Initial Implementation of NetSuite

Users with the Administrator role oversee the initial implementation of the NetSuite application, working with the NetSuite team. Implementation tasks include:

• Account Setup

• Security and Authentication Setup

• Users, Roles, and Permissions Setup

• System Integrations

• Data Migrations

• Customizations

• Sandbox Management

Account Setup

Setup tasks for your NetSuite account are described in the following table.

Task	More Information
Create a login page to display your company’s branding on the NetSuite account login page.	Displaying Login Fields on Your Web Page
Ensure that your NetSuite account and related integrations do not contain data center-specific identifiers.	Best Practices for Cloud Accounts
Determine the customizations required by your organization based on business needs.	SuiteCloud Platform Customization
Ensure that your global subscription status adheres to the regulations in the recipient's jurisdiction. The email opt-in status in the Global Subscription Status field specifies whether customers can receive email messages sent through campaigns and email merge operations.	Subscription Management

Security and Authentication Setup

NetSuite administrators determine how users and client applications access NetSuite.

Task	More Information
Set a strong password policy for users who access your account.	Password Settings That Can Be Modified
Set the appropriate password requirements for your organization.	Password Requirements and Policies in NetSuite
Set up two-factor authentication for users that handle confidential data.	Two-Factor Authentication (2FA)
Set up token-based authentication to allow client applications access to NetSuite through APIs.	Token-based Authentication (TBA)
Determine and implement the appropriate single sign-on option for your organization.	Authentication Overview

Users, Roles, and Permissions Setup

Employees, vendors, partners, and customers are users who may require access to your NetSuite account. Create custom roles for your organization, and add any permissions and restrictions required to the appropriate roles.

Task	More Information
Give employees only the amount of access they need.	NetSuite Access Overview
Never assign standard roles to users. Customize standard roles and assign custom roles to users. Create roles for each job function. You can assign multiple roles to users with multiple job functions.	Showing Role Permission Differences Customizing or Creating NetSuite Roles
Carefully consider the permissions assigned to a role and use restrictions when necessary to further control access to a record.	Permissions and Restrictions
Do not use the Full Access role.	Full Access Role (Deprecated)
Assign Core Administration Permissions to roles as needed.	Core Administration Permissions
Users should not use the Global Permissions Feature. Only use the Global Permissions Feature to assign permissions to employees if needed. Whenever possible, you should use permissions and restrictions instead of global permissions. Note: Global permissions apply to every role assigned to an employee.	Using the Global Permissions Feature
Set preferences that tailor the NetSuite account to the needs of a particular role, if needed.	Setting Role-Based Preferences
Assign the Financial History permission to any role that requires access to customer or vendor transaction information.	Granting User Access to Transaction History
Understand how the Advanced Employee Permissions feature changes access to the employee record.	Before Enabling the Advanced Employee Permissions Feature
Assign each role being used to yourself and test the role. Verify that the role has all permissions and access to necessary data from beginning to end of a required process.	Permissions Documentation
Assign custom roles to users before they start accessing the account.	Assigning Roles to an Employee
Create user records.	NetSuite Users Overview Working with Records
Give new users access.	Giving an Employee Access to NetSuite Giving Customers Access
Ensure that users know how to find help.	Tips for Help Center and SuiteAnswers Getting Help
Immediately remove employees’ access to NetSuite when they leave.	Employee Termination

System Integrations

To integrate NetSuite with information from other systems, you can use:

• CSV Import

• Web Services

• RESTlets

CSV Import

Use the Import Assistant in CSV import for small- to medium-sized data imports. If you save the import mapping, you can reuse it for later import jobs and to programmatically import CSV file data. For more information, see Data Migrations.

Web Services

Use web services for large or ongoing data migration, and for migrating data for record types not currently supported for CSV import.

Use SOAP web services to regularly bring large amounts of data into NetSuite or send large amounts of data out of NetSuite. With SuiteTalk SOAP Web Services, you can develop your integration using the language of your choice.

REST web services provide a REST-based interface for interacting with NetSuite without coding.

RESTlets

A RESTlet is a SuiteScript that executes when called by an external application or by another SuiteScript. RESTlets offer ease of adoption for developers familiar with SuiteScript.

NetSuite requires authentication for RESTlets, which can retrieve, add, or manipulate data within NetSuite from an external source. The RESTful integration supports stateless communication between client and server.

Refer to the following table for more information about the system integration tools.

Tool	More Information
CSV import for small to medium-sized data imports.	CSV Imports Overview
Web services for large or ongoing data migration projects.	SuiteTalk SOAP Web Services Platform Overview SuiteTalk REST Web Services Overview and Setup
RESTlets to create custom logic and make it available to external applications over HTTP.	SuiteScript 2.x RESTlet Script Type

Data Migrations

You will need to migrate some company information from your other system into NetSuite. In addition to being used for system integrations, comma-separated value (CSV) import is the most commonly-used method for transferring small to medium-sized data sets from other applications into NetSuite. The CSV import process saves time and prevents errors because the import can add or update many records at one time, avoiding the need for manual data entry.

Use web services for large or ongoing data migration projects and for migrating data for record types not currently supported for CSV import. For information, see System Integrations.

Review the following tasks and the detailed information available to prepare for migrating your company’s data.

Task	More Information
Scrub your data before importing it, and adjust CSV file data to conform to NetSuite file conventions and record types.	Guidelines for CSV Import Files
Save related data in separate CSV files, for example, save employee data in one file. There is one exception to this guideline: import customers, prospects, and leads with contacts.	Importing Entities and Contacts Together
Follow these best practices when performing CSV imports: Perform test imports with a sample set of data first, starting with two or three records. Break large jobs into smaller pieces to improve performance. The record limit per imported file is 25,000. Perform import tasks during off-peak hours.	—
When importing transactions: Do not import large volumes of historical transactions – your storage space may be limited. For information about the space allowed for your account, contact your account manager. Imported transactions behave as if they were created in the user interface. If you import an invoice or vendor bill with inventory items, that transaction affects the inventory. When you import open accounts payable and accounts receivable transactions, make sure the amounts are not duplicated in the account balances you import later.	Transactions Import Type

Customizations

To support your organization’s business processes, you may need to create customizations to add functionality to NetSuite prior to implementation. After your initial implementation of NetSuite, administrators are required to provide ongoing technical and system administration support to users. Additional configuration and integration may be necessary as the needs of the organization change over time.

Before customizing, identify what is unique to your business and what is needed to support your business practices. Then, assess whether the required functionality exists in NetSuite.

Task	More Information
Plan and review before you create customizations to meet user needs. The SuiteCloud platform supports several tools you can use to adapt NetSuite for your organization: Customize the NetSuite UI and business logic through scripting or through point-and-click options in the UI. Search and report on NetSuite data. Create custom roles to ensure users access only the tasks and pages needed for their jobs. Share your customizations with other accounts. Integrate information from other systems into your NetSuite accounts.	SuiteCloud Platform Customization
Limit the number of users who can add customizations.	Permissions Documentation
Establish naming conventions for your customizations so that users can identify the correct object to use.	Conventions for Naming Custom Objects
Custom fields: Suggested naming convention: _abbreviation_description. Use the Description field to provide business reasons for the field, who asked for it, and any notes. Enter field level help in the Help field on the Display subtab to instruct users about what information to enter in the field.	Custom Fields
Custom forms: Use the standard forms provided with your NetSuite account as templates for custom forms that will better suit your business needs. For example, you may want to reorganize subtabs or change field names to match your organization’s workflow and terminology. After you create the custom forms, set them as your preferred forms. Specify on a particular custom form that the custom field is required for that form only if a custom field is not always required.	Custom Forms Setting Validation and Defaulting Properties
Custom records: Create and save your custom record first, and then add fields. Test incrementally as you work with custom records and objects. Use permissions only when the record is ready to be used.	Custom Records
Develop functional tests to test your organization’s business processes in NetSuite.	Suggested Test Plan

Sandbox Management

A NetSuite sandbox is a safe and isolated test account in which you can develop and test new applications and customizations without affecting your production account. Your organization’s sandbox account has the same configuration, data, and customizations as your production account.

The administrator requests the refresh the sandbox as required to ensure that developers are working in an up-to-date account.

Task	More Information
Monitor sandbox and coordinate refreshes from production as required.	Refreshing Sandbox Accounts
Ensure that your company is fully notified and ready for the refresh from production, before requesting a sandbox refresh.	NetSuite Sandbox
Refresh your sandbox only when you are completely ready. A refresh completely replaces the content of the sandbox account with the content of the production account. After your sandbox is refreshed from production, it cannot be restored to its prior state.	Requesting a Refresh
Monitor sandbox expiry dates.	When a Sandbox Account Expires
Set up the Send Email To option on the Email Preferences page for Sandbox and Release Preview. This option ensures the email messages from both Sandbox and Release Preview are delivered to the email addresses you specify.	Setting Preferences for Sandbox Email

Related Topics

Set Up NetSuite

General Notices