Setting Up Roles and Permissions

The following roles are added to your account after you install the Payment Automation SuiteApp:

• AP Payment Clerk

• AP Payment Manager

• Vendor Master Clerk

• Vendor Master Approver

• AP Integration Manager

Important:

These product roles should not be made inactive. SuiteApp updates will fail, and functionality will break when made inactive.

Assign the default roles to users who are going to process payments with Payment Automation. You should not edit the default roles because your changes may be overwritten by a future SuiteApp update.

AP Payment Clerk and AP Payment Manager roles are for the users who processes Payment Automation frequently.

Vendor Master Clerk and Vendor Master Approver roles are used to maintain the Vendor Master File (VMF) which includes the information needed to process the payments.

AP Integration Manager roles are responsible for setting up payment tokens.

The default roles have Two-Factor Authentication enabled per session.

AP Payment Clerk

The AP Payment Clerk role lets you pay supplier invoices. This role ensures that payments are authorized, paid correctly, and on time. The AP Payment Clerk keeps track and reconciles payments to ensure they reflect accurately in both NetSuite and in HSBC system. This identifies the irregularities that might be caused by fraud, encoding and accounting errors.

The AP Payment Clerk role has 2FA Authentication enabled per session

When creating payments, you must validate if the 2FA is enabled. If the 2FA is not enabled, then an error message is displayed to prevent you from saving the payment record.

The following table has the AP Payment Clerk role permissions required to use the Payment Automation SuiteApp:

Group	Permission	Level	Group	Permission	Level	Group	Permission	Level
Transactions	Bill	Create	Lists	Accounts	View	Setup	Accounting List	View
	Enter Vendor Credits	Create		Classes	View		Deleted Records	View
	Find Transaction	View		Accounts Payable Register	View		Financial Institution Records	View*
	Make Journal Entry	View		Bank Account Registers	View		Manage Accounting Periods	View
	Pay Bills	Create		Credit Card Registers	View		SuiteScript	View
	Vendor Return Authorization	Edit		Currency	View		SuiteScript Scheduling	Full
	Vendor Returns	Edit		Accounts	View		Set Up Company	View (if SI or Multicurrency Disable account)
	Make Journal Entry	Create		Classes	View	Custom Record	Approval Routing	View
	Item Receipt	Edit		Departments	View		Vendor Bank Account	View
	Credit Returns	Edit		Documents & Files	View		Batch Payments	Full
	Import Online Banking File	View		Locations	View		Payment Audit Trail	Create
	System Journal	View		Memorized Transactions	View		Error Details	Create
	Receive Order	Edit		Notes tab	View		NSNSB – Customer Onboarding	View
	Fulfill Orders	Edit		Perform Search	View		NSNSB – Payment Processor Credentials	View
	Item Fulfillment	Edit		Subsidiaries	View		Bill SB File Information	Full
	Purchase Order	View		Vendors	View	Reports	Purchases	View
	Reconcile	Create		—	—		Accounts Payable	View
	Check	Edit		—	—		Reconcile Reporting	View
	Bill Purchase Order	Edit		—	—		Purchase Orders	View
	—	—		—	—		Accounts Payable Graphing	View
	—	—		—	—		Purchases	View
	—	—		—	—		Report Customization	Full
	—	—		—	—		Report Scheduling	Full
	—	—		—	—		SuiteAnalytics Workbook	Edit
	—	—		—	—		ACH Limit for Day	Edit
	—	—		—	—		Federal Holidays	View

AP Payment Manager

The AP Payment Manager is a supervisory role responsible for authorizing supplier payments. To conform with internal control's best practices, this role will not include permissions to create or edit transaction records related to Bill Payments. This role should be assigned to the person who approves payments. This role has 2FA Authentication enabled per session.

The following table has the AP Payment Manager role permissions required to use the Payment Automation SuiteApp:

Group	Permission	Level	Group	Permission	Level	Group	Permission	Level
Transactions	Bills	View	Reports	Accounts Payable	View	List	Accounts	Edit
	Check	Edit		Accounts Payable Graphing	View		Accounts Payable Register	View
	Credit Returns	View		Purchase Order Reports	View		Bank Account Registers	View
	Deposit	Edit		Purchases	View		Classes	Edit
	Enter Vendor Credits	View		Reconcile Reporting	View		Currency	Edit
	Find Transaction	View		Report Customization	Full		Locations	Edit
	Import Online Banking File	View		Report Scheduling	Full		Memorized Transactions	Edit
	Item Fulfillment	View		SuiteAnalytics Workbook	Edit		Notes Tab	View
	Item Receipt	View	Setup	Accounting Lists	Edit		Perform Search	Full
	Journal Approval	Create		Accounting Preferences	Full		Subsidiaries	Edit
	Make Journal Entry	View		Allow Non GL Changes	Full		Vendors	View
	Vendor Returns	View		Set Up Company	View (if SI or Multicurrency Disable account)		Documents and Files	View
	Pay Bills	View		Deleted Records	View	Custom Record	Payment Audit Trail	Create
	Purchase Order	View		Financial Institution Records	Full		Vendor Bank Account	View
	Reconcile	Edit		Manage Accounting Periods	Full		Error Details	Create
	System Journal	View		SuiteScript	View		Batch Payments	Create
	Vendor Payment Approval	Create		SuiteScript Scheduling	Full		NSNSB – Customer Onboarding	View
	Vendor Return Authorization	View		Custom Lists	View		NSNSB – Payment Processor Credentials	View
	—	—		—	—		Bill SB File Information	View
	—	—		—	—		NSNSB – Store Passphrase	Create
	—	—		—	—		ACH Limit for Day	Edit
	—	—		—	—		Federal Holidays	View
	—	—		—	—		Last Successful AP Transaction Update	Full
	—	—		—	—		Auto-Funding Information	Full

Vendor Master Clerk

This role is assigned to an employee who is allowed to create and edit vendor files. Preferably this role must be assigned only to one employee to ensure that all vendors are valid and vetted.

If the For AP Automation box is checked when creating new vendor records or editing existing records, then NetSuite validates if the user is using this role and 2FA is enabled. If not, then an error is displayed, and you cannot save the record. This role has 2FA Authentication enabled per session.

The following table has the Vendor Master Clerk role permissions required to use the Payment Automation SuiteApp:

Group	Permission	Level	Group	Permission	Level
List	Accounts	View	Setup	Accounting List	View
	Bank Account Registers	View		Deleted Records	View
	Classes	View		SuiteScript	View
	Currency	View		SuiteScript Scheduling	Full
	Locations	View	Custom Record	NSNSB – Vendor Bank Account	Edit
	Notes Tab	View		NSNSB Store Passphrase	View
	Perform Search	View		ACH Limit for Day	View
	Subsidiaries	View		Federal Holidays	View
	Vendors	Edit		—	—

Vendor Master Approver

This role is assigned to a user to approve the changes in the vendor master file and add new vendors with AP Automation flag. Preferably this user should be different from Vendor Master Clerk.

This role has 2FA Authentication enabled per session.

The following table has the Vendor Master Approver role permissions required to use the Payment Automation SuiteApp:

Group	Permission	Level	Group	Permission	Level
List	Accounts	View	Setup	Accounting List	View
	Bank Account Registers	View		Deleted Records	View
	Classes	View		SuiteScript	View
	Currency	View		SuiteScript Scheduling	Full
	Locations	View	Custom Record	NSNSB – Vendor Bank Account	View
	Notes Tab	View		ACH Limit for Day	View
	Perform Search	View		Federal Holidays	View
	Subsidiaries	View		—	—
	Vendors	View		—	—

AP Integration Manager

The AP Integration Manager is a supervisory role responsible for setting up payment tokens. For more information about payment tokens, see Generating Payment Tokens.

The following table has the AP Integration Manager role permissions required to use the Payment Automation SuiteApp:

Group	Permission	Level	Group	Permission	Level
Transactions	Make Journal Entry	Edit	Reports	Accounts Payable	View
	Journal Approval	Edit		Purchase Order Reports	View
	Bills	View		Purchases	View
	Check	Edit		Reconcile Reporting	View
	Credit Returns	View		Report Customization	Full
	Deposit	Edit		Report Scheduling	Full
	Enter Vendor Credits	View		SuiteAnalytics Workbook	Edit
	Find Transaction	View	Lists	Accounts	Edit
	Import Online Banking File	View		Accounts Payable Register	View
	Item Fulfillment	View		Address List in Search	Full
	Item Receipt	View		Bank Account Registers	View
	Pay Bills	Edit		Bulk Processing Submissions	View
	Purchase Order	View		Classes	Edit
	Reconcile	Edit		Currency	Edit
	System Journal	View		Documents and Files	View
	Vendor Payment Approval	Create		Employee Record	View
	Vendor Return Authorization	View		Employees	View
	Vendor Returns	View		Entity-Subsidiary relationship	View
Setup	Access Token Management	Full		Locations	Edit
	Accounting Lists	Edit		Memorized Transactions	Edit
	Accounting Preferences	Full		Notes Tab	View
	Allow Non G/L Changes	Full		Perform Search	Full
	Custom Lists	View		Subsidiaries	Edit
	Deleted Records	View		Vendors	View
	Financial Institution Records	Full	Custom Record	Approval Routing Preferences	View
	Log in using Access Tokens	Full		Batch Approval Routing	View
	Manage Accounting Periods	Full		Batch Payments	Create
	Set Up Company	View		Bill SB File Information	View
	SuiteScript	View		CSI Credentials	View
	SuiteScript Scheduling	Full		Customer Onboarding	View
	—	—		Error Details	Create
	—	—		HSBC Customer Information	Full
—	—	—		Payment Audit Trail	Full
	—	—		Preferences	View
	—	—		Statements Data	Edit
	—	—		Store Passphrase	Create
	—	—		Vendor Bank Account	View
	—	—		ACH Limit for Day	Edit
	—	—		Federal Holidays	View
	—	—		Last Successful AP Transaction Update	Full

Permissions for Role Customization

The following table provides an overview of permissions for customizing your existing roles. You should use the default roles with their default permissions, but customizing an existing role might be necessary, for example to get permission to access the HSBC application.

Screens or Actions	Roles	Permissions Required for Accessing the Screens
Onboarding or application screen	Finance Head - Executive Level Administrators CFO Controller	Custom Record > NSN SuiteBanking – Country Code > Edit Custom Record > NSNSB – Customer Onboarding > Edit List > Subsidiaries > View List > Certificate access > Create
Editing application	The user who submitted the application or a user who has access to the application	Custom Record > NSN SuiteBanking - Country Code > Edit Custom Record > NSNSB – Customer Onboarding > Edit List > Subsidiaries >View List > Certificate access > Create
Viewing the application	The user who has submitted the application and the following roles: Administrators CFO Controller	Custom Record > NSN SuiteBanking - Country Code > View Custom Record > NSNSB – Customer Onboarding > View List > Subsidiaries > View List > Certificate access > View
Payment Automation Dashboard	A/P Manager A/P Clerk	Custom Record > NSNSB – Customer Onboarding > View Custom Record > NSNSB - CSI Credentials > View Setup > Set Up Company > View (For SI and Multicurrency Disable account) List > Accounts > View Transactions > Bills > View Transactions > Pay Bills > View Transactions > Find Transaction > View
Payment Automation Accounts	A/P Manager A/P Clerk	Custom Record > NSNSB – Customer Onboarding > View Custom Record > NSNSB - CSI Credentials > View Setup > Set Up Company > View (For SI and Multicurrency Disable account) List > Accounts > View Transactions > Bills > View Transactions > Pay Bills > View Transactions > Make Journal Entry > View Transactions > Find Transaction > View
Payment Automation Credit Card	A/P Manager A/P Clerk	Custom Record > NSNSB – Customer Onboarding > View Custom Record > NSNSB - CSI Credentials > View Setup > Set Up Company > View (For SI and Multicurrency Disable account) List > Accounts > View Transactions > Bills > View Transactions > Pay Bills > View Transactions > Make Journal Entry > View Transactions > Find Transaction > View
Payment Automation Bulk Processing	A/P Clerk	Transactions > Bills > View Transactions > Pay Bills > Create Transactions > Make Journal Entry > View Transactions > Find Transaction > View Transactions > Enter Vendor Credits > View List > Accounts > View List > Currency > View List > Subsidiaries > View List > Vendors > View List > Documents and Files > View Setup > Manage Accounting Periods > View Setup > Accounting Lists > View Setup > SuiteScript > View Setup > SuiteScript Scheduling > View Custom Record > Vendor Bank Account > View Custom Record > Bill SB File Information > Full Custom Record > Batch Payments > Full Custom Record > ACH Limit for Day > Edit Custom Record > Federal Holidays > View
Single Payment – Create	A/P Clerk	Transactions > Bills > View Transactions > Pay Bills > Create Transactions > Make Journal Entry > View Transactions > Find Transaction > View Transactions > Enter Vendor Credits > View List > Accounts > View List > Currency > View List > Subsidiaries > View List > Vendors > View Custom Record > ACH Limit for Day > Edit Custom Record > Federal Holidays > View
Payment Automation – Payment Status	A/P Manager A/P Clerk	Transactions > Pay Bills > View
Payment Automation – Statements	A/P Manager A/P Clerk	All the permission required for accessing the Bank Account tab or Virtual Credit Tab
SuiteBanking – Auto-Funding Authorization	A/P Manager	Custom Record > NSNSB - Store Passphrase > Create Setup > Custom Lists > View Custom Record > Auto-Funding Information > Full
View JE for auto-funding	A/P Manager A/P Clerk	—
SuiteBanking Dashboard	A/P Manager A/P Clerk	Transactions > Bills > View Transactions > Check > View Transactions > Credit Returns > View Transactions > Deposit > View Transactions > Enter Vendor Credits > View Transactions > Find Transaction > View Transactions > Make Journal Entry > View Transactions > Pay Bills > View Transactions > Purchase Order > View List > Accounts > View List > Accounts Payable Register > View List > Bank Account Registers > View List > Classes > View List > Currency > View List > Employee Record > View List > Employees > View List > Locations > View List > Subsidiaries > View List > Vendors > View Setup > Set Up Company > View (For SI and Multicurrency Disable account) Setup > Custom Lists > View Setup > Manage Accounting Periods > View Custom Record > NSNSB – Customer Onboarding > View Custom Record > ACH Limit for Day > View Custom Record > Batch Payments > View Custom Record > NSNSB - CSI Credentials > View Custom Record > Federal Holidays > View Custom Record > HSBC Customer Information > View Custom Record > Preferences > View Custom Record > Statements Data > View Custom Record > Vendor Bank Account > View Custom Record > Payment Audit Trail > View
SuiteBanking – Manual Transfer	A/P Clerk	See Permissions required to do Manual Money Transfer.
Vendor Setup – including Bank Acct	Existing custom or standard roles with edit or create access to vendor records	Must manually add the permissions necessary Custom Record > NSNSB - Store Passphrase > View Custom Record > Vendor Bank Account > Edit List > Vendors > Edit
Vendor View	A/P Manager A/P Clerk	List > Vendors > Edit
Financial Institution – Reconciliation Setup	A/P Manager A/P Clerk	Setup > Financial Institution Records > Full
Match Bank Data Page	A/P Manager A/P Clerk	Setup > Financial Institution Records > Full
Match Bank Data Page	A/P Manager A/P Clerk	All the permission required for accessing the Bank Account tab or Virtual Credit Tab Transactions > Reconcile > Create Report > Reconcile Reporting > View
Cancel Credit Card	A/P Manager A/P Clerk	Transactions > Pay Bills > View Custom Record > Payment Audit Trail > Create
Remittance Voucher	A/P Manager A/P Clerk	List > Documents and Files > View Transactions > Pay Bills > View
Payment Token Generation	A/P Manager A/P Integration Manager	Custom Record > Last Successful AP Transaction Update > Full

Permissions required to do Manual Money Transfer

The following table provides an overview of permissions required for manual money transfer:

Group	Permissions	Level
Transactions	Make Journal Entry	Create
	System Journal	View
	Find Transaction	View
	Journal Approval	Create
Lists	Accounts	View
	Departments	View
	Classes	View
	Locations	View
Setup	Custom Lists	View
Custom Record	CSI Credentials	View
	HSBC Customer Information	View
	Payment Audit Trail	View
	Preferences	View
	ACH Limit for Day	View
	Customer Onboarding	View
	Federal Holidays	View

CFO Custom Role

The following table provides an overview of permissions required for a custom CFO role to use Payment Method Optimization feature:

Group	Permissions	Level
Lists	Currency	View
Setup	Custom Lists	View
Custom Record	CSI Credentials	View
	HSBC Customer Information	View
	Payment Audit Trail	Create
	Customer onboarding	View
	Preferences	Edit

The following table provides an overview of permissions required for Bulk Vendor Approval from Dashboard:

Group	Permissions	Level
Setup	Custom Lists	View
Lists	Accounts	View
	Vendors	Edit
Custom Record	HSBC Customer Information	View
	Vendor Bank Account	Edit

Related Topics

Setting Up Payment Automation

Installing the Payment Automation SuiteApp

Applying for an HSBC Online Account

Generating Payment Tokens

Auto-Funding

Vendors

Setting Up Approval Routing

Setting Up Two-Factor Authentication (2FA)

Setting up a Custom Role to Make Money Transfers

Setting Default Department, Class, and Location Values

Frequently Asked Questions about Payment Automation

General Notices