January: Tips and Tricks

Happy New Year! In this month's edition of NetSuite Tips and Tricks we take a look at CSV Imports, Email Alerts and ensuring all users see the right labels that the NetSuite Administrator has set.

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1- CSV Import Limitations and Best Practices

Importing records into NetSuite is made somewhat easier with NetSuite Import Assistant. However, there are a couple of limitations users should be aware of before they get started:The CSV file can not be longer than 25,000 rows. This includes the header row, which means that you can only import 24,999 records at a time. If you attempt to import larger CSV files, you will be given an error message right off the bat, letting you know that your CSV file is too large.

• Our NetSuite Gurus have found that importing data into NetSuite in non-peak hours speeds the process up (i.e. between 6:00 p.m. and 6:00 a.m. PST)

2- Viewing Records Link from Saved Search Alerts

If you have ever set up a Saved Search alert, be it for new lead records or sales order fulfilments, then you know that by default NetSuite does not include a link to the record in the email.

That option can be modified simply by checking the "Include View Record Link" checkbox, found in the Customize Message subtab, under the Email tab of the Saved Search.

3- Not Seeing the Right label? Check your language setting.

If you are a NetSuite Administrator and you change the labels on, for example, a Sales Order form, and yet no one else in your company is able to see these changes, it is likely just a language setting issue.

If the Administrator's language is set to English - International and other users aren't seeing their changes, it is because the other users language is set to English - US. Simply change the other users language preference to English - International and the problem should correct itself!

Help with Permissions

One of the beauties of NetSuite is the level of detail that was put into the permission system. You can add or remove permissions on almost anything. However, with such a high level of customization comes a certain amount of complexity. We get lots of questions from our customers along the lines of "What does this permission do?"

Thankfully, NetSuite offers a "cheat sheet" of most permissions and what they do. It is not 100% complete, but it is updated with every new version.

Here are the steps to access the Permission Sheet:

1. Go to the NetSuite Help Center by clicking the Help link in the top-right of any NetSuite page.
2. In the search bar at the top, enter "permissions documentation" and click Go.


3. The first result should be a page called "Permissions Documentation". Click on that page.


4. Finally, you should see a link to a file called "NetSuitePermissionUsage.xls". Click on that link to download the file.

The Excel Sheet is very straightforward to use. It lists each permission by category and what it does.

Once you have that sheet, you can go to Setup > Users/Roles > Manage Roles (if you're logged in as Administrator). You can either create a new custom role by clicking Customize beside a standard role, or Edit beside an existing custom role to modify it. You cannot edit standard roles.

Permissions are split into five categories: Transactions, Reports, Lists, Setup and Custom Records. You may need to use a combination of multiple permissions to get the result you're looking for. For example, if you want a role to be able to look at the Sales Order history on Customers, they will need View-level permission of Sales Order under the Transactions category, and View-level of the Financial History permission under Lists.

I hope that helps you get a better understanding of NetSuite's powerful yet complex permissions. If you have any questions, don't hesitate to ask!

Outputting Rate when using Units of Measure

Hi everyone!

Today I decided to share a simple fix for those of you using Units of Measure (UoM).

When you use UoM to create a Transaction Search, and you output the Item Rate column, NetSuite automatically converts the rate from the transaction to the base unit.

Let's take the example of selling a box of 10 cookies. My base unit is a box of 1, so a box of 10 is 10 times my base unit. On the Sales Order, everything is clear –my rate is 5.99 per box of 10, I'm selling 5 of those, it's all good.

However, if I run a Transaction Search and output this information, NetSuite automatically divides my item rate by 10, displaying $0.599, which can be rather confusing!

The solution to this is the addition of a very simple Formula field in my search. All I need to do is add a Formula (Currency) column with the following formula: {rate}*{quantity}/{quantityuom}

Using the formula, the rate is displayed as it does on the sales order. In other words, the formula overrides the NetSuite default and the Item Rate on my Transaction search is properly displayed as $5.99 as opposed to $0.599.

Hope this helps!