter or cancel the transaction.
Enforce Holds Blocks you from entering a sales order or invoice that exceeds
the customer's credit limit.
Vendor Credit Limit
Warnings
Check this box to receive a warning when you exceed the credit limit for a vendor.
Printing
Print Using HTML
NetSuite Basics
Field Name
Function
Clear this check box if you prefer to print transactions forms in PDF format. Printing
PDF forms requires Acrobat Reader.
Sends email attachments in HTML format. Clear this box if you prefer sending email
attachments in PDF format.
Horizontal Print
Offset
Enter a positive number in inches to move the text to the right. Enter a negative
number in inches to move the text to the left.
Enter a positive number in inches to move the text lower. Enter a negative number in
inches to move the text higher.
Function
Reporting
Report by Period
Show Reports in
Grid
Note:
When you select Financials Only or Never, you may encounter problems with
data for KPI scorecards that use accounting periods.
Note:
Print Company Logo Check this box to include your company logo on all printed reports.
Display Report Title
on Screen
Check this box to display the report title, company name, and date or period range
at the top of all reports displayed on your screen. Even when this preference is not
enabled, this title information still prints on reports.
To display report title information only on selected reports, do not check this box.
Instead, click Options in the footer of each report, and check the Display Title box.
Display Report
Description
Check this box to display customization details as part of report title for all reports.
These details are from the Description field in the More Options step of the Report
Builder.
NetSuite Basics
Field Name
Function
To disable the display of customization details for selected reports, click Options in the
footer of each report, and clear the Print Description box.
Default Bank
Account
Select the bank account to use as the default account for the Bank Register listed on the
Reports page and the Bank Balance snapshot on the Home page.
Calculate Forecasts
as Weighted
Check this box to show the weighted forecast value instead of total projected forecast
values on reports.
You can set this preference at both Home > Set Preferences, and at Setup > Sales > Sales
Preferences > Forecasts. The setting you select for this preference on the Set Preferences
page overrides the company wide setting for this preference on the Sales Preferences
page.
Search
Show List When
Only One Result
Check this box to list search results, even when there is only one result. If you clear this
box and there is only one result from a search, the record or transaction automatically
opens.
Check this box so that the Quick Search portlet returns records with names that start
with AND records with names that contain the keywords you enter.
If you clear this box, the Quick Search portlet displays Starts With and Contains
buttons. Searches can return records with names that start with keywords OR records
with names that contain keywords, based on the button you select.
You use popup searches when you type a keyword and press TAB to make a selection in
a field on a transaction or form.
Check this box to base search results for popup lists only on keywords that start with
and include all the search terms entered.
Note:
Include Inactives
in Global Search &
Quick Search
Enabling this preference removes the Starts With and Contains options from
the Quick Search portlet.
Check this box to include inactive records in results returned for keywords entered in
the Search field or in the Quick Search portlet.
By default, only active records and transactions are searched with these fields.
Popup Auto Suggest Check this box to have NetSuite suggest matches for the text you enter in fields as you
type. You can select from the list of matching records to select the record you need.
Global Search Auto
Suggest
This box is checked by default. NetSuite suggests matches for the text you enter in the
Search field, automatically as you type. You can select from the list of suggested records
to go directly to the record you need.
Check this box to sort global search results by name, instead of by record type and then
by name within each record type.
Global Search
Customer Prefix
Includes Leads and
Prospects
By default this box is cleared, and when you type the cu prefix in the Search field, only
customer records display in search results.
Check this box to display leads, prospects, and customers in your search results when
you type the cu prefix in the Search field.
PDF
PDF Page
Orientation
Select landscape or portrait orientation for your PDF output when you export a report
or search results as a PDF.
NetSuite Basics
Field Name
Function
Select a font size for the PDF output when you choose to export a report or search
results as a PDF.
Export
CSV Export
Character Encoding
Select an alternate character encoding for CSV exports of lists, reports, and searches.
Default encoding is UTF-8. Other options are Windows 1252, the default format for
Microsoft Excel, and Shift-JIS, the most widely used format in Japan.
Select the Accounting Book you would like to use for reporting.
NetSuite Basics
Note: If you have enabled the GL Audit Numbering feature, select Financials Only to filter
the GL Audit Numbering Report by accounting period.
NetSuite Basics
NetSuite Basics
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NetSuite Basics
Income Statement
Income Statement
Income Statement
Income Statement
Income Statement - Detail
Income Statement - Year to Date Comparison
Income Statement Detail
Information Item Page View History by Category
Intercompany Elimination
Intercompany Reconciliation
Inventory Activity Detail
Inventory Profitability
Inventory Profitability
Inventory Profitability Detail
Inventory Profitability Detail
Inventory Revenue Detail
Inventory Revenue Summary
Inventory Valuation Detail
Inventory Valuation Summary
Item List
Item Page Views and Sales Summary by Category
Item Page Views and Sales Summary by Visitor
Item Transaction Detail
Item Transaction Detail
Net Worth Graph
New {Cases} Snapshot
NetSuite Basics
NetSuite Basics
Revenue By State
Revenue Recognition Forecast Detail
Revenue Recognition Forecast Summary
Sales by {Customer} Detail
Sales by {Customer} Summary
Sales by {Partner} Detail
Sales by {Partner} Detail
Sales by {Partner} Summary
Sales by {Partner} Summary
Sales by Historical Team Detail
Sales by Historical Team Summary
Sales by Item Detail
Sales by Item Summary
Sales by Lead Source Detail
Sales by Lead Source Summary
Sales by Paid Keyword Detail
Sales by Paid Keyword Summary
Sales by Promotion Detail
Sales by Promotion Summary
Sales by Sales Rep Detail
Sales by Sales Rep Summary
Sales Tax Analysis
Sales Tax Liability
Sales Tax Liability By Tax Agency
Sales Tax Liability by Tax Item
Sales Tax on Sales Detail
Sales Tax on Sales Summary
NetSuite Basics
NetSuite Basics
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NetSuite Basics
NetSuite Basics
NetSuite Basics
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NetSuite Basics
New Visitor
Open {Case} Analysis Detail
Open {Case} Analysis Summary
Open {Estimates} by Lines Detail
Open {Estimates} by Lines Summary
Open {Purchase Orders}
Open {Return Authorizations}
Open {Sales Orders}
Open Case Escalation Detail
Open Case Escalation Summary
Open Cases Snapshot
Open Escalations
Open Issues Detail
Open Issues Summary
Page Hits
Page Hits by Category
Page Hits Detail
Paid {Commission} Detail
Paid {Commission} Summary
Paid {Partner} {Commission} Detail
Paid {Partner} {Commission} Summary
Partner Commission Calculation History
Partner Commission Overview Detail
Payroll {Check} Register
Payroll {Journal}
Payroll Detail
NetSuite Basics
Payroll Detail
Payroll Liabilities
Payroll Liability Detail
Payroll Summary by Employee
Payroll Summary by Employee
Payroll Summary by Item
Physical Inventory Worksheet
Pipeline by {Customer} Detail
Pipeline by {Customer} Summary
Pipeline by Sales Rep Detail
Pipeline by Sales Rep Summary
Pipeline by Status Summary
Planned Standard Cost by Cost Version
Planned Utilization by Project
Planned Utilization by Resource
Project Billing Budget vs. Actual
Project Billing Budget vs. Actual Detail
Project Billings Report
Project Cost Budget vs. Actual
Project Cost Budget vs. Actual Detail
Project Profitability
Project Profitability Detail
Project Task Billing Budget vs. Actual
Project Task Cost Budget vs. Actual
Quota Reps
Reconciliation Detail
NetSuite Basics
Reconciliation History
Reconciliation Summary
Referrer Detail
Referrer Summary
Revenue Reclassification Detail
Revenue Reclassification Summary
Sales Activity by {Customer} Detail
Sales Activity by {Customer} Summary
Sales Activity by Sales Rep Detail
Sales Activity by Sales Rep Summary
Sales Back Order Report
Sales by Historical Team Detail (Transaction Date)
Sales by Historical Team Summary (Transaction Date)
Sales by Sales Team Detail
Sales by Sales Team Summary
Search Engine Keywords Detail
Search Engine Keywords Summary
Service Fees
Shopping Activity Analysis
Shopping Activity Analysis by Category
Shopping Cart Abandonment
State Withholding
State Withholding Detail
Time by {Customer} Detail
Time by {Customer} Detail
Time by {Customer} Summary
NetSuite Basics
NetSuite Basics
Function
Calendar
Edit Activities from
Calendar
Check this box to open events in Edit mode when you click events on your calendar.
Restrict Invitees to
Employees
Specify the type of event reminder you prefer: email, popup or none.
Default Reminder Time Select the amount of time before an event when you prefer to receive reminders.
Play Audio with Popup
Event Reminders
Check this box to play a sound with popup event reminders. You must have your
browser set to play sounds in Web sites.
NetSuite Basics
Field Name
Function
You can change the priority for a task in the Priority field on the task record.
Check this box to make all phone calls you create public by default.
You can mark a task private by checking the Private Task box on the task record
Sync
Default Sync Category
Function
First Selection
Select an initial time to receive an email message containing the latest information
about the events, reminders, key performance indicators, and report snapshots
displayed in portlets on your Home page.
Second Selection
Select an second time to receive an email message containing the latest information
about the events, reminders, key performance indicators, and report snapshots
displayed in portlets on your Home page.
Third Selection
Select a third time to receive an email message containing the latest information
about the events, reminders, key performance indicators, and report snapshots
displayed in portlets on your Home page.
Check this box to include links to key performance indicators and reminders
included in your alert email.
When you click a link, a browser window opens where you can log in to NetSuite and
view the report for that key performance indicator or reminder.
You must also have the Email Using HTML box checked on the Transactions subtab
of the Set preferences page to include links.
Check this box so that email alert results are based on the date specified in your
Dashboard View filter.
Clearing the box sends email alert results based on a different date.
Send an On-Demand
Alert from this Role
Check this box to enable on-demand alerts. On-demand alerts allow you to send
email to alerts@alerts.netsuite.com or to reply to an alert email and receive
an email from NetSuite with the contents of your dashboard to your login email
address.
NetSuite Basics
Field Name
Function
Click Here to send a test Click the link to send a test message to the specified email address.
email message to <your
email>.
Note: When you remove an Activities, Reminders, Key Performance Indicators, or Report
Snapshot portlet from your home page, alert emails no longer include information
from the portlet(s) you removed.
Important: The Daily Facts email alert does not include contents from portlets that
are minimized on your dashboard or not showing on your dashboard.
You can also email alerts@alerts.netsuite.com from the email address you use to log in
and NetSuite will automatically send you an email alert.
You can choose to receive email updates when information in one or more of your most
important saved searches changes.
2.
3.
Choose the times of day you want to receive your three email alerts.
4.
Check the Include Links in HTML Alerts box to enable you to click links in email alerts
and open your account to the relevant information.
5.
Check the Send an On-Demand Alert from the Role box to enable you to send email to
alerts@alerts.netsuite.com and automatically receive your email alerts.
You must send email to this address from the email account you use to log in to NetSuite.
6.
To receive email alerts when saved search data changes, select the record type that search
is based on in the Record Type field.
7.
NetSuite Basics
A search must have the Available as Alert box checked to appear in this list. Only
Administrators can set searches to be available as alerts.
8.
Check the Send on Update box if you want to receive alerts both when new records are
added and when current records are updated.
9.
Click Add/Edit.
10.
11.
Click Save.
You will now begin receiving email alerts at the times you set.
Function
Telephony Option
Select TAPI to use Telephony Integration with a TAPI-enabled phone or software for TAPI
integration, such as Artisoft's TeleVantage.
Select CTI to use a NetSuite partner, Contactual or Five9, for integration.
TAPI Device
Enter the name of the TAPI device you use to connect your phone to your computer.
CTI URL
Enter the URL for the CTI partner with whom you have an account:
Contactual http://www.contactual.com/c2d.php?phone={phone}
Five9 http://localhost9999/agentServlet?cmd=makeCall&numberToCall={phone}
Enter any numbers that should be dialed before the number in a phone number field.
For example, you may need to dial 9 or 1 before you dial out of your phone system.
If you are using TAPI for telephony integration, follow the additional instructions listed on
the Telephony subtab of the Set Preferences page to set up your phone and install the proper
drivers.
For more information about using telephony integration, see the help topic Using Telephony
Integration.
NetSuite Basics
Important: If you use NetSuite OneWorld, some reports do not support consolidation
and can return results for only one subsidiary at a time. Before you can run
one of these reports, you must set your user preferences to restrict your view
to a single subsidiary, at Home > Set Preferences on the Restrict View subtab.
Some standard reports return errors when you attempt to run them before setting this
preference.
Field Name
Function
Subsidiary
Note:
Include Sub-Subsidiaries
You cannot run reports that do not support consolidation until you
set this preference. Some reports require the restriction to a single
subsidiary. In this case do not check the Include Sub-Subsidiaries box.
Department
Restrict your access to just those records from the department you select. The
restrictions apply to the user interface, searches, and reports for the duration of
your current session.
The next time you log in, your original settings will be restored.
Include SubDepartments
Include Unassigned
Check this box to include records that do not have a designated department in this
session.
Location
Restrict your access to just those records from the location you select. The
restrictions apply to the user interface, searches, and reports for the duration of
your current session.
The next time you log in, your original settings will be restored.
Include Sub-Locations
Check this box to include records from sublocations of the selected location for this
session.
NetSuite Basics
Field Name
Function
Include Unassigned
Check this box to include records that do not have a designated location in this
session.
Class
Restrict your access to just those records from the class you select. The restrictions
apply to the user interface, searches, and reports for the duration of your current
session.
The next time you log in, your original settings will be restored.
Include Sub-Classes
Check this box to include records from sub-classes of the selected class for this
session.
Include Unassigned
Check this box to include records that do not have a designated class in this
session.
For more information, see the help topics Inactivating Roles and Restricting Your Subsidiary
View.
If you have access to multiple NetSuite accounts, you can choose the same email and password
login for all of them. If you use one login, click Change Role
to switch to another account.
You can also choose to have a different email and password login for each account. If you use
separate logins, you must sign out and then log in again to switch to another account.
NetSuite Basics
Read the topics below for more information about changing your login credentials:
Changing your Login Email Address
Changing your Login Password
2.
3.
In the Current Password field, enter the password you currently use to login.
This is required when changing your email address for the security of your account.
4.
Enter the new email address in the New Email Address field, and re-enter the same
address in the Confirm New Email field.
5.
Check Just This Account to change your login information for only the account to which
you are currently logged in. This only applies if you have access to multiple NetSuite
accounts.
NetSuite Basics
If you clear this box, you can log in to all of your NetSuite accounts with the new email
address you entered.
6.
Click Save.
Important: If you receive a notification message about an email change that you did not
initiate, you should alert your account administrator to a possible security
issue. If you receive a notification message and you realize that the change is
in error, for example you made a typo in the new email address, you can let
the validation link expire. You can then enter a change to the correct email
address.
NetSuite Basics
You can also reset your password if you are unable to log in because you forgot your password.
For more information, see Getting Access when You Forget Your Password.
2.
3.
In the Current Password field, enter the password you currently use to log in.
4.
5.
As you type, the Password Criteria portlet provides feedback, ensuring that the password
you create meets the criteria shown. For more information, see Creating a Strong
Password.
6.
7.
Click Save.
The next time you log in to NetSuite, you must use the new password.
Note: Account Administrators: see the help topic Working with NetSuite User Passwords for
directions for changing a users password.
For more information about password requirements, see the help topic NetSuite Password
Requirements.
NetSuite Basics
Warning: You are locked out for 30 minutes after six consecutive logins with an incorrect
password.
The Password Criteria portlet also appears on any entity record that can be granted access to
your NetSuite account.
NetSuite Basics
Click the Forgot Your Password link on the NetSuite login page.
2.
On the Reset Password page, enter the email address you used to log in, and click Submit.
3.
Important: If you do not know the answer to a security question, you must contact
NetSuite Customer Support to gain access to your account. If Support
resets your password, you will need to set up new security questions and
answers.
4.
Click Submit.
Note: If you do not want the answer you enter to be visible on the screen, check the
Hide Answers box.
Important: If you are a Customer Center user, this step does not apply to you. You
will receive an email containing a temporary password without having
to answer security questions.
5.
After you receive the email containing a temporary password, use this password to log in
to NetSuite. You are redirected to the Change Password page.
6.
7.
Note: If you do not want the answer you enter to be visible on the screen, check the
Hide Answer box.
You are logged in to NetSuite.
8.
Click Submit.
NetSuite Basics
For details about initial security question setup, see Setting Up Security Questions. You can
change your security questions and answers by clicking the Update Security Questions link in
the Settings portlet on your Home dashboard. See Updating Security Questions.
Warning: You are locked out for 30 minutes after 6 consecutive logins with an incorrect
password.
2.
Note: The link for updating security questions is not available if you are a Customer
Center user, because you are not required to answer security questions to
confirm your identity.
3.
In the Question 1, Question 2 and Question 3 fields, select questions about yourself for
which you can easily remember the answers.
NetSuite Basics
Note: You are the only one who can update your security questions. If you forget
your password, and cannot answer your security questions, you will need to
ask your account administrator or NetSuite Support reset your password. See
the help topic If You Forget Your Security Questions and Answers.
4.
In the Answer 1, Answer2, and Answer 3 fields, enter the answers to each question you
selected. You must answer all of the questions.
Each answer must be unique.
Each answer must be at least three characters long.
You cannot use your email address or password as an answer.
Answers are not case-sensitive.
5.
Click Save.
NetSuite Basics
Groups
You can create groups of records to communicate with a set of individuals within your
organization or other companies you do business with. For example, you can invite a group
NetSuite Basics
Synchronization
Use NetSuite for Outlook to synchronize the calendar you maintain in NetSuite with your
Outlook calendar. For more information, see NetSuite for Outlook Overview.
NetSuite Basics
NetSuite Basics
NetSuite Basics
To create a new record, go to the NetSuite navigation menu that lists the record you want, and
then click the New link next to the record type. For more information, see NetSuite Record
Types.
Viewing Records
To view an existing record:
Search for it by name or ID. See the help topic Finding Records.
When you do this, the record is presented in view mode. In view mode, you can see all the
information in the fields on the record but you cannot change the data. Click Edit to add,
delete, or edit information on the record.
Go to the NetSuite navigation menu that lists the selected type of record and click the task
link for that type of record to open a list of the records. Then click the View link for the
record.
On the list page, you can sort the list of records and customize the list to display certain
fields in the list view. For more information, see Working with Lists.
Editing Records
You can edit an individual record by clicking Edit next to the record in a list, or you can use
Edit to change data on multiple records from the list page. For more information, see Using
Inline Editing.
Subtabs on records allow you to enter additional information depending on the record type, as
well as attach files to the record. For more information, see Entering Subtab Data on Records.
View the record, by clicking View next to a record in a list, or using Search to find the
record.
2.
3.
When you create a transaction from a record, the lead, prospect, or customer is chosen by
default on the transaction.
NetSuite Basics
2.
Click the Files subtab. Here, you have several options for attaching a file:
Click the Attach File dropdown to attach a file that already exists in the file cabinet.
From the dropdown click New to attach a file from your computer or the Web.
In the window that opens make a selection from the Attach From dropdown and
select a folder from the Folder dropdown. Click the Browse button. Use the additional
options as needed.
3.
Click Add.
Now, when anyone in your company opens the record, they can also view files associated with
the record. Note that members of your organization must have access to a particular folder to
view a file from that folder attached to a record or transaction.
NetSuite Basics
Note: Your administrator must install and configure File Drag and Drop before you can use
it.
Installation Details
File Drag and Drop is available as a SuiteApp.
Name File Drag and Drop
Bundle ID 41309
Location Production (Account ID 3751218)
File Drag and Drop is a managed SuiteApp and is automatically updated whenever there are
changes. These issue fixes and enhancements are available after the SuiteApp is updated in your
account.
For information on installing SuiteApps, see the help topic Installing a Bundle.
Note: Only Account Administrators can install and configure File Drag and Drop. Once
installed, you can deploy the functionality to users in your account.
Go to Home > Set Preferences, and then click the Custom Preferences subtab.
2.
In the File Drag and Drop section, select or clear the Enable File Drag and Drop box to
enable or disable the feature in your user account.
NetSuite Basics
Important: The setting will take effect the next time you log in to your account.
3.
Click Save.
Note: File Drag and Drop is only available on forms with a Files subtab. If the Files subtab
is removed from a custom form, the drop zone will not be displayed.
On the Default Global Folder Destination field, enter the default File Drag and Drop
folder for this account.
Note: Changes to the Default Global Folder Destination will take effect the next time
you log in to your account.
2.
Select the Do Not Use Default Global Folder Destination box if you do not want to
specify a default global folder destination for this account.
NetSuite Basics
3.
On the Error Message Recipient field, select thee-mail recipient for the File Drag and
Drop error messages.
4.
Click New File Drag and Drop Record Type to enable File Drag and Drop on a specific
record.
2.
In the Record Type list, select the record type where you want to enable File Drag and
Drop.
3.
Click the Folder Name field, and then select the default destination folder for the record.
4.
Check the Use Folder Pattern box to create a folder for uploaded files based on the
specified folder pattern.
5.
In the Folder Pattern field, enter the folder path where you want to save uploaded files.
You can use placeholders, surrounded with curly braces, with your desired folder name to
create a folder pattern. Available placeholders are: subsidiaryId, departmentId, roleId,
and recordId. Placeholders are not case sensitive.
Note: If the folder pattern points to a destination folder that is not yet existing, the
folder will be created when you drop a file to the drop zone.
Important: Since the record ID on new records will not be available until it is
saved, File Drag and Drop will create a temporary folder name for
files uploaded to new records. The folder name will automatically
be renamed with the actual record ID when the record is saved. A
temporary folder name is created for each new record type only when
the folder pattern contains the recordId placeholder.
The following table shows examples of folder patterns and the corresponding actual folder
path once the record is saved:
Folder Pattern
\HR Documents\Employee22
NetSuite Basics
Important: If no Default Global Folder Destination is specified, the File Drag and Drop
feature will only work for the record types specified in the Enable File Drag
and Drop on Record Types page. If a Default Global Folder Destination is
specified and custom configurations were created in the Enable File Drag
and Drop on Record Types page, the custom configurations will override the
default settings.
Note: The Drag and Drop enabled cabinet is separate from the built-in file cabinet. You
can access the Drag and Drop enabled File Cabinet from Documents > Drag and
Drop Files > File Cabinet. For more information, see Adding Files to the File Cabinet
Using File Drag and Drop.
Read the following topics for more information on using File Drag and Drop:
Adding Files to a Record Page and Line Item
Inserting URLs of Uploaded Files
Changing the Destination Folder from the Drop Zone
Enabling or Disabling the File Drag and Drop Tutorial
2.
On your computer, select the files you want to upload and drag it to the drop zone.
Dropping the file starts the upload process.
NetSuite Basics
Important: When you create certain records, changes to some field values may
cause the record page to refresh. This, in turn, causes File Drag and Drop
to create multiple unique folders for the record that is being created.
For example, when you change the value of the Customer field on Sales
Orders, the page may require you to use a different form if the selected
customer belongs to a different subsidiary or is under a different nexus.
Every time the Sales Order page is refreshed, File Drag and Drop creates
a new folder.
3.
If a file with a similar name exists, a popup prompts you to overwrite the file or cancel the
upload. Click Yes to proceed with the upload. Otherwise, click No.
4.
To cancel a file upload, click the drop zone to display additional options. In the Pending
uploads section, click the cancel icon.
The record updates automatically to reflect the uploaded file. Files attached to the record
are listed under Communication > Files.
5.
To attach files to a line item, drag a file from your computer and then drop it to the
transaction line.
You can drop files to line items that have been previously added to the record. If you want
to attach a file to a line item that you have just added, save the record first, and then open
it in edit mode.
NetSuite Basics
Note: Files uploaded to new records you are creating will not be deleted when the
record is not saved.
You can attach files to line items only in edit mode.
6.
Click Show Files from Selected Line Item to view files attached to the selected
transaction line.
2.
On your computer, select the files you want to upload and drag it to the text area where
you want to insert the URL. Drop the files.
The system automatically appends the URL to the end of the text entered in the field. You
can add text after the URL, or drag more files to the same field to insert additional URLs.
You can copy and paste the URL to your browser to open the file.
NetSuite Basics
2.
3.
4.
Select a destination folder for this instance, and then click Select Folder.
NetSuite Basics
Note: You can read the File Drag and Drop FAQ for additional information on this feature.
Inactivating Records
As your business grows, you may no longer need certain records in your NetSuite account.
Rather than deleting a record you do not currently use, you can mark the record as inactive.
When you mark a record as inactive, the record remains in the system for future reference.
However, the item on the inactive record does not show on transactions for selection in lists.
Inactivating records is a quick and useful way to clean up your lists and keep your records upto-date. By keeping only current records active, it is easier to find the right selection in lists on
transactions because outdated choices do not show in the list. This makes form entry easier,
accurate, and less prone to error.
You can make records inactive one at a time by checking the Inactive box on individual records.
The Inactive box shows for users with the appropriate permission to change records.
You can also make many records inactive at once by marking them on a list page, as described
below.
Check the Show Inactives box. The page automatically reloads to display the Inactives
checkbox.
2.
In the Inactive column, check the boxes next to the records you want to inactivate.
3.
Click Submit.
After a record is marked inactive, it no longer appears in NetSuite's dropdown and popup lists.
You can still see inactive records on list pages, however, by checking the Show All box.
NetSuite Basics
can customize your timeline to include the records you often use and organize them in groups
that make sense for your business.
Note: The latest release of this SuiteApp includes support for custom and other standard
NetSuite records, which allows you to create a timeline using any record type.
The SuiteApp, previously named Transaction Timeline, was renamed to NetSuite
Records Timeline to reflect this update.
The timeline bar has two components:
Timeline Shown on the left of the timeline bar, this displays the configured groups, the
related transactions or records, and the number of records within each group.
Summary Shown on the right of the timeline bar, this displays the summary information
as configured by your administrator. The information you see will depend on the access
given to your role.
Installation
NetSuite Records Timeline is available for installation as a SuiteApp:
Name NetSuite Records Timeline (Beta)
Bundle ID 40073
Location Production (Account ID 3727422)
NetSuite Records Timeline is a managed SuiteApp and is automatically updated whenever there
are changes. These issue fixes and enhancements are available after the SuiteApp is updated in
your account.
For information on installing SuiteApps, see the help topic Installing a Bundle.
NetSuite Basics
From the Timeline Setup Assistant, click New Timeline Type to create a new timeline.
To modify an existing timeline type, click Edit next to the timeline type.
2.
Note: After saving your basic timeline, you can edit your setup to add custom
records and other standard record types by defining a record relationship.
Advanced The advanced setup lets you add custom records and other standard
record types to your timeline configuration by defining a record relationship during
the setup process.
3.
In the Timeline Type subtab, enter values for the following fields:
Name Enter a name for the timeline type.
Include Roles Select the roles that will have access to this timeline. You cannot
select roles that are already in the Exclude list.
Priority Set the priority of the timeline to determine its order in the timeline bar.
The timeline with the highest priority will be shown first. The highest priority is 1.
NetSuite Basics
Sort Groups by Date Check this box to sort timeline groups according to the
transaction date of your transaction records.
Sorting for custom records and other standard records will depend on the date
configured by your administrator.
Exclude Roles Select the roles that will not have access to this timeline. You
cannot select roles that are already in the Include list.
Inactive Check this box if you want to deactivate the timeline type. This timeline
will be hidden from the list.
Connector Select the connector icon for your record groups on the timeline bar.
4.
Click Save.
Note: You can start configuring Timeline Groups and Threshold after saving your
Timeline Type.
Creating Record Relationships
Important: When setting up a new timeline, this option is available when you select the
advanced setup.
When configuring your timeline, only transaction records types are initially available. If
a record that you want to add to a timeline configuration is not supported by default, you
can define a record relationship so that you can include these records in your timeline
configuration. When you have successfully set up the record relationship, the records will be
available in the list of record types that you can select in the Timeline Groups page.
For example, you want to use Records Timeline with the Warranty and Repairs SuiteApp to
track a customers warranty claims. You want to set up a timeline so that you can view the sales
and warranty claims information related to the customer, when you are viewing the customer
record.
The Warranty Claims record and the Customer record is not initially supported by NetSuite
Records Timeline. So, to add both records to your timeline configuration, you have to define a
record relationship using the Customer record and the Warranty Claims record.
NetSuite Basics
After setting up the record relationship, you will be able to select both the Customer record and
the Warranty Claim record in the timeline configuration.
When you have finished adding groups and records to your timeline configuration, the sales
and warranty claim information will be available on the timeline bar when you view the
customer record or any record that is included in the timeline configuration.
From the Timeline Setup Assistant, click the Record Relationships subtab.
2.
NetSuite Basics
3.
Important: The Relationship list loads available fields from the selected child
record. If there are no available fields, try switching the parent and
child record. If no fields can still be found, you may have to create a
custom field in the child record to relate it to the parent record. For
more information, see Adding a Custom Field in the Child Record.
Parent Record Date Select the date to use for the parent record.
Child Record Date Select the date to use for the child record.
Note: The date definition fields will be used to sort records on the timeline when
you enable the Sort Groups by Date option.
The dates configured for each record type (regardless if the record is the
parent or child) will be the same across timeline types. Changes to the
date fields will also be applied in other timeline types where the record
was used to set up a record relationship.
4.
Click Save.
2.
On the Record Types page, click the record that you want to use as the child record.
3.
4.
5.
6.
From the List/Record drop-down list, select the parent record type for this record.
7.
Click Save.
Note: This page will be available when you have created the timeline type.
You can configure the record types and record groups that you want to appear in the timeline.
NetSuite Basics
1.
From the Timeline Setup Assistant, click the Timeline Groups subtab.
2.
3.
To change the default name of the record group, click the group name and enter a new
one.
4.
To change the group icon, click the gray square icon and select a new icon for the record
group.
Note: To change the group icon of an existing record group, click the current icon
and select a new icon for the group.
5.
To delete a group, hover your mouse over the upper right corner of a record group, and
then click the X icon that appears.
6.
Continue adding groups to your timeline. When you have added all your groups, drag and
drop a record type into the appropriate group.
Note: You are not required to use all of the available record types.
7.
NetSuite Basics
Note: The timeline bar is not displayed on the following records: Customer Payment,
Customer Refund, Bill Credit, Bill, and Vendor Payment.
Defining Timeline Threshold
1.
2.
In the Maximum Processing Time field, enter the time (in seconds) to wait for the
timeline bar to load before the system shows an error.
3.
In the End Points field, select the record types that will determine the last transaction that
the timeline will retrieve.
Background processing of the timeline bar involves the retrieval of all the transactions
related to a record in your timeline configuration. Even if the related transactions are not
included in your timeline configuration, NetSuite Records Timeline will process these in
the background.
For example, you set up your timeline to include Sales Rep and Opportunity records.
In the diagram below, the Sales Rep is connected to two Opportunity records. The
opportunity records, in turn, are related to the estimate record, and so on.
NetSuite Basics
The timeline bar will only display the records that are included in your configuration.
But, while the timeline bar is loading, the SuiteApp will attempt to retrieve all the related
transactions (shown inside the green box) if no end point is defined. This causes delays in
loading the timeline bar especially when there are several related transactions to load.
Since your timeline only displays Sales Rep and Opportunity, you can set the end point to
Opportunity. In the diagram below, only the Sales Rep and Opportunity records (shown
inside the green box) are processed. The SuiteApp will no longer attempt to retrieve
related transactions that come after the opportunity record.
NetSuite Basics
Note: This option is intended for use with transaction records. We recommend
selecting a transaction record as an end point.
Defining Popup Report and Summary Fields
NetSuite Records Timeline uses saved searches to display related transactions and records. You
can customize the default search to customize the information that appears on the timeline and
the summary. You can also specify the fields you want to show for each record.
From the Timeline Setup Assistant, click Define Popup Report and Summary Fields.
Customizing the Report and Summary Fields
1.
Under Saved Search for Popup Reports, click the Customize link that corresponds to the
saved search you want to modify.
This loads the Saved Search page in the Timeline Assistant.
NetSuite Basics
2.
Click the Results subtab, and then refer to the Columns subtab.
3.
In the Field column, select a field name from the dropdown list and then click Add. This
adds the new field to the displayed results.
4.
To change the label of a field, select the row you want to change and enter the new label in
the Custom Label column. Click Done.
5.
Add and customize fields as necessary. When you have finished, click Save.
Under Saved Search for Summary Fields, click the Create link that corresponds to the
transaction or record you wish to appear in the Timeline Summary.
NetSuite Basics
This loads the Saved Search page in the Timeline Assistant. By default, the new summary
saved search includes a transaction count. For example, creating a cash sale summary
search adds the total number of cash sales to the timeline summary. You can customize the
information shown in the timeline summary.
2.
Click the Results subtab, and then refer to the Columns subtab.
3.
In the Field column, select the field that you want to add to the timeline summary, and
then click Add.
4.
In the Summary Type column, select how you want the information summarized. The
options are:
Count Refers to the number of results for the field. This is usually defined on
name or ID fields to get a count of records for each group.
NetSuite Basics
In the Summary Label column, enter the label that you want to appear in the timeline
summary.
6.
To change the label of a field, select the row you want to change and enter the new label in
the Custom Label column. Click Done.
7.
To remove a field, select the row of the field, and then click Remove.
8.
Add and customize Fields as necessary. When you have finished, click Save.
The summary information appears in the NetSuite Records Timeline for sales transactions. Up
to four summary items are displayed. You can modify an existing Summary Saved Search by
clicking Edit under Saved Search for Summary Fields. You can also remove values from the
timeline summary.
Removing a Timeline Summary Value
1.
Under Saved Search for Summary Fields, click the Edit link that corresponds to the
Summary Saved Search you want to modify.
2.
On the Saved Search page, click Actions, and then click Delete.
3.
A popup message prompts you to confirm the removal of the Saved Search. Click Yes to
delete the Summary Saved Search.
A Create link appears in place of the Summary Saved Search after it is removed.
NetSuite Basics
2.
From the Timeline Location list, select the default location of the timeline bar on record
pages:
Top (Inline) Select this option to display the timeline bar at the top of the page.
Bottom (Inline) Select this option to display the timeline bar at the bottom of the
page.
Bottom (Docked) Select this option to dock the timeline bar at the bottom of the
page.
3.
From the Error Message Recipient list, select the email recipient for NetSuite Records
Timeline error messages.
4.
In the Timeout Notification Schedule, enter the time when the notification email for the
timeline timeout report will be sent to the recipient.
Note: The timeout notification schedule will be based on the server time.
5.
Click Save.
Go to Home > Set Preferences, and then click the Custom Preferences subtab.
NetSuite Basics
2.
In the NetSuite Records Timeline section, select a Timeline Location from the list.
Top (Inline) Select this option to display the timeline bar at the top of the page.
Bottom (Inline) Select this option to display the timeline bar at the bottom of the
page.
Bottom (Docked) Select this option to dock the timeline bar at the bottom of the
page.
Note: If you do not specify a timeline location, the SuiteApp will use the default
location configured by your account administrator.
You can also change the timeline location from the Options menu on the
timeline bar.
3.
Select or clear the Suppress Tutorial box to enable or disable the NetSuite Records
Timeline tutorial.
Note: You can also view the tutorial by clicking the Help link from the Options menu
on the timeline bar.
4.
Select or clear the Enable NetSuite Records Timeline box to enable or disable NetSuite
Records Timeline on all record pages.
5.
Check or clear the Collapse NetSuite Records Timeline box if you want to display the
timeline bar in a Collapsed or Expanded form when you load a record page.
The expanded view loads the timeline bar immediately; whereas the collapsed view hides
the timeline bar.
6.
Click Save.
Note: The timeline bar is not displayed on the following records: Customer Payment,
Customer Refund, Bill Credit, Bill, and Vendor Payment.
A tutorial shows you how NetSuite Records Timeline works. To go through the tutorial, click
the navigation links at the bottom of the tutorial window.
NetSuite Basics
Timeline groups with existing records appear in the timeline. The number of records within
each group is shown next to the Group Name.
2.
From the timeline bar, click a group icon to view the records for the group.
A popup report lists transactions and related records belonging to the group.
3.
To change the order of the columns in the report, drag and drop a Column Label to the
desired location.
4.
From the Number column, click the numbered link that corresponds to the transaction
that you want to view.
The transaction page opens in a new window.
Note: You will not be able to view the page if you do not have access to the record.
5.
2.
3.
Select the timeline type that you want to display on the timeline bar.
The timeline bar reloads to display the selected timeline type.
NetSuite Basics
Note: The timeline types are arranged according to the specified priority.
Note: Your administrator must install and configure StickyNotes before you can use it.
Using StickyNotes
The StickyNotes toolbar appears on the top portion of a record page when it has been enabled
on that record. From the toolbar, you can add a note, set preferences, and open the StickyNotes
Board. If there are existing notes on record pages, you can also filter them based on priority by
clicking on the priority colors on the StickyNotes toolbar.
Note: If you do not see the StickyNotes Toolbar, it may be disabled on the record you are
viewing. Contact your account administrator to have StickyNotes enabled on the
record page.
Read the following topics for more information on how to use StickyNotes:
Adding a New Note
Understanding Note Actions
NetSuite Basics
Customizing StickyNotes
Navigating the StickyNotes Board
Enabling or Disabling StickyNotes on Record Pages (User Preference)
Enabling or Disabling the StickyNotes Tutorial
2.
From the StickyNotes Toolbar, click or hover on the StickyNotes dropdown menu, and
then click the note that you want to create.
Alternatively, you can also add a note to specific fields. Hover your mouse over the field
label, and then on the tooltip that appears, select the note that you want to create. Fieldlevel notes will be displayed below the field where it is currently attached. If the field is
hidden, the note will be displayed on the upper right portion of the page.
NetSuite Basics
3.
A new note window appears. To add the note to field or record page, do the following:
1. In the To field, you can enter employee names to make the note visible only
to specific people or leave the field blank to make the note visible only to you.
Recipients will receive an e-mail notification when they are tagged in a new note.
No notification will be sent for replies posted on the note.
Note: Auto-complete suggestions will appear when you type partial characters
of the first or last name.
2. Click the Public box to make the note visible to everyone with access to the record.
3. Type your message on the space provided.
4. Click Save to attach the note to the record.
Note: Icons on the note indicate whether the note is public or private, or if the
note has replies. For more information on note icons, see the help topic
Navigating the StickyNotes Board.
Note: Some of these actions are not available when you view the note from the
StickyNotes Board.
Close Menu Hides the Actions menu.
Mark as Done Crosses out the note content to indicate that action items have been
completed. Anyone with access to the note can mark the note as done.
NetSuite Basics
Reply Opens a new reply note. Type your message in the space provided. Anyone with
access to the note can send a reply.
Expand Replies Expands notes to view all replies.
Compile Replies Collapses note replies.
Delete Note Deletes the current note. You can only delete notes you created.
Archive Note Archives the current note. Archived notes will no longer appear on the
record page, but they can still be viewed on the StickyNotes Board. You can only archive
notes you created.
Customizing StickyNotes
1.
2.
From the StickyNotes Toolbar, click or hover on the StickyNotes dropdown menu, and
then select Preferences.
Note: You can also set your preferred font and note size from Home > Set Preferences
> Custom Preferences.
3.
4.
Click Save.
Note: The board can display the most recent 100 active and 100 archived notes.
Go to Lists > Productivity > StickyNotes Board. Alternatively, you can also access the Board
from the StickyNotes toolbar in record pages.
NetSuite Basics
The following table lists the UI elements of the StickyNotes Board and their corresponding
descriptions:
1
UI Element
Description
Display Filters
Define display filters to show only notes that match the specified criteria.
Search Type a keyword in this field to search for it within messages, recipient,
and owner.
Priority Select the note priority that you want to view on the board. The
number of notes per priority is indicated in the parenthesis.
Creation Date Enter a start and end date to display notes within the given
period. If no end date is provided, StickyNotes will display notes starting from
the specified start date up until the present date.
Record Type Select a Record Type to display notes created on specific record
pages. The number of notes per record type is indicated in the parenthesis. l
View Options
Sort Options
You can sort notes based on multiple criteria. To change the sorting precedence,
drag a sorting field to the left. The left-most option takes precedence over the others.
You can click on the sorting fields to change the sort order (ascending to descending,
and vice versa).
For example, you set the sorting precedence to: Priority, Owner, Record Type, and
Date Created. The notes will be arranged by Priority, and then by Owner, and so on.
If you click the Priority option, the order of the notes will be arranged from high
priority to low priority, or vice versa.
Archive View
Notes Pane
Notes are displayed in this section of the page. Depending on the view option you
selected, the notes may be displayed in a list or grid.
Record Page
Link
Click this link to go to the record page where the note is attached.
NetSuite Basics
UI Element
7
Note Icons
Description
This icon indicates that there are replies to the note. Click this icon to
view the note thread.
This icon indicates that the note is private. Only the note owner and
recipients can view private notes.
This icon indicates that the note has been set to public. Everyone with
access to the record page can view public notes.
2.
Under the StickyNotes (Beta) section, check or clear the Enable StickyNotes on Record
Page box to display or hide the StickyNotes toolbar on record pages.
3.
Click Save.
2.
3.
Click Save.
NetSuite Basics
An administrator or someone else with the Enable Features permission can turn on the
Duplicate Detection & Merge feature at Setup > Company > Enable Features on the Company
subtab, Data Management section.
You can also go to Lists > Mass Update > Entity Duplicate Resolution to search for all possible
duplicate records based on the criteria you have set.
Notification of potential duplicates occurs in two ways:
When you create a new record and enter matching data in fields the administrator set up
as duplicate criteria, a warning appears at the top of the page with a link to the potential
duplicates. If you have permission to view those records, you can click a link to open those
matching records.
When you add a record from a list by using Quick Add or use the Edit button to make
changes to a record that would make it a duplicate, you also receive a popup warning.
These notifications can help reduce the number of duplicate records created in your NetSuite
account.
For more information, see the following:
Merging or Deleting Duplicate Records
Merging Different Types of Records
Words Excluded from Duplicate Detection Matching
NetSuite Basics
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 (not shown) displays how many fields on the records have information
entered.
You can customize the columns displayed on the Manage Customer Duplicates page by
clicking Customize View. Creating a customized view can be helpful when the default
view does not display columns for the fields you are most interested in. For example, if you
are searching for duplicates based on the Email field, you may want to create a view called
My Duplicates where the Email field is displayed as a column.
NetSuite Basics
1. On the Customize Entity Search Results page, enter the name of your custom view
in the Search Title field.
2. On the Results subtab, add or remove fields to change the columns that are display
in the list. The first five and the last three columns cannot be removed.
Do not use the Available Filters subtab or the More Options button when creating
custom views for Manage Duplicates pages.
3. Click Save.
Expand the Filters area if the filters are not displayed
Use the Entities filter to change the type of duplicate records presented on this page.
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.
NetSuite Basics
Important: Merging records also merges the records' transaction histories. The original
data, for example entities' names, is retained to preserve a transaction's
history. You may want to restrict the capability to perform merges by
permission levels to specific roles or to the NetSuite Administrator. This
may be particularly important in environments where audit requirements
discourage merging transaction records.
Important: If there are two records that are duplicates that both have login access
but have different email addresses, you can only merge these records if an
adminstrator has set the Resolve Duplicates with Conflicting Login Access
preference to By deleting the duplicates' access. If this preference is set to
the default of Manually, you first must manually remove the login access
of one record before you can merge them. This setting will delete the login
access of records you define as duplicates. This entity must use the login
access defined on the master record. This may require you notifying this
person of the change as the deleted login will no longer work.
Click the notice in the duplicate record, or go to Lists > Mass Update > Entity Duplicate
Resolution.
2.
Expand the Filters area at the top of the list to display the filters.
3.
In the Entities filter, select a type of record to view possible duplicates for that type.
For example, select Contacts to view all contacts you have access to that have some of the
same information as other contact records.
Important: You can only merge two records that both have login access if those
records have different login email addresses and passwords.
4.
In the list area, 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.
5.
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.
NetSuite Basics
6.
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.
7.
In the Merge Type field, select how you want to merge the selected records:
Option
Description
Make duplicates
subcustomers of master
Merge duplicates into master This merges all information from the duplicate records into empty
record
fields in the master record. If information is entered in field on both
the master and the duplicate, the information on the master record
remains the same.
8.
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.
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.
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.
This saves only the record you selected as the master and deletes all
records you selected as duplicates.
This saves the record with the earliest date in the Created column and
deletes all other selected records in this group.
This saves the records with the highest number in the Fields column
and deletes all other selected records in that group.
This saves the record with the most recent date in the Last Activity
column and deletes all other selected records in the group.
This saves the record you designate as the original, master record and
converts those you marks as duplicates into its subrecords.
Click Submit Selected to complete the action you selected in the Merge Type field.
NetSuite Basics
list on the manage duplicates page, NetSuite keeps one of the records, merges the other entity
fields with that record, and cancels any workflow instances on the duplicates. In this example,
only one instance of the Process Employee workflow will run on the record after the merge
operation.
For more information on the types of merges that you can perform, see Submitting Merge
Operations.
2.
In the Action column, expand the Duplicate Resolution options, and click the type of
record you want to merge, such as Customers.
3.
To define how NetSuite determines the master record, use the dropdown list in the Master
Selection Mode field. You can use the following modes:
Created earliest this mode selects the record that was created first as master record.
Most populated fields this mode selects the record that has the most fields
containing data as master record.
Most recent activity this mode selects the record with the most recent activity as
master record.
NetSuite Basics
4.
To define which records are selected, use the Record Selection Mode list. You can use the
following modes:
All from duplicate group both the master record and the duplicate records are
selected from the complete group of duplicate records, and search results are used
only to determine the groups.
Master from duplicate group the master record is selected from the whole group,
and duplicates are selected from the search results only.
Master and duplicates from search only both the master record and the duplicate
records are selected only from the search results.
You can use various criteria to define which records are included in the operation and schedule
regular duplicate merge operations to take place automatically at regular intervals.
Open in edit mode the duplicate record you want to merge into a master record. Do not
make any changes to the record.
2.
3.
In the Merge Into field, select the name of the customer, partner, vendor, or other name
record into which the record should be merged.
The record selected in the Merge Into field becomes the master record.
4.
Click Save.
The merged record opens. All activities, transactions, messages, files, cases, contacts, and other
subtab lists are combined on the merged record. Fields previously blank on the master record
are filled with information from the duplicate record, but no field data is replaced.
NetSuite Basics
Note: Administrators may want to restrict the ability of users to merge records. For more
information on how to limit the merge function by role, see the help topic Duplicate
Record Management Permission.
Email Address
If you identify duplicates based on matching email address, you can set duplicate criteria on
Email (full) to identify duplicates only if the full email addresses of two records match exactly.
If you set duplicate criteria based on Email (domain only), the domain names listed below
are not considered when searching for similar information to prevent false matches for email
addresses. It is possible to add or remove a domain from the default list in the Excluded
Domains Tab in the Set Up Duplicate Detection Form located at Setup > Company > Duplicate
Detection.
adelphia.net
altavista.com
ameritech.net
NetSuite Basics
aol.com
attbi.net
att.net
bellsouth.net
bigfoot.com
comcast.net
cox.net
earthlink.com
excite.com
gmail.com
home.com
hotmail.com
ix.netcom.com
juno.com
lycos.com
mail.com
mindspring.com
msn.com
netscape.net
netzero.com
pacbell.net
prodigy.net
qwest.net
sbcglobal.net
swbell.net
sympatico.ca
verizon.net
worldnet.att.net
yahoo.com
yahoo.co.uk
NetSuite Basics
Note: Potential duplicate results are determined differently when using the email address
from a customer record instead of a contact record. Customer records are flagged
as potential duplicates when the domain name portion of the address matches,
as long as the domain name is not listed above. Contact records are only flagged
as duplicates if the entire email address matches. This difference prevents false
potential duplicate results that occur when multiple contact records from one
company use the same domain name in their email addresses.
Phone Number
When searching the phone number field for duplicates, all prefixes and extensions will be
excluded so that only the 9 digit or 6 digit numbers are considered. If two matching phone
numbers are compared, one with an area code and one without, they will not be detected as
duplicates.
Address
Addresses will be considered potential duplicates based on the street number and name. Similar
numbers with a street name match will be considered potential duplicates, for example.
The following words or symbols are not considered when searching for potential duplicates in
the Address field:
Street/St.
Avenue/Ave.
Court/Ct.
Suite/Ste.
Apartment/Apt.
#
Lane/Ln.
Highway/Hwy.
Road/Rd.
West/W.
North/N.
East/E.
South/S.
NW
SW
SE
NetSuite Basics
NetSuite Basics
Note: Be aware that you can not create a static group with more than 10,000
members. For groups larger than 10,000, you must create a dynamic group.
You can create a group of contacts as a dynamic group or a static group. See Creating a Contact
Group.
2.
NetSuite Basics
3.
Choose the kind of members you would like this group to contain.
4.
Click Continue.
5.
6.
7.
If the owner of this group is someone else, select that person in the Owner field.
(Optional) If this group shares an email alias, enter the email address in the Email field.
9.
(Optional) Enter other information about this group in the Comments field.
10.
(Optional) Check the Private box if you want only members of this group to be able to see
this group and its membership.
11.
(Optional) If you want to restrict access to this group to members of another group, select
the group in the Restrict To field.
Note: Restricted groups cannot be marked private. Restricted groups can only be
used by members of the group you select in the Restrict To field.
12.
Click Save.
Now, every time a record of this type is created, it is added to this group if it matches the
criteria in the saved search.
Note: When you publish a tab or category to a dynamic group using the Audience subtab
of the tab or category record, the tab or category's audience is updated nightly
based on the criteria for the group.
NetSuite Basics
You can add or remove members from a static group at any time.
Note: You can not create a static group with more than 10,000 members. For groups larger
than 10,000, you must create a dynamic group.
1. Go to Customers > Relationships > Groups > New.
2. On the Create Group page, choose Static.
3. Choose the kind of members you would like this group to contain.
4. Click Continue.
5. Enter a name for this group.
6. (Optional) If the owner of this group is someone else, select that person in the Owner
field.
Note: Only the owner can add and remove members or delete this group.
7. (Optional) If this group shares an email alias, enter the email address in the Email field.
8. (Optional) Enter other information about this group in the Comments field.
9. (Optional) Check the Private box if you want only members of this group to be able to
see this group and its membership.
10. (Optional) If you want to restrict access to this group to members of another group,
select the group in the Restrict To field.
Note: Restricted groups cannot be marked private. Restricted groups can only be
used by members of the group you select in the Restrict To field.
11. If you are creating an employee group, the following fields are available:
Support Group Check this box to mark this group a support group.
On case records, support groups are listed in the Assigned To field. When you
assign a case territory, support groups are listed in the Support Rep. field.
Product Team Check this box to mark this group as a product team.
Product team groups can be selected in the Product Team field on issues. Product
teams designate who is responsible for resolving an issue. Members of this team are
emailed when an issue is first entered so that everyone is aware of the problem.
Functional Team Check this box to mark this group as a functional team.
Functional teams can be emailed copies of the issue from the Communication
subtab on issue records. You may want to check this box for all product team
groups and then create additional function team groups for other teams you want to
email.
NetSuite Basics
Issue Role Select a role that corresponds to the role of this group's members, and
this group can be assigned to issues.
12. On the Members subtab, do one of the following:
To add individual members, enter part of a member's name in the Name column,
and press Tab. Select a member, and click Add. Repeat these steps for each member.
Click Add Multiple, and hold CTRL to select more than one member from the list.
Click Add With Search to enter search criteria for the members you want to add.
You can use more than one of these methods to add members to the same group. For
example, you can select a few members individually and then add all the members that
meet search criteria.
Depending on the kind of group you are creating, you can use joined searches to
generate your results. For example, if you are creating a customer group, you can use a
transaction search to give you the desired results. If you are creating a contact group, you
can search for vendors that meet the criteria.
13. Click Save.
Note: To access a Groups calendar, use the dropdown menu below the date selector on
the calendar portlet.
To add a member to this group, open the group record. On the Members subtab, use one of the
methods in step 11 to add a member.
To remove a member from this group, open the group record. On the Members subtab, click
the name of a member, and click Remove.
NetSuite Basics
2.
Select Static.
3.
4.
5.
6.
7.
Enter criteria for the records whose contacts you want to create a group from.
8.
9.
10.
11.
12.
13.
If you want to remove any of the contacts from the group, choose the contact name and
click Remove.
14.
Click Save.
NetSuite Basics
Go to Lists > Relationships > Groups > New, and choose Dynamic, and choose Dynamic.
2.
3.
Click Continue.
4.
5.
In the Saved Search field, select the saved search you created.
6.
Click Save.
NetSuite Basics
Exporting Lists
You can export NetSuite lists as files that you can open in external applications. In the footer of
a list page, you can:
Click Export - CSV to export results to a .csv file.
Click Export - PDF to export results to a .pdf file.
Click Export - Microsoft Excel to export results to an .xls file.
NetSuite Basics
For results exported to a .csv or .xls file, you have the option of saving the file or opening it
for immediate viewing in Microsoft Excel. For results exported to a .pdf file, the file opens
immediately.
You can preserve the relational aspects of exported data by including the Internal ID as a results
column in the list to be exported.
Each export format has certain advantages and limitations. It is recommended that you become
familiar with the limitations before selecting a preferred format. Choosing the wrong format
can affect data accuracy and report readability. For details on all export formats and their
limitation see Comparing Export Formats.
Use the Edit switch at the top of the page to turn on inline editing. When editing is off, the
switch displays an x.
NetSuite Basics
The list page refreshes to display a pencil icon in each column header that contains
editable fields.
Important: Each column displaying a pencil icon in the header may include some
field values that are not available for the inline editing due to data
validation that prevents editing generally. The pencil icon does not
mean that you can use inline editing for every field in the column.
2.
3.
NetSuite Basics
Press Esc when you are done editing a field to save the new value and close the field.
You can also use the following tools to increase your data entry performance when inline
editing is enabled:
Edit the same field on multiple records by pressing Ctrl and holding it as you select
multiple fields.
Click Add above the list to open a Quick Add popup window for the current record type.
Click the icon in the New column to open menu of related records. Select a option to
create the new record on a separate page.
If you change many field values in one session using inline editing, NetSuite may have to update
multiple records simultaneously. In this case, you may receive the following message: Too
many inline edits. Please wait a few seconds and try the edit again. You should be able to
complete your most recent edit after a brief wait.
NetSuite Basics
that you can use to enable or disable the Edit feature for specific portlets. See the help topic
Displaying Saved Search Results in Dashboard Portlets.
You can also create a Recent Records portlet on your dashboard to show the last ten
records you viewed or edited. Click Personalize Dashboard (under the tabs at the top of your
dashboard) and then select Recent Records in the Add Content panel.
The difference between using the Recent Records menu and the Recent Records portlet is that
the portlet displays a constant list of recent records on the dashboard. The menu only displays
recent records on demand, when you click or hover over the icon.
NetSuite Basics
Sublist View
List View
The list view is displayed when you go to the NetSuite tab that lists the record you want, and
click the task link for that type of record. You can customize this view by changing the fields
that display on the list page. A customized view is based on a custom search that you create for
that record type.
To customize a list view, click Customize View or Edit View. Note that the Edit View button
only displays when the list view has already been customized. For more information, see
Customizing List Views.
Sublist View
Most records include subtabs that display additional fields or lists of other records. You can
create a separate customized sublist view that displays different data than a list view. For more
information, see Customizing Sublist Views.
Dashboard View
You may choose to display a list of records in a portlet on your dashboard. NetSuite enables you
to create a separate customized view for list portlets on your dashboard. For more information,
see Customizing Dashboard Views.
NetSuite Basics
Note: Your existing list, sublist, and dashboard views may be based on preferred view
settings specified by your administrator or by another user with Publish Search
permission, rather than on system-defined defaults. For information about how
preferred view settings are defined, see the help topic Using a Saved Search as a
View.
On the list page you want to customize, click Customize View or Edit View.
If the list view of this record type has not been previously customized, the Customize
View button displays; if it has, the Edit Viewbutton displays. For example, Lists >
Relattionships > Customers takes you to this page that has Customize View button.
Clicking Customize View takes you to the page to customize the view.
NetSuite Basics
2.
In the Search Title field, enter a different name for your custom view, if desired.
Default search title is Custom <record type> <selected view> View, for example, Custom
Customer General View.
3.
4.
5.
When you have finished making changes, click Save. This customized view is now used for
the selected record type's list page.
Note that you also can do the following:
NetSuite Basics
Click More Options to display a full saved search definition page, where you can
edit other options, such as filter criteria. (Note that if you make changes to other
options on this page, these settings are preserved when you return to the simple
customization page, even though they are no longer visible.)
Click Cancel to return to the list page, with no changes.
Click Restore Defaults to return to the list page that uses your previously defined
preferred search settings, if any, or system-defined defaults. (Note that this button
only displays after you have customized the list view.)
Note: If an existing saved search has been made available as a sublist view, you can select
that search to customize your subtab view, instead of creating a new one. These
searches are available from a View dropdown. See Selecting an Existing Saved
Search as a Custom View.
NetSuite Basics
2.
In the Search Title field, you can enter a different name for your custom view.
Default search title is Custom <main record type> <sub record type> Sublist View, for
example, Custom Item Transaction Sublist View.
3.
4.
5.
6.
When you have finished making changes, click Save. This customized view is now used for
the selected record type's sublist.
Note that you also can do the following:
Click More Options to display a full saved search definition page, where you can
edit other options. (Note that if you make changes to other options on this page,
these settings are preserved when you return to the simple customization page, even
though they are no longer visible.)
Click Cancel to return to the record that includes the sublist, with no changes.
Click Restore Defaults to return to the sublist that uses your previously defined
preferred search settings, if any, or system-defined defaults. (Note that this button
only displays after you have customized the sublist view.)
NetSuite Basics
Note: If an existing saved search has been made available as a dashboard view, you can
select that search to customize your dashboard view, instead of creating a new one.
These searches are available from a View dropdown. See Selecting an Existing Saved
Search as a Custom View.
In the List portlet displaying the dashboard list you want to customize, click the
Customize View or Edit View link.
If the dashboard view of this record type has not been previously customized, the
Customize View link displays; if it has, the Edit View link displays.
2.
In the Search Title field, enter a different name for your custom view, if desired.
Default search title is Custom <record type> Basic View, for example, Custom Item Basic
View.
3.
4.
5.
When you have finished making changes, click Save. This customized view is now used to
display the selected record type in List portlets.
Note that you also can do the following:
Click More Options to display a full saved search definition page, where you can
edit other options, such as filter criteria. (Note that if you make changes to other
options on this page, these settings are preserved when you return to the simple
customization page, even though they are no longer visible.)
Click Cancel to return to the page displaying the List portlet, with no changes.
Click Restore Defaults to return to the page with the List portlet that uses your
previously defined preferred search settings, if any, or system-defined defaults. (Note
that this button only displays after you have customized the list view.)
For information about how saved searches are set to be available as custom views, see the help
topic Using a Saved Search as a View.
Important: If the Use Expressions option is enabled for a search, editing is disabled in
list, dashboard, and sublist views based on the search. If you want editing to
be available for a view, ensure that the Use Expressions box on the Criteria
subtab is not checked for the search that filters view results. See the help
topic Using And/Or Expressions in Search Criteria.
NetSuite Basics
You must set preferences before you start using your calendar, and working with activity
records in NetSuite. For more information, see Setting Preferences for Activities.
Read Using Your Calendar to learn how to set preferences for sharing your calendar with others
in your organization, and how to synchronize your calendar using NetSuite for Outlook.
You can set up a number of calendar portlets on your activities page to display combinations of
personal, group or team calendars. These portlets act independently of each other, so you can
also display a variety of time frames for the same calendar. For example, you may set a monthly
overview portlet on the left of your screen and in the center, a weekly view. See the help topic
Setting Up Calendar Portlets
When you use the Time Tracking for CRM feature, you can track time on tasks, phone calls,
events and cases. Tracking time on these activities can help you become more aware of how
much time is spent on certain projects.
Note: Time Tracking or Timesheets is also required for Time Tracking for CRM.
The topics below provide more information about working with your calendar and activities:
Working with Events describes how to create and edit events, as well as how to track time
on event records.
NetSuite Basics
Working with CRM Tasks describes how to create CRM tasks and Project tasks, as well as
how to track time on CRM tasks.
Working with Phone Calls describes how to schedule phone calls, track time on phone
calls, and use telephony with NetSuite.
Read the following topics for information about how to set up and use your NetSuite calendar:
Setting Your Calendar Time Zone describes how to share events and meetings with your
co-workers across the country or around the world.
Setting Calendar Preferences describes how to make appointments visible on your
calendar and how to share your calendar with other NetSuite users in your organization.
Navigating Your Calendar describes how to best navigate the calendar page.
Synchronizing Your Calendar describes how to use the NetSuite for Outlook client for
viewing your appointments and making changes to your schedule without logging in
to NetSuite. You must use the Outlook Integration feature, to take advantage of this
functionality.
NetSuite Basics
2.
On the General subtab, in the Time Zone field, select your time zone
3.
Click Save.
2.
In the page header, click Calendar Preferences to view the Personal Calendar Setup page.
3.
4.
Use the Sharing field to set preferences for access to your calendar. Note that you can
choose a different Event Access setting on individual event records.
Public This gives everyone in your company access to your calendar.
Private This restricts everyone in your company from seeing your calendar.
NetSuite Basics
Defined Below This allows you to select who can view and schedule appointments
on your calendar using the Calendar Access subtab. For details, see Calendar Access.
5.
If you choose Defined Below in the Sharing field, click the Calendar Access subtab to
select the names of people you want to have access to your calendar.
6.
Click Preferences to choose a default view for your calendar, set your time preferences,
and enable sharing with iCal-compatible devices and applications. For details, see
Preferences.
7.
Calendar Access
Use the Calendar Access subtab to define how your events appear when others in your NetSuite
account view your calendar.
1. In the Grant Access to column, select who should have access to your calendar. Note
that only NetSuite users with login access to your account appear in this list.
2. In the Access Level column, choose one of the following access levels:
View This person can see events you mark public and busy times for events you
mark busy.
Edit This person can see, change and remove events you mark public and see
busy times for events you mark busy. They cannot delete events on your calendar.
Full This person has view and edit access to public events on your calendar.
Those with Full access can delete events on your calendar.
To grant access to your private events, check the Can Access Private Events box for
the selected NetSuite user.
3. Click Add.
Note: Administrators are able to view or edit, including delete, any task, event or
call, even if it is not assigned to them and regardless of the event access
settings.
Preferences
The options on the Preferences subtab determine how the calendar displays when you are
logged in to NetSuite. You can choose a daily, weekly, or monthly view, and designate a start
and end time for your calendar day.
1. In the Default View field, choose to display your calendar in a daily, weekly or monthly
format.
NetSuite Basics
You can always change the view on the calendar by clicking Day, Week or Month in the
calendar.
2. In the Daily section, in the Start Time field, select the time your calendar day begins.
3. In the End Time field, select the time your calendar day ends.
These can be the start and end of the work day.
4. In the Time Increments field, select how you want to display time on your calendar's
daily view.
5. Under Calendar Sharing, check the Public Calendar box if you want to share your
public calendar with iCal-compatible devices and applications.
Checking this box generates a URL that you can use to view all public events on your
NetSuite calendar.
6. Check the Private Calendar box if you want to share all of your calendar events
(including private events and those shown as busy) with iCal-compatible devices and
applications.
Checking this box generates a URL that you can use to view all private and public events
on your NetSuite calendar.
Note: These options only allow you to view calendar events in an iCal application.
You cannot update or edit NetSuite events from other devices. This
is supported on iOS devices using iOS version 7.1.0 or later. For more
information, see Sharing Your Calendar with iCal-Compatible Devices and
Applications.
Now you can begin using your calendar. When you or others go to your calendar, your calendar
appears according to your settings on the Preferences subtab.
Additional setup preferences are available for each calendar portlet. For details, see the help
topic Setting Up Calendar Portlets.
NetSuite Basics
2.
3.
Under Calendar Sharing, check the Public Calendar box if you want to share the events
on your calendar that are public.
4.
Check the Private Calendar box if you want to share all of your calendar events.
5.
Click Save.
When you check these boxes, URLs are automatically generated. You can distribute these URLs
to anyone you want to share your calendars with. You can reset these URLs at any time if you
want to require the use of a new URL to view your calendar. After resetting these URLs, you
must communicate the new URLs to those youd like to share your calendar with.
Just as with any Internet calendar, reminder settings on events are not supported for Google
Calendar and Outlook, but they are supported on iOS devices (using iOS version 7.1.0 or later).
Note: Google Calendar refreshes events from Internet calendars approximately every 24
hours. If you would like to update your calendar more frequently, you can use other
Internet calendar applications.
2.
Open the options next to Other calendars, and click Add by URL.
NetSuite Basics
3.
4.
Microsoft Outlook
To view NetSuite events in Microsoft Outlook, you can use NetSuite for Outlook Overview, or
you can add it as an Internet calendar.
2.
3.
NetSuite Basics
4.
5.
Click OK.
iOS Devices
To view your NetSuite calendar on an iOS device, you can use NetSuite for iPhone, or you can
add it as an subscribed calendar. For more information on NetSuite for iPhone, see the help
topic NetSuite for iPhone.
Note: This is supported on iOS devices using iOS version 7.1.0 or later.
2.
3.
Tap Other.
4.
5.
In the Server field, paste the URL generated on the Calendar Preferences page in NetSuite.
Important: Do not enter your NetSuite user name and password. This is not required
to view your NetSuite calendar on your iOS device.
6.
Click Next.
NetSuite Basics
The figure above illustrates actions you can complete with the calendar. Both calendars are
calendar portlets, but one is set to Monthly view in the narrow dashboard column, and the
other is a daily view in the wide column. The numbered options below correspond with the
numbers in the figure above:
1
Click Today to highlight todays date. The same button In daily view in the wide column displays all events scheduled for today.
Click the arrows at the top of a calendar to view the next or previous increment of the view. For example, the arrows in the narrow calendar move through the months. In the wide calendar the arrow move through the days.
Click Print in the portlet menu to print the events listed in the center of the page. Click the
Select a calendar from the dropdown list. You can see only calendars and calendar entries that have been shared with you or made public.
Click Daily, Weekly, or Monthly to change the calendar view. In the narrow calendar, these options are included in a dropdown list instead of buttons.
In daily view, click a time to open a popup and create a new Event, Call, or Task.
When you click a day in weekly view, the calendar changes to daily so that you can create a new entry. In monthly view, the behavior when you click a day depends upon whether the calendar is narrow or wide. In narrow calendars, the view changes to daily. In wide calendars, the Create New
popup opens.
7
Calendar Colors
Colors denote the status of your events.
Solid green shows an event you have accepted.
NetSuite Basics
Thin diagonal green lines show an event to you have tentatively accepted.
Gray shows an event to which you have not yet responded.
White indicates a calendar entry that is not an event.
If you decline an event or an event is canceled, it does not show on your calendar.
2.
Click the Personalize link in the upper right of the page. The Personalize Dashboard
palette opens at the top of the page.
3.
4.
NetSuite Basics
Read the topics below to learn more about working with events:
Scheduling Events describes how to create new event records and how to use the
Scheduler portlet to schedule events.
Sending Event Invitations describes how to send an email invitation with details about the
event, including the date, time and location.
Setting Up Recurring Events describes how to create a record for an event that occurs on a
regular basis, such as a weekly or monthly meeting.
Using Resource Records on Events describes how to use event records to reserve certain
resources, such as a conference room, or a speaker phone.
Tracking Time for Events describes how to keep track of time spent on events for
reporting purposes and billing. Note that you can only track time on events if you use the
Tracking Time for CRM feature.
Responding to Event Invitations describes how to accept, decline, or mark an event
invitation as tentative.
Setting Up Event Reminders describes the different types of event reminders and how to
set them up when you edit an event record, or respond to an event invitation via email.
Canceling or Deleting Events describes the difference between canceling and deleting
events, as well as how to cancel one-time and recurring events.
NetSuite Basics
Sharing Your Calendar with iCal-Compatible Devices and Applications explains how to
share your NetSuite calendar with Outlook, iOS devices, and Android devices.
Scheduling Events
You can schedule an event through an event record or by using the Scheduler portlet. The
Scheduler is convenient when organizing an event for a group. You can click the link to the
event on your calendar to make changes if necessary.
For more information about scheduling events, see the following:
To understand how to enter information on an event record, read Creating a New Event
Record.
To learn an easy way to invite a group of people to an event, read Using the Event
Scheduler Portlet.
To find out about keyboard shortcuts, managing conflicting events, and marking events as
private, see Event Scheduling Notes.
To add a resource to an event, read Using Resource Records on Events.
To learn how to cancel an event, or how to remove it from your calendar, read Canceling
or Deleting Events.
Note: Administrators are able to view or edit, including delete, any task, event or call, even
if it is not assigned to them and regardless of the event access settings.
2.
NetSuite Basics
2. In the Title field, enter the subject or title for this event.
3. Fill in the Location field, and select the date of this event.
4. Select whether the status of the event is Confirmed, Tentative or Canceled.
5. In the Event Access field, select how you want this event to appear on your
calendar.
Public This event and its information appear to everyone with access to the
calendar.
Private This event appears only to you and to invitees with access to the
calendar. For more information, see Event Scheduling Notes.
Show as Busy This event appears as a busy time slot to everyone with access
to the calendar. No other information about this event is displayed.
6. In the Organizer field, select the person who is organizing this event. The event
organizer is automatically set as an accepted attendee for this event.
3.
4.
On the Message subtab, enter the message you want to show in the email invitation that is
sent to attendees and is shown on the event record.
5.
6.
In the Send Invitation To column, select a name from the list. For more information, see
Sending Event Invitations.
NetSuite Basics
7.
8.
Click Add.
9.
10.
On the Resources subtab, you can reserve the necessary resources for this event such
as a conference room or presentation materials. For more information, see Reserving
Resources for Events.
The availability of those individuals and materials you have selected on the Attendees or
Resources subtabs shows on the Availability subtab.
Click the arrows next to the date to view the availability on other days. The window of
time shown on this subtab is the same as the Daily start and end times set in your calendar
preferences.
11.
Click the Recurrence subtab if the event is part of a series of events. For more
information, see Setting Up Recurring Events.
12.
When you have finished entering all of the information for this event, click Save.
NetSuite Basics
2.
From the View Group list, select the group for which you want to schedule an event.
3.
4.
5.
Drag the slider bars, under the time, to set the duration of the event.
6.
Clear the boxes next to the group members you do not want to invite to the event.
The organizer is not invited to the event by default.
7.
Click Add Invitees or Add Resources to include people or resources that are not a part of
the group you selected.
8.
9.
10.
Click Save.
NetSuite Basics
Note: Only the owner of a private event can delete it. Even those with the Administrator
role cannot delete private events from another user's calendar. These events must
be deleted through the Delete Events mass update. See the help topic Mass Deleting
an Employee's Events.
2.
In the Send Invitation to column, select the name of the person or group you are inviting
to this event.
The Availability field is automatically filled by NetSuite. When those invited are not in
your company, this field always says Available.
If the person or group is in your company, their availability depends on whether they have
conflicting events in their NetSuite calendars. You can view availability on the Availability
subtab.
The Response column defaults to the status No Response when you add an invitee.
When those invited receive the invitation to the event, they can accept, decline, or
tentatively accept the invitation. Their status displays here, on the event record. For more
information, see Responding to Event Invitations.
NetSuite Basics
3.
In the Email column, check the box next to each person to whom you want to send an
email invitation.
Check the Notify Attendees by Email box to send email to attendees in the list based
on your preference for sending invitation email. For more information, see Setting
Preferences for Activities.
4.
5.
Click Add.
6.
Repeat these steps for each person or group you want to invite.
7.
When you have added everyone you want to invite, click the Availability subtab to see if
they are all available at this time, or click Save if you are finished with this event.
You can restrict the contacts that appear in the Send Invitation To column by setting the
Restrict Invitees to Employees preference on the Activities subtab at Home > Set Preferences. If
you check this box, only employees appear in the Send Invitation To column.
2.
NetSuite Basics
3.
In the End By field, set the date this event stops recurring.
4.
5.
If you need resource materials for this event, click the Resources subtab. For more
information, see Using Resource Records on Events.
6.
Note: If you change your time zone preference at Home > Set Preferences > Activities and
then edit an event created in your original time zone, you may need to review the
recurrence settings for that event to ensure they are set properly before saving your
changes.
Creating a Resource
When you create a resource record, you are also creating a calendar associated with the
resource. If the resource is public, then any NetSuite user in your account can select the
resource on the calendar page and see when the resource is booked for a given day, week, or
month.
2.
In the Name field, enter a name for this resource. This name appears in the list on the
Resources subtab of event records.
NetSuite Basics
3.
The Owner field displays your name by default as the creator of this resource record. You
can select another user to be responsible for this resource record.
4.
5.
Check the Private box if you only want the owner to be able to view the resource calendar.
6.
The Title field displays the name of the resource. You can edit this field to have a different
title.
7.
In the Daily Start Time and Daily End Time fields, select the time this calendar day
begins and ends.
This can be the start and end of the work day, or any time you want to see events on this
resource calendar.
8.
Click Save.
Now you can reserve this resource when you schedule events. For more information, see
Reserving Resources for Events.
Make changes to the resource record and its calendar preferences by going to Activities > Setup
> Resources, and clicking Edit next to a resource.
The following fields display on the Calendar Preferences subtab of the Resource record:
NetSuite Basics
Title The resource name entered in the Name field appears here as the name of the
calendar.
Daily Start Time and Daily End Time Select the time that this calendar should begin
showing events, and the time when this calendar should stop showing events.
Default View Choose to display this calendar in a daily, weekly or monthly format.
Daily Time Increments Select the increments of time for this calendar's daily view.
Sharing Choose a level of access for this calendar. Note that you can still specify on
event records how you want events to appear on this calendar.
Public This gives everyone in your company access to this calendar.
Defined Below This restricts everyone in your company from seeing this calendar
except the people you select in the section below.
Give certain individuals access to this calendar by selecting a name in the User
column. Only NetSuite users with login access appear in this list.
In the Access Level column, choose the level of access for each person who is allowed
to see this calendar:
None This person cannot access this calendar.
View This person can see events marked public and busy times for events
marked busy.
Edit This person can see, change and remove events marked public and see
busy times for events marked busy.
Full This person has complete access for viewing and editing this calendar.
Note: Private events are not shown even to those with access to this resource calendar.
To grant access to private events, check the Can Access Private Events box for the
selected user.
2.
In the Resource column, select the resource you need to reserve. The resource availability
for the time of this event shows in the Availability column.
3.
Click Add.
NetSuite Basics
You can view the availability of the resource for other times on the Availability subtab
after you have added the resource.
Important: Time Tracking or Timesheets is also required for Time Tracking for CRM.
2.
On the Events list, click the event for which you want to track time.
3.
Note: If any case, task, or event record has more than 9500 time entries to display
on the Time Tracking subtab, all events display a static list of time entries. You
cannot edit entries directly from the list.
4.
Click New Time if you use Time Tracking or Enter Time if you use Timesheets.
A new time transaction window opens.
5.
Your name is selected in the Employee field by default. Other employees, as well as
vendors, can be selected here.
6.
7.
If you checked the Billable box, you can now bill this customer for this time on the Billable
Time subtab when you create an invoice. View reports for time spent on cases, tasks and events
on the Reports tab, under the Project/Time Tracking heading.
All employee names are listed on the Time subtab by default.
NetSuite Basics
Note: To display the Calendar or Reminders portlet on your home page, click the
Personalize link at the top of the Home page, and then select Calendar or
Reminders from the Standard Content panel.
Listed below are the available responses for an event invitation:
Quick Accept Accept the event without responding to the event organizer or setting a
reminder. For more information, see Quickly Accepting Event Invitations.
Accept Agree to go to the event. With this option you have the option to send an email
response to the event organizer.
Tentative Wait to respond to this event.
Decline Defer from going to this event. With this option you also have the option to
send an email response to the event organizer.
NetSuite Basics
If the status for an event is Declined, the event is removed from your calendar.
Decline This Date Decline only this occurrence of a recurring event.
Unless you click Quick Accept in NetSuite, when you respond to the event, a popup window
opens. Here, you can email your response to the event organizer, and set your personal
reminder for this event. For more information, see Setting Up Event Reminders.
If you choose not to send an email when you respond to the event invitation, the event
organizer can still see the status for each invitee on the event record. People with permission to
see the event's record can also see the status of those invited.
To set default preferences for events, see Setting Preferences for Activities.
NetSuite Basics
When you are logged in to NetSuite with your default role, the preference you set for Default
Reminder Type determines the type of reminder you receive for events. If you are not logged in
with your default role, then the type of reminder you receive is determined by a company-wide
preference set by an account administrator. For more information, see Setting Preferences for
Activities.
You set event reminders when you create or edit an event, or when you accept or tentatively
accept an event invitation. For instructions, see the following help topics:
Setting Up Event Reminders when Creating or Editing Events
Setting Up Event Reminders when Responding to Event Invitations
2.
3.
In the Reminder field, select the amount of time in advance of the event that you would
like to be reminded.
4.
5.
Click Save.
Note: If you select None in either the Reminder field or the Reminder Type field, you will
not receive a reminder.
NetSuite Basics
2.
On the Home page, click the link in the Calendar portlet to respond to the event
invitation.
The event record appears in view mode with buttons to respond to the invitation.
For a complete list of ways in which to respond to an event invitation, see Responding to
Event Invitations.
3.
Click Accept to accept the invitation, or click Tentative to tentatively accept the invitation.
A window pops up where you can choose to email the event organizer and set your
reminder for the event.
4.
Choose whether to send the event organizer an email including your response. If you
decide to email the organizer, you can add your own message to the email.
5.
In the Reminder field, select the amount of time before the event's start time that you
want to receive a popup or email reminder.
6.
In the Reminder Type field, select which kind of reminder you want to receive: popup,
email or none.
Note: If you select None in either the Reminder field or the Reminder Type field, you
will not receive a reminder.
7.
Click OK.
Your event now shows on your calendar with a reminder icon. Note that if you decline an event
invitation, you are not given the option to set a reminder. The event does not show on your
calendar.
Note: To edit events from the calendar, you must have checked the Edit Activities from
Calendar box on the Activities subtab at Home > Set Preferences.
For more information, see the following:
NetSuite Basics
Canceling Events
Deleting an Event
Mass Deleting an Employee's Events
Canceling Events
You can cancel an event from the Events list or from your calendar. Only an event's organizer
can cancel or delete an event.
To cancel an event:
1.
2.
If the event is recurring, select Open this occurrence or Open the series in the popup.
3.
4.
5.
On the Attendees subtab, check the Notify Attendees by Email box to update everyone
invited about the status of the event.
6.
Click Save.
If you do not need to notify those invited and want to remove the event from your Events list,
you can simply delete the event. For more information, see Deleting an Event.
Deleting an Event
You must be the organizer to delete an event. Note that when you delete an event, the attendees
are not notified, and the event is removed from the calendar.
To delete an event:
1.
2.
If the event is recurring, select Open this occurrence or Open the series in the popup.
3.
On the event record, click Edit or Edit This Date for a single instance of a recurring event.
4.
NetSuite Basics
CRM Tasks
You can create a task record and assign it to an employee for completion or create a task, and
then assign it to yourself as a reminder.
Each record contains details about the work that needs to be completed. A task shows on your
list of tasks until you mark it Completed, or you delete it. For more information, see Creating
CRM Task Records.
You can also assign tasks to partners. Go to Lists > Partners, click the partner record you want
to work with, and then check the Assign Tasks box on the partner's record. The Assign Tasks
box appears only if your administrator has enabled the company general preference Assign
Tasks to Partners.
If your administrator has enabled the Time Tracking for CRM feature, you can tack time of
tasks records to help you manage your time. For more information, see Tracking Time on CRM
Tasks.
NetSuite Basics
CRM tasks may be associated with a project but are not considered part of the project's
schedule unless they are explicitly included using the Include CRM Tasks in Project Totals
check box. For more information, see the help topic Including CRM Tasks in Project Totals.
For information about displaying CRM Tasks and Project Tasks on your dashboard, see Tasks
and Project Tasks Portlets on Your Dashboard.
Project Tasks
Use project task records instead of CRM task records to track information for projects. For
more information, see the help topic Setting Up Advanced Projects.
You can create a project task record only if you use the Project Management feature. Each
project task represents an individual work item that must be completed to finish a project, and
can only be created on a project record. Project tasks are used to facilitate project planning.
2.
NetSuite Basics
Note: Use the Availability subtab to view when the person assigned to the
task is available.
In the Reminder Type field, select a type of reminder for scheduled tasks that
appear on the calendar:
None No reminder is triggered.
Email An email reminder is sent to the email address on the employee record
for the person selected in the Assigned To field.
Popup A popup reminder opens when the person assigned to this task is
logged in to NetSuite.
In the Reminder field, select a time before the task begins when you want to see
the reminder.
NetSuite Basics
Note: You must select both a Reminder Type and a Reminder time to
trigger the reminder. The person assigned to this task can edit the
task record to change the reminder settings.
4.
5.
You can change or update information for existing tasks by clicking Edit next to a task from the
tasks list.
NetSuite Basics
As you work on your tasks or complete them, update the status of the tasks. If the tasks are
not marked private, others can see your progress and know what you are working on. This
facilitates communication between departments within your company.
Click Edit next to an existing task record on the Tasks list at Activities > Scheduling >
Tasks. For more information, see Creating CRM Task Records.
2.
Note: If any case, task, or event record has more than 9500 time entries to display on
the Time Tracking subtab, all CRM tasks display a static list of time entries. You
cannot edit entries directly from the list.
Note: If you use the Project Management feature, you can include CRM tasks in
project totals. Note, however, that you must use project task records to track
tasks associated with specific projects.
The fields below display on the Time Tracking subtab only when you use the Project
Management feature.
Initial Time Budget Enter your first estimate of the time this task requires. Later
you can increase or decrease your time estimate in the Current Time Budget field.
By maintaining an initial time estimate in this field, you can compare your initial
estimate to your current estimate. If you entered a time estimate on a project task
template, that amount shows in this field.
Current Time Budget If your estimate of the time required by this task increases or
decreases from your original estimate, enter the revised estimate in this field.
NetSuite Basics
Actual Time This field shows the total amount of time entered against this task.
Time Remaining This field shows the estimated remaining amount of time for this
task. Time remaining is calculated as (Initial Time Budget - Actual Time).
If you have entered a Current Time Budget amount to update your initial time
budget, then the time remaining for the task is calculated as (Current Time Budget Actual Time).
Percent Time Complete This field shows the calculated total of work that has been
completed to date in percent format. The percent complete is calculated as (Actual
Time * 100%) / Initial Time Budget.
If you have entered a Current Time Budget amount, then the percent complete is
calculated as follows (Actual Time * 100%) / Current Time Budget.
Percent Complete Enter an estimate of how much of the total amount of work for
this task is already completed. For example, if half the work toward completion is
done, enter 50%. The percentage you enter in this field overrides the auto-calculated
figure in the Percent Time Complete field and is used for task calculations.
3.
Click New Time if you use Time Tracking or Enter Time if you use Timesheets. A popup
window opens with a new time entry form or the current timesheet.
4.
Your name appears in the Employee field. Depending on your role access, you can select
another employee if you are entering time for someone else.
5.
6.
Repeat this process to track time for additional customers or employees for this task.
7.
Click Save.
You can view employee time on the Reports page under the Time & Billables heading.
NetSuite Basics
If you use the Inline Editing feature, you can change a task's status to Completed in the Tasks
portlet. Changes made to a task in the portlet are automatically changed on the task record. You
can also click Edit next to a task in the Tasks portlet to update the information on a task record.
For more information, see Using Inline Editing.
By default, the Tasks portlet displays each task's due date, title, company involved, priority, and
status. To change the displayed fields, click Customize View on the portlet menu, or choose
from the View field if available.
You can also:
Choose an option in the Quick Sort field to change the order in which tasks appear.
Click New Task on the portlet menu to enter a new task record.
Click Set Up to set the number of tasks that show in the portlet.
Click the refresh icon
For information about working with CRM tasks, see Working with CRM Tasks.
NetSuite Basics
For information about working with project tasks, see the help topic Advanced Project Tasks.
For more information about working with phone calls, see the following:
Scheduling or Logging Phone Calls describes how to create phone call records in NetSuite.
Tracking Time on Phone Calls describes how to use phone call records in NetSuite to track
time spent on each call. Note that you must use the Time Tracking for CRM feature to take
advantage of this functionality.
Using Telephony Integration describes how to make outbound calls directly from records in
your NetSuite account.
NetSuite Basics
2.
If you have created a custom form you want to use for this record, select that form in the
Custom Form field.
3.
4.
In the Organizer field, select who is responsible for making the call. Your name appears
here by default.
5.
In the Phone Call Date field, enter the date the call is scheduled for.
6.
Check the Reserve Time box to schedule this phone call on the calendar.
If you want phone calls that do not reserve time on your calendar, check the Display Nonblocking Phone Calls in Calendar box on the Personal Calendar Preferences page at
Activities > Setup > Calendar Preference.
7.
If you are scheduling this call, select the Start Time and End Time.
NetSuite Basics
Use the Availability subtab to see when the organizer (you) and all added participants
with NetSuite records are available.
8.
In the Date Completed field, enter the actual date this call was completed if different from
the scheduled date.
9.
In the Phone Number field, you can enter the number dialed to make this call if it is
different from the number of the participant selected below.
10.
In the Status field, select whether this phone call is Scheduled or Completed.
11.
Check the Private Phone Call box to display this call only in your list of calls.
12.
13.
In the Reminder field, enter the time increment before the time set in the From field that a
reminder should be triggered.
You must also select a reminder type in order to set the reminder.
14.
In the Notes field, enter notes or a description of the content of the phone call.
15.
On the Related Info subtab, select a company if this call is related to a customer, vendor,
partner, or other name.
The Contact field lists the contacts for the entity you have selected.
16.
In the Contact field, select the contact with whom this call is associated.
17.
If this call pertains to a support case, select the case number in the Support Case field.
18.
19.
On the Participants subtab, you can add listings for those participating in the call.
Choices available from Participant dropdown. Available choices include employees,
customers, partners, vendors, and other names.
20.
21.
Click Save.
Your phone call is now documented. If the phone call was set as completed when it was created,
it remains in the tasks list until it is marked Completed.
NetSuite Basics
To mark a phone call Completed, go to Activities > Scheduling > Phone Calls, and click Edit
next to the phone call that has already been placed to open its record and change the status. If
inline editing is enabled, you can change the status directly in the list. For more information,
see Using Inline Editing.
Important: Time Tracking or Timesheets is also required for Time Tracking for CRM.
2.
Click New Phone Call to create a new phone call, or click Edit next to the call you want to
track time for.
3.
Note: If any case, task, or event record has more than 9500 time entries to display on
the Time Tracking subtab, all phone calls display a static list of time entries. You
cannot edit entries directly from the list.
4.
Click New Time if you use Time Tracking or Enter Time if you use Timesheets. A popup
window opens with a new time entry form or the current timesheet.
5.
Your name appears in the Employee field. Depending on your role access, you can select
another employee if you are entering time for someone else.
6.
7.
Repeat this process to track time for additional customers or employees for this call.
8.
When you have finished entering information for this call, click Save.
Employees must enter their time in the Employee Center even if they also track time on phone
calls.
NetSuite Basics
NetSuite Basics
Email sent from NetSuite uses one of the following as the From address:
if there is no from email address entered on the Set Preferences page, the employee's login
email address
When the recipient replies to the email message, this reply is sent to the email address used to
send the original message.
NetSuite Basics
On the record you want to send an email message from, click the Communication subtab.
2.
3.
On the Recipients subtab, select the contact you want to email in the Recipient field, or
enter an email address.
1. In the Copy Others column, select others you want to include in this message.
2. In the Email field, enter an email address if one does not exist.
3. Check the Cc box to copy this contact, or check the Bcc box to blind copy the
contact.
4. Click Add for each contact you want to copy.
4.
NetSuite Basics
For more information on creating email templates, see Creating New Email
Templates.
3. Check the Update box to update your template with any edits you make in the
Message field.
4. In the Subject field, enter a subject for this message. This field is mandatory.
5. Check the Request Read Receipt box to request read receipts from individual
recipients.
For more information on creating email templates, see Requesting Read Receipts.
6. Choose the template format you want to use for this message.
For more information, see Creating New Email Templates.
7. Use the Field Type field and the Insert Field to add field tags in your message.
8. In the Message field, enter your email message.
If you selected a template file, you can edit the message in this field.
5.
NetSuite Basics
Click Send, or if you use the Mail Merge feature, click Merge & Send.
If contacts for your customers, vendors or partners reply to the email you send from NetSuite,
that reply is both sent to the email address you log in with and automatically saved to the
Messages subtab of the contact record and customer, vendor or partner's record.
You can also save messages you receive. For example, if you receive a phone call from a
customer contact, you can record the message of the call on the customer's record. See the help
topic Saving Messages from Contacts for more information.
Note: If you use the UK Edition, in order to comply with UK law, your business address and
VAT number are included in the footer of all email you send to those outside of your
company. You can click View History to view all messages sent to and from contacts.
NetSuite Basics
Important: These messages are not saved in NetSuite, and you cannot receive replies to
these messages in NetSuite.
On the Lists tab, under the Relationships heading, select the type of record for the person
to whom you want to send an email (such as customer or vendor).
2.
If the email address is not already showing in the list, make a selection in the View filter
of the list to display a list with an Email column. (For example, the All view and the Basic
view include an Email column.)
3.
Click the Compose Email icon next to an email address. This opens a new message
window in your personal email account with the To field completed.
4.
Enter a subject and message text, and click Send. Then you can continue working in
NetSuite.
On the record, click the icon next to an email address for a contact. This opens a new
message window in your personal email account with the To field completed.
2.
Enter a subject and message text, and click Send. Then you can continue working in
NetSuite.
Emailing Transactions
Email is now the accepted method of sending transactions to customers for the vast majority
of users. NetSuite makes this process easy by allowing you to email the transaction directly
from the active screen. Theres no need to switch screens, add attachments and record the
transaction. NetSuite does this automatically and records the audit trail.
There are several ways to email a transaction.
Select Save & Email in the Save button dropdown.
NetSuite Basics
By default, clicking Save & Email immediately saves and emails the transaction to the
email address on the customer or vendor record (for customers or vendors of type
individual) or the primary contact's email address (for customers or vendor of type
company).
Click the Email button when viewing a transaction.
After saving a transaction, you are shown the transaction form in view mode. You can
click the Email button to email the transaction to the primary contact (for records of type
company) or the customer or vendor (for records of type individual).
If you want to modify the email before you send it, an administrator can go to Setup >
Company > Printing, Fax & Email Preferences.. On the Email subtab, enable the Use
Popup for Main Transaction Email Button preference. Leave this preference disabled if you
want to send email immediately upon clicking the Email button.
Check the To Be Emailed box.
When filling out the transaction form, click the Messages subtab. Check the To Be Emailed
box, and enter the email address you want to send the form to. Separate multiple email
addresses with semicolons.
Note: Transactional emails are not subject to monthly send limits i.e. you can send an
unlimited number of transactional mails during the month.
NetSuite Basics
2.
3.
5.
On the Criteria subtab, define the transactions you want to send email for using the
Filterdropdown. For example, you can create a list of all unpaid invoices by doing the
following:
a.
b.
c.
d.
On the Recipients subtab, define which email address you would like NetSuite to use and
the order in which the email fields are searched.
For example in the image below, NetSuite first looks for an email address within a
transaction record. If there isnt one there, NetSuite searches the field specified in the
Second Email Address and so on.
NetSuite Basics
Transaction Email refers to the email field that appears on the Communication subtab of
a transaction such as a sales order.
Customer Emailrefers to the email field on the main Customer record page.
Contact Emailrefers to the email address related to the named contact within the
company.
6.
On the Message subtab of the Mass Update form, select the scriptable template you would
like to use, or enter the text for the message in the Message field.
7.
8.
In the Apply column mark the transactions you want to send email for.
9.
NetSuite Basics
Note: Depending on the size of the update, it may take a while for it to complete.
Click Refresh to update the page. Upon completion, a second dialogue is
displayed summarizing the number of items sent, as well as notification of any
failed sends, if applicable.
Sending faxes in bulk for transactions is useful, for example, if you want to send a reminder
fax at one time for multiple transactions for which payments have not been received. Based
on your criteria, a list of transactions will be displayed. There are checkboxes you can mark to
select the transactions for which the fax will be sent in bulk.
NetSuite Basics
long-running searches for low usage times, and to alert targeted users about changes to their
important records. For more information, see the help topic Sending Saved Search Email.
Note: Email messages cannot exceed 25,000,000 bytes (~23.8 MB) in size. This includes the
size of the message itself and all attachments.
2.
Check the Zip Attachments box if you want to compress the files you are attaching.
3.
In the Attach File column, select the file and click Add. Repeat this for each file you want
to attach.
Note: Files in the Attachments to Send folder and the Attachments Received folders
are not available to select here.
4.
When you are finished composing your email, click Merge & Send.
Go to Home > Set Preferences, in the User Profile area of the General subtab.
NetSuite Basics
2.
In the Nickname field, enter the name you want to appear in the From field on the email
you send.
3.
4.
In the From Email Address field, enter the email address you want to appear in the From
field on email you send.
5.
Click Save.
To include your email signature, you must include the <NLSIGNATURE> tag in the email
message. You can also place this tag in email templates. If you do not enter a nickname or a
From address, your login email address appears in the From field.
NetSuite Basics
2.
Click the link for the type of template you want to create.
3.
4.
In the Description field, you can enter information about this template.
5.
On the Template subtab, in the Subject field, enter the subject of the email.
6.
NetSuite Basics
To insert a field, select the type of record you want to insert a field from, and select a
field in the Insert Field dropdown.
As you type the message, misspelled words are underlined in red. To correct a word,
hold CRTL and right-click the correct spelling.
7.
On the Restrict Access subtab, check the Private box if you do not want others in your
company to use this template.
8.
If you want this template to only be used by members of a specific group, select that group
in the Restrict to Group field.
9.
On the Marketing subtab, check the Add Unsubscribe Link to Message Footer in Bulk
Merges box if you want to have a link to the Campaign Subscription Center added to the
footer of email messages sent with this template.
10.
Check the Add Company Address to Message Footer in Bulk Messages box if you want
your company's address shown in the footer of email sent with this template.
11.
Select the campaign email domain you want to use for this email template.
Campaign domains replace any reference to netsuite.com in the email message you send
with templates. This is required if you send more than 10,000 email each month through
campaigns or email merge operations.
12.
13.
14.
In the Template Category column, select the category you want to organize this template
into.
For information on template categories, see the help topic Template Categories.
15.
Click Add.
16.
Repeat these steps for each category you want to organize this template into. A template
can be in any number of categories.
17.
Click Save.
NetSuite Basics
Important: CRMSDK tags for campaign, email, and fax templates are being deprecated.
Existing CRMDSDK templates can be used, but they cannot be edited, and
you cannot create new CRMSDK templates. For information on creating
scriptable templates, see the help topic Scriptable Templates.
The following table includes the CRMSDK tags recognized by NetSuite.
The entries in the Field column refer to fields on CRM records you can reference in your
templates. An " x " marks the records that include each field. For example, if you want to insert
your customer's name in the greeting of a template, you would write Dear NLENTITYID.
Note: CRMSDK tags have different formats depending on where they are used. CRMSDK
tags should always be capitalized.
PDF templates enter without brackets
Letter templates automatically formatted by Microsoft Word
In general, the kinds of tags you apply to a template must match the record you are sending
your message to. For instance, you cannot use a template to send an email to a partner if the
template includes a tag that refers to the Sales Rep field.
However, if you are creating a template for communicating with contacts, you can refer to fields
on the parent record each contact is associated with. For example, you can include the name
of the sales rep assigned to a customer in a message sent to that customer's contact person.
Additionally, fields that you can use in templates created for contacts that do not appear on the
contact record are marked with a " ".
When you include the NLFIRSTNAME and NLLASTNAME tags in a template, these tags is
replaced according to these rules:
If the recipient is a customer of the type Individual, the first and last name on the customer
record are used.
If the recipient is a customer of the type Company, the primary contact's first and last
name are used.
Note: The following table lists the most commonly used CRMSDK tags and the
corresponding fields. For a complete list of tags, refer to the Insert Field field on the
Template subtab of the template record or download the source file with the link on
the letter template record.
Field
Cust:Project
Vendor
Partner
Employee
Contact
Tag
Auto Name
NLAUTONAME
Company
Name
Name
Sales Rep
Phone
NLCOMPANYNAME
x
NLENTITYID
NLSALESREP
NLPHONE
NetSuite Basics
Field
Cust:Project
Vendor
Partner
Alt. Phone
Fax
Contact First
Name
Contact Last
Name
Employee
Contact
Tag
NLALTPHONE
NLFAX
NLEMAIL
NLFIRSTNAME
NLLASTNAME
NLMIDDLENAME
Contact
Middle Initial
Promotion
Code
NLREFERRALCODE
Partner
NLPARTNER
NLCOMPANY
Child Of,
x
Subpartner Of,
Company
Child Of
NLPARENT
Address Line 1 x
NLADDRESS1
Address Line 2 x
NLADDRESS2
City
NLCITY
State/County
NLSTATE
Zip/Postal
Code
NLZIPCODE
Country
NLCOUNTRY
Account
Number
NLACCOUNTNUMBER
Terms
NLTERMS
Balance
NLBALANCE
Days Overdue
NLDAYSOVERDUE
Overdue
Balance
NLOVERDUEBALANCE
Sales Rep
Nickname
NLSALESREPNICKNAME
Signature
NLSIGNATURE
Salutation
Department
NLSALUTATION
NLDEPARTMENT
Class
NLCLASS
Location
NLLOCATION
Supervisor
NLSUPERVISOR
Alt. Email
NLALTEMAIL
Office Phone
NLOFFICEPHONE
NetSuite Basics
Field
Cust:Project
Vendor
Contact
Tag
Home Phone
NLHOMEPHONE
Mobile Phone
NLMOBILEPHONE
Title/Subject
NLTITLE
Partner Code
Partner
Employee
NLPARTNERCODE
NetSuite Basics
To add this field to a template, select Last Name in the Insert Field.
Tag
Subject
NLTITLE
Case Number
NLCASENUMBER
Company Name
NLCOMPANYNAME
NLASSIGNED
Priority
NLPRIORITY
Contact Name
NLCONTACT
Status
NLSTATUS
Origin
NLORIGIN
NLCASEHISTORY
NLCASEHISTORYEMP
NLCASELASTMESSAGE
NLCASELASTMESSAGEEMP
Creation Time
NLSTARTTIME
Creation Date
NLSTARTDATE
Type
NLCATEGORY
NLESCALATIONMESSAGE
NLCASEURL
NLUSERNAME
Company Logo
NLCOMPANYLOGO
Signature
NLSIGNATURE
Tag
Abstract
NLISSUEABSTRACT
Assigned To
NLASSIGNEDTO
Broken In Build
NLBUILDBROKEN
Broken In Version
NLVERSIONBROKEN
NetSuite Basics
Field
Tag
Creation Date
NLISSUECREATEDDATE
Creation Time
NLISSUECREATEDTIME
Duplicate Number
NLISSUEDUPLICATEOF
External Abstract
NLEXTERNALABSTRACT
External Details
NLEXTERNALDETAILS
External Status
NLEXTERNALSTATUS
External Target
NLEXTERNALTARGET
Fixed In Build
NLBUILDFIXED
Fixed In Version
NLVERSIONFIXED
Number
NLISSUENUMBER
Priority
NLISSUEPRIORITY
Product
NLPRODUCT
Product Team
NLPRODUCTTEAM
Reviewer
NLREVIEWER
Severity
NLSEVERITY
Showstopper
NLISSHOWSTOPPER
Status
NLISSUESTATUS
Target Build
NLBUILDTARGET
Target Version
NLVERSIONTARGET
Type
NLISSUETYPE
Tag
Bill To
NLBILLADDRESS
Class
NLCLASS
Consolidated Balance
NLCONSOLBALANCE
(Consolidated) Overdue
NLCONSOLOVERDUEBALANCE
(Consolidated) Days
NLCONSOLDAYSOVERDUE
Currency
NLCURRENCYNAME
Date
NLTRANDATE
Date Created
NLDATECREATED
Days Open
NLDAYSOPEN
Department
NLDEPARTMENT
Exchange Rate
NLEXCHANGERATE
NetSuite Basics
Field
Tag
NLEXPECTEDCLOSEDATE
Forecast Type
NLFORECASTTYPE
ID
NLID
Include in Forecast
NLINCLUDEINFORECAST
NLINCLUDEINFORECASTHIGH
NLINCLUDEINFORECASTLOW
Project
NLJOB
NLLASTMODIFIEDDATE
Lead Source
NLLEADSOURCE
Location
NLLOCATION
Main Entity
NLENTITY
Memo
NLMEMO
Open Status
NLOPENSTATUS
Partner
NLPARTNER
Probability
NLPROBABILITY
Sales Group
NLSALESGROUP
Sales Rep/Employee
NLSALESREP
Ship To
NLSHIPADDRESS
Status
NLDOCUMENTSTATUS
Total
NLTOTAL
Transaction #
NLTRANID
Type
NLTYPE
NetSuite Basics
Note: If you include tags for rich text custom fields in templates, font formatting (like color
and size) is not preserved when replaced in the final message.
2.
3.
If this is an email template select the type of record the template is used for.
A new template record is created and the name is appended with (Converted).
4.
Check the template to make sure all fields have been converted correctly.
5.
Click Save.
It is strongly recommended that you test any converted templates before using them. You can
view the template in Source mode to review any fields with hidden logic after conversion.
A few notes on specific tags:
Tags that can be used in multiple contexts (for example the Class field which can appear
on transactions and also on entity records) are converted with conditions to reflect these
contexts.
The following tags are not supported in scriptable templates:
NLISSUEDUPLICATEOFURL, NLISSUEDUPLICATEOF, and NLAVILABLEONLINE.
These tags are removed when a template is converted.
NetSuite Basics
Note: NetSuite for Outlook is currently not supported in the NetSuite Japan Edition.
Note: NetSuite for Outlook currently does not support two-factor authentication. If you
use an email that requires this, please select the custom role provided in NetSuite to
allow you to login.
Email
Email messages from Outlook can be saved to contact, customers, jobs/projects, opportunities,
estimates, sales orders, invoices, and cash sales in NetSuite, making it easy to track your
business communication.
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.
For more information, see Saving Email with NetSuite for Outlook.
NetSuite Basics
For more information on each type of record you can sync, see the following:
Synchronizing Events with NetSuite for Outlook
Synchronizing Contacts with NetSuite for Outlook
Synchronizing Tasks with NetSuite for Outlook
Synchronizing Phone Calls with NetSuite for Outlook
Administrator Controls
NetSuite for Outlook includes extensive controls that allow administrators to pre-configure the
application to make the setup process easier for users and control how users synchronize their
data.
To do this, administrators create NetSuite for Outlook configurations based on NetSuite roles.
This includes being able to:
Choose which record types are available for synchronization.
Set criteria that determine which records are allowed to be synced.
Define other sync preferences like how conflicts between records are resolved and the
frequency and direction of synchronization.
Select the required fields for contacts in Outlook.
These administrator settings can either be the defaults settings for individual users, or
administrators can choose to lock settings so they cannot be modified by individual users.
System Requirements
To install the application, you must either have administrator rights to your computer, or it
must be installed by your company's system administrator.
NetSuite for Outlook is compatible with:
Microsoft Outlook 2007
Microsoft Outlook 2010 (both the 32- and 64-bit versions)
Microsoft Outlook 2013 (both the 32 and 64bit versions)
NetSuite for Outlook requires that you have one of these versions of Microsoft Outlook
installed locally. NetSuite for Outlook cannot be used with web-based email clients.
NetSuite for Outlook has the following network requirements:
NetSuite for Outlook is supported by Outlook running in Exchange, Citrix, or Terminal
Server environments.
NetSuite Basics
NetSuite for Outlook supports folder redirection. This can be useful in a Terminal Server
environment that uses roaming profiles.
To use a roaming profile, redirect your profile folder on the client terminal to its location
on the server.
It can be used with the following operating systems:
Windows XP
Service Pack 2 is required for 64-bit, and Service Pack 3 is required for the 32-bit.
Windows Vista
Windows 7
Windows 8
NetSuite for Outlook also requires a supported version of Internet Explorer. For a list of
supported browsers, see Supported Browsers for NetSuite.
If you do not have Microsoft .NET Framework 4.0 and Microsoft Visual Studio Tools for Office
(VSTO) 4.0 installed on your computer, they are installed automatically before NetSuite for
Outlook is installed. If you work in a terminal server environment, .NET and VSTO need to be
installed for all users, and NetSuite for Outlook must be installed for each user individually.
Note: The NetSuite for Outlook administrator tools (used to create Outlook
configurations) are not compatible with Internet Explorer versions 8 and up in
compatibility mode.
To get started using NetSuite for Outlook, refer to the following:
NetSuite for Outlook: Quick Start Guide for Users
NetSuite for Outlook: Quick Start for Administrators
For more detailed information on NetSuite for Outlook, refer to the following:
NetSuite for Outlook User Guide
NetSuite for Outlook Administrator's Guide
Troubleshooting NetSuite for Outlook
NetSuite Basics
3. Click the link in step 3 to install NetSuite for Outlook. If you are using Internet Explorer
or Safari, select Run. If you are using Firefox or Chrome browser, after the installer
downloads, open and run the file.
Important: You must have administrative rights to install the application on your
computer. Contact your administrator if you do not have these rights.
4. Close Outlook, and then run the NetSuite for Outlook installation file, and follow
the instructions in the installer. If prompted to do so, restart your computer, and the
installation will continue.
After you have installed the application, the configuration opens
5. Enter your login information and the account ID for the NetSuite role you are syncing
with. You can find the account ID in step 5 at Home > Set Up NetSuite for Outlook.
6. Select the role you are syncing with, and choose the types of records you want to sync.
NetSuite Basics
You must choose the Outlook folder you want to sync with
and can also optionally set filters to limit which records are synced.
9. Review the number of records from NetSuite that will sync to Outlook.
NetSuite Basics
NetSuite Basics
After you create your sync folders, move the contacts, events, and tasks you want to sync into
those folders.
You can create new sync folders before you set up the client, or you can create them from
within the configuration.
NetSuite Basics
Note: Outlook only tracks event responses for events created in the top-level calendar
folder. If you create another calendar folder for NetSuite events, Outlook will not
track responses for events you sync.
Close Outlook.
2.
3.
Important: You must have administrative rights to install the application on your
computer. Contact your administrator if you do not have these rights.
4.
Open the NetSuite for Outlook installation file, and follow the instructions in the installer.
If prompted to do so, restart your computer, and the installation will continue.
After you have installed the application, the configuration opens.
The NetSuite for Outlook installer checks to see if Microsoft .NET Framework 4.0 and
Microsoft Visual Studio Tools for Office (VSTO) 4.0 are installed on your computer and
downloads the appropriate files. If prompted, restart your computer, and the installation will
continue after restarting.
If the NetSuite for Outlook client installed successfully, you see a NetSuite for Outlook icon in
your desktop system tray as well as a new button in your Outlook toolbar.
NetSuite Basics
Important: NetSuite for Outlook does not support synchronization if your login email
address is different from your Outlook email address.
You can find your NetSuite account ID by logging in to NetSuite and navigating to Home > Set
Up NetSuite for Outlook. Your account ID is shown in step 5.
Checking the Remember Me box stores your login information and uses it to sync with
NetSuite. If you choose not to store your login credentials, you will need to log in each time you
begin a new session.
NetSuite Basics
Locked Preferences
Some NetSuite for Outlook preferences may be preset by your account administrator, making
it so that you cannot change them. You can still view these locked preferences in the client
configuration, but they are grayed out.
To choose your role and the record types you want to sync:
1.
Any restrictions placed on this NetSuite role are also applied to synchronization. For
example, if a sales rep only has access to customers he or she is assigned, the rep can only
save messages from Outlook to those customers as well.
Note: Roles that require two-factor authentication are currently not supported by
NetSuite for Outlook.
2.
Check the box for each type of record you want to sync with Outlook.
3.
Click Next.
NetSuite Basics
Under Synchronization Settings, in the Synchronize fields, choose how often sync occurs
and how each record type is synced between Outlook and NetSuite.
You can choose to sync from Outlook to NetSuite, from NetSuite to Outlook, or in both
directions.
2.
If you created folders in Outlook for the records you want to sync with NetSuite, select the
folder in the Outlook Synchronization Folder field.
If you sync from Outlook to NetSuite, all records stored in this folder will sync with
NetSuite. Phone calls are synced to the same folder as events.
NetSuite Basics
Important: If you change the sync folder after you have performed a sync, right click
the NetSuite for Outlook icon in the system tray, and select View Sync
Log. Then, click the Reset this sync link for the record type you changed
the folder for.
Note: If you used older versions of NetSuite for Outlook, you may see multiple
backup folders. Typically, the first folder listed is the most up to date.
3.
In the Conflict Resolution field, choose how NetSuite for Outlook resolves situations
where information on a record in NetSuite differs from the information in Outlook. You
can choose the following:
Ask Me You are prompted by the client when there is a conflict and must choose
which data you want to use.
Use NetSuite NetSuite for Outlook uses the data from NetSuite.
Use Outlook NetSuite for Outlook uses the data from Outlook.
4.
For contacts, in the Restrict contact sync to field, choose which contacts you want to
sync. You can choose any of the following:
My contacts If you are syncing with a sales rep role, you only sync contacts
associated with your customers. If you are not a sales rep, this selection syncs only
contact records you created.
My and my team's contacts If you are syncing with a sales rep role, you only sync
contacts associated with your customers and associated with your subordinates'
customers. If you are not a sales rep, this selection syncs only contact records created
by you or your subordinates.
Do not restrict All contacts are synced.
Note: This restriction is applied along with any other additional contact criteria you
define below.
5.
For contacts and tasks, check the box under the Conflict Resolution field if you want
contact or task records to be marked as private when synced to NetSuite.
Note: Only you can view your records that are marked as private in NetSuite.
6.
For events, check the Sync Event Reminders box if you want to sync reminder settings.
7.
Click Modify Criteria to define which records you want to sync between NetSuite and
Outlook. This allows you to control which records that are synced into your NetSuite
account.
NetSuite Basics
Note: By default, events are filtered to only synchronize those events that take place
today or in the future. Recurring events scheduled in the past and that have
future occurrences are synced with this filter.
8.
To set a filter:
1. In the filters dialog that opens, select a field, and set the criterion for those records
in NetSuite that you want to sync to Outlook.
2. Repeat this for each criterion you want to use to define which records you sync.
3. When you finish defining criteria, click Save.
The criteria are now listed under Contacts Filter Criteria.
NetSuite Basics
9.
Click Next.
To remove criteria later, click Modify Criteria, and then click the X next to the criterion
you want to remove. Then, click Save.
NetSuite Basics
Your selections here determine the types of records that are presented to you in the message
pane when you are writing or viewing email.
NetSuite Basics
You can choose to save email to contacts, customers, jobs and projects, opportunities, estimates,
sales orders, invoices, and support cases.
Note: You can only save email from Outlook to NetSuite. You cannot sync email sent from
your NetSuite account.
For more information on saving email, see Saving Email with NetSuite for Outlook.
NetSuite Basics
Popup notification lets you know that sync has begun and also when it is completed.
If you need to make changes to your settings, click Update Synchronization Settings to go
through the configuration again.
You can then choose to sync your records immediately, or you can close the configuration and
sync later. This initial synchronization can take a few minutes to complete.
Right click the NetSuite for Outlook icon in your system tray.
2.
NetSuite Basics
3.
In the Sync Log popup, click the Reset this sync link for each record you want to reset the
sync for.
4.
Click Close.
NetSuite Basics
Note: You can only use NetSuite for Outlook when you are connected to the Internet.
When you install NetSuite for Outlook, a NetSuite button is added to Outlook.
Note: There can be a short delay between the sync process being completed and
Outlook processing the changes.
Configuration This option lets you change your synchronization preferences. For more
information, see Configuring NetSuite for Outlook.
Contact Support by Email Send email to NetSuite customer support to report issues
with NetSuite for Outlook.
Resolve Conflicts If there is differing information between the Outlook and NetSuite
versions of the same record, you can choose which information you want to use.
View Errors If NetSuite for Outlook encounters problems with records, you can view
those errors and resolve the problems.
Manage Duplicate Contacts If there are duplicate contacts in your sync folder in
Outlook, you can choose which of these contacts you want to sync with NetSuite.
NetSuite Basics
The contacts you select are synced going forward; the remaining duplicates remain in the
sync folder but are not synced.
View Sync Log This allows you to see the status, last sync time, and number of records
of each type that synced the last time the sync ran.
If you make changes to your configuration, view the sync log and click Reset this sync for
the record type you changed settings for.
Some of these options are also available by right-clicking the NetSuite for Outlook icon in the
system tray.
In addition, when an update is available for NetSuite for Outlook, you can choose to install the
update by right-clicking the icon in the system tray.
NetSuite Basics
Note: The NetSuite for Outlook message pane can only show up to five possible matching
records of each type. To access more records, click Search for More...
These records are grouped by type (for example, customers, projects, jobs, opportunities,
support cases, etc.), and you can expand or collapse these groupings. If the list of matching
records is long, click the View All link to see the entire list. The types of records presented are
determined by your client configuration settings. For more information, see Step 2 of 3: Email
Synchronization Settings.
If the email address of a lead, prospect, or customer is included on an email message, any
open opportunities or estimates and any support cases for that entity are included as possible
matches in the message pane. If you send email to a contact, you can save that message to the
contact record, to the company he or she is associated with, and any other record associated
with that contact or customer.
For entity records, the name of each matching record is shown. For sales transactions and
support cases, the transaction or case number is shown. The names of contact records attached
NetSuite Basics
to companies are appended by the company name in parentheses. You can click the name of
any of these records to open them in NetSuite.
If a record you want to save the message to is not shown in the message pane, click Search for
more to enter search criteria to locate the record.
NetSuite for Outlook can only search for the first 15 email addresses listed in the message you
are sending. To search for additional records, click Search for more... If an email message
matches too many records, an error is shown, and you can click Search for more... to find the
records you want to save the message to.
2.
Under NetSuite Records, check the boxes next to the records and transactions you want to
save the message to.
Only the first five matching records for each type of records are show in the message pane.
To view the entire list, click the View All link.
When you choose a record to save email to, that record will be selected by default each
time it is returned as a matching record until you deselect it on a message. This ensures
that complete email threads are tracked on records.
If you have previously saved this message to NetSuite, the records you selected before are
shown as marked and grayed out.
3.
If you do not see the records or transactions you want to save the message to, click Search
for more, and do the following:
NetSuite Basics
4. Repeat these steps to set additional criteria for finding the record you want to save
the message to.
5. Click Search.
6. When the search results are returned, select the records you want to save the
message to.
NetSuite Basics
7. Click Select.
4.
Under Attachments, select the attachments you want to save to the records you selected.
These attachments are saved to the Files subtab of the records and transactions
you selected. They are saved in the NetSuite file cabinet in a folder selected by your
administrator. You can only save attachments that are supported file types.
Note: You cannot save a message and attachments larger than 10 MB total in a
single save. Additionally, each attachment cannot be larger than 5 MB in size
individually.
If your message has multiple files with a total size of more than 10 MB, you can save some
of the attachments now and then open the message again to save the others.
5.
NetSuite Basics
If you are writing a new email message, clicking Send saves it to the records you
selected.
Saving messages to NetSuite happens instantlyyou wont need to do a separate sync. The
NetSuite logo will be displayed to confirm the save has been successful.
Note: If a message has multiple recipients in Outlook, when you view that message on
an entity record in NetSuite, the email address for that entity record shows in the
Recipient column on the messages list. All other recipients are shown in the CC
column.
Note: NetSuite for Outlook does not search for email sent to you as part of this default
search. If you want to save email to your contact record, you must click Search for
more... and search for your contact record.
NetSuite Basics
If you save a message to a transaction, a copy is also saved to the lead, prospect, or customer
record on that transaction. If you save the same message to two different transactions, the lead,
prospect, or customer record will show that message listed twice.
Check the box next to the case record you want to save the message to. If you do not want this
message to be visible to the customer when he or she views the case, check the Internal Only
box. That ensures that only your company's support reps can view this message.
Email messages are saved on the Communication subtab under the Message subtab.
NetSuite Basics
If you are creating a new company record, click the dropdown arrow to choose the type of
record. The choices in this dropdown are restricted to the records you have access to in your
NetSuite role.
NetSuite Basics
This opens a new record form that you can fill out and save in your NetSuite account. (The
record form that opens is your company's preferred form in NetSuite.)
If you choose to not link the contact to a company, it will be synchronized as a standalone
contact record in NetSuite. You can always associate a contact with a company at a later time by
editing the contact record in Outlook and selecting the company.
If you have an existing contact in Outlook whose company does not match the company name
in NetSuite exactly, when you view that contact record, you see a notice that no match can be
determined.
If you click Find Company, you can choose to either search for a company in NetSuite or
create a new company record in NetSuite. If you click Not a NetSuite company, it is as if you
selected Do not link to NetSuite company, and the contact will be a standalone contact record
in NetSuite.
NetSuite Basics
Deleting Contacts
If you delete a synced contact in Outlook, the next time you sync, the contact is deleted in
NetSuite only if the contact is private and if you are the creator of the contact record. If the
contact record in NetSuite has child records, it is inactivated instead of deleted.
If a synced contact is inactivated or deleted in NetSuite, it is deleted in Outlook during the next
sync.
NetSuite Field
Full Name
Name
Company
Company
Job Title
Job Title
Email 2
Alt. Email
Business Phone
Main Phone
Home Phone
Home Phone
Business Fax
Fax
Mobile
Mobile Phone
Business Address
Other Address
Private (button)
Private
Notes
Comments
Subsidiary
Subsidiary
NetSuite Basics
Events are synced to the calendar folder you selected in the NetSuite for Outlook configuration.
Note: Existing events created in your Outlook sync folder with more than 100 attendees
cannot be synced to NetSuite. If you change your sync folder, any events with more
than 100 attendees cannot be synced to NetSuite. After you have synced for the first
time, you can create events with more than 100 attendees and sync those events
between NetSuite and Outlook.
NetSuite for Outlook searches for records in NetSuite with email addresses that match the
attendees you select on the event. You can choose which of the matching records you want to
associate the event with or click Search for more to find other NetSuite records to attach the
event to. You can hover over the icon next to a name to see the type of record. If you select a
record, that entity is included as an attendee on the event in NetSuite, and that event shows on
the Activities subtab on the entity's record.
Note: If you are inviting a colleague who uses the same NetSuite account you do, be sure
to select that person's employee record if you want the event to appear on their
NetSuite calendar.
If you choose not to sync the attendee, that entity does not appear on the event record in
NetSuite, and the event does not show on the Activities subtab of the entity record.
NetSuite Basics
For events created in Outlook, you can only view the availability of attendees who are also
syncing with NetSuite for Outlook.
Events that are scheduled by people who do not have contact records in your NetSuite account
show Outlook External Organizer in the Organizer field.
Important: To ensure that events sync properly, make sure that the time zone on your
computer is the same as your time zone in NetSuite.
Event Responses
When someone accepts an event you created in NetSuite, that person's status is updated
in Outlook to reflect that they accepted. If an invitee's response changes (from accepted to
declined, for example), it is updated in Outlook when it syncs.
Outlook only tracks responses for appointments in your main Outlook calendar. If you have a
separate Outlook calendar folder that you use for your NetSuite events, the responses for those
events will not be tracked in Outlook.
NetSuite Basics
NetSuite Field
Subject
Title
Location
Location
Date
Start Time
End Time
All Day
Reminder *
Reminder *
Status: Tentative
Event Access: Public (unless events are synced as private)
Message **
Message **
* If you set your NetSuite for Outlook configuration to sync reminder settings, the default
reminder type is used in both applications, and the reminder timing is synced.
NetSuite Basics
** The message length limit in NetSuite is 4000 characters. Messages longer than this are
truncated in NetSuite which may affect formatting.
NetSuite Field
Subject
Title
Due Date*
Due Date
Start Date*
Start Date
Status
Status
Priority
Priority
Owner**
Assigned To**
Reminder
Reminder
Message
Notes
* Tasks in Outlook must have start and due dates to sync to NetSuite.
** For the Owner field in Outlook to sync to the Assigned To field in NetSuite, the login address
used to log in to NetSuite for Outlook must match the login you use in NetSuite.
The following fields in NetSuite are not synced to Outlook:
Reserve Time
From
To
Date Completed
Send Email
Insert Below
The % Complete field in Outlook is not synced.
NetSuite Basics
When you click the Phone Call button, it is highlighted, and the Location field is changed to
Phone, allowing you to enter the phone number you are calling. The Phone field in Outlook
maps to the Phone Number field on the NetSuite record.
In most respects, phone calls are synced just as events are, with the following exceptions:
Important: The Notes field on phone call records in NetSuite syncs to the Message
field in Outlook and could be viewed by others if you later make a
change to the record in Outlook. If you enter sensitive information in this
field, it could be seen by others.
To prevent this from occurring, make changes to the Notes field in NetSuite rather than to
the Message field in Outlook. This prevents your changes from triggering a notification to
others.
Alternatively, instead of using the Notes field in NetSuite, create a note under the
Communication subtab under User Notes. These notes do not sync to Outlook.
NetSuite Basics
Phone calls in NetSuite without reserved time are synced to Outlook as all-day events.
Calls with reserved time in NetSuite sync as events scheduled for the time indicated on the
phone call.
Recurring phone calls are not supported by NetSuite. If you set up recurrence for a phone
call in Outlook, that record will not sync.
After a record has synced to NetSuite as a phone call, you cannot deselect the Phone Call
button in Outlook.
Related Topics
If such a conflict occurs, the sync continues for other records, and an alert notifies you that a
conflict requires your attention.
NetSuite Basics
NetSuite Basics
Note: You may need to log out of NetSuite and log back in again to see the link to
Outlook Sync Configurations.
You cannot create sync configurations in NetSuite for Outlook if you are using Internet
Explorer versions 8 and up in compatibility mode.
Sync configurations are used by administrators to either set default behavior for users of
NetSuite for Outlook or to lock down and control how users sync. Check the Lock the
settings box for any settings in a sync configuration.
Any setting that is not locked is only used to determine the default, and users are allowed
to change it for their own setup.
NetSuite Basics
a.
Click New to create a new configuration, or click Copy if you want to create a
new configuration similar to one you have already created.
b. Enter a name for the configuration and select the roles it is applied to.
c.
d. For each record type, choose the direction and frequency of synchronization, how
conflicts are resolved, and other settings.
e.
f.
For contacts, choose which fields in Outlook must have data before a contact can
be synced to NetSuite.
g.
For email messages, select the types of records users can save messages to, and
choose the file cabinet folders used to store attachments in Outlook email saved to
your NetSuite account.
h. Click Finish.
NetSuite Basics
5. For any users who do not have administrator rights to their computers, you must either
install NetSuite for Outlook for them or give them temporary administrator rights for
the purpose of installing the application.
Now, your users can download and begin using NetSuite for Outlook.
Important: NetSuite for Outlook is not compatible with Single Sign-On (SSO).
It is also strongly recommended that you remove or merge duplicate records in your NetSuite
account.
When users open email messages, events, tasks, or contacts in NetSuite, they are presented with
lists of matching records in NetSuite. Having duplicate records can make it difficult for users to
choose the NetSuite record they want to sync with.
NetSuite Basics
The NetSuite for Outlook SuiteApp is a managed SuiteApp. This means that when updates to
the SuiteApp are available, they are automatically applied to the SuiteApp. No action is required
for these updates.
2.
3.
4.
Installing the SuiteApp adds the ability to create Outlook Sync Configurations. After installing
the SuiteApp, you may need to log out of NetSuite and log back in again to see the link to
Outlook Sync Configurations.
Note: The link to this page can be seen by anyone with the Outlook Integration 3.0
permission, but only administrators can access the page.
Note: The Web Services permission is only required if you want to users to be able
to enter criteria for the records they sync.
Calendar, Events, Phone Calls
These permissions are required to sync events. Note that the Phone Calls permission is
required even if you do not sync phone calls but sync events.
Tasks
Any other roles, you want to be able to use NetSuite for Outlook must also be given Full access
to the Outlook Integration 3.0 permission.
NetSuite Basics
Additionally, the Perform Search (View level) permission is required in order to use the
application.
2.
3.
Verify that the role has the Perform Search permission set to View or Full level.
4.
5.
6.
7.
If you use NetSuite OneWorld, in the Permission column, select Web Services, and in the
Level column, select Full.
8.
Click Add.
9.
Click Save.
10.
Repeat these steps for each role you want to use NetSuite for Outlook.
NetSuite Basics
Note: You may need to log out of NetSuite and log back in again to see the Outlook Sync
Configurations link.
Note: You cannot create sync configurations in NetSuite for Outlook if you are using
Internet Explorer versions 8 and up in compatibility mode.
Locked Settings
Besides setting defaults, you can also choose to lock preferences, preventing users from
changing them. To lock a group of settings, check the box in that section of the sync
configuration setup.
For example, if administrators do not want sales reps to sync contacts out of NetSuite, they can
set the configuration to only allow contacts to be synced from Outlook to NetSuite and then
lock the preference.
Users can still view locked settings by their Outlook sync configuration, but they cannot change
them.
NetSuite Basics
Note: This link shows for anyone with the Outlook Integration 3.0 permission, but only
administrators can access the page.
Go to Setup > Company > NetSuite Account Information > Outlook Sync Configuration.
2.
3.
4.
Basic Information (1 of 6)
In this step, name the configuration, select the NetSuite roles it is applied to, and choose the
type of records users with these roles will sync.
NetSuite Basics
2.
Select each role you want to define this configuration for by clicking the name of the role
in the Available box and clicking the right arrow.
Note: If you are using Internet Explorer 8 or 9, double-clicking a role moves it to the
Selected list and highlights all of your other roles in the Available list. If you
do not click away from the list before clicking the right arrow, all roles will be
selected for this sync configuration.
3.
Check the Lock the settings box under Record Types if you do not want individual users
to be able to choose which records to sync.
NetSuite Basics
If you do not check this box, the selections you make are used as the default for users who
install the application, but the user will be able to add or remove records to sync.
4.
5.
Check the Messages box if you want to save email messages from Outlook to NetSuite.
6.
Click Next.
Check the Lock the settings box under Synchronization Settings if you do not want
individual users to be able to be able to configure contact sync settings.
If you do not check this box, the selections you make are used as the default for users who
install the application, but users will be able to adjust their sync settings.
2.
In the Synchronize fields, choose which direction sync occurs and how often records are
synced between Outlook and NetSuite.
Users can choose to sync from Outlook to NetSuite, from NetSuite to Outlook, or in both
directions.
3.
In the Conflict Resolution field, choose how NetSuite for Outlook resolves situations
where information on records in NetSuite differs from the information in Outlook. You
can choose the following:
Ask the User Users are prompted by the client when there is a conflict and must
choose which data is used.
NetSuite Always Wins NetSuite for Outlook syncs the data from NetSuite.
Outlook Always Wins NetSuite for Outlook syncs the data from Outlook.
4.
For contacts, in the Restrict contacts to field, choose which contacts you want users to
sync. You can choose any of the following:
My contacts If users are syncing with a sales rep role, only contacts associated with
that user's customers and contacts created by the user are synced. If you are not a
sales rep, this selection syncs only contact records you created.
NetSuite Basics
My and my team's contacts If you are syncing with a sales rep role, you only sync
contacts associated with your customers and associated with your subordinates'
customers. If you are not a sales rep, this selection syncs only contact records created
by you or your subordinates.
Do not restrict All contacts are synced.
Note: This restriction is applied along with any other additional contact criteria you
define below.
5.
Check the Save as Private box if you want records created in Outlook and then synced
into NetSuite to be marked as private. Private contacts cannot be viewed by other NetSuite
users.
6.
Click Edit Sync Criteria to define which records you want to sync between NetSuite and
Outlook. This allows you to control which records are synced into your NetSuite account.
7.
To set a filter:
1. In the filters dialog that opens, select a field, and set the criterion for those records
in NetSuite that you want to sync to Outlook.
2. Repeat this for each criterion you want to use to define which records you sync.
3. When you finish defining criteria, click Save.
The criteria are now listed under Contacts Filter Criteria.
8.
Click Next.
To remove criteria later, click Modify Criteria, and then click the X next to the criterion
you want to remove. Then, click Save.
Next, you can choose the fields that must have data in order to be synced to NetSuite.
On the Required Outlook Contact Fields page, choose the fields that must have data in
the Outlook contact record in order to be synced to NetSuite. If a contact does not include
information in one of these fields, it cannot be synced to NetSuite.
Check the Lock the settings box under Synchronization Settings if you do not want
individual users to be able to be able to configure these settings.
NetSuite Basics
If you do not check this box, the selections you make are used as the default for those who
install the application. Users can still change these default settings.
2.
In the Synchronize fields, choose which direction sync occurs and how often records are
synced between Outlook and NetSuite.
Users can choose to sync from Outlook to NetSuite, from NetSuite to Outlook, or in both
directions.
3.
In the Conflict Resolution field, choose how NetSuite for Outlook resolves situations
where information on records in NetSuite differs from the information in Outlook. You
can choose the following:
Ask the User Users are prompted by the client when there is a conflict and must
choose which data is used.
NetSuite Always Wins NetSuite for Outlook syncs the data from NetSuite.
Outlook Always Wins NetSuite for Outlook syncs the data from Outlook.
4.
For events and phone calls, check the Sync Reminders box if you want to sync reminder
settings. With this preference enabled, you will receive reminders from both NetSuite and
Outlook if you have set up reminders in either application.
If you clear this box, users will only receive reminders from the application that the event
or call was created in.
5.
For tasks, check the Save as Private box if you want records created in NetSuite through
synchronization to be marked as private.
Note: Tasks marked as private in NetSuite can only be viewed by the creator of the
record.
6.
Check the box in the Filter Criteria section if you want to lock criteria for events, tasks,
and phone calls that users can sync.
7.
Click Edit Sync Criteria to define which records you want to sync between NetSuite and
Outlook. This allows you to control which records are synced into your NetSuite account.
To set a filter:
1. In the filters dialog that opens, select a field, and set the criterion for those records
in NetSuite that you want to sync to Outlook.
2. Repeat this for each criterion you want to use to define which records you sync.
3. When you finish defining criteria, click Save.
The criteria are now listed under Filter Criteria.
NetSuite Basics
Note: By default, events are filtered to only synchronize those events that take place
today or in the future. Recurring events created in the past that have future
occurrences are synced with this filter.
To remove criteria later, click Modify Criteria, and then click the X next to the criterion
you want to remove. Then, click Save.
8.
Click Next.
Check the box under Synchronization Settings if you do not want individual users to be
able to be able to configure these settings.
If you do not check this box, the selections you make are used as the default for users who
install the application but can be changed.
2.
Select the NetSuite record types users can save Outlook email messages to.
3.
Check the box if you want to automatically save new email messages to NetSuite when
there is only one record in NetSuite with an email address that matches.
4.
Under Saving Email Attachments, select the folders in the NetSuite file cabinet you want to
save email attachments to.
Two folders are created when you install the NetSuite for Outlook SuiteApp: Outlook
Attachments Received and Outlook Attachments Sent. These folders are used as the
defaults.
Click Finish.
Now, users can configure and begin using NetSuite for Outlook.
NetSuite Basics
NetSuite Basics
Make sure you created it in the same calendar in Outlook you chose in the configuration.
Make sure the event takes place within the work day hours you have set up in your
NetSuite calendar preferences or in Outlook.
When I'm writing an email message, NetSuite for Outlook does not search for
NetSuite records that match the email addresses I've entered on the message.
The first time you use an email address in an email message, there can be a delay between the
time you enter the address and the time Outlook resolves the address. NetSuite for Outlook
does not search for a matching record until the address is resolved.
To force Outlook to resolve an email address, click Check Names, or press CTRL-K.
I've installed NetSuite for Outlook successfully. Why can't I sync?
Contact your NetSuite account administrator and make sure that your role has the required
permissions: Perform Search (View), Outlook Integration 3.0, and, if you use NetSuite
OneWorld, Web Services (View).
How do I find my NetSuite account number?
Log in to your NetSuite account, and go to Home > Setting Up Synchronization in the Settings
portlet. Your account number is shown in the middle of the page.
When installing NetSuite for Outlook, the installer tells me to close Outlook, but I
have already closed it.
Even though you have closed Outlook, it might still be running in the background. Open the
Task Manager, and end any running Outlook processes.
The Outlook Sync Configuration popup is not loading.
Clear your browser cache. If the NetSuite for Outlook SuiteApp has been upgraded, it is
possible your browser has cached an older version of the page.
I made changes to my sync configuration, but NetSuite for Outlook is not respecting
these changes.
Open the NetSuite for Outlook Configuration, click through your settings, and save them
again.
One of my other Outlook add-ins is gone since I installed NetSuite for Outlook. How
can I get it back?
If your add-in supports the Repair function, go to Control Panel > Programs and Features (or
Add or Remove Programs in Windows XP and earlier versions) and try to repair the add-on. If
NetSuite Basics
that does not work, or the function is not supported, try uninstalling and re-installing the addin.
If I uninstall NetSuite for Outlook, are the records I've synced removed from
Outlook as they were in older versions of NetSuite for Outlook?
No. Any records synced to Outlook remain after uninstalling NetSuite for Outlook.
I installed the NetSuite for Outlook SuiteApp, but I do not see the link to Outlook
Sync Configurations.
Make sure you have enabled the other required features. For a list of these, see NetSuite for
Outlook: Quick Start for Administrators.
If I uninstall and later reinstall NetSuite for Outlook, are duplicate records created
when I sync?
No. When you perform the initial sync for an installation, NetSuite for Outlook compares the
email addresses for any existing contacts and the title, date, and time for existing events. If there
are existing records that match these criteria, a new (duplicate) record is not created.
Can I save more than one message at a time?
No. You can only save a single message at a time. Additionally, you must open a message to save
it.
The NetSuite for Outlook icon is not showing in my system tray, and the options on
the NetSuite for Outlook button in Outlook are not working.
First, try ending the Celigo.SyncManager.exe process in your task manager and then restarting
NetSuite for Outlook through your Start menu. If that does not work, reboot your computer.
When installing the NetSuite for Outlook SuiteApp, I get an installation error saying
that it was unable to create the Outlook External Organizer.
When you install the NetSuite for Outlook SuiteApp, a placeholder employee record is created.
This placeholder is used for the Organizer field on events when you sync an event from
Outlook that is organized by a non-employee.
This error can occur if you have scripts on the employee record that prevent the SuiteApp from
creating the record. To install the SuiteApp, create an employee record. Go to Setup > Company
> General Preferences. On the Custom Preferences subtab under NetSuite for Outlook, select
the employee record in the Outlook External Organizer field.
This error can also occur because the Outlook External Organizer may be set as an inactive
record on your account. It must be active to install or update NetSuite for Outlook.
To determine the status of the record and resolve the error, do the following:
NetSuite Basics
NetSuite Basics
In order to prevent this error from occurring, set your preferences to allow NetSuite for
Outlook to search for inactive records and automatically remove them from the recipient fields.
2.
In the Analytics subtab, check the INCLUDE INACTIVES IN GLOBAL & QUICK
SEARCH box.
3.
Click Save.
Since I installed NetSuite for Outlook, one of my Outlook add-ons is not loading.
Occasionally, when you open NetSuite for Outlook for the first time, an Outlook add-on
is disabled. To fix the problem, first try to re-enable the add-on. If the problem continues,
uninstall and reinstall the add-on.
Events/contacts/phone calls/tasks are not syncing to my new sync folder.
When you change the sync folder in your configuration, you must reset the sync so that
NetSuite for Outlook sync properly. To do this, right click the NetSuite for Outlook icon in the
system tray, and select View Sync Log. Then, click the Reset this sync link for the record type
you changed the folder for.
For more information, see Resetting Your Sync.
My new sync folder is not appearing in Outlook.
With Outlook 2013, you may need to restart Outlook to make your new folders show if you
create new sync folders through the NetSuite for Outlook user configuration.
When I try to login, I get an error saying two-factor authentication is not supported.
This error occurs if you use an email address that requires two-factor authentication, which is
currently not supported by NetSuite for Outlook. Select the custom role provided in NetSuite to
proceed with login.
After installing NetSuite for Outlook, when trying to complete the configuration,
I get an error saying there were problems connecting with Outlook or Microsoft
Exchange.
This error occurs because there is a problem with selecting the synchronization folder because
the Microsoft Outlook configuration on your computer is incorrect. The data for Outlook on
your computer must be updated to prevent this error from occurring even for other Outlook
add-ons. You will need to edit the registry to update the data. Click here for a guide to resolve
this error.
NetSuite Basics
NetSuite Basics
File Size
NetSuite recommends working with files 100 MB or smaller. Note that factors other than the
file size may affect the time it takes to upload and download files larger than 100 MB, such as
network speed, time-out settings, and overall space limitations. Unless you have purchased
additional storage space, each NetSuite account comes with 10 GB of total storage space.
NetSuite Basics
To create a folder:
1.
2.
3.
4.
In the Sub-Folder of field, select this folder's parent folder if one exists.
Note: NetSuite recommends you create no more than 50,000 subfolders. It becomes
increasingly difficult to organize files in a great number of subfolders.
5.
The Type field automatically populates with the appropriate type for the subfolder
selected. In most cases, the type folder is set to Documents and Files.
6.
In the Description field, enter a brief message describing what you store in this folder.
7.
If you use classes and you want to restrict this folder by class, select the class in the
Restrict by Class field.
8.
If you use departments and you want to restrict this folder by department, select the
department in the Restrict by Department field.
9.
If you use locations and you want to restrict this folder by location, select the location in
the Restrict by Location field.
10.
If you use groups and you want only members of a group to use this folder, select the
group in the Restrict by Group field.
NetSuite Basics
Only people in this group can access the files in this folder. To restrict the folder to people
who meet certain criteria, restrict it to a dynamic group, which is a group based on a saved
search. Dynamic groups add and remove members on a nightly basis as they meet or no
longer the criteria of the search.
11.
If you want to make this a private folder, check the Private box.
12.
If the User Notes subtab is displayed, you can add any notes pertaining to this file cabinet
folder.
13.
Your folder is immediately available in the file cabinet. You can upload files to the folder. The
files are available to others who have access to your NetSuite account, based on the restrictions
you set in Steps 7 10 above.
2.
3.
a.
Hold your mouse over the folder as displayed in the File Cabinet title bar.
b.
Remember the internal ID displayed at the bottom left of the browser window.
NetSuite Basics
4.
Note: If the Shortcuts portlet does not display on your Home tab, click Personalize
in the upper right, and then select Shortcuts in the Personalize Dashboard
area.
5.
Append your folder's internal ID to the end of the URL below, which displays a file cabinet
folder: https://system.netsuite.com/app/common/media/mediaitemfolders.nl?folder=
For example:
https://system.netsuite.com/app/common/media/mediaitemfolders.nl?folder=8
6.
Click Save.
Now you can navigate directly to this folder by clicking the link in the Shortcuts portlet on your
NetSuite Home page.
When creating a website, note that you must check the Available without Login box on all
website images. If the Available without Login box is not checked, then website assets are not
NetSuite Basics
accessible on your shopping domain, and visitors to your e-commerce site cannot view images
and website content.
Important: To ensure that images display on your website, check the Available without
Login box on all image files.
Security
You can store files in the file cabinet that you only want accessible to individuals who are
logged in to your NetSuite account. If a file record is marked as Available without Login, the
file is available externally. To ensure that a file is not available externally, first clear the File
Cabinet Files Always Available box at Setup > Company > General Preferences. Then, clear the
Available without Login box on individual files.
NetSuite Basics
Important: When the general preference, File Cabinet Files Always Available is not
checked, clear the Available Without Login box on SuiteScript and SSP files
to ensure that source code is not accessible externally.
Note: The Hide Attachment Folders preference overrides any restriction applied to a
subfolder of the Attachments Received and the Attachments to Send folder.
2.
NetSuite Basics
Restrict by Class
Restrict by Department
Restrict by Location
Restrict by Group
3.
Click Save.
All files in the folder are available based on the restricted access settings you selected.
For the complete list of recognized file formats, see File Types Recognized in the File Cabinet.
If a file format is not recognized, you can store the file in NetSuite, but the file type is listed as
Other Binary File. For more information, see the help topic File Types.
Note: NetSuite recommends working with files 100 MB or smaller. Note that other factors
may affect the time it takes to upload and download files larger than 100 MB, such
as network speed, time-out settings, and overall space limitations. Unless you have
purchased additional storage space, each NetSuite account comes with 10 GB of
total storage space.
2.
On the File Cabinet page, click the name of the folder where you want to store files.
3.
NetSuite Basics
b. Check the Unzip files box to automatically extract files into the Destination folder
as they are uploaded.
c. (Optional) Check the Make all Files Available Without Login box. For files that
are not inteded to be published on your web site, clear this box. However, check this
box to make files available for viewing in your Web site and in the Customer, Vendor
or Partner Centers. All files in the Images folder and the Web Site Hosting Files folder
have this box checked by default. This prevents broken images and links in your Web
site.
d. Check the Overwrite Files with Same Name box to avoid uploading duplicate files
in this folder. Files of the same name are automatically updated with the latest version
you upload in this folder of the file cabinet. You can upload duplicate files in different
folders.
Important: Overwrite Files with Same Name does not apply to locked files
and folders that have been installed by a bundle. Locked files and
folders installed by a bundle cannot be edited or overwritten in the
file cabinet.
e. Click Add to upload the .zip file. Click Add & New to add the .zip file, and then
add another .zip file.
4.
After you upload files to the file cabinet, you can attach them to records and email messages.
For more information, see Attaching Files to Records and Attaching Files to Email Messages.
Adding Files to the File Cabinet Using File Drag and Drop
The File Drag and Drop SuiteApp enables you to conveniently upload single or multiple files
from your desktop to the file cabinet or to a record page. It can also be used to attach multiple
files directly to editable sublists of supported records and custom records.
To use this feature, the File Drag and Drop SuiteApp must be installed in your account. See the
following help topics for more information on installing and configuring File Drag and Drop:
Installing File Drag and Drop
Configuring File Drag and Drop
Note: If you want to use File Drag and Drop to add files to record pages, see Adding Files
to Records Using File Drag and Drop.
To Add Files to the File Cabinet Using File Drag and Drop:
1.
NetSuite Basics
2.
Select the destination folder from the Folders list. The selected folder is indicated inside
the Dropzone.
3.
Drag files from your computer to the Dropzone to upload it to the selected folder.
Box.NET Integration
You can install the Box.NET SuiteApp to upload documents to your Box.NET account and
associate them with records in your NetSuite account.
To install the SuiteApp, you must first have a Box.NET account. Then, in NetSuite, an
administrator can go to Setup > Company > Enable Features. On the Company subtab, under
Data Management, click the Box Document Management link. You will be taken to the
SuiteApp that you can install and begin using.
This SuiteApp is maintained and supported directly by Box.NET.
2.
3.
Click Browse and select the image you want to attach. The local address of the image
appears in the File field.
4.
Click Open.
NetSuite Basics
Now, you can set your logo to appear on forms and in your website.
To set your logo to appear on forms, someone with the Administrator role can go to Setup >
Company > Company Information and select the logo in the Company Logo (Forms) field. If
the logo file does not appear in this dropdown, double-check to make sure the folder to which
you uploaded the file is the folder selected in the Company Logo Folder dropdown on the Setup
> Company Information page.
2.
3.
4.
5.
Click Save.
NetSuite Basics
2.
3.
4.
Click Edit on the file record to open the file content screen.
5.
6.
Click Save.
To edit larger text files and other file types stored in the file cabinet:
1.
2.
3.
4.
5.
6.
Click Choose File on the file record in NetSuite to select the updated file on your
computer.
7.
Click Save.
To move files:
1.
To access the file cabinet go to Documents > Files > File Cabinet.
2.
Navigate to the folder that contains the files you want to move.
3.
4.
NetSuite Basics
5.
Under the Filters subtab, select Move To. Then, select the folder you want to move the
files to.
6.
The selected files are now stored in the new folder and have been removed from the original
location. You can move many files at once by using the Move Files to Folder mass update at
Lists > Mass Update > Mass Updates.
Important: The Move Files action is not available for files that have been installed from a
bundle and are marked as locked in the bundle, or to files that are contained
in a folder that has been installed from a bundle and is marked as locked in
the bundle. If you choose Move Files for a file cabinet folder that includes any
locked files, the Folder Contents page disables the check box for these files
and displays a lock icon for each one.
You can also copy files to other folders to easily store files in multiple folders.
To copy files:
1.
To access the file cabinet go to Documents > Files > File Cabinet.
2.
Navigate to the folder that contains the files you want to copy.
3.
4.
5.
Under the Filters subtab, select Copy To. Then, select the folder where you want to save
copies of the files.
6.
The selected files are now saved in both the original folder and the new folder.
2.
3.
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When you download a folder, all of the files and subfolders are downloaded in a ZIP file to
maintain the folder hierarchy.
Note: NetSuite recommends working with files 100 MB or smaller. If your network
connection is slow, you may not be able to successfully download a file that is
greater than 100 MB.
To delete files:
1.
2.
Navigate to the folder that contains the files you want to delete.
3.
4.
5.
Click Delete.
You cannot delete files that are referenced by other records in NetSuite. Alternatively, you can
inactivate files you no longer use.
Important: The Delete Files action is not available for files that have been installed from a
bundle and are marked as locked in the bundle, or to files that are contained
in a folder that has been installed from a bundle and is marked as locked in
the bundle. If you choose Delete Files for a file cabinet folder that includes
any locked files, the Folder Contents page disables the check box for these
files and displays a lock icon for each one.
To delete folders:
1.
2.
3.
4.
5.
Click Delete.
NetSuite Basics
Note that you cannot delete a folder that contains files. You must first delete all files in a folder,
and then delete the empty folder.
Filename Extension
AutoCad Drawing
.dwg
Bitmap Image
.bmp
.css
.csv
.xls
Flash Animation
.swf
.gif
GNU Zip
.gz
.htm or .html
GEM Image
.img
JavaScript
.js
.jpg or .jpeg
Messager RFC
.eml
Microsoft Project
.mpp
.doc
MP3
.mp3
MPEG
.mpeg or .mpg
.pjpeg
Plain Text
.txt
.png
PostScript
.ps
PowerPoint
.ppt
QuickTime Video
.qt
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File Type
Filename Extension
.rtf
.sms
.tif or .tiff
.vsd
Windows Icon
.ico
.xml
Zip
.zip
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To enter a transaction:
1.
2.
3.
4.
5.
Enter data in the remaining fields as needed, including any custom fields that you have
created.
6.
7.
When you have finished entering data for the transaction, NetSuite provides various
options for saving the transaction form:
Click Save to save the information and return to the Transactions page.
Click Save & New to save the information and open a new transaction page of the
same type.
Click Save & Print to save the information and send the transaction to the print
queue.
Click Save & Email to immediately save and email the transaction form.
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Note: When processing transactions, you must save one page at a time. If you do not save
each individual page, information is not retained and can be lost when you click a
different page.
NetSuite prompts you if any required field is not completed. It also checks for simple keying
errors.
If you have not completed a required field, you will receive an error message about the missing
data. Enter data in the required field, and click Save again. When the information is correct and
complete, NetSuite accepts and records the transaction.
You can create and edit related records as you enter transactions. For information, see Creating
New Records as You Enter Transactions and Editing Records as You Enter Transactions.
2.
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3.
4.
Click New Case to create a new support case or click Attach to link an existing support
case to the transaction.
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For example, when you are entering a sales order you may want to enter a new phone number
for the customer. On the sales order, select the customer and then click the open icon. On
the open customer record, click Edit and enter the new phone number. Then click Save. The
changes you make to the open record are included in the sales order you are entering.
Avoiding Duplicates
The topics listed below can help you avoid unintended duplicate entries in NetSuite.
Avoiding Duplicate Transaction Numbers
Duplicate Transaction Number Warnings
Using Auto-Generated Numbering for Transactions
Avoiding Duplicate Billing
Working with Transactions
Important: On a transaction, use caution when you click the Submit button. If you click
Submit more than one time, multiple transactions may be created.
Best practice is to always use the NetSuite Back button for navigation, rather than your browser
Back button. If you use the browser Back button, you may create duplicate entries. For example,
if you save an item fulfillment and then click the browser Back button, it is possible to enter a
second fulfillment. If you have the Allow Overage on Item Fulfillments preference enabled,
the additional fulfillment is allowed.
NetSuite Basics
Important: On a transaction, use caution when you click the Submit button. If you click
Submit more than one time, multiple transactions may be created.
Important: If auto-generated numbering is enabled in a OneWorld account, subsidiaryspecific prefixes for transaction numbers can be defined in subsidiary records.
This ensures that each subsidiary's transactions has its own numbering
sequence. See the help topic Using Subsidiary-Specific Transaction AutoNumbering.
Warning: You should never override auto-generated numbers to delete any part of a
default prefix or suffix on transaction numbers. Doing this may corrupt data
used in transaction searches.
Important: On a transaction, use caution when you click the Submit button. If you click
Submit more than one time, multiple transactions may be created.
Error Messages
When you are creating an invoice or cash sale from a sales order, NetSuite displays an error
message when the following occurs:
NetSuite Basics
If there are two browser windows open and two users bill a sales order at the same time.
If one user tries to bill an individual sales order at the same time another user is bulk
billing sales orders.
(If the individual instance is processed before the bulk instance, the bulk processing status
displays an error requesting an item to be selected for the transaction.)
If a user accidentally double-clicks the Save button on an invoice and submits two requests
to the server.
If these conditions occur, NetSuite displays the following error message: [Transaction #001]
has already been processed in another browser instance or by another user. Please re-open the
transaction to view the current status.
NetSuite Basics
7. Click Add.
8. Click Save.
When you view the results of this search, the Being Processed column displays Yes or No to
indicate if a memorized transaction is being processed as part of a bulk update. If the column
displays Yes for a transaction and you select the transaction for processing, it is possible to
duplicate processing. Best practice is to avoid processing transactions that display Yes in the
Being Processed column.
If you do submit a memorized transaction that is currently in a processing state, NetSuite
displays an error message on the Processed Orders page and the memorized transaction is not
processed.
NetSuite Basics
Text Fields
Text fields can have only letters, numbers, and basic punctuation. You cannot enter any special
characters or HTML codes in text fields, with one exception: If you operate a Web store or site,
you can enter HTML tags in description fields for fonts, text styles, lists, or tables.
Date Fields
You can choose from U.S. or international formats for dates when you set up general
preferences for your company. After you choose the format in which you want dates to appear
on reports and forms, you can use several typing shortcuts for that format. If you use an
alternate format that does not contain punctuation, you must enter all digits including leading
zeroes for the month, day, and year.
Choose one of the formats below at Setup > Company > Preferences > General Preferences
( Administrator ):
Date Format
Shortcut Entry
Example
MM/DD/YYYY
MMDDYYYY
02/14/2001
MM/DD/YY
02142001
MMDDYY
2/14/1
021401
DD-Mon-YYYY
DDMonYYYY
14-Feb-2001
DD-Mon-YY
14Feb2001
DDMonYY
14-Feb-1
14Feb01
DD.MM.YYYY
DDMMYYYY
14.02.2001
DD.MM.YY
14022001
DDMMYY
14.2.1
140201
You can also click the calendar icon next to a date field to open a popup calendar in which you
can click the date.
In full date fields, you can use the following keyboard shortcuts to change dates:
PressShift+Tto enter tomorrow's date.
Presspto enter the end of the current period (if you use accounting periods).
Press l (lower case L) to enter the end of the previous period (if you use accounting
periods).
NetSuite Basics
Currency Fields
You can enter numbers, a decimal point, a dollar sign, commas, or a computation in currency
fields. To enter a computation, follow the steps below:
1. Type the equal sign (=).
2. After the equal sign, enter computations using your keypad numerals and the symbols
for standard arithmetic operations.
For example, type =233.51-23.35
3. Press Enter on your keyboard.
In this example, 210.16 would appear in the Amount field.
NetSuite Basics
commission authorizations, select the appropriate subsidiary to filter the list of transactions to
process.
Intercompany journal entries can post to two subsidiaries. These journals are used for
transactions between subsidiaries. Each intercompany journal record includes an originating
subsidiary and a receiving subsidiary. See the help topic Making Intercompany Journal Entries.
In some cases, time entries and expense transactions may be associated with multiple
subsidiaries. Each time or expense record is associated with the subsidiary of the employee.
In addition, a customer or project can be defined for each line of these records. If the
Intercompany Time and Expenses feature is not enabled, each line-level customer or project
must be associated with the same subsidiary as the employee. If this feature is enabled and
related accounting preferences are set, customers and projects from other subsidiaries can be
selected at the line-level. See the help topic Enabling Intercompany Time and Expenses.
For transactions with line-level associations to more than one subsidiary, the general ledger
impact of the transaction posts only to the subsidiary identified in the transaction header.
Intercompany journal entries can be created to transfer time, expense, or both charges from
one subsidiary to another. An automated adjustment process is available for intercompany
expenses. See the help topic Creating Automated Intercompany Adjustments for Expenses.
Note that you cannot change a subsidiary's base currency after you have entered transactions
for that subsidiary.
Warning: The maximum recommended limit for transactions submitted through the user
interface is 500 lines. Transactions with more lines may result in performance
issues. For transactions submitted through CSV import or Web services, the
maximum recommended limit is 1000 lines per transaction.
For journal entries, these limits are 1000 lines for the user interface and 10,000
lines for CSV import or Web services.
NetSuite Basics
2.
3.
4.
Click Save.
2.
3.
Repeat Steps 1 and 2 until you have chosen all your line items.
The transaction total is updated in the header as you check each line item.
4.
Click Save.
To change a line item, click on the line in the list. When the line-item data appears in the center
of the page, make your changes and then click Edit.
To remove a line item, click on the line in the list and then click Remove.
If you use the US Version of NetSuite, you can choose to charge taxes on a line item basis. For
more information, see the help topic Setting US Tax Preferences.
NetSuite Basics
For information about rearranging the order of the columns, see the help topic Configuring
Fields or Screens.
Create the saved item search to filter the items in the item list.
The items in the Items dropdown list will meet the criteria of the saved search.
2.
Customize the transaction form on which you want the filtered item list to appear.
3.
On the Custom Transaction Form page, click the Screen Fields subtab.
4.
5.
In the Item Filter dropdown list, select the saved item search.
6.
Click Save.
When this custom transaction form is used, the item field is filtered to display only the items
that meet your search criteria. For more information on customizing forms, see the help topic
Creating Custom Entry and Transaction Forms.
Note: This is useful for displaying information that is being captured by a custom field
defined in your account. Custom fields are NOT included in the transaction sublist
by default.
2.
Enable any additional columns you would like to display in the Additional Columns
subtab.
You can add columns to the list, but you cannot remove any of the default columns.
NetSuite Basics
3.
Click the Additional Filters subtab and enable any desired filters.
Important: In the Adjust Inventory Worksheet and Print Item Labels pages, the
available column and filter fields are taken from the item record rather than
from transactions.
After bills are entered, go to the Bill Payments page, click Customize View and then select On
Hold in the Additional Filters subtab.
NetSuite Basics
After you save the record, you can then filter results to display only those records that are not
On Hold.
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Some transactions provide links to the transactions from which they were created. For example,
on a sales order the Created From link provides the estimate used to generate the sales order.
Clicking the link opens the estimate.
Other transactions have a link to the transaction from which it was created. For example,
estimates have an Orders and Sales link. Clicking the link opens the sales orders, cash sales, and
invoices created from the estimate.
Transactions such as payments or credits provide links to the transactions to which they are
applied. For example, on a deposit the Payments subtab displays the payment transactions
associated with that deposit. Clicking the date link next to a payment opens the payment
transaction.
NetSuite Basics
Click the List link next to the transaction type, then click Edit next to the
transaction.
Use the Search Transactions portlet on the left side of the page at Transactions >
Management > Search Transactions ( Administrator ).
Click the Search Transactions link at Transactions > Management > Search
Transactions ( Administrator ).
When you view a transaction, you can make a copy or standalone copy of the transaction:
Click More Actionsand then select Make Copy to replicate all the information from
the original transaction and link it to the original transaction. For example, if an
invoice is created from a sales order, the value in the Created From field is copied to
the new transaction. In addition, the new transaction displays in the history of the
original transaction.
Click More Actionsand then select Make Standalone Copy to make a copy of the
original transaction that includes Cost of Goods Sold (COGS), but is not associated
with the original. For example, click Make Standalone Copy on a transaction that
uses advanced shipping to create a cash sale or invoice that has the same items as
the original, and includes the asset/COGS impact in addition to revenue. Because
a standalone copy is not linked to the original, it does not retain the value in the
Created From field. The new transaction is not part of the history of the original
transaction and is considered a brand new transaction.
NetSuite Basics
Click Add Multiple to quickly add several items to a transaction. The Choose Item
window displays a list of items you can add. You can filter the list by item type or search
for all or part of a name. When you click an item in the left pane, it is added to the right
pane, where you can enter a quantity for the item. When you click Done, items and
quantities shown in the right pane are added to the transaction.
When using tabbed forms, you can switch between tabs by using keyboard shortcuts.
Each subtab has a single letter underlined in the title. Press and hold the Alt key on your
keyboard and then press the corresponding letter to switch to that subtab. The first field
on the subtab is automatically selected.
On transactions and records that have buttons using a dropdown list, you can select the
non-default button option. Use the Tab key to navigate to the dropdown button. Then, use
the down-arrow key to expand the dropdown list. Click Enter to select the desired action.
To collapse the dropdown list, use the up-arrow key to return to the top.
Close a line item on a transaction if you do not expect to fulfill or receive the item. To
close a line item on a transaction, click Edit on the transaction. Click the line you want to
close and then check the box in the Closed column. Click Done and then click Save.
Close an entire transaction so that it no longer has an Open status. When you view sales
orders, purchase orders, and return authorizations, click Close to check the Closed box
for all lines on the transaction. Then, when you click Save the transaction is no longer
open.
Important: When processing transactions, you must save one page at a time. If you do
not individually save each page, information is not retained and can be lost
when you click a different page.
2.
After the equal sign, enter any computations you want to make using your keypad and the
computation symbols.
For example, type =125.36+87.45
NetSuite Basics
2.
3.
4.
5.
Select New in the Ship To Select or Bill To Select field, or click the + icon.
Selecting New in the Ship To Select field creates a new shipping address.
Selecting New in the Bill To Select field creates a new billing address.
A popup displays address fields where you can enter values.
6.
Check the box to make this address the default for shipping or billing.
NetSuite Basics
7.
8.
9.
Ensure the value for Country is correct. If it not, select a different country.
10.
11.
Click Save.
The address changes are saved on the entity record.
Note: For each step in this procedure, you can enter a new address from an existing
transaction.
2.
3.
4.
5.
6.
Hover the mouse to the right of the Ship To Select or Bill To Select field, and click the
Edit icon.
A popup displays where you can edit address values.
7.
8.
Click Save.
The address changes are saved on the entity record.
2.
3.
NetSuite Basics
5.
6.
7.
Ensure the value for Country is correct. If it not, select a different country.
8.
9.
Click Save.
The address appears only on the transaction where it is entered and is not saved on the
entity record.
Note: After a custom address is entered, to change it on the transaction you must select
Custom again in the Select field. You cannot use the Edit button to change the
address.
When you are working with addresses in NetSuite, you can set a preference for the format of
the State/Province field of addresses. The Allow Free-Form States in Addresses preference
enables you to enter any text you choose in the State/Province field on addresses.
2.
3.
Click Save.
Enabling this preference affects the State/Province field on all address forms:
entity records employees, customers, vendors, partners, and contacts
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Cash Sale
Item receipt
Bill
Bill Payment
Vendor Return Authorization
Payments
Customer Refund
Finance Charge
Customer Deposit
Expense Report
Check
Credit Card
NetSuite Basics
By default, system notes for all transaction fields are listed. Select from the Field dropdown
list to list only changes for one selected field.
The setting for Log System Notes on Updates Only at Setup > Company > General
Preferences determines whether system notes are generated when a transaction is created.
This preference was introduced in Version 2012 Release 2. By default, it is enabled for
new accounts as of that release or later, and disabled for accounts that existed before that
release.
Click the Customize View button to define criteria for filtering system notes and/or to
change the displayed results columns. Clicking this button opens a Saved System Note
Search definition page. Once you have defined this type of search, you can select it from
the View dropdown list for an alternate system notes display. For information about
creating this type of search, see the help topic Creating Saved Searches for System Notes.
System notes on the System Information subtab relate to each transaction as a whole. Linelevel system notes also are available from History links for individual items, expenses, and
journal line items on transactions. For more information, see Line-Level Audit Trail for
Transactions.
To view system notes for multiple transactions, filtered by field values, go to Transactions
> Management > View Audit Trail. For more information, see Using the Transaction Audit
Trail.
NetSuite Basics
Note: The setting for Log System Notes on Updates Only at Setup > Company > General
Preferences determines whether system notes are generated when a transaction
is created. By default, it is enabled for new accounts as of that release or later, and
disabled for accounts that existed before that release.
NetSuite Basics
2.
3.
Click Submit.
NetSuite Basics
When the Audit Results page appears, there are 8 columns that contain information:
Date/Time This is the date and time your data was saved.
All times are expressed in Pacific Standard Time (PST). When Daylight Savings Time is in
effect, all times are expressed in Pacific Daylight Time (PDT).
If you import data or load sample data, all the dates and times of existing transactions
appear as the date and time your data was loaded.
Username This is the name of the person who created, changed, or deleted the
transaction.
If your company memorizes transactions, the name of the user who created these
transactions appears.
Action This is what was done to the transaction. This can be CREATE, CHANGE, or
DELETE.
If you void a transaction, CHANGE appears.
Type This is the type of transaction that was created, changed, or deleted.
Number This is the number specific to each transaction. For example, invoice number
18 or check number 1400.
Post Date This is the date your transaction was posted to the account.
Account This is the financial account that is affected by the transaction. For example, if
you create an invoice, Accounts Receivable appears in the Account column.
If no account was affected, the corresponding field in this column is blank.
Amount This is the total amount of the transaction.
Deleted and voided transactions have zero in this column. Zero also appears in this
column next to changed transactions if you made a change that didn't affect the original
amount.
Click any date in the Date/Time column to view the details of a transaction. When the Audit
Results page appears with the particular transaction you selected, click View. The details for
this transaction appears. If you want to make changes, click Edit, enter your changes, and then
click Save.
NetSuite Basics
On a transaction record, each line item includes a History link that you can click to open a
new window displaying all updates to that particular line item. This link is visible to users with
Notes Tab permission.
Note: The line-level audit trail does not track the initial creation or deletion of line items.
Only updates to existing line items are tracked.
Note: Version 2012 Release 2 introduced a new company preference, Log System Notes
on Update Only. (See the help topic General Account Preferences.) Before you enable
this option in an account that existed before that release, you should first review
any saved searches containing system notes fields, as these searches may use data
from record creation system notes. If your account includes searches that rely on
record creation system notes, you can either revise the searches before enabling the
Log System Notes on Update Only option, or you can leave this option disabled.
For example, a case search may use record creation system notes fields to retrieve
dates when cases were first escalated. To make this search work with the Log
System Notes on Update Only option enabled, this search would need to be edited
to use expressions and to return values for cases' Date Created field if the escalation
date was not available through record update system notes fields.
NetSuite Basics
fields from the transaction audit trail. It also offers additional functionality including the
ability to export data, advanced search filters and results options, and the creation of saved
searches. For more information, see the help topic Searching System Notes.
NetSuite Basics
Item
Cost Category
License Code
Location
Memo
PO Rate
PO Vendor
Price Level
Quantity
Rate
Restock
Revenue Recognition End Date
Revenue Recognition Schedule
Revenue Recognition Start Date
Revenue Recognition Term in Months
Tax
Units
Note: The line-level audit trail does not track the initial creation or deletion of line items.
Only updates to existing line items are tracked.
NetSuite Basics
on transactions that are copied or converted from a transaction that uses these settings
For example:
If you click Make Copy on an invoice, then the delivery preferences default from the
customer record on the new copy of the invoice.
If you click Bill on a sales order, then the delivery preferences default from the
customer record on the bill that is created.
2.
3.
4.
Click Save.
After you save these settings on their record, these boxes are checked by default.
Note: These settings override any customized settings on transaction forms you use.
For more information on setting up customer and vendor records for preferred transaction
delivery, see the help topics Preferred Transaction Delivery on Customer Records and Preferred
Transaction Delivery on Vendor Records.
NetSuite Basics
on each entity record will default on transactions created for that entity. For example, you can
set a preference that when new customer and vendor records are entered, they default to only
have the To Be Emailed box checked by default. Later, if a particular customer also wants their
transactions faxed to them, you can edit that customer record and check the To Be Faxed box
also.
To set initial default values for all customer or vendor records, go to Setup > Company >
Preferences > Printing, Fax,& Email Preferences. On the Print subtab, Fax subtab, or Email
subtab, check the appropriate box:
Vendors Default to [Print/Fax/Email] Transactions
Customers Default to [Print/Fax/Email] Transactions
For more information, see the help topic Setting Printing, Fax, and Email Preferences.
Finding Transactions
You can search for transactions in several ways.
To review or edit an existing transaction, select from these five procedures:
Quick Find
1. On any Transaction page, click Quick Find
2. When the Quick Find page pops up, enter some information to help you find this
transaction or related group of transactions:
In the Name field, select the company or contact from the list whose
transactions you'd like to find.
In the Date field, enter or pick the posting date of the transactions you'd like to
find.
In the Number field, enter the number of the transaction you'd like to find.
For example, enter 1135 to find check #1135.
3. Click Submit.
Previous or Next
NetSuite Basics
4. Select the appropriate button to edit, print, email, credit, or otherwise work with
this transaction.
Go To Register
1. Click the Transactions tab.
2. Click the type of transaction you want to find.
3. On the transaction page, choose Actions > Go To Register.
4. If the transaction you want doesn't appear on the register, clear the Open box to see
all transactions.
5. Click Submit.
6. On the full register, scroll to find the transaction you want.
7. Click the transaction date in the left-hand column to see the details.
A view-only version of the transaction opens.
8. Select the appropriate button to edit, print, email, credit, or otherwise work with
this transaction.
Search by Account
1. Go to Lists > Accounting > Accounts.
2. Click the name of the account with the transactions you want to see.
For example, if you want to locate a recent invoice, click an Accounts Receivable
account.
3. When the register appears, clear the Open box if you want to see all transactions.
4. Click Submit.
5. Scroll to find the transaction you want.
6. Click the transaction date in the left-hand column to see the details.
A view-only version of the transaction opens.
7. Select the appropriate button to edit, print, email, credit, or otherwise work with
this transaction.
Search Transactions
NetSuite Basics
In Advanced Search Mode, use the Criteria subtab to select the filters you
want to use when searching.
Click Add/Edit.
d. On the Results subtab, you can select the fields from the resulting
transactions that you want to see on your results list.
Select a field, and click Add.
Note: For a transaction search, adding a field that has multiple values
for one record causes that record to occur multiple times in the
search result. Also, if results include a record with a link type that
has multiple values for that record, duplicates occur in results,
even if the link type field is not included as a search results field.
e.
Locking Transactions
Important: The following text applies only if the Accounting Periods feature has not
been enabled. This feature provides different, more complex functionality
for locking transactions and closing periods. See the help topic Working with
Accounting Periods.
The Lock Transactions link and page are available only if you have chosen not to use the
Accounting Periods feature, at Setup > Accounting > Preferences > Accounting Preferences.
Go to Setup > Company > Setup Tasks > Enable Features. Click the Accounting subtab.
2.
NetSuite Basics
3.
Click Save.
You will be able to click the Lock Transactions link at Setup > Accounting > Preferences >
Accounting Preferences.
Locking transactions prevents unauthorized users from entering or changing transactions on or
before the ending date of that time period.
2.
3.
Click Save.
Logged in using a warehouse role, go to Shipping > Shipping > Process Individual Order.
2.
3.
If the default selection is not the transaction you want to process for this order, select a
transaction.
Choose from the following transactions:
Print Picking Ticket
NetSuite Basics
Fulfill Order
Print Packing Slip
Print Label
Mark Packed
Mark Shipped
4.
Scan the bar code of the order number you want to process, or enter the order number
manually in the order number field.
5.
Click Submit.
When you click Submit, the transaction opens with the information for the order number
filled in.
6.
Note: Some scanner software can be programmed to automatically click Submit after
each scan. Check the manual for your scanner hardware for more information.
If your scanner automatically submits, it opens the selected transaction. It is
important that you verify the type of transaction selected before scanning the order
bar code.
When using bar codes, you can set preferences to assist in scanning bar codes to receive and
fulfill items. See the help topic Setting Accounting Preferences for more information about the
Default Items to Zero Received/Fulfilled and Scan Individual Items preferences.
2.
On the Purchase Orders page, click View next to the purchase order.
3.
NetSuite Basics
5.
If you wish to print multiple copies, specify the number on the print message that appears.
6.
Click OK.
2.
3.
4.
5.
If you wish to print multiple copies, specify the number on the print message that appears.
6.
Click OK.
You can customize the layout of your printed forms at Transactions > Purchases/Vendors >
Enter Purchase Orders > List. For more information, see the help topic Creating Custom Entry
and Transaction Forms.
Note: If you use the Canada Edition of NetSuite, you must set your preferred layout to
the Standard Cheque Layout in order to comply with the most recent Canadian
Payment Association guidelines.
Voiding Transactions
Voiding a transaction sets its total and all its line items to 0 but does not remove it from the
system. To void a transaction, click Edit on the transaction, and click the Void button. If you
void a transaction that was created to close another transaction, the original transaction will be
reopened. For example, if an invoice was created to bill a sales order, voiding the invoice will
reopen the sales order and set its status to Pending Billing. For more information, see Voiding
Transactions.
NetSuite Basics
Note that if you do not see a Void button on customer sales or vendor bills, the preference to
void transactions with a reversing journal entry has been enabled. For more information, see
the help topic Void Transactions Using Reversing Journals Preference.
If you must stop payment on a check, the preferred method is to void the check in the system.
Voiding a check sets its amount to 0 but does not remove it from the system, ensuring that
you maintain the proper audit trail. For information about voiding a check, see the help topic
Voiding a Check.
For information about removing an existing deposit transaction from the Deposits List, see the
help topic Viewing the Deposits List.
Deleting Transactions
In some cases, you may want to remove a transaction entirely from the system. For example,
after entering a transaction you may realize it contains many errors. You can delete it and
reenter the transaction. On the transaction, from the Actions menu, click Delete. This option
appears only if the Void Transactions Using Reversing Journals preference is not enabled.
A deleted transaction does not retain a record of the transaction details. However, a record of
the deleted transaction remains in your audit trail.
Only users with a role that has full permission to a type of transaction can delete that type of
transaction. Users with permission can delete a transaction by clicking Edit on the transaction,
and then clicking Delete. When you attempt to delete a transaction, you see a warning message
asking you to verify your intent.
Note: You cannot delete a transaction if it is linked to other transactions. For example, you
cannot delete an invoice that has been paid.
NetSuite Basics
Note: If you are going to manually close a line item on a sales order, you must bill the sales
order before you close the line. When all lines on a sales order are fulfilled or closed
manually, the sales order will be removed from the billing queue and the receiving
queue.
When you view sales orders, purchase orders, and return authorizations, if you want to close
the entire transaction, click the Close or Close Remaining button. This action checks the Closed
box for all lines on the transaction and changes the status of the transaction to Closed. You can
reopen a closed transaction by clearing the Closed box for all lines on the transaction.
Voiding Transactions
Voiding a transaction sets its amount (and that of all its line items) to 0 but does not remove it
from the system. This is the preferred way to cancel an existing transaction because it remains
in the audit trail.
You can void transactions in your account. When viewing a transaction click Edit, and then
click the Void button.
Note: After you void a transaction, you cannot make any changes that have G/L impact to
the original transaction including changing the posting period.
Note: If you void a transaction that was created to close another transaction, the original
transaction is reopened. For example, if an invoice was created to bill a sales order,
voiding the invoice reopens the sales order and sets the order's status to pending
billing. Then, you would need to invoice the order again.
Another example is a bill payment that has been applied to a bill. Voiding the bill
payment reopens the bill, and another payment must be entered against the bill.
Voided sales orders do not show on the Transactions subtab of customer records. To view
voided sales orders, go to Transactions > Sales > Enter Sales Orders > List.
If you do not see a Void button on customer sales or vendor bills, the preference to void
transactions with a reversing journal entry has been enabled. For more information, see the
help topic Void Transactions Using Reversing Journals Preference.
For information about removing an existing deposit transaction from the Deposits List, see the
help topic Viewing the Deposits List.
NetSuite Basics
NetSuite Basics
After you have memorized a transaction, you can view and manage transactions created for it
by going to Transactions > Management > Enter Memorized Transactions. Click Edit next to
the transaction. The Transactions subtab shows associated transactions.
Memorizing a Transaction
For a list of the types of transactions you can memorize, see Memorizing and Recalling
Transactions.
To memorize a transaction:
1.
2.
On the Transactions page, click the type of transaction you want to memorize.
3.
NetSuite Basics
If you select to email or fax your customer, your customer automatically receives an
email or fax each time the memorized transaction occurs.
If you enter credit card payment information, this credit card is automatically
charged each time the memorized transaction occurs.
If you use the Online Bill Pay feature, the payment automatically appears on the
Approve Online Bill Pay Payments page each time the memorized transaction occurs.
4.
5.
If you want to change the name of this memorized transaction, enter a new name.
This name appears in your list of memorized transactions and does not affect the name
you entered on the original transaction.
6.
7.
8.
Check the Allow Posting in Locked Period box to enable the transaction to post to an
accounting period for which transactions are locked. You must have the Override Period
Restrictions permission to enable this option.
NetSuite Basics
Important: When this option is enabled, memorized transactions can post in locked
periods even if users initiating these transactions do not have the
Override Period Restrictions permission. Transactions can never be
posted in closed periods. If the posting date for a memorized transaction
is in a period that has been closed, it is posted to the next open period.
For more information, see the help topic Working with Accounting
Periods.
9.
Check the Override Posting Date box if you do not want the transaction to post on the
creation date.
then you must do the following:
In the Next Date field, enter the next date you want the transaction to be generated.
Note: If you want this transaction to automatically occur, you must enter a
next date here. If you do not enter a next date, the transaction will not
automatically post.
In the Posting field beside Next Date, enter the date you want the transaction to post.
For example, today's date is 7/15. You want the first transaction to be generated on
7/16 and to post on 7/20. Check the Override Posting Date box and enter 7/16 in the
Next Date field and 7/20 in the Posting field beside Next Date.
10.
You can set a date in the Subsequent Date field only when you set a frequency of Twice a
Month.
The subsequent date is the date you want this transaction to occur AFTER the date
entered in the Next Date field. Then, the transaction recurs in future months based on
these Next and Subsequent dates.
For example, on January 1st, you set a frequency of Twice a Month, set the Next Date to
February 1st and the Subsequent Date to February 15th. The transaction occurs February
1st and 15th, March 1st and 15th, and so on.
11.
When the Subsequent Date field is enabled, you can enter separate dates to generate and
post subsequent transactions as well.
For example, today's date is 7/15. You want the first transaction to be generated on 7/16
and to post on 7/20. You want the subsequent transaction to be generated on 7/21 and
post on 7/25.
Check the Override Posting Date box. Enter 7/16 in the Next Date field and enter 7/20 in
the Posting field beside Next Date. Enter 7/21 in the Subsequent Date field and 7/25 in
the Posting field beside it.
12.
NetSuite Basics
Click the Remind Forever button if you want this transaction to reoccur indefinitely
and to be reminded of this transaction every time it is due.
If you clicked Automatic and click Remind Forever, you receive a reminder for this
transaction even though you do not have to manually save it.
Click Number Remaining if you want to customize the number of transactions that
reoccur. Then, enter the appropriate number in the field to the right.
13.
Check the Update Prices box to have the memorized transaction use sales pricing that is
current as of the date the transaction is created.
14.
Check the Update Addresses box to have the memorized transaction use the customer
email, fax, and address information that is current as of the date the transaction is created.
15.
16.
If you clicked Automatic for this memorized transaction, you will be prompted to
continue. Click OK.
Your memorized transaction is saved.
After you create a memorized transaction, you can review it in the following ways:
Go to Transactions > Management > Enter Memorized Transactions > List. Select it from
the list.
Go to Transactions > Management > Enter Memorized Transactions. Click View or Edit
next to the transaction.
Go to your NetSuite Home page and click the reminder you set up.
Clicking the reminder takes you to a list showing memorized transactions that are
currently due. To see all your memorized transactions, check the Show All box and click
Refresh.
To view a list of memorized transactions due to be entered, go to Transactions > Management >
Enter Memorized Transactions.
NetSuite Basics
For example, an account used in a memorized journal entry has become inactive. You receive
an alert that the transaction cannot be run. Update the journal entry with an active account
number. Then select the Automatic radio button on the memorized transaction to reset the
journal entry to execute as scheduled.
Note: There must be at least ten transactions for NetSuite to split the transactions into
multiple workqueue records.
2.
On the Enter Memorized Transactions page, use the following filters to show transactions
in the list:
Date
Enter or select the date you want these transactions to post.
The current date defaults in this field.
Use Next Date
Check this box to use the date of the next scheduled occurrence of the transaction as
the posting date. For transactions without a next date, the current date is used.
NetSuite Basics
When this box is unchecked, the current date shows in the date field and is the
posting date.
NetSuite remembers your preference for this box and checks or clears it the next time
you use this form.
Has Remaining
Select Yes to show only transactions with remaining scheduled occurrences.
Select No to show transactions with no remaining occurrences.
Select All to show all memorized transactions.
Next Date
Select a date range to filter the list to show only transactions whose Next Date
falls within this range.
Select all to show all memorized transactions.
Action
Select Automatic to show memorized transactions that automatically post and
do not send a reminder.
Select Reminder to show memorized transactions that send a reminder for you
to post them.
Select Either to show all memorized transactions.
View
If you have customized list views, select a custom view in this field.
3.
4.
To process several memorized transactions at one time, check the box in the Enter column
next to each transaction you want to process.
You can also choose to click the Enter link next to a transaction to enter it individually.
5.
Click Submit.
A list of the new transactions shows on the Processed Transactions page.
To view a list of all memorized transactions, go to Transactions > Management > Enter
Memorized Transactions > List.
NetSuite Basics
Important: After the Allow Posting in Locked Period option is enabled for a memorized
transaction, transactions can post in locked periods even if users initiating
these transactions do not have the Override Period Restrictions permission.
Transactions can never be posted in closed periods. If the posting date for
a memorized transaction is in a period that has been closed, it is posted to
the next open period. For more information, see the help topic Working with
Accounting Periods.
2.
3.
4.
Click Save.
Important: You must have the Override Period Restrictions permission to enable
the Allow Posting in Locked Period option. After this option is enabled,
memorized transactions can post in locked periods even if users initiating
these transactions do not have the Override Period Restrictions permission.
Transactions can never be posted in closed periods. If the posting date for
a memorized transaction is in a period that has been closed, it is posted to
the next open period. For more information, see the help topic Working with
Accounting Periods.
NetSuite Basics
2.
3.
4.
Click OK.
Important: If the Multi-Language feature is enabled in your account, you can choose
from different languages for printed transaction forms. However, only the
system-supported languages available in user preferences are supported.
This is because NetSuite provides pre-translated strings for general terms in
these languages. Additional languages available as company preferences are
not supported for printed transaction forms but they are supported for Web
site translations. For more information, see the help topic Setting Up Multiple
Languages.
2.
3.
4.
When you have finished, click Save & Print. Your transaction is saved, and a preview of
the form opens.
NetSuite Basics
Note: If you are printing an existing transaction in view mode, click Print
5.
On each transaction you want to print, you must click the Communications subtab and
check the To Be Printed box. After you have submitted the transactions, you can print
them all at one time.
2.
3.
4.
Check the box beside each form you want to print, or click Mark All to select all
transactions in the list.
5.
Click Print.
6.
NetSuite Basics
2.
3.
4.
Click Open.
5.
Click Save.
6.
7.
8.
Click Save.
NetSuite Basics
Go to the type of form you want to customize and hover your cursor over the Customize
menu.
2.
NetSuite Basics
4.
5.
Custom Code - Define existing custom JavaScript files to use with the form.
Roles - Choose which roles should use this custom form as the preferred transaction
form.
Linked Forms - Choose which forms are linked to this custom form.
6.
Click Save.
For detailed help about customizing forms, see the help topic Creating Custom Entry and
Transaction Forms.
After you have created a custom transaction form, you can set it as the default form for your
users' roles. For more information, see the help topic Setting Default Forms for Roles.
Note: When you enter a customer payment and check the Auto Apply box, only the
payment you enter on the transaction is applied. Other existing credits and deposits
are not automatically applied against open receivables. If you do NOT check
the Auto Apply box, you must apply the payment or credit amount to an open
receivable or payable.
NetSuite Basics
its date
a reference number (like an invoice number)
a name (of a vendor, customer or employee)
a memo
the ledger account affected
a notation if the transaction has cleared your bank account
the other account involved in the double-entry bookkeeping notation (If more than one
account was used to offset this distribution, you'll see the notation -Split-.)
the quantity
amount (the transaction amount)
Note: Some transactions will post to the ledger depending on their state of approval.
The posting status of each transaction can be one of the following:
NetSuite Basics
Posting Transactions
Transaction
Posting Status
Transfer
Posting
Check
Posting
Deposit
Posting
Cash Sale
Posting
Customer Invoice
Posting
Posting
Customer Payment
Posting
Customer Credit
Posting
(Credit Memo)
Inventory Adjustment
Posting
Inventory Transfer
Posting
Inventory Worksheet
Posting
Inventory Distribution
Posting
Item Receipt
Posting
Vendor Bill
Posting
Vendor Payment
Posting
Vendor Credit
Posting
Posting
Posting
Tax Payment
Posting
Paycheck
Posting
Liability Payment
Posting
Cash Refund
Posting
Customer Refund
Posting
Item Shipment
Posting
Assembly Build
Posting
Assembly Unbuild
Posting
Currency Revaluation
Posting
Tax Liability
Posting
NetSuite Basics
Transaction
Posting Status
Customer Deposit
Posting
Deposit Application
Posting
Bin Worksheet
Posting
Bin Transfer
Posting
Posting
Posting
Tegata Receivables
Posting
Tegata Payables
Posting
Non-Posting Transactions
Transaction
Posting Status
Work Order
Non-Posting
Non-Posting
Transfer Order
Non-Posting
Opportunity
Non-Posting
Return Authorization
Non-Posting
Sales Order
Non-Posting
Non-Posting
Non-Posting
Year-to-Date Adjustment
Non-Posting
Liability Adjustment
Non-Posting
Purchase Order
Non-Posting
Estimate
Non-Posting
Posting Status
Commission
Expense Report
Journal
NetSuite Basics
NetSuite Basics
The Performance Details (or PET) window includes the following data:
Total Displays total page load time in seconds.
Note: This data may not apply to reports, dashboards, centers, or saved searches.
Server Displays the percentage of the total page load time spent on retrieving
information from the NetSuite server.
If this row has the highest percentage in the list, see Improving Server Performance.
Network Displays the percentage of the total page load time it takes for data to travel
from the NetSuite servers to your computer.
If this row has the highest percentage in the list, the problem could be related to your
Internet Service provider (ISP). See Improving Network Performance.
NetSuite Basics
Client Displays the percentage of the total page load time it takes for your computer to
render the page.
If this row has the highest percentage in the list, see Improving Client Performance.
Page Displays the Web address of the page you are viewing in the application.
Email Displays your email address.
Time Displays system date and time.
If you experience slow performance consistently on a certain page, then use the information
displayed in the Performance Details (or PET) window to create a case with NetSuite Customer
Support.
Double-click the NetSuite logo at the top left of the page that exhibits slow performance.
2.
3.
4.
5.
6.
In the What would you like to do? field, select Report a performance problem.
7.
8.
Click Submit.
NetSuite Basics
NetSuite Basics
number of stored records can slow down search results. Review the following tips for managing
search performance.
For information about different types of NetSuite searches, see the help topic Search Overview.
For details about preferences you can set for searches, go to Home > Set Preferences, and click
on field names in the Analytics tab.
NetSuite Basics
Warning: If your report is not returning results quickly enough, DO NOT repeatedly
attempt to run it while the original report is still running. Executing multiple
reports at the same time can cause significant performance issues.
NetSuite Basics
On a PC:
1. Open a command window.
a.
b. Type cmd.
c.
Press Enter.
5. Press Enter.
2.
On a Mac:
1. Open the Network Utility application.
By default, this application is located in the Utilities folder, found inside the
Applications folder on the main system hard drive (Hard Drive > Applications >
Utilities > Network Utility).
2. Click the Traceroute tab.
NetSuite Basics
To copy the results of the trace route and paste them into a NetSuite support case:
1.
On a PC:
1. At the command prompt type cd\.
2. Press Enter.
3. At the C:\> prompt type:
tracert.exe -4 -d system.netsuite.com>>results.txt
4. Press Enter.
5. Open My Computer from your desktop, and then open the (C:) drive.
6. Double-click the results.txt file to open it.
7. Copy the results of the trace route.
2.
On a Mac:
1. Highlight the results of the trace route.
2. Go to Edit > Copy.
3. In NetSuite, click the Support tab.
4. Click the SuiteAnswers link.
5. On the SuiteAnswers site, click Contact Support Online.
6. Paste the trace route results into the Message field.
NetSuite Basics
NetSuite Basics
Performance Details (or PET) window at least three times in succession. For more information,
see Gathering Performance Details.
2.
3.
4.
In the What would you like to do? field, select Report a performance problem.
5.
Add detailed information about the issue you are experiencing into the Message field.
When you report a Network Performance issue to Customer Support, please include answers to
the questions below. This information will help to diagnose and resolve the problem quickly.
What browser are you using? Do you have any plug-ins installed?
Are you using a firewall? If so, what is the name and version of the firewall software or
device? What ports are open?
Are you using a proxy for your HTTP Connections? If so, what is the name and version
of the software? For more information, see Troubleshooting Problems with Firewalls and
Proxy Servers.
Are you using an anti-virus or anti-spyware application? If so, what is the name and
version of the software?
Include your public IP address in the case.
Go to http://www.whatismyip.com to get this information.
The more information you add to a case, the better NetSuite Customer Support can serve you.
If you are using a PC, open a command prompt and run the following commands to gather
more information to add to your case:
Execute a dnslookup on the affected domain and include the output. For example, if
you are having trouble with system.netsuite.com, then type the command below in a
Command Prompt window, and press enter.
nslookup.exe system.netsuite.com.
Execute a traceroute on the affected domain and include the output. For more
information, see Using a Trace Route to Troubleshoot Performance Issues.
Execute the following commands, and add the results to your case.
ping system.netsuite.com
telnet system.netsuite.com 443
NetSuite Basics
2.
3.
Click Memory Usage to sort the processes based on memory usage, or RAM.
There are no universal requirements for the amount of Random Access Memory (RAM) or how
fast a computer must be to run NetSuite. The requirements depend on the way your computer
is being used and on the other applications running on your computer. For example, your
computer may be able to run NetSuite but is not powerful enough to run NetSuite with your
Voice Over IP (VOIP) application. Or, your computer is powerful enough to run your VOIP
application and NetSuite at the same time, but cannot create a sales order that contains 200 line
items.
Close all the applications you are not using. If you need to run more than one application
consider increasing your computer resources.
2.
3.
NetSuite Basics
4.
Test on different browsers. You can install Firefox on your computer for free. Load the
page using Firefox, then load the page using Internet Explorer. Use the browser that
displays the page faster.
5.
Determine whether there are add-ons running on your browser, like Anti Virus, Anti
SPAM, or phishing? Eliminate browser add-ons, one by one, to identify the cause of the
issue.
6.
For more information about improving browser performance, see Adjusting Browser
Settings..
NetSuite Basics
2.
On the General tab, in the Temporary Internet Files or Browsing history section, click
Settings.
1. In the Check for newer versions of stored pages section, select Automatically.
Warning: Do not choose the Never option. The Never option does not
significantly improve performance but can create security issues by
delivering Web pages that contain expired data.
2. In the Temporary Internet files folder section, set Amount of disk space to use: to
50MB.
3. Click OK.
3.
4.
5.
In the Pop-up Blocker section, if the Block pop-ups box is checked, click Settings.
1. Enter the address system.netsuite.com, and click Add.
2. Click Close.
6.
NetSuite Basics
2. Under the Security section, clear the box for Do not save encrypted pages to disk.
If you must ensure that none of your cached content is ever accessible, check the
Empty Temporary Internet Files folder when browser is closed box instead. This
will cause NetSuite to perform more slowly upon login, but all subsequent pages
will perform well.
7.
2.
3.
In the Cache section, edit your settings to Use up to: 50 MB of disk space for the cache.
4.
Click OK.
Close all open browser windows after changing your settings, and then open a new
browser window before logging back in to your NetSuite account.
If you encounter JavaScript errors after making these changes, hold down the CTRL key
on your keyboard while clicking the Refresh button in your browser. This forces an update
of your cached JavaScript files.
If this change does not result in performance improvements, you can check to see whether
the caching of secure pages currently is enabled.
2.
3.
Click Go.
4.
5.
Right-click on the preference line and select Toggle to set the Value to true.
NetSuite Basics
NetSuite Basics
Exporting to Word
Supported Versions - reports are exported in Word 97 - 2003 format.
Expand/collapse - settings are maintained. The report will be displayed as it is currently
viewed on the screen. If you have collapsed a section of the report (hiding some rows),
then those rows will not be available in the word document. You will not be able to expand
and view hidden rows.
Company Logo - The logo will display when the report is exported to MS Word, if it has
been set as a preference in the Reporting/Search subtab at Home > Set Preferences.
Exporting to PDF
Expand/collapse - settings are maintained. The report will be displayed as it is currently
viewed on the screen. If you have collapsed a section of the report (hiding some rows),
then those rows will not be available in the word document. You will not be able to expand
and view hidden rows.
Company Logo - The logo will display when the report is exported to MS Word, if it
has been set as a preference in the Reporting/Search subtab at Home > Set Preferences.
However, the uploaded image is used as is, and is not resized to fit the PDF layout.
Formatting - By default, a PDF of an exported report/search has a font size of 8 and a
portrait orientation. You can change these settings by modifying the PDF Page Orientation
NetSuite Basics
and PDF Font Size preferences on the Reporting/Search subtab at Home > Set Preferences.
See the help topic Setting Formats for Reports Exported to PDF.
Size Limitations - Exported PDFs currently have some output limitations. You may
encounter issues if your report results include a large number of rows and/or columns,
or extremely long field values. You cannot export reports with more than 30 columns
and NetSuite truncates exported records for reports with more than 10 columns. To work
around these issues, try adding criteria to reduce the number of rows and/or columns in
results, or try eliminating fields with long values. For details, see Limitations on Exports to
PDF.
Exporting to Excel
Supported Versions - Only Microsoft Excel 2002 and later are supported by NetSuite.
Expand/collapse - settings are not maintained. All rows included in the report will be
exported. Collapsed (hidden) rows will also be exported and will appear in the excel
spreadsheet fully expanded (unhidden)
Company Logo - The company logo does not display when the report is exported to Excel
- even if the Print Company Logo option is enabled on the Reporting/Search tab at Home
> Set Preferences.
Unicode - supported.
Decimal precision - Excel offers high decimal number precision (same precision as
displayed in the report/search)
Exporting to CSV
Expand/collapse - settings are not maintained. All rows included in the report will be
exported. Collapsed (hidden) rows will also be exported and will appear in the excel
spreadsheet fully expanded (unhidden).
Company Logo - The company logo is not exported.
Unicode - not supported.
Decimal precision - all decimal numbers are truncated at 2 decimal places. If you require
a higher level of precision it is recommended that you export the report to Excel. Once you
open the file in Excel, you can save it as a CSV file.
Handling Special Characters - If you use Microsoft Excel to open an exported CSV file
that contains data in languages other than English, some special characters may appear
corrupted. If you encounter this issue, it is recommended that you export data to Excel
instead of CSV. Once you open the file in Excel, you can save it as a CSV file. For more
information, see Limitations on CSV Exports of Data with Special Characters.
NetSuite Basics
1-10 columns
no truncation
11-20 columns
2000
21-30 columns
1000
not supported
2.
3.
NetSuite Basics