NetSuite-Administrator Sample Questions Answers

In NetSuite, when you change the item name on a sales order from closed periods, the system will display the current item name on the transaction. This is because NetSuite dynamically pulls item information, including the name, to display on transactions and reports at the time of viewing. This ensures that the most current and accurate item information is always presented, regardless of when the transaction was entered or modified. While this behavior maintains consistency in how item data is viewed across the system, it's important for users to be aware that changes to item names will retroactively affect how past transactions display the item, potentially leading to confusion if historical data is reviewed without awareness of this dynamic behavior.References: NetSuite Help Center and official documentation on items and transaction management.

The "Restrict By" folder permission that allows an Administrator to restrict a File Cabinet folder to specific users is the "Employee" option. This setting is used within NetSuite's File Cabinet to apply permissions on a user-by-user basis, offering a high level of granularity in access control. When a folder is restricted by "Employee," the administrator can specify exactly which individual users have access to the folder, as opposed to broader categories like groups, departments, or subsidiaries. This is particularly useful for sensitive or confidential information that should only be accessible to specific individuals within the organization. By selecting this option, administrators can ensure that only designated employees can view or modify the contents of a particular folder, enhancing security and compliance.References: NetSuite Help Center, File Cabinet documentation.

For roles that require two-factor authentication (2FA) in NetSuite, verification codes are typically received through an Authenticator Application. This method is secure as it generates time-based, one-time use codes on a device that the user controls. Authenticator apps such as Google Authenticator or similar are used, providing an added layer of security by ensuring that access to NetSuite accounts is protected against unauthorized access attempts that might bypass basic password security.

References:

• NetSuite Security Practices: Two-Factor Authentication Setup

NetSuite's online forms can be used in various scenarios, primarily focusing on interacting with external users or customers. One possible use is to update existing customer records; customers can fill out forms with their updated information, which can be directly fed into the system to update their existing records. Another use is to create new transactions; customers can complete forms that initiate transactions such as orders or service requests, directly integrating with NetSuite's transaction management system. These forms enhance user interaction and streamline data entry processes, making them effective for both CRM and transactional activities.

References:

• NetSuite User Guide on "Online Forms."
• Examples of online form implementations in NetSuite from the NetSuite Help Center.

To prevent the creation of duplicate records from online form submissions in NetSuite, two key preferences can be utilized:

• On the Select Fields tab, select the Search column field: By enabling the Search column for specific fields on the Select Fields tab, the system can perform searches based on the data entered in those fields to check for existing records that match the criteria. This helps prevent duplicates by comparing incoming form data against existing records.
• On the Setup Workflow tab, select Use Duplicate Detection Criteria: This setting activates duplicate detection rules that you have defined for your system or specific record type. When this preference is set, the system uses these predefined criteria to identify and prevent duplication during the form submission process.

Both of these settings are crucial for maintaining data integrity and preventing the accumulation of redundant records in the database.

References:

• NetSuite Online Form Configuration Guide.
• Best practices in managing duplicate records in NetSuite.

A user can reference a custom list in "Custom Fields" within NetSuite. Custom lists are used to create predefined lists of values that can be selected in custom fields across various record types. This functionality allows for consistent data entry and reporting by ensuring that users select from a standard set of options rather than entering free-form data. Custom lists are highly versatile and can be applied to various custom fields, making them an essential tool for tailoring NetSuite to meet specific business requirements and data management practices. By linking a custom list to a custom field, administrators can enforce data integrity and streamline processes within the NetSuite environment.References: NetSuite Help Center, Customization Guide.

When printing a transaction in NetSuite, the formats available are primarily aimed at ensuring the documents are in a user-friendly and presentable form. PDF (Portable Document Format) and HTML (HyperText Markup Language) are the two formats supported for this purpose. PDFs are widely used for their ability to preserve the formatting and layout of a document, making them ideal for official or formal documents like invoices, statements, and reports that need to be printed or shared externally. HTML, being the standard markup language for documents designed to be displayed in a web browser, allows for easy viewing and printing of transactions directly from the browser with the layout and styling controlled via CSS. These formats ensure that the printed transactions are legible, professionally formatted, and consistent in appearance across different viewing platforms.

References:

• NetSuite Help Documentation: Printing Transactions
• NetSuite User Guide: Document Formats and Printing

In the context of NetSuite's workflow management, the Release Status "Suspended" is used to halt both the initiation of new instances and the execution of existing instances of a workflow. This status effectively freezes the workflow, preventing it from impacting any records until the status is changed. This functionality is crucial for administrators when they need to make updates or corrections to a workflow without affecting ongoing processes or when a workflow is not currently needed but might be used again in the future. The "Suspended" status ensures that no automated actions or transitions defined within the workflow are triggered during this pause.References: NetSuite Help Center, "Workflow Management"

In NetSuite, parent-child relationships between records allow for organized and hierarchical data structures. A notable feature within this setup is that a custom child record can be designed to appear as a subtab on a standard record. This enables enhanced organization and visibility, where related data is grouped under relevant standard records, improving user navigation and data access within the system. This configuration is flexible and supports the integration of custom data structures into the established standard records layout.

References:

• NetSuite Help Center documentation on "Record Relationships."
• NetSuite Developer Guide to customizing records and subtabs.

In the context of NetSuite's Release Preview environment, bundles, which are collections of customizations that can be easily installed or transferred between NetSuite accounts, can be installed from one Release Preview account to another. This functionality allows users to test how customizations will perform with the new release’s features before they are deployed in the production environment. Installing bundles from a Release Preview account directly to a Production account (Option B) is not the standard practice as it bypasses the testing phase. Similarly, copying bundles to the repository from Release Preview (Option C) and installing them from a Release Preview account to a Sandbox or Development account (Option D) are not behaviors specifically associated with the intended use of the Release Preview environment, which is primarily for testing upcoming release features under conditions that closely mimic the production environment.References: NetSuite Help Documentation on Release Preview Environment.

The "Show Owner on Record" setting in the configuration of a custom record type is designed to display the user who created or "owns" the record directly on the record entry itself. When this option is enabled, the record will include a field that identifies the user who initially created the record, providing clarity on record ownership and accountability. This feature is particularly useful for tracking purposes, auditing, and managing records where individual responsibility or authorship is important to document and maintain visibility on within the organization.

References:

• NetSuite Help Center: Custom Record Configuration
• NetSuite User Documentation: Managing Custom Records

To generate a list of all employees assigned to a different Supervisor during the last 30 days, an Administrator can "Run an Employee Change History report and set Last Month as the Date filter" in NetSuite. This approach leverages the Employee Change History report, which tracks historical changes to employee records, including changes in reporting lines or supervisor assignments. By filtering the report to show changes within the last month, administrators can easily identify employees whose supervisor assignments have changed during the specified timeframe. This method provides a straightforward way to monitor and review changes in organizational structure or reporting relationships over time.References: NetSuite Help Center, Reporting and Analytics Documentation.

In NetSuite's Saved Searches, encrypted fields such as Credit Card Numbers can indeed be included in search criteria, but their use is limited by a specific set of operators due to the sensitive nature of the data they contain. This limitation is designed to protect the confidentiality and integrity of encrypted information while still allowing for the fields to be useful in constructing meaningful search queries. For example, operators that do not require the decryption of the field's content to function (such as "is empty" or "is not empty") can be used. This approach balances the need for security with the flexibility to include encrypted fields in saved searches for administrative or auditing purposes.References: NetSuite's official documentation and Help Center articles on creating and managing saved searches, with a focus on the special considerations for including encrypted fields.

When an employee, such as a sales rep, transitions to a new manager and the Employee record is updated, NetSuite manages approvals and workflows based on the configuration of the approval routing and workflow settings. In the context of expense approvals, even if the employee record is updated immediately to reflect a new manager, the existing expense approvals that are already in the queue remain with the previous supervisor. This is because these approvals are typically associated with the manager at the time the expense was submitted. Changes in supervisor assignments generally do not retroactively affect approvals already in process unless specifically configured to do so. Regarding commissions, these are usually calculated based on sales attribution and territory assignments as of the sales transaction date and do not typically shift due to changes in management unless explicitly re-assigned or recalculated.

References:

• NetSuite Help Center: Employee Management and Record Updates
• NetSuite Help Center: Approval Workflows

During a Sandbox refresh in NetSuite, the goal is to create a testing environment that closely mirrors the production environment. This includes copying over data that is critical for testing purposes, such as System Notes on records. System Notes are vital as they track changes made to records, including who made the change and when. This information can be crucial for testing processes, workflows, and audit trails in the Sandbox environment. Token-based Authentication (TBA) settings (Option A), user passwords (Option B), and SAML configuration (Option C) are typically not copied over during a Sandbox refresh for security reasons. These elements contain sensitive information and configurations that are specific to the production environment's security infrastructure. By not copying over these specific settings, NetSuite ensures that the Sandbox remains a secure and isolated environment for testing, separate from the production environment's security mechanisms.References: NetSuite Documentation on Sandbox Refresh Process.

The mode option that allows users to remove portlets added as part of a published dashboard is "Unlocked." When a dashboard is in Unlocked mode, users have the flexibility to add, move, or remove portlets according to their preferences or needs. This mode is designed to provide users with a level of personalization and control over their dashboard layout, ensuring that the information displayed is most relevant to their roles or tasks at hand. Conversely, a Locked dashboard restricts users' ability to modify its configuration, preserving the layout as specified by the administrator or the dashboard publisher. The Unlocked mode is particularly useful in dynamic work environments where individuals require the ability to tailor the information and tools accessible through their dashboards.References:

• NetSuite Help Center: Dashboard Personalization and Configuration
• NetSuite SuiteAnswers ID 29012: Understanding Dashboard Lock/Unlock Modes

To create Intercompany Journal Entries and ensure access to the relevant subsidiaries for a Controller, the correct approach is to "Assign relevant subsidiaries to the Controller role." This assignment is crucial because it defines the scope of the Controller's access within NetSuite, specifically allowing them to interact with, create, and manage journal entries across the subsidiaries they have been granted access to. This method provides a streamlined and secure way to manage access rights, ensuring Controllers can perform their duties effectively across the designated parts of the organization without unnecessary limitations or overly broad access.References: NetSuite Help Center, Role and Access Management documentation.

In the standard Vendor Center role in NetSuite, the default permission level for Purchase Orders is typically set to "View." This setting allows vendors to see purchase orders related to them but restricts them from creating, editing, or deleting these records. This default permission is designed to provide vendors with necessary visibility into their transactions with the company while maintaining control over the creation and modification of purchase orders by the company’s internal staff.References: NetSuite’s documentation on standard roles and permissions, particularly the Vendor Center role and its default permissions for accessing and managing Purchase Orders.

Updating an installed bundle that has been changed by the bundle author requires specific permissions within a NetSuite account. The Account Administrator inherently has the necessary rights across the account to manage and update any installed bundles. Additionally, any user granted the "Manage Bundles" permission can also update installed bundles. This permission allows users to access the bundle management functionality, where they can check for updates to installed bundles and apply those updates as released by the bundle author. It's important for these users to monitor changes to bundles, as updates may include critical fixes or enhancements necessary for the optimal performance and security of the NetSuite account.

References:

• NetSuite Help Center: Managing and Updating Installed Bundles
• NetSuite SuiteAnswers: Permissions for Bundle Management

To create a custom field on a Task record that lists all customers with the Taxable checkbox selected, the appropriate settings are found under "Sourcing & Filtering > Filter Using = Taxable Is Checked = Yes." This setting effectively filters and displays only those customers for whom the 'Taxable' field is marked as 'Yes' in the custom field's drop-down list or lookup. This method leverages NetSuite's powerful sourcing and filtering capabilities to restrict the list of records based on specific criteria, ensuring that users can easily select from a refined list of taxable customers directly from the Task record.References: NetSuite Help Center, "Creating Custom Fields"

One limitation of Multi-threading for CSV imports in NetSuite is that "The order in which CSV file rows are submitted cannot be predicted." When multi-threading is enabled for CSV imports, NetSuite processes multiple rows of the CSV file in parallel to speed up the import process. However, this parallel processing means that the rows are not processed in the sequential order they appear in the CSV file. This can be a significant limitation when the order of row processing is crucial, such as when there are dependencies between the records being imported. Understanding this limitation is important for planning CSV imports that require a specific sequence of record creation or updates.References: NetSuite Help Center, CSV Import Guide.

Selecting the "Lock New Bar" option on the Publish Dashboard page has the effect of removing the "Create New" button from the user's dashboard in NetSuite. This option is part of dashboard customization and governance, allowing administrators to streamline user interfaces based on role-specific needs and to prevent clutter or confusion by limiting the options available to users directly from their dashboard. By removing the "Create New" button, users are encouraged to follow predefined workflows for creating records or transactions, potentially reducing errors and ensuring data integrity by guiding users through the appropriate processes.References: NetSuite Help Center, Dashboard Customization and Publishing documentation.

The two field types that can be included in a Global Search in NetSuite when the Store Value Preference is enabled are "Email Address" and "a Phone Number." The Store Value Preference, when enabled, allows specific types of data to be indexed and searchable via the Global Search feature. Email addresses and phone numbers are two types of fields that, when marked to store their values, can be quickly searched through this function. This capability is particularly useful for users who need to find records or contacts based on these specific pieces of information. The inclusion of email addresses and phone numbers in the Global Search enables efficient and rapid access to critical information, enhancing the user's ability to navigate and retrieve data within the NetSuite environment efficiently.References: NetSuite Help Center, Global Search documentation.

When a NetSuite user forgets their password and security questions, an administrator can restore access using the "User Access Reset Tool." This tool is specifically designed for situations where traditional recovery methods, such as answering security questions or automatic email links, are not possible. By using the User Access Reset Tool, the administrator can directly intervene to reset the user's password and security data, enabling the user to regain access and then set a new password and security questions securely.

References:

• NetSuite Help Center documentation on "User Management and Security."
• Administrator's guide to managing user roles and permissions in NetSuite.

When a user with a restricted role runs a custom search with the "Run Unrestricted" box marked, the access they will have to the search results is limited to "View" access. This means that while the user can see the results that may normally be outside their role's permissions, they cannot edit or otherwise modify the resulting records. The "Run Unrestricted" feature is designed to allow users to gain insights and access to data for reporting or analysis purposes without compromising the integrity of the data by restricting edit capabilities. This feature is especially useful in scenarios where users need to report across departments or functions but should not alter the underlying records.References: NetSuite Help Documentation, "Custom Search and Reporting"

The current number of Full License users within a NetSuite account can be identified in the "View Billing Information" section. This area is designed to provide administrators and authorized users with a comprehensive overview of the account's subscription details, including the types and quantities of licenses that are currently active. To access this, one would navigate through the Setup > Company > View Billing Information pathway. This section not only offers insights into the billing aspects but also details the allocation of licenses, making it a central point for managing and understanding the account's licensing structure. The other options mentioned do not specifically provide a direct view of the total number of Full License users, as they serve different administrative functions within NetSuite.References: NetSuite's official documentation on managing account settings and viewing subscription and billing details.

Verification codes received by users logging into roles that require Two-Factor Authentication (2FA) in NetSuite are most commonly obtained through "Authenticator applications." These applications generate time-sensitive, one-time-use codes that users must enter in addition to their password as a second layer of security during the login process. Common authenticator apps include Google Authenticator, Microsoft Authenticator, and others compatible with the Time-Based One-Time Password (TOTP) protocol. This method of receiving verification codes is preferred for its security and convenience, as it does not rely on SMS messages or emails, which can be intercepted or delayed.References: NetSuite Help Center, Two-Factor Authentication Setup and User Guide.

When using the CSV import tool in NetSuite to update records, including item descriptions, administrators have several options to control how data in the CSV file affects the existing records. The "Assign Null Values" option plays a crucial role when the goal is to remove obsolete data or update certain fields to have no value. Selecting this option allows the CSV import process to clear out any existing values in fields for which the CSV file contains null values or is intentionally left blank. This approach is particularly useful for cleaning up or removing outdated information, such as obsolete item descriptions, without deleting the records themselves. The other options, like "Overwrite Missing Fields," "Delete Sublists," and "Void Text," serve different purposes and do not specifically address the need to clear out or assign blank values to fields during an import operation.References: NetSuite Help Center and documentation on Advanced CSV Import Options.

To send a list of total sales for the day by customer to the CEO daily, the most effective and streamlined approach is to create a sales by customer report with "today" as the filter. This report will dynamically update to reflect each day's sales, ensuring that the information is current and accurate. Once the report is created, it can be scheduled as a daily event to run at 6:00 PM, with the CEO designated as the recipient of this report. This scheduling ensures that the CEO receives a concise and timely summary of the day's sales activity by customer, enabling informed decision-making and oversight. Options A and C suggest creating a transaction saved search, which could also achieve a similar outcome but might not be as direct or simple as setting up and scheduling a report specifically designed for sales analysis. Option D is incomplete and lacks sufficient detail to be considered a valid response.References: NetSuite Help Documentation on Reports and Saved Searches.

To change Sales Orders from printing with the Standard Template to the Advanced PDF Template, the desired Advanced PDF Template must be set as the preferred template for sales orders. This is achieved through the customization of transaction forms or document templates within NetSuite's settings. By selecting an Advanced PDF Template as preferred, all sales orders will automatically use this template for printing, providing a consistent and customized output. This approach allows for greater flexibility and customization in how transaction documents are presented and printed.References: NetSuite Help Center and SuiteAnswers, specifically the sections on customizing document templates and setting Advanced PDF Templates as preferred for specific transaction types.

Users can review bundle objects that will be installed and set preferences for those objects on the "Preview Bundle Install Page" in NetSuite. This page is presented during the bundle installation process and provides detailed information about the contents of the bundle, including scripts, custom fields, records, and other components. It also allows users to configure certain preferences and settings for the bundle before completing the installation. This step is crucial for understanding the impact of the bundle on the current NetSuite environment and ensuring that configurations align with organizational requirements and standards.References: NetSuite Help Center, SuiteBundler Guide.

The "Invalid Item Reference Key" error during an item import in NetSuite typically indicates a mismatch or incorrect use of reference identifiers. When choosing "Name" as the Reference Type for an import operation, it's crucial to use the correct form of identifier that matches this selection. In NetSuite, "Name" usually refers to a unique, user-friendly identifier for records, distinct from the "Internal ID" or any system-generated number (like the "Item Number"). If an "Item Name" was used under the assumption it matches the "Name" reference type, but it does not conform to the expected unique identifier format or is incorrect, NetSuite would not be able to properly match and reference the existing items, leading to this error. It's important to ensure that the correct form of the item's name or identifier is used in accordance with the selected Reference Type to avoid such errors.References: NetSuite Help Center articles on CSV Import Errors and Importing Records with Reference Types.

To set up a workflow in NetSuite for the purpose of sending an email following a specific trigger, the "After Record Submit" trigger type is used. This trigger activates the workflow action after a record has been submitted or saved. It is the appropriate choice for scenarios where the workflow needs to execute actions based on changes that have just been committed to the database, such as sending a confirmation email once a form is submitted or a transaction is completed. This trigger ensures that the workflow operates on the most up-to-date information and that any actions taken, such as sending an email, are fully informed by the latest state of the record.

References:

• NetSuite Help Documentation: Workflow Triggers
• NetSuite Developer Network: SuiteFlow Guide