Assigning a Role to a Vendor

You can assign roles to vendors to give them to access information in your NetSuite account. The Vendor Center role enables vendors to view prior transactions and open purchase orders. If you have an additional user, you can also assign vendors multiple roles to customize the level of access needed by a specific vendor. This is can be useful for companies that employ contracted workers.

To assign roles to vendors, you must first enable the Vendor Access feature. For more information, see Enabling the Vendor Access Feature.

To assign a role to a vendor:

Go to Lists > Relationships > Vendors.
Create a new vendor or edit an existing vendor record.
On the Vendor form, fill out the necessary information.
Enter the vendor's email address.
Click the Access tab.
Check the Give Access box.
To notify your vendor of the access, check the Send New Access Notification Email box. The notification email includes the email address (used for logging in to NetSuite) and explains login procedures. It also contains a URL so that the vendor can set up a NetSuite password.

Checking this box means is not necessary for you to enter a password or check the Require Password Change on Next Login box.

Note:
You should let the vendor create a password for NetSuite from the URL in the notification email. However, if you prefer to assign a password for the vendor, see Manually Setting a Vendor’s Password.
In the Role column, select a role for this vendor.

If this vendor is not a contractor, assign the Vendor Center role to share purchase order and accounts payable information with your vendor.

Note:
If you use NetSuite OneWorld and this vendor has multiple subsidiaries, note the following. You can customize the Vendor Center role to grant a vendor access to all of the assigned subsidiaries.

On the customized vendor center Role page, check the Allow Cross-Subsidiary Record Viewing box. When logged in with this role you can see, but not edit records for subsidiaries to which the role is not granted access.

For more information, see NetSuite Roles Overview and Customizing or Creating NetSuite Roles.

For more information about globally shared vendors, see Assigning Subsidiaries to a Vendor.

To restrict access to subsidiaries, enable the Book Record Restriction option on a user record overrides access granted by the Allow Cross-Subsidiary Record Viewing option. For more information, see NetSuite Users Overview.
Click Add to assign the vendor this role.

If needed, you can also assign other roles to this vendor.
Click Save.

To assign a role to a vendor:

Related Topics