NetSuite Business Blueprint

inoday implementation methodology and approach guide

Manufacturing || Retail || Non-Profit || Software Industry || Service Industry

Content : NetSuite Rapid Implementation Methodology Guide

Content Version Number : 3.0
@ inoday Consultancy Services Private Limited

A Fully Integrated Cloud based Business management solutions

C

ontent : NetSuite

Managing the Enterprise ecosystem on the Cloud

With a single, integrated platform for CRM, Accounting/ERP and Ecommerce, you can automate key business functions
across all departments, including sales, Marketing, service, finance, inventory, order fulfillment, purchasing, and employee
management. Your employees no longer have to re-enter data in different systems, rectify inconsistent or inaccurate data,
or wait for batch updates. Instead, all your employees view and share accurate data in real time, leading to greater
collaboration among departments and increased productivity across your business.

Manage your entire business better with 1 web-based solution

NetSuite is the industry's first and only Software-as-a-Service (SaaS) business software that supports your entire
companyfrom accounting/enterprise resource planning (ERP) to customer relationship management (CRM) and Web
capabilitiesin a single, integrated and powerful business management software solution.

Key Functions for Your Business

Integrated ERP/CRM/E-commerce Application

Built-in, customizable dashboards
CRM and Accounting/ERP with integrated ecommerce
SuiteAnalytics business intelligence
SuiteFlex customization and extension
Industry -Specific Solution for Distribution, Manufacturing, Retail, Software and Services
Real Time access to critical Business data, anywhere, anytime
Savings on IT cost, and Maintenance

NetSuite Full Feature List (NetSuite ERP)

NetSuite ERP
Financials
General Ledger
Multi-tier Chart of Accounts
Financial Statements
Accounts Payable, Multi-currency
Accounts Receivable, Multi-currency
Payroll, Direct Deposit
Multiple Budgets
Advanced Billing
Revenue Recognition
GAAP Reporting
Allocations
Check Printing
Online Banking
Bill Payment
Updates Taxes
Generate & Edit W-2, 940, 941
Print 1099 Forms
Customizable Chart of Accounts
Reversing Journal Entries
Accounting Periods
Customizable Chart of Accounts
Credit Card Address Verification
EFT Bill Payment
Memorized Transactions
Aging Periods
Vendor EFT Payments
Advanced Project Accounting
Amortization Schedules
Inventory
Specific Costing
Item Kits
Item Images
Pricing Rules
Audit Trail for Inventory Adjustments
Replenishment Warnings
Multi-location
Multiple Units of Measure
Kits, Assemblies

Average, LIFO, FIFO Costing

Price Levels per item
Preferred vendor records
Lot Management
Barcoding
Expiration Dating
Serialized Inventory
Inventory Matrix Items
Reorder Point Tracking, Notification
Physical Inventory
Bin Management
Landed Cost
Demand Based Inventory Replenishment
Purchasing
Back Orders
Purchase History
Special Order P.O.S.
Approval Routing
Partial Receipt Tracking
Requisitions
Purchase Orders
Purchase Request Tracking
Receiving
Accounts Payable
Order Fulfillment
Multiple Ship To
Multiple Bill To Sub-Customer Tracking
Discount Calculation
Sales Taxes
Bulk Order Approval
Handles Partial Shipments
Back Orders
Order Tracking for Customers
Quote/Estimate
Order Processing
Available to Promise

Inventory Commitment
Pricing & Discounts
Sales Tax
Credit Card Authorization
Pick/Pack/Ship
Drop Shipments
Special Order Purchase Orders
FedEx Shipping Integration
UPS Shipping Integration
Returns
Employee Management
Time and Billing Entry & Reporting
Remote Time Entry
Integrated Case Management
HR Publishing
Schedule and Task Management
Employee Records
Payroll, Direct Deposit
Expense Reporting
Time, Expense, Billing Approval Routing
Reminders
Customer / Vendor Center
Order History
Track Shipments
Return Orders
Update Profile
Pay Invoices
Online Self-Service
QuickBooks Import
CSV Import/Export
Always On Audit Trail
User Privileges
Data Exports
Comprehensive Online Help
Printed Documentation
Multi-User Options
Free Accountant Access
Company Consolidation

NetSuite Full Feature List (NetSuite CRM)

NetSuite CRM
Sales Force Automation
Territory Tracking & Assignment
Lead Routing
Opportunity Management
Quote Generation
Sales Order Entry
Upsell Manager
Offline Sales
Advanced Forecasting
Mail Merge E-mail/Mail
Purchase History
Support History
Sales Tools Publishing
Probability Tracking
Real-time Commission Reporting
Deal Expiration Notification
Flexible Commissions Schedules
Tiered Commissions
Real-time Credit Card Authorization
Forecast & Quota Management
Competitor Tracking
Team Selling
Marketing Automation
Bulk E-mail
Telemarketing Management
Print Management
Direct Mail Management
Campaign Creative File Cabinets
Upsell Campaign Wizard
Message Personalization
Alternate Tag Capability
Campaign Scheduling
Campaign ROI Reporting
Coupon & Cross-selling
Customizable Online Lead Forms
Referral/Promotion Code Tracking
Campaign Tracking

Lead Source Management

E-mail Campaign Marketing Management
Targeted Segment Creation by Purchase History
Customer Support Management
Case Message Center
Case by Product Tracking
Priority Tracking
Flexible Queue Management
Case Assignment
E-mail case capture & creation
Online Self-Service
Escalation and Notification
Auto-escalation
Case Tracking by Products & Services
Online Customer Center
NetAnswers Knowledge Base
Billable Time Tracking by Case
Issue Management
Partner Relationship Management
Order Entry
Partner Activity Reporting
View Customer Cases
Joint Lead Management
Real-time inventory access
Promotional Discounts
Marketing Campaign Publishing
Real-time Dashboards
Executive & Role-based Dashboards
Publishable Layouts
Drag and Drop Personalization
Key Performance Indicators
Quick Search
Graph & List Report Snapshots
Custom From Scratch Snapshots
RSS Content Feeds
Scheduled & On-demand Dashboard Alerts

Customer Dashboard
KPI Scorecards
Productivity Tool
Group Calendaring
Import/Export of Records
Outlook and Palm Sync
Anytime/anywhere Web Access
Executive Dashboard and Key Indicators
NetBase Custom Records
Spell Checker
Duplicate Detection & Merge
Expiration Dating
Customizable Reporting
File Cabinet
Reminders
Customization
Click Not Code
Configuration
User Privileges
Real-time Dashboards
Custom Records/Tables
Terminology
Custom Code
Customer Fields
Customer Saved Searches
Drop Down List
Forms
Customizable Roles
Customizable Dashboards

NetSuite Full Feature List (NetSuite E-Commerce)

NetSuite E-Commerce
Web Store
Special Pricing
Customer Specific Pricing
Inventory Integration
Subscription & Periodic Billing
Mass Price Updating
Coupon Processing
PayPal Integration
Credit Card Processing Online
Cross-selling
Shopping Cart
Multi-currency shopping cart & checkout
Custom Check-out Forms
Document Sales
Order Confirmation
Multiple Shipping
Tax Calculations
Campaign Code Capture
Promotional URLs
Electronic File/Software Download
Automated Upsell Recommendations
Gift Certificates
Item Coupons/Discounts
Web Site
Website Hosting
Multi-domain hosting
Domain Name
Multi-domain Name Routing
Meta Tag Support
Page Specific Meta Tag
Publish Dynamic List
Advanced Site Building
Online Forms
Multi-Lingual Websites

Web Analytics
Visitor Click Stream
Visitor Pages Viewed
Referring URL ROI Reports
Search Term ROI Reports
Site Activity
Cart Abandonment Analysis
Customer Management
Customer Self-Service
Knowledge Base Access
Customer Bill Pay
Order Initiated Customer E-mails
Customer Transaction History
Online Case Forms
Forms & Publishing
Case
Lead
Customer
Intranets
Extranets
Web Store Developer's Kit
Shopping Cart & Product
Integration
Password-protected Customer Center
Transfer Data Via XML
Online capture forms for leads, customer info, cases
etc.
Complete HTML customization of online forms
E-mail notification on online lead capture
Automatic online lead routing rules/workflow

Reporting
Real-time Dashboards
100 standard reports
Customizable Reports
Saved Searches
Report Export Capabilities
Advanced Analytics Capabilities
Key Performance Indicator Snap Shots
Audience Control on Report Sharing
Ad Hoc "from scratch" Report Creation

inoday Cloud Implementation Methodologies and Approach

Inoday Cloud implementation Methodologies
Inoday implementation methodologies
for NetSuite ERP/CRM/ E-Commerce
Application
NetSuite Cloud ERP uses a businessprocess oriented methodology for rapid
implementation. Once you establish
business rules, deployment is extremely
rapid. Typically, businesses are up and
running in a matter of weeks.
An implementation guide helps you to
optimize the implementation process.
The implementation guide includes
templates that you can use as models. You
can also customize the templates to
handle unique needs.

Implementation

1. Handover from Evaluation Phase

Describe business processes and functional
requirements
Develop a time schedule
Describe the structure of the company
and responsibilities
Use the customized demo database
Identify unconventional
business processes
Identify proposed solutions
Identify activities and the amount of data
that must be migrated, if possible
Kickoff Meeting
Present the implementation methodology
Review available resources
Review the time schedule

The methodology blueprint (to the right)

describes the complete implementation
process, implementation some partial
deployments may skip stages.
To achieve a smooth and efficient
implementation
process,
use
all
supporting materials provided with this
methodology blueprint including:
System initialization
General ledger accounts setup
Master data migration and opening
balances

4. Acceptance Testing and Approval

Perform any necessary upgrade if a new
patch was released
Simulate all major business processes
that have been defined
Simulate major business processes with a
super user
Compare the data to established reports
Review results and obtain sign off
Before Going Live
Review go-live checklist
Create or import opening balances
Create custom user manuals
Go Live

Operation and Refinement

2. Process Analysis and Design

Clarify and elaborate on all business
processes defined in the evaluation phase
Define business process needs in detail
Divide into subjects:
Sales process
Purchasing process
Inventory management
Production process and materials
requirements planning (MRP)
Financials and chart of accounts
Sales opportunities
Service
Banking
Reporting
Define authorization and data ownership
requirements
Review data conversion needs, including
the type and amount of data
Establish any required integration
points for third-party solutions
Review critical success factors
in each section
Identify any limitations in the out-of-box
solution and discuss work-around
Define the specifications of possible add-on
developments
Create the project plan and assign tasks

3. Execution
Perform the installation according to the
installation guides
Initialize the system
Perform system initialization and definitions
in NetSuite Cloud according to the system
initialization guide
Set up all user-defined fields
Migrate master data
Deliver the relevant templates, including the
user fields that need to be imported
Prepare data migration steps according to the
data migration and opening balances guide
Receive raw data for import
Test the validity of converted data
Obtain sign off for imported data
Implement business process requirements

5. Training
Mandatory basic navigation training for all
users
Individual business process training
Introduce NetSuite portal
Searching notes
Creating support messages
support contact information

6. Post Live Support

System review according to post go-live checklist
Perform a month or quarter end closing to
review reporting and system correctness
As needed to optimize business processes:
Create users and authorizations
Create user-defined fields and tables
Customize the printout templates
Create queries
Create formatted searches as defined
Create reports
Create alerts
Define approval procedures in administration
module
Create screen layouts via user settings

Creating Functional Specification

Creating Functional Specification

To speak at macro level that is at project manager or at senior levels. The Functional Spec (Specification) which is a comprehensive document is created
after the (SRS) Software Requirements Document. It provides more details on selected items originally described in the Software Requirements
Template. Elsewhere organizations combine these two documents into a single document.
The Functional Specification describes the features of the desired functionality. It describes the product's features as seen by the stake holders, and
contains the technical information and the data needed for the design and development. The Functional Specification defines what the functionality will
be of a particulate area that is to be precise a transaction in NetSuite terminology.
The Functional Specification document to create a detailed design document that explains in detail how the software will be designed and developed.
The functional specification translates the Software Requirements template into a technical description which:
a) Ensures that the product feature requirements are correctly understood before moving into the next step, that is the technical development process.
b) Clearly and unambiguously provides all the information necessary for the technical consultants to develop the objects.
At the consultant level the functional specs are prepared by functional consultants on any functionality for the purpose of getting the same functionality designed by the
technical people as most of the times the functionality's according to the requirements of the clients are not available on readymade basis.
Lets throw some light on documentation which is prepared before and in a project:

Templates
Heat Analysis
Fit Gap or Gap Analysis
Business Process Design
Business Process Model
Business Change & Impact
Configuration Design
Future Impact & Change Assessment
Functional Design (Module Wise)
Risk Assessment
Process Metrics and Many More-- Which has impact on Business and its work flow

Preparing Business Requirement Document (BRD)

Preparing BRD

The purpose of Business Requirement document is to summarize functional and procedural requirements captured by NetSuite Professional Services during the
business process mapping phase of the implementation.
This document represents information gathered in meetings held with the customer, which enables the NetSuite team to map the business requirements to an efficient
flow in the NetSuite application. Business Requirement document (BRD) will serve as a blueprint for the NetSuite team to configure the application.
A series of process mapping questionnaires, focusing on the key areas of the business, were used as a starting point for this exercise. BRD remains consistent in structure
to those questionnaires as it categorizes the findings into the same key process areas. This document is inclusive of all business requirements provided by Customer of
different industry Specific Solutions. We have prepared BRD for Following industry specific.

Manufacturing
Retail
Non-Profit
Software Industry
Service Industry

Preparing in-Scope and Implementation

Front Office Functions

Customer Relationship Management
Marketing Campaign Automation
Sales Force Automation
Case Management
Customer Center

Back Office Functions

Accounting
Item Management
Advanced Inventory
Order Management
Purchasing
Employee Center

inoday Pre Go-Live Checklist for NetSuite Implementations

More often than not, NetSuite implementations face unnecessary challenges when there is no clear plan as to how the ERP solution and the
environment will be delivered to the end users. Most of the time, the fault lies with the implementation consultants as it is their duty to
understand their clients business, all relevant processes, assess all possible risks or pitfalls before the project execution phase, and finally
create a plan or set of tasks that will lead the implementation to its final Go-Live phase.
In this article I will discuss the final checklist of the tasks that must be duly completed before we can call an implementation a success.
Although the checklist will vary from organization to organization, the order of tasks and their dependencies will typically follow the same
pattern. Please note that this article assumes that you have completed the initial configuration of your NetSuite account, and that you have
imported your Chart of Accounts.
Process Setup and Testing
UAT Process and Process Templates
After NetSuite has been configured (all the preferences, features, segments, COA, custom forms, custom fields, custom scripts have been setup and deployed), the
NetSuite implementation consultant will typically hand out detailed templates of NetSuites transactional processes. These templates are default transactional workflows
in NetSuite. The client and their team (usually comprised of business process owners for each functional department) will review and amend all the processes to fit their
unique needs. They will also review and modify the Roles in NetSuite to ensure that every user can access all the records and transactions that are relevant to their
duties and responsibilities. Once all the processes have been defined and tested with the appropriate roles in NetSuite, the above mentioned templates will become
business operating guides that will be used for User Acceptance Testing (UAT).
End User Training based on UAT Process Templates
After the processes have been defined, the implementation consultant will train the organizations user(s) in each NetSuite functional area. These training sessions will
be based on the guides defined in the step above.
System Cleanup / Deletion of Test Data
If a sandbox environment is not available, the testing and process building phase of the project may generate unnecessary test data. You will need to delete all the test
transactions and records as they may contaminate your general ledger activity. After you have deleted the data, ensure there are no balances in your general ledger by
running and validating your detailed trial balance report.
Lock Access to NetSuite
Upon cleanup completion, it is advisable to remove NetSuite access given to general users during the testing phase. Generally, only the Administrators should have
access to the system at this point, and they should not be creating any new test transactions as youre preparing to go live.

inoday Pre Go-Live Checklist for NetSuite Implementations

Data Migration Stage

CSV import of Customers, Vendors and Items (Inventory and Non-Inventory)
The time for testing transactions with test Customer and Vendor data is over. The implementation cannot proceed without the complete and verified import of
Customers, Vendors and Items. It is recommended to import the Customers and Vendors first, ensuring and validating that all the forms, custom fields and custom lists
are setup correctly before the import begins. After the Customer and Vendor records are in NetSuite, you can commence importing the Items (Inventory and NonInventory).
Important Tip:
Remember to use / populate the external id field during your imports, this is especially important if you will be updating your data frequently, and if you are migrating
your data from one NetSuite instance to another. The External ID field needs to be a unique and logical alphanumeric value.
Historical Financial Data

Many clients require comprehensive historical financial data for comparative reporting and reference purposes. In 99% of the cases, the external systems from which
the data is being imported are architecturally different from NetSuite. Thus, before you can bring your financial activity into NetSuite, a considerable massage or
mapping of your data to the new structure is required. Accordingly, it is important to determine the most cost effective method for migrating your historical financial
data into NetSuite.
There are three widely accepted approaches:
1.
2.
3.

Opening Balance Approach with no Transaction History

Journal entry imports with Customer and Vendor History
Complete Transaction history

Open Transactions

Unlike the previous step, open transactions must be entered or imported into NetSuite. It is important that all the items are correctly setup in the system
as the imports will need to reference actual inventory and non-inventory items. It is also important that all of the Customers and Vendors have been
migrated to NetSuite.

inoday Pre Go-Live Checklist for NetSuite Implementations

Opening Balances and Inventory

Just before the Go-Live date, preferably at the end of the accounting period, the implementation team will complete the final set of implementation tasks.

Inventory Worksheet vs Inventory Adjustment

Depending on the type of Inventory Items setup in the system, the team will either use:
1. Inventory Adjustments to load Serialized and Lot Item stock into the system.
2.

Inventory Worksheet to load all other inventory items into NetSuite.

Journal Entries for Opening Balances (Current Year)

After the Inventory has been adjusted, the team will need to either enter the opening balances for GL accounts or import them via CSV import
functionality. Important: All open transactions need to be accounted for in order to avoid duplication.

Review of the Financial Reports and Validation

Finally, reviewing and validating all financial reports and trial balances will identify any inconsistencies and importing errors. These could be corrected with additional
updates or correcting journal entries.

Delta Transactions
Between the import of open transactions and opening balances entry, there were likely other transactions created in the legacy accounting system. These will either be
entered in NetSuite or imported via the CSV importing tool.

Go-Live Date
Congratulations, youve made it! It is important for all the stakeholders and project team members to monitor the system and note any errors or inconsistencies during
the initial go-live timeframe. When identified early, these issues can usually be resolved expeditiously.
In conclusion, the absence of proper planning, preparation and guidance will likely result in an implementation riddled with unnecessary challenges and a lower degree
of confidence in the deployed solution. Failed implementations can be very costly in terms of wasted time, resources and money. The above checklist, in addition to the
right team and implementation methodology, will help make your transition to NetSuite a true success!

inoday Consultancy Services Pvt Ltd

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Noida-201301,
Uttar Pradesh, India
info@inoday.com