NetSuite OpenAir Admin Guide

NetSuite OpenAir Admin Guide
NetSuite OpenAir Admin Guide
April 18
2015
© 2015 NetSuite Inc.
April 15, 2015
This document is the property of NetSuite Inc., and may not be reproduced in whole or in
part without prior written approval of NetSuite Inc. For NetSuite trademark and service mark
information, see www.netsuite.com/portal/company/trademark.shtml.
Attributions
NetSuite OpenAir includes functionality provided by HighCharts JS software, which is owned
by and licensed through Highsoft Solutions AS.
Sample Code
NetSuite Inc. may provide sample code in SuiteAnswers, User Guides, or elsewhere through
help links. All such sample code is provided “as is” and “as available”, for use only with an
authorized NetSuite OpenAir Service account. Sample code is made available subject to the
SuiteCloud Terms of Service at www.netsuite.com/tos where the term “Service” shall mean
the NetSuite OpenAir Service and the sample code shall be included in the “SuiteCloud
Technologies”. NetSuite may modify or remove sample code at any time without notice.
Table of Contents
1. Introduction ................................................................................................................. 1
Configuring NetSuite OpenAir Settings ...................................................................... 1
Application Overview ............................................................................................... 3
SuiteAnswers ............................................................................................................ 5
Create a Support Case ....................................................................................... 6
Log Out ................................................................................................................... 8
2. Timesheets .................................................................................................................... 9
Timesheets .............................................................................................................. 10
Approval Process ..................................................................................................... 10
Service .................................................................................................................... 12
Time Types ............................................................................................................. 14
Notifications ........................................................................................................... 15
Timesheet Report Layout ......................................................................................... 17
Timesheet Rules ...................................................................................................... 19
Payroll Types .......................................................................................................... 21
Time Off Request Layout ........................................................................................ 22
Leave Accrual Rules ................................................................................................ 24
Run Leave Accruals ................................................................................................. 27
Leave Accrual Form - Timesheets Application .......................................................... 28
Alerts ..................................................................................................................... 29
Other Settings ......................................................................................................... 30
Frequently Asked Questions (FAQs) ......................................................................... 40
3. Expenses ..................................................................................................................... 42
Expenses ................................................................................................................. 42
Approval Process ..................................................................................................... 43
Expense Items ......................................................................................................... 45
Expense Report Layout ............................................................................................ 47
Vehicles .................................................................................................................. 48
Vendors .................................................................................................................. 50
Payment Types ........................................................................................................ 51
Authorizations ........................................................................................................ 53
Notifications ........................................................................................................... 54
Alerts ..................................................................................................................... 56
Other Settings ......................................................................................................... 57
4. Projects ....................................................................................................................... 61
Projects ................................................................................................................... 61
Booking Worksheet Display ..................................................................................... 62
Charge Projections .................................................................................................. 63
Action Items ........................................................................................................... 64
Pricing .................................................................................................................... 70
Project Billing Defaults ............................................................................................ 71
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Budget .................................................................................................................... 72
Gantt Display .......................................................................................................... 75
Project Locations .................................................................................................... 76
Project Stages .......................................................................................................... 77
Worksheet Display .................................................................................................. 81
Task Types .............................................................................................................. 82
Alerts ..................................................................................................................... 84
Assignment Groups ................................................................................................. 85
Notifications ........................................................................................................... 86
Extended Category Feature: Service line 1 - Service line 5 .......................................... 88
Other Settings ......................................................................................................... 89
5. Resources .................................................................................................................... 97
Attribute Sets .......................................................................................................... 98
Tech Skills .............................................................................................................. 99
Education ............................................................................................................... 99
Locations .............................................................................................................. 100
Job Roles ............................................................................................................... 101
Industries .............................................................................................................. 101
Booking Chart ...................................................................................................... 102
Booking Types ...................................................................................................... 103
Generics ................................................................................................................ 104
Resource Profile .................................................................................................... 106
Search - Resources Application .............................................................................. 107
Booking Request Layout ........................................................................................ 111
Notifications ......................................................................................................... 112
Approval Process ................................................................................................... 114
Alerts .................................................................................................................... 116
Other Settings ....................................................................................................... 117
6. Administration - Global Settings ................................................................................ 122
Global Settings Sections ......................................................................................... 122
Organization ......................................................................................................... 123
Employees ............................................................................................................. 145
Jobs, Rates ............................................................................................................ 175
Clients .................................................................................................................. 181
Display ................................................................................................................. 186
Account ................................................................................................................ 198
Reports ................................................................................................................. 206
Custom Fields ....................................................................................................... 216
Form Permissions Overview .................................................................................. 232
7. Invoices ..................................................................................................................... 238
Agreements ........................................................................................................... 239
Charge Stages ........................................................................................................ 240
Customer POs ....................................................................................................... 241
Approval Process ................................................................................................... 242
NetSuite OpenAir Admin Guide
Expense Items ....................................................................................................... 244
Invoice Layouts List View ...................................................................................... 246
Invoice Options ..................................................................................................... 249
Service .................................................................................................................. 250
Payment Terms ..................................................................................................... 252
Notifications ......................................................................................................... 253
Other Settings ....................................................................................................... 254
8. Purchases .................................................................................................................. 257
Accounts Payable Locations ................................................................................... 258
Carriers ................................................................................................................. 259
F.O.B Locations ..................................................................................................... 260
Manufacturers ....................................................................................................... 261
Purchase Order Layout .......................................................................................... 262
Products ............................................................................................................... 263
Approval Process ................................................................................................... 265
Purchase request layout ......................................................................................... 267
Purchasers ............................................................................................................. 268
Vendors ................................................................................................................ 270
Receiving Locations ............................................................................................... 272
Shipping Terms ..................................................................................................... 273
Notifications ......................................................................................................... 274
Other Settings ....................................................................................................... 275
9. Reports ..................................................................................................................... 277
Reports ................................................................................................................. 278
Reports Status ....................................................................................................... 279
Reporting Options ................................................................................................. 282
Frequently Asked Questions (FAQs) ....................................................................... 283
10. Workspaces ............................................................................................................. 284
Overview .............................................................................................................. 284
Document Categories ............................................................................................ 285
Account Storage .................................................................................................... 285
Account Storage Alert ............................................................................................ 286
Other Settings ....................................................................................................... 286
11. Home ...................................................................................................................... 288
Home ................................................................................................................... 288
Home and Dashboards .......................................................................................... 292
Calendar ............................................................................................................... 293
User Center ........................................................................................................... 294
12. Opportunities .......................................................................................................... 296
Approval Process ................................................................................................... 297
Deal Stages ............................................................................................................ 299
Proposal Layout .................................................................................................... 300
Templates .............................................................................................................. 301
Territories ............................................................................................................. 301
NetSuite OpenAir Admin Guide
Business Types ......................................................................................................
Client Sizes ...........................................................................................................
Client Sources .......................................................................................................
Notifications .........................................................................................................
Other Settings .......................................................................................................
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Introduction 1
Overview
Chapter 1 Introduction
Overview
NetSuite OpenAir is a highly configurable system that provides superb project management
capabilities for companies and service providers in many different industries. System
Administrators are involved in many aspects of the NetSuite OpenAir system. This NetSuite
OpenAir System Admin Guide helps you as you tackle your System Administration duties.
They may include:
• Knowing how your particular NetSuite OpenAir environment is configured and the
options that exist to enhance your system functionality.
• Entering or supervising the entry of key information such as new employees or contracts,
and maintaining the information accuracy.
• Modifying form permissions on NetSuite OpenAir forms and designating them as
required, read-only, or hidden to meet specific company needs. This can assist you in
controlling sensitive information using application roles. See Form Permissions Overview
and Roles Overview.
• Answering questions about using the system. Many times you become your company's
Help Desk. Many System administrators produce employee guides that address your
company's configuration.
• Ensuring compliance with your company processes and policies by maintaining best
practices within NetSuite OpenAir.
In this document, we address the configuration options that exist within NetSuite OpenAir.
While you may already use some of them in your system, others may be something you will
consider implementing at a future date for specific needs identified by your employees. You've
probably asked yourself “How can I change...?” or “Can I do...?” This document is designed to
help you answer some of those questions.
Configuring NetSuite OpenAir Settings
There are two types of switches that control the NetSuite OpenAir configuration: internal
switches and company switches. There are also integration settings. Each is described in more
detail as follows.
Internal Switches
Many internal switches are set by your Professional Services Consultant when your NetSuite
OpenAir account is configured. Later, as you become aware of new functionality through
NetSuite OpenAir Admin Guide
Introduction 2
Configuring NetSuite OpenAir Settings
release updates available on the login screen, you can Create a Support Case and request that
an internal switch be enabled in your account. Generally, these requests relate to new features.
When a new feature is enabled, you must log out of your NetSuite OpenAir account and then
log back in to see the new feature.
Company Switches and Settings
The other type of switch is a company switch. You can configure company switches as well
as account-wide settings. To find these switches and settings, go to the Administration
application. When you enable these features or make changes to the settings, you do not need
to log out and then log back in. The changes display immediately. Company switches and
settings are:
• Global Settings — Account-wide settings that display under sections of the
Administration application. They are explained in detail in Administration - Global
Settings.
• Application Settings — Application Settings address specific functionality within each
application. An application is addressed in each chapter of this guide. You can locate the
specific settings associated with an application and review the relevant forms. Under each
of the Application Settings, there is a catch-all group of settings titled Other settings. Many
of these settings are already pre-configured in new accounts based on NetSuite OpenAir
experience. We explain how enabling these settings affects your NetSuite OpenAir
account.
Account Integration Settings
NetSuite OpenAir integrations are available for a number of software programs. If not set up
initially when your NetSuite OpenAir account is configured, we recommend that you contact
your Sales Representative or Professional Services Consultant to discuss implementation.
Frequently, you may want assistance in the initial configuration. Integrations include:
• Add-on services such as NetSuite OpenAir OffLine, NetSuite OpenAir Mobile, NetSuite
OpenAir Outlook Connector, and NetSuite OpenAir Projects Connector.
• NetSuite
• QuickBooks
• Salesforce.com
NetSuite OpenAir offers a desktop XML API tool titled NetSuite OpenAir Integration Manager.
It allows you to import and export from and to CSV text files. You can also use this tool to run
the QuickBooks integration.
In addition, NetSuite OpenAir Exchange Manager supports exchanging information with
Microsoft Exchange 2007, and 2010. You can export project task assignments, resource
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Introduction 3
Application Overview
bookings, and time off request calendar commitments from NetSuite OpenAir to employees'
Microsoft Outlook calendars.
Multiple Sessions
You may have multiple sessions of NetSuite OpenAir running on the same computer at the
same time. This is helpful when you are using multiple applications within NetSuite OpenAir
since it saves data entry time by avoiding switching to different applications within the same
instance.
User Interface
The user interface is particularly relevant to your role as a System Administrator as well as to
those employees who have been granted role or form privileges to access configuration items in
your environment.
Administrators set the view employees see on each Employee's Demographic form. On the
Employee Demographic form under Page Layout, there are two key switches that control the
user interface:
• Enable enhanced user interface
• Enable Administration menu instead of Account menu
Note: The NetSuite OpenAir user interface reflects improvements in usability. Over the
past several years, functions have been combined into different categories. A
previous user interface was the Account menu structure. We recommend that
companies now use the Administration menu.
Terminology
You can customize all terminology in NetSuite OpenAir to meet the unique needs of your
company. For example, one company may use the word project to describe work to be
accomplished. Another company may call it a case, job, or assignment. Please keep this in
mind as you review the contents of this document. For more information on customizing
terminology, see Interface: Terminology in Administration - Global Settings.
Application Overview
The NetSuite OpenAir system contains various applications, which are designed around
specific functional areas such as Projects, Timesheets, Expenses, and Resources. The way these
applications operate in your environment is dependent on the business needs of your company.
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Introduction 4
Application Overview
This Admin Guide steps through the configuration options and provides business and
operational processes as well as best practices for the different applications. The applications
are described as follows:
Dashboard Application — The Home application is essentially a home base application that is
meant to convey critical information to employees such as messages and reminders of pending
approvals. It also contains various wizards, which help you quickly update data throughout
the system. You can mount reports onto the dashboard for quick access to saved reports. You
can enable a graphical reporting dashboard to represent saved reports in forms such as pie
charts and line graphs. While this is helpful, not all reports designed in NetSuite OpenAir lend
themselves to graphical representation. See Home.
Reports Application — The Reports application provides employees the ability to create
and run a wide variety of reports based on your company's configuration. NetSuite OpenAir
provides a robust and flexible reporting environment. See Reports.
Workspaces Application — The Workspaces application provides employees with an area
to store documents and share them with others. It acts as an administrative library within
NetSuite OpenAir. See Workspaces.
Expenses Application — The Expenses application is where employees may enter expense
reports against projects for a specific date or period of time. It also can handle authorizations
for employee spending on company expenses. See Expenses.
Invoices Application — The Invoices application handles financial transactions such as client
charges and invoices in NetSuite OpenAir. Primarily focused on invoicing your clients, the
Invoices application manages the results of running the billing rules that you can set up for
projects in the Projects application. See Invoices and Projects.
Opportunities Application — The Opportunities application allows you to manage
prospective new business for your company with existing clients as well as with new clients
and prospects. You are able to create Deals, Estimates, Proposals, To dos, and Events within
the application. Many current NetSuite OpenAir companies now use the NetSuite OpenAir/
NetSuite integration for this functionality. See Opportunities or contact NetSuite OpenAir
Support and request information about the NetSuite OpenAir/NetSuite integration.
Projects Application — The Projects application is one of the primary components within
NetSuite OpenAir. This is the application where management of your company's projects
takes place. The application is very flexible and provides a number of features to address your
company's needs. See Projects.
Purchases Application — The Purchases application within NetSuite OpenAir provides the
ability to create a process flow from a purchase request to fulfillment and receipt, and allows for
the tracking of purchases made within your company. See Purchases.
Resources Application — The Resources application allows you to schedule resources
to projects. It also provides a vehicle to store an employee's skill set, education, industry
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Introduction 5
SuiteAnswers
experience, job roles and location in the NetSuite OpenAir database. You can then search the
database to find the right resource. See Resources.
Timesheets Application — The Timesheets application is where employees record their time
against client and/or internal projects. See Timesheets.
Administration Application — This is where you control your company's settings and
switches and many configuration options within NetSuite OpenAir. There are two main
selections under Administration: Global Settings and Application Settings. Each is described as
follows.
• Global Settings include the account-wide settings and options. For descriptions of the
forms and an explanation of their use, see Administration - Global Settings.
• Application Settings include the functional application configuration options as well
as data entity creation and maintenance. Each of the chapters in this guide presents an
application. Reviewing them will help you gain a better understanding of the applications.
User Center — The User Center draws together all NetSuite OpenAir user features into a
common area. Hover over the User Center to access the Help and Support features.
Note: NetSuite OpenAir Support cannot act as an administrator for company specific
data-related items such as unlocking employee accounts or resetting passwords. As
a System Administrator, you perform these tasks for your company.
SuiteAnswers
The SuiteAnswers support and learning site is available from the NetSuite OpenAir support
page.
All NetSuite OpenAir users have searchable access to a rich repository of answers with
SuiteAnswers. SuiteAnswers is your one-stop destination for support, training, and
NetSuite OpenAir Admin Guide
Introduction 6
SuiteAnswers
documentation inquiries. In direct response to customer demand for more self-service,
SuiteAnswers provides searchable access to support solutions, best practices, training videos
and technical documentation.
Use the SuiteAnswers portal to:
1. Search the technical documentation and knowledge base articles for an answer to any
support question.
2. View ranked search results sorted by relevance.
3. Browse the Learning Center's training catalog and watch a video.
4. Rate and provide feedback on all articles and training courses.
5. Create a Support Case.
Create a Support Case
If you are experiencing difficulties with NetSuite OpenAir or would like to enable an internal
switch, please create a support case and submit it through your NetSuite OpenAir account.
Important: As a part of the support case creation process you will be presented with
existing answers that may solve your problem. Take a moment to view the
available answers before proceeding to create a support case.
To create a support case
1.
Log in to your NetSuite OpenAir account and select Support from the User Center menu.
2.
Click on the Go to SuiteAnswers button.
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Introduction 7
SuiteAnswers
3.
From the SuiteAnswers site home page, click Contact Support Online.
4.
Enter your question keywords and click Search.
Note: If you do not have a question, i.e. you need a switch enabled, just click Search.
5.
Very often the answer to your question will be displayed. If you still want to create a
support case click Continue to Create Case.
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Introduction 8
Log Out
6.
Fill out the Create Case form and then click the Submit. You will receive an email
confirmation with Your OpenAir Customer Care #.
Note: An asterisk * displays after required fields.
Our support staff and engineers will work with you to find a solution to your problem.
Log Out
The Log out option from the User Center menu closes your NetSuite OpenAir session and
displays a Log in screen within your browser should you want to re-enter NetSuite OpenAir.
Closing your browser session at any time when logged into NetSuite OpenAir will also log you
out of NetSuite OpenAir and cancel your session.
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Timesheets 9
Overview
Chapter 2 Timesheets
Overview
The Timesheets application provides employees with a place to keep track of the time worked
on projects. This is also where managers approve employee timesheets. A employee must have
an active employee license in order to enter time in the application. All employees fill out time
against a project, and once approved, you can run billing rules to capture time worked and can
invoice clients. Timesheets are classified by default as open, submitted, approved, rejected, or
archived.
In addition, you can configure the Timesheets application to support the following.
• Employees can create time off requests for time off. See Other Settings and the company
switch to enable time off requests.
• Managers can reject a line item entry on a timesheet. To enable this feature, Create a
Support Case and request the following switch be enabled: Enable line item rejection of
time entries.
• Administrators can create timesheet rules and the approval process. See Timesheet Rules
and Approval Process.
• Administrators can manage the layout of timesheet reports and time off requests. See
Timesheet Report Layout and Time Off Request Layout.
• Administrators can create alerts to notify employees their timesheet is late, notify
managers that their approval of timesheets is overdue, and alert employees that a
timesheet has not been saved. See Alerts.
• Administrators can create notifications for a variety of timesheets and time off request
events. To enable this feature, Create a Support Case and request the following switch
be enabled: Enable administration of notifications in the following application settings:
(Timesheets).
• Administrators and employees with the proper role permissions can track leave accrual
balances. See Run Leave Accruals.
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Timesheets 10
Timesheets
Timesheets
The Timesheets application is where employees record their time against client or internal
projects. Employees can enter time against Clients, Client : Project, and other combinations
such as Tasks and Services. There are a number of other additional data elements that may be
required based on your company's configuration such as Time types or Payroll types.
Note: You can review and modify your company's terminology definitions in Global
Settings. See Interface: Terminology.
Approval Process
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Timesheets 11
Approval Process
This functionality provides the ability to create multi-level Approval processes as opposed
to a specific named employee or meta value employee e.g., [Project owner] or employee's
[Manager]. You can create as many approval processes as your company requires.
In addition, if you have enabled project approval options, the approval processes can be selected
for proposals, invoices, and project approvals for timesheets, purchase requests, POs, booking
requests, additional project specific approvers. See Approval Options. Project approvals occur
first and must be completed before the other approvals can be fulfilled.
Note: Approval processes are available in the application settings of several different
applications. Any process created in any of the applications settings, i.e., timesheets
or expense reports, is available on all approval areas for project or employee level
approvals.
To create an Approval Process:
1.
Go to Administration > Application Settings > Timesheets Settings > Approval processes.
2.
Select New Approval process from the Create Button.
3.
Enter the Approval process name. Make this name descriptive if you are creating multiple
approval processes in your environment. A number of rows are available to create the
approval process.
4.
Select the Sequence Number. It indicates the order in which the approvals flow. The
sequence number can be changed using the drop-down list.
5.
Select the Approver assigned to the sequence number from the drop-down list, either a
specific employee or meta value employee such as a [Project owner] or [Manager].
6.
When a designated approver is submitter, and self-approval is not allowed, there is an
option to select alternate approvers for individual approvers or for the overall approval
process.
7.
Create Auto-approve rules for any approver in the process. They automatically approve
items when the value of the parameter meets the criteria specified in the rule.
8.
Select the check box for Can not edit when you want to prevent the approver from
modifying the approval process. This is only applicable if your account is configured to
allow approvers to edit timesheets submitted to them.
9.
Click Save.
Note: You can edit approval processes to add or alter steps and approvers. The effects take
place the next time an employee submits a timesheet. Any timesheet submitted
prior to the change still holds the prior approval process parameters.
Sequence Number — You can change the sequence number using the drop-down list. More
than one approver can have the same sequence number.
A sequence number requires only one approval — The check box for A sequence number
requires only one approval is useful when you would like to have two or more approvers at
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Timesheets 12
Service
the same level/sequence number, but require only one of them to approve the item before it is
passed on to the next level approver.
Assign after — If you assign the same sequence number to several approvers, the Assign after
field displays to the right of the form. This makes automatic escalations available by putting a
number in the Assign after field. If approval is not given by the first approver within a certain
number of days, the approval request is routed to the subsequent approvers. After approval has
been escalated, the first approver may still approve it. The Assign after field is always days after
initial submission, and it does not count from a previous escalation if multiple approvers are
added in the same sequence number.
Service
Services are specific economic activities that you offer to clients that you use to invoice them. A
Service can be set up to bill at an hourly rate; a set amount per day, or week, or month; or may
be set as a flat rate. Services are available in the Timesheets, Projects (tasks, billing rules, and
recognition rules), Invoices, and Opportunity applications.
If your system is set up to report time against a Client only or Client : Project, you may choose
to have Services be entered as well as to identify the unique service being delivered. When
reporting time against a Client : Project and Tasks, tasks may be set up with a service to be
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Timesheets 13
Service
inherited by the time entry directly. You may opt to allow the employee to override the service
by entering it on the timesheet.
Note: The name of this form is based on your company's terminology. Most companies
use services or activities, but other terms are used. You can review and modify your
company's terminology definitions in Global Settings. See Interface: Terminology.
To create a Service:
1.
Go to Administration > Application Settings > Timesheets Settings > Services.
2.
Select New Service from the Create Button.
3.
Enter the Service name.
4.
Under Billing rates, select the Currency if you are using multi-currency in your
environment. Choose how you would like to charge for this service: Hourly rate, Other
rate (specified amount per time period), or Flat rate (for the entire service-fixed fee).
Note: You do not have to complete the billing rates section unless you have chosen
to get billing rate from either Services or Services-Client. See Billing Rates.
5.
Optionally, you may choose a cost center for the service if your company has enabled
using Cost Centers and has chosen Services as a Selected Item. See Cost Centers.
6.
You may also enter text to be used on proposals in the Opportunities application, if
desired.
7.
Select the check box for Taxable service if tax may be charged to the clients for this
service. The tax rate used is based on Tax Options as well as Invoice layout - Display,
summary.
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Timesheets 14
Time Types
Time Types
You have the ability to create Time types to be used in the Timesheets application. Time
types offer a way to segregate and categorize timesheet entries and can be determined by the
employee when entering the time. Some common values are: Regular Time, Overtime, and
Personal Time. You can also use time types to determine billable or non-billable travel, paid
time off, or other time entry classifications that may affect billing or reporting.
This feature is useful when you have projects where you may need to identify the hours spent
in the standard workday (e.g., 8 hours in the U.S.) and hours spent above the standard workday,
due to a different billing rate or a contractual limit that can be charged to the client. Time types
are useful for reporting on employee activities and utilization components.
To create a Time Type:
1.
Go to Administration > Application Settings > Timesheets Settings > Time types.
2.
Select New Time type from the Create Button.
3.
Enter the Time type name.
4.
Select the check box for Allowed in schedules if this time type is an option to use when
entering time off requests and schedule exceptions.
5.
Select the check box for A task is not required for this time type if this time type allows
employees to enter time without designating a task as they might normally be required to
do.
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Timesheets 15
Notifications
6.
Notes may be added to describe this time type, if desired.
Note: There is a feature available to limit time types based on the Project selected for
a time entry. To enable this feature, Create a Support Case and request that the
following switch be enabled: Allow time types to be limited by the project (mutually
exclusive with the feature that allow time types to be limited by the task ).
Notifications
Timesheet email notifications are highly configurable in NetSuite OpenAir. You can send an
email notification when any timesheet is submitted and approved as well as for timesheets
submitted or approved by proxy. You can also send an email notification when specified
conditions are met. You designate who receives the email notification and compose the actual
email notification message.
To enable this feature, Create a Support Case and request the following switch be enabled:
Enable administration of notifications in the following application settings: Timesheets.
To create timesheet or time off request email notifications:
1.
Go to Administration > Application Settings > Timesheets Settings > Notifications.
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Notifications
2.
Select the notification type from the Create Button.
3.
In the Send a notification... section, select either the type of new notification you are
creating or when these conditions are met.
4.
Proxy: Yes or No - Determines if this notification is used for regular or proxy submissions.
For more information on Proxy, see Proxy.
5.
Click + to add a row and if you select the Client : Project option, you can use the Search
function to select the actual Client : Project name from the pick list. Indicate whether the
condition includes or excludes this Client: Project.
6.
Under Notify, specify either individual email addresses or select employees from the
Available employee selection box. You can also include external email addresses.
7.
Under Message, enter the desired contents of the email to be delivered upon timesheet
submission. Use the Field drop-down list to specify pre-set variables as part of the email
notification. To do this, choose the variable from the drop-down list and click on the word
Paste to insert the variable into the email body.
8.
Click Save.
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Timesheets 17
Timesheet Report Layout
Timesheet Report Layout
The Timesheet report layout is what you would see if a timesheet were exported and printed
as a PDF file, and the format displays on the approval screen for the timesheet approver. You
tailor the Timesheet report layout to meet your company's needs. Select the Date format and
Grid style. Select the particular fields that you would like to display on the timesheet report by
choosing the field from the drop-down list in the related column. You may choose to add text
or html at the top or end of the timesheet report. You can also configure Adobe Acrobat PDF
settings.
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Timesheets 18
Timesheet Report Layout
To access and modify the Timesheet report layout:
1.
Go to Administration > Application Settings > Timesheets Settings > Timesheet report
layout.
2.
Other options are available via check box selections: Show gap hour summary by
task, Hide the time entry notes on the printable view, Show the approval history
(recommended), and Show the overlapping status of the timesheet in the header (if you
have allowed overlapping timesheets in your environment).
Note: Gap hour summary by task pulls in the computed gap hours (planned
- worked) as tracked by tasks on the project. The printed version of the
timesheet report is the same as displayed on the screen unless you chose
to hide the time entry notes. You may want to select this option for printed
versions to send to clients for physical signoff. The approval history is the audit
trail of who has reviewed the timesheet and what action was taken.
3.
Finally, choose the Adobe Acrobat PDF settings you would like to use in your environment
for clear printing.
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Timesheets 19
Timesheet Rules
Timesheet Rules
Timesheet rules are a way of putting policy around timesheet submissions. There are a number
of Submission rules you can activate. These are:
• Minimum number of hours required on the timesheet
• Maximum number of hours allowed on the timesheet
• Minimum number of hours per day required on the timesheet
• Maximum number of hours per day allowed on the timesheet
• Minimum leave accrual balance, and Exclude weekends from the daily rules
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Timesheet Rules
The first four of these require you to select whether to choose fixed hours or a percentage of the
work schedule as the base for the rule. Selecting the percentage of the work schedule is helpful
when you are establishing a policy that spans full-time and part-time employees.
You also need to specify the value for the item as well as the Action (Warn or Error) when the
rule is violated. For the Minimum leave accrual balance, you need to select the minimum value
and the Action to be sent to the employee.
Other options include:
• Require a time entry every day, independent of workschedule — allows you to require
employees to enter time on Saturday and Sunday, for example.
• Exclude weekends from the daily rules — allows weekends on timesheets to pass through
timesheet validation without triggering an exception for either the minimum number of
hours per day required on the timesheet or maximum number of hours per day allowed
on the timesheet rules.
• Exclude hours associated with cost centers from the daily rules — If you are using the
timesheet rules to monitor minimum and maximum hours per day and cost centers are
used to classify employees, this option allows you to filter the timesheet daily rule for only
those cost centers where the rules apply. For example, you may want to not apply the rules
to the sales cost center.
• Exclude days with no hours from the daily rules — allows blank days (i.e., days with no
hours) on timesheets to pass through timesheet validation without triggering an exception
for either the minimum number of hours per day required on the timesheet or maximum
number of hours per day allowed on the timesheet rules.
• Require project selection for the following time types — allows time types to control
whether a project is required for timesheet submission. For example, you may have a time
type called internal that, when selected, will not require a project selection for time entry.
Recording time at the time type level only will not provide a service or task breakdown;
therefore, a high level single time type value will have limited reporting capabilities. A
good example of a time type that would be useful on its own would be bench time. Please
note that this feature is only applicable if you do not require a project selection on all time
entries, and it is not commonly used.
Note: The timesheet rules applied in your environment do not execute until the timesheet
is submitted for review. Up until the point of submission, timesheet entries saved on
a timesheet are not checked against the rule. Therefore, employees may think they
have a valid timesheet while it is still in the open timesheet stage.
To create or modify the Timesheet Rules:
1.
Go to Administration > Application Settings > Timesheets Settings > Timesheet rules.
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Payroll Types
2.
The Messages area provides a standard message to the employee when time entries for
leave exceed the minimum balance specified in the Minimum leave accrual balance in the
section above. Fields identified with %% are standard NetSuite OpenAir database fields.
Additional fields may be added by looking up the field format. Email templates provide an
user unterface to help interpret the field format. See Email Templates.
3.
An option to Create a new timesheet when a timesheet is submitted is also available. The
options accompanying this feature are the same provided to employees when they choose
to copy a timesheet. You should select the option most aligned with your business. For
example, Clear the hours is a popular selection.
4.
There is also a check box that controls whether or not an alert for rejected timesheets is
included in the late timesheet alert notifications.
Payroll Types
NetSuite OpenAir offers the capability of creating Payroll types for use in the Timesheet
application. This is an additional attribute that can be input on the time entry. The general use
is to determine regular or overtime work when time types are used for a different purpose.
Payroll types have more limited functionality in the rest of NetSuite OpenAir than time types.
To create a Payroll Type:
1.
Go to Administration >Timesheets Settings > Payroll types.
2.
Select New Payroll type from the Create Button.
3.
Enter the Payroll type name and any Notes describing the use of this payroll type.
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Time Off Request Layout
Time Off Request Layout
You can tailor the Time Off Request report viewed by approvers to meet your company's needs.
You are able to select the prefix of all generated time off requests and starting time off request
number. SR- is the default prefix and starting number defaults to 1.
To access and modify the Time off request layout:
1.
Go to Administration> Application Settings > Timesheets Settings > Time off request
layout.
2.
Select the Grid style using the drop-down list as well as the Date formal.
3.
Select the desired check boxes that determine whether to include a description on time off
request, signature line on the time off request, and if you would like to show the time off
request approval history.
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Time Off Request Layout
4.
Add notes in the header or footer besides the notes on the time off request, if desired.
5.
Choose the particular fields that you would like to display on the time off request from the
Available Columns and move them to the Selected Columns.
6.
Finally, choose the Adobe Acrobat PDF settings you would like to use.
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Leave Accrual Rules
Note: To filter the number of time types, projects and/or tasks that an employee sees for
a time off request, use the filters for Limit lists that appear on form. This prevents
employees from seeing the complete list of projects and tasks they would see when
entering a timesheet.
Leave Accrual Rules
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Leave Accrual Rules
Leave accruals rules provide a structure around how time off is handled in NetSuite OpenAir,
i.e., vacation and personal time off. First, you set up Leave accrual rules to document each
type of time off accrual your company recognizes, and then you associate them to individual
employees that receive that benefit within the company.
To create a Leave accrual rule:
1.
Go to Administration > Application Settings > Timesheets Settings > Leave accrual rules.
2.
Select New Leave accrual rule from the Create Button.
3.
In the Accrual section, select the Period, Hours per period, Accrual timing, and the
maximum Cap (hours) for the accrual. Each time the rule is executed, the period is
referenced to determine if the hours per period should be added to the accrual amount,
which results in a Leave Accrual Transaction to be generated. Once the Cap of hours has
been reached, the rule does not create any more transactions for that defined period.
4.
Next, choose one of the Lose accrued time options. Enter the Grace period (days), Delay
loss accrual (days), and Carry over (hours), and the Apply only to grace period check box
to only have the carry over hours applied to the grace period, if desired.
Note: When the rules are executed, the lose accrued time option is considered,
which creates drawn-down transactions to zero out the balance of any accrual
that are past the deadline for use. For example, if 40 hours remains in the
employee's account and the lose accrued time option is December 31, then on
January 1 the rule creates a negative 40 hours draw-down transaction to expire
the accrued time balance. The Grace period and Delay loss accrual options
provide another level of definition related to your time off policy since the lose
accrued time options are limited. If your company observes a carryover option,
then the rule can be configured with this number of hours (days) for carry over
which may also be limited only to those hours (days) carried over into the grace
period.
5.
For employees that start during a mid-accrual period such as a mid-month hire or midyear hire, checking the Include partial accruals option allows the rule to automatically
calculate a prorated amount of accrual based on hire timing.
6.
Set the Consider the exact number of days in a month for partial accruals to base
calculations for partial accruals on the exact number of days in any given month.
• If this option is selected, the partial transactions and prorated accrual calculation
considers the exact number of days in each month (for example 31 days in January,
28 in February).
• If this option is not selected, the partial and prorated accrual calculation is based on
an average 30-day month.
• This setting requires the Include partial accruals checkbox to be selected.
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Leave Accrual Rules
Important: It is very important to set the “Apply after” date to exclude old
transactions. In most cases the date should be set to the day that the
option is being activated, so that it doesn’t affect anything in the past.
7.
Set the Create transactions for employees only during dates where they are assigned to
the rule option to create closed accrual leave periods.
Closed accrual leave periods can be created to prevent leave accrual transactions from
being drawn-down against a closed period.
• All the accruals/draw-downs will only be created against this leave accrual rule if
created during the duration a leave accrual rule is associated with an employee.
• Transactions created after the rule ends for an employee will be created against the
next leave accrual rule its balance transfer progression. If this is the last leave accrual
rule in a transfer progression for an employee, the setting is ignored.
Important: It is very important to set the “Apply after” date to exclude old
transactions. In most cases the date should be set to the day that the
option is being activated, so that it doesn’t affect anything in the past.
8.
Set the Allow transfers of negative leave accrual balances to enable the transfer of
negative balances to the next accrual rule.
Important: It is very important to set the “Apply after” date to exclude old
transactions. In most cases the date should be set to the day that the
option is being activated, so that it doesn’t affect anything in the past.
9.
From the Draw-down section, select how entered time is applied against the leave accrual:
by Time type, Service, Project, or Task. These items are typically associated with a Time
off or PTO project that has been set up within the Projects application. Indicate when the
draw down is generated, either when the Leave accrual is run or A timesheet is approved.
Note: As a system administrator, you can set Leave accrual rules to run on a schedule
or run them manually.
10.
You are able to Modify draw-downs when an approved timesheet is changed by selecting
the check box : A timesheet is approved.
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Run Leave Accruals
Note: If you select the A timesheet is approved option, draw-down transactions
are created immediately upon timesheet approval. As timesheets may be
unapproved for corrections, review the Timesheets Settings > Other settings
to determine whether the leave accrual transactions will auto-adjust or require
manual interaction for corrections based on timesheet changes. See Other
Settings.
11.
Finally, Enter any Notes (if desired), and whether you want to Exclude inactive employees
via the check box when the rule is run.
12.
Click Save.
To associate rules to an employee:
1.
Go to Administration > Global Settings > Employees. Select a Employee ID.
2.
Click on the Leave accrual link. See Leave Accrual.
3.
For each applicable rule, select the rule and enter the Start Date and End Date into the
leave accrual row. When the rules are run, employees with the defined rules will have
their accruals and draw-downs adjusted per the rule definitions. Each rule is named and
includes the following:
• Accrual definition
• Draw-down definition
Note: Editing existing leave accrual rules may affect existing historical balances of your
employees. If you need to change your policies, we recommend that you contact
NetSuite OpenAir Support or engage the assistance of a Professional Services
Consultant.
Run Leave Accruals
The Run leave accrual form provides you, the System Administrator, with the ability to run the
defined Leave Accrual rules on demand or have them scheduled to be run on a regular basis.
When you set up the leave accrual rules, you determine how running leave accruals impacts
leave accrual balances. Draw-down transactions are created by the run leave accruals action
if the rules have defined this as the method to create the transactions. Otherwise, approved
timesheets automatically create the transactions so draw-downs and balances are current.
To Run leave accruals:
•
Go to Administration > Application Settings > Timesheets Settings and select the link to
Run leave accruals. The Run leave accrual form provides the ability to run defined Leave
Accrual rules on demand or have them scheduled to be run on a regular basis.
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Leave Accrual Form - Timesheets Application
Leave Accrual Form - Timesheets Application
To use this feature, you must enable the Timesheets Settings switch: Enable the leave accrual
feature. To do so, go to Administration > Application Settings > Timesheets Settings > Other
settings. See Other Settings.
Once the leave accrual feature is enabled, a Leave accrual tab displays in the Timesheets
application.
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Alerts
Leave Accruals provide a method of tracking and maintaining employees' time off within
NetSuite OpenAir. Time can be accrued or earned as a specific type of time off which may
then be drawn down when taken or used by the employee. You can enter manual Leave accrual
transactions or specify Leave accrual rules for employees to automatically compute time off
amounts. See Leave Accrual Rules.
Although manual transactions are allowed, the key to a successful implementation of the Leave
Accrual feature is the setting up of rules, which are then applied to employees. The rules control
the accrual amounts and draw-down specifics depending upon the rule setup for Time Type,
Service, Project, or Task.
To create a New leave accrual transaction:
1.
Go to Timesheets.
2.
Select New transaction from the Create Button.
3.
Select the Type, either Accrual or Draw-down.
4.
Enter the Date and Hours for the transaction.
5.
Select the Employee for which this leave accrual transaction applies and the Leave accrual
rule. If you have not previously created rules, see Leave Accrual Rules.
6.
Add notes as desired.
7.
Click Save.
Alerts
This functionality allows you to send automated email reminders to ensure that company
policies are followed, time is entered and submitted on time, and approvals are completed.
Multiple alerts of each type can be set up to meet varying business needs. Refer to the following
types of alerts.
• Timesheet alerts — can be configured by administrators to alert employees about late
timesheets, overdue approvals or unsaved time entries.
• Late timesheet alerts — are used to notify employees when timesheets meeting certain
criteria are late. To ensure accuracy and timeliness in billing, most companies find it
critical to get timesheets in on time. Late timesheet alerts are the most commonly used
alerts.
• Overdue approval alerts — are useful for managers who must approve time, but who
may not be regular employees of NetSuite OpenAir. An overdue approval alert can remind
those employees who do not log in regularly that there are timesheets in the system
waiting on them for approval.
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Other Settings
• Unsaved time entry alerts — are most often used in companies where time must be
entered on a daily basis. These alerts can be used to remind employees on a periodic basis
that time entry is due.
To create a timesheet alert:
1.
Navigate to Administration > Application Settings > Timesheets Settings > Alerts.
2.
Select the type of alert you want to create from Create Button. The corresponding alert
form will open.
3.
Name the alert.
4.
Under Alert runs on, select the day and time when the Alert should run.
5.
Under Rule, define the appropriate selection rules for why the employees would receive an
alert and which employees will receive alerts.
6.
Use Email notification, define the email sender, subject and text, and decide whether to
copy other employees on the alert email.
7.
Add notes, as desired. These notes do not appear anywhere in the alert; they are for
informational purposes, such as to remember why the alert was created.
8.
Select Active alert to make this alert active.
9.
Click Save.
Other Settings
The Timesheet application has many configurable parts including add-on functionality and
interaction with how you are performing your resource and project management. Many
timesheet options depend on whether other features are activated.
To access the Timesheet Other settings:
•
Go to Administration > Application Settings >Timesheets Settings > Other settings.
Timesheet Duration: Timesheet entry is defaulted to a single time period for submission
(as selected from the drop-down list). This duration can be overridden on the Employee
Demographic form if you have different offices or departments that adhere to different time
policies. To enable the override on an employee basis, Create a Support Case and request the
following switch be enabled: Allow the Timesheet duration to be set at the employee level.
Location of the "Save" button on the grid: When your employees have created a timesheet,
the timesheet displays allowing data entry. Employees have the ability to save in-progress
timesheets and edit them later before completing submission. You have the ability to place
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Other Settings
where the save button appears on the timesheet. This setting cannot be overridden by an
employee preference although employees do have the ability to add additional save buttons to
the top right of the forms.
Number of rows to display in timesheets notes fields: Each time entry cell has a blue dot
adjacent to it which, when selected, displays a pop-up window that includes a description and
a notes field. The number of rows selected for this option reflects the number of lines displayed
in the notes area of the pop-up window. This is not a data entry restriction value, only a display
value before you must scroll down should the employee have entered more information than
can be displayed.
Width of the hourly cells on a timesheet: The time entry cells within a timesheet must be at
least 2 digits wide to accommodate a time entry. Depending on how many digits you expect to
be entered on a regular basis, you may want to increase the value to 3 or 4.
Show the time type drop-down on the main worksheet: Time types are used to identify
types of time entries such as leave time, holiday, billable, shift work, etc. If your company has
decided to use time types, then this feature should be activated in order to capture the time
type value during timesheet entry. If your time types are limited to use within an employee's
work schedule (such as holiday or outages), then it may not be necessary to display the field on
timesheet entry as the work schedule would handle tracking of the time type value. See Time
Types.
Hide the time type drop-down in the popup window: The notes option next to each time
entry cell displays a time type drop-down menu unless this option is selected. There is no
dependency with the time type being viewable on the timesheet.
Show the client/project drop-down on the main worksheet: When selected, the employee
can enter time against a specific Client : Project combination (or just client if the options to
view client only in drop-downs has been selected). The list of projects displayed is controlled
by project viewing options such as all projects, specific projects, assignments, ownership, and
bookings.
Show the client/project and the task drop-down on the main worksheet: When selected, an
additional field for task is displayed along with the Client : Project drop-down list. The list of
tasks displayed is controlled by project assignment and booking options.
Show the service drop-down on the main worksheet: Services are specific activities that you
offer to clients which may be used to invoice your clients or used for finance account allocation.
In some accounts, they are called activities. If your company has decided to use services, there
are many areas throughout NetSuite OpenAir where the services value can be set as a default
for timesheets. See Service.
Activating this feature supplies another field containing the service values on the timesheet,
which give control to the employee for selecting the proper value. The ownership of the field
setting should be reviewed according to how the Service field is used throughout the system. If
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Other Settings
it is used to perform billing or allocations to financial accounts, you may prefer to have the field
setting controlled by the project setup process and not overridden by the end-employee.
Show the payroll type drop-down on the main worksheet: If your company has decided to
use payroll types, activate this feature to allow entry by the employee on timesheets. If not
enabled, and your account uses payroll types, they display in a list in the Notes pop-up window.
See Payroll Types.
Show the Project job code drop-down on the main worksheet: Job codes classify employees
into general job positions defined by your company. See Job Codes.
Show time remaining estimate input on the main worksheet: When selected, the System
estimate (hrs) field shows the latest estimated hours value for the task, minus the hours entered
against it in the timesheet.
Require a time type on time entries: If you have implemented time types and displayed
them for entry on the timesheet, this option allows you to make this field mandatory for all
employees. This requires you to define a complete set of time types so that a valid value is
always able to be selected for any type of time entry. This option is dependent on the Show the
time type drop-down on the main worksheet option being selected. If the show time type
option is not active, this option has no system impact.
Require a client/project on time entries: If you have displayed Client : Project (and possibly
clients only depending on the show client name option) for entry on the timesheet, this option
will allow you to make this field mandatory for all employees. This option is dependent on the
Show the client/project drop-down on the main worksheet option being active. If the show
client/project option is not active, this option has no system impact.
Require a service on time entries: If you have implemented Services and displayed them for
entry on the timesheet, this option allows you to make this field mandatory for all employees.
This option requires you to define a complete set of services so that a valid value is always
available to be selected for any type of time entry. See Service.
Require a description on time entries: The description field is an additional field to the notes
field that is available for each time entry cell by selecting the dot next it. Setting this option
requires the entry of a description for each entry on a timesheet.
Important: This impacts the time it takes to enter data should employees be required to
enter multiple time entries for projects across multiple days of work.
Require a payroll type on time entries: If you have implemented payroll types and displayed
them for entry on the timesheet, this option allows you to make this field mandatory for all
employees. This will require you to define a complete set of payroll types so that a valid value is
always available to be selected for any type of time entry. See Payroll Types.
Require a task on time entries: If you display a task for entry on the timesheet, this option
allows you to make this field mandatory for all employees.
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Other Settings
Show only clients and projects with open tasks assigned to the employee: Tasks have an
open/closed flag to provide Project Managers control over completed or in-progress service on
a project. Depending on how you are assigned or allocated to projects and tasks for time entry,
the activation of this option shows only Client : Project with open tasks available for time entry.
Show only clients and projects with open tasks booked to the employee: Tasks have an open/
closed flag to provide Project Managers control over completed or in progress service on a
project. Depending on how you are booked to projects and tasks for time entry, the activation
of this option shows only Client : Project with open tasks that you are booked for available for
time entry. If this option is not enabled, then any Client : Project with tasks booked to you for
time entry is displayed including those with all closed tasks. This, in turn, allows the entry of
time against closed project tasks.
Display schedule exception information from the associated company work schedule of
the timesheet employee: This option allows you to display any schedule exceptions within
the timesheet. These are most often company holidays on the company work schedule. The
display is handled by highlighting the date column title in the timesheet and adding a footnote
indicator, which is defined in the Tips area of the NetSuite OpenAir page. The footnote
definition is taken from the description field of the schedule exception.
Display schedule exception information from the work schedule and associated company
work schedule of the timesheet employee: This option allows you to display any schedule
exceptions within the timesheet. These are most often company holidays on the company
work schedule. Other exceptions noted in the employee's personal calendar, such as vacation
or leave time, are displayed as well. The exception information is derived from any schedule
exceptions input on the company workschedule associated to the employee record, as well
as any exceptions input on the employee's personal work schedule directly on the employee
record. The display is handled by highlighting the date column title in the timesheet and adding
a footnote indicator, which is defined in the Tips area of the NetSuite OpenAir page. The
footnote definition is taken from the description field of the schedule exception.
Allow an approver to edit a submitted timesheet: When timesheet approvals are used,
timesheets are submitted for review by a defined employee or set of employees (approval
process) who can then approve or reject the timesheet. To avoid time delays introduced by
having a reviewer reject a timesheet then the owner fixing and resubmitting the timesheet,
activating this option gives the reviewer the ability to edit the timesheet entries directly before
continuing with the approval.
Hide the description field: The description field is available for each time entry cell by
selecting the dot next to it. Setting this option hides the description field from the pop-up
window when the dot is selected, but still displays notes and any other field settings that have
been configured. If this option is set, it overrides the “Require a description on time entries”
setting.
Remove blank timesheet rows: This option will remove blank (empty) timesheet rows from
the display and the Timesheet report.
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Other Settings
Preserve row ordering: Activating this option keeps the time entry rows in the order in which
they were entered on the timesheet and does not resort them in alphabetic client or project
order.
Enable the "Hours remaining" on tasks estimating feature: Hours remaining are only
available if you are assigning employees to individual tasks with an estimate of planned hours/
days for each employee on the task. Without this level of project/task information, the hours
remaining feature is unable to allocate hours to individuals on timesheet review. When this
feature is activated, a new link displays within the timesheet called Hours Remaining. Selecting
this link displays to the employee the remaining hours for the task and provides the ability
to change the hours remaining value. This adjusts the remaining and estimated hours of the
project task within the project plan. There is no impact on the planned hours. Tasks must be
displayed on the timesheet in order for this option to work.
Require "Hours remaining" estimates for all tasks: Hours remaining are only available if
you are assigning employees to individual tasks with an estimate of planned hours/days for
each employee on the task. Without this level of project/task information, the hours remaining
feature is not able to allocate hours to individuals on timesheet review. When this option is
activated, a new link displays within the timesheet called Hours Remaining. Selecting this link
displays to the employee the remaining hours for the task and provides the ability to change
the hours remaining value. This value is required for each task identified on the timesheet. Any
changes adjust the remaining and estimated hours for the task within the project. There is no
impact on the planned hours. The Enable the Hours remaining option must be activated and
tasks displayed on the timesheet for this option to be available.
Use the system estimate if "hours remaining" are not entered: Hours remaining are only
available if you are assigning employees to individual tasks with an estimate of planned hours/
days for each employee on the task. Without this level of project/task information, the hours
remaining feature is not able to allocate hours to individuals on timesheet review. When this
option is activated, a new link displays within the timesheet called Hours Remaining. Selecting
this link displays to the employee the remaining hours for the task as estimated by the system
(or the value entered by the Project Manager). A timesheet employee may enter a new value
or choose to leave the field blank. A blank entry uses the system estimated value (or the value
entered by the Project Manager) of the hours remaining for time entry on the task. This adjusts
the remaining and estimated hours within the project task on the project. There is no impact on
the planned hours. The Enable hours remaining option must be activated and tasks displayed
on the timesheet for this option to be available.
Get the service from the task if not selected: This option is dependent on the display of the
Service field on the timesheet main. If you have not made this field required, employees may
optionally leave the field blank. When activated, this feature ensures every time entry has a
Service by obtaining the value from the task if the employee does not override the value in the
timesheet. If this option is not activated, then “blank” Service values can be entered against the
task. Tasks must be enabled on Projects in order for this option to be available.
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Other Settings
Always get the service from the task: If your company uses Services within the system but
does not allow employees to override the value on the timesheets, use this option to ensure the
timesheet entry obtains the appropriate service from the project task. Tasks must be enabled
on Projects in order for this option to be available. We recommend that services on tasks be
required if this setting is enabled.
Do not allow timesheet submission if time is booked to an inactive option: Employees
entering time against Client : Project (or Clients, and possibly at the task level), are provided a
drop-down list of these items based on the timesheet options, such as displaying only Client :
Project with open tasks. This option prevents the submission of a timesheet if the employee was
able to view a Client : Project task when the timesheet was created, but later the Client : Project
was inactivated before the timesheet is completed and submitted. If this option was not selected
and the Client : Project has been inactivate during the span between timesheet creation and
submission, time is allowed to be entered against an inactive project since the timesheet was
already in progress.
Do not allow timesheet submission if time is booked to a closed task: Employees entering
time against Client : Projects (or Clients, and possibly at the task level), are provided a dropdown list of these items based on the timesheet options, such as displaying only Client : Projects
with open tasks. This option prevents the submission of a timesheet if the employee was able
to view a Client : Project task when the timesheet was created, but later the Task was closed
before the timesheet was completed and submitted. If this option is inactive, time is allowed to
be entered against closed tasks provided the task was open when the timesheet was created.
Do not allow timesheet submission if time is not booked to a task: This option prevents a
timesheet submission if a time entry is not recorded to a task on a project. We recommend that
you enable this option if you are tracking time to the task level.
Enable the time type default when creating a new timesheet: When creating a Timesheet,
the timesheet form asks for basic information such as the period date. This option provides the
employee a default Time type field, which pre-populates all timesheet rows with the selected
time type value. This option is dependent on having time types enabled in the system. It is
useful when the option to enter time types on the timesheet has been activated.
Enable the client:project default when creating a new timesheet: When creating a timesheet,
the form asks for basic information such as the timesheet start date. This option also provides
the employee a default Client : Project field, which pre-populates all timesheet rows with the
selected Client : Project value. It is useful when the option to enter Client : Project on the
timesheet has been activated.
Enable the service default when creating a new timesheet: When creating a timesheet, the
timesheet form asks for basic information such as the timesheet start date. This option also
provides the employee a default service field, which pre-populates all timesheet rows with the
selected service value. This option is dependent on services being used in the system and is
useful if the option to enter service on the timesheet has been activated. See Service.
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Timesheets 36
Other Settings
Enable the payroll type default when creating a new timesheet: When creating a timesheet,
the timesheet form asks for basic information such as the timesheet start date. This option also
provides the employee a default payroll type field, which pre-populates all timesheet rows with
the selected payroll type value. This option is dependent on payroll types being used in the
system and is useful if the option to enter payroll types on the timesheet main grid has been
activated. See Payroll Types.
Enable time off requests: The time off request feature allows the submission of schedule
changes such as vacation, training, leave time, etc. A number of options exist that allow the
time off request feature to be used as an employee scheduling tool, a leave time tracking tool,
and so forth. Activation of this feature displays another tab within the Timesheet application
called Schedule Requests, which can be created and submitted/approved through an approval
process. Time off requests interact with timesheets, a employees work schedule, and resource
booking according to the various options selected within the Settings form.
Require a time type on time off requests: If you have implemented time types and activated
time off requests in your environment, this option allows you to make this field mandatory for
all employees. This requires you to define a complete set of time types so that a valid value is
always able for selection on any type of time entry.
Require a client/project on time off requests: If you have implemented project-based time
tracking and activated time off requests, this option allows you to make Client : Project
selection mandatory for all employees. Such a Client : Project selection is typically something
along the lines of [Company Name] : PTO project.
On time off requests, show only clients and projects with open tasks assigned to the
employee: This option, when time off requests are active, prevents an employee from entering
a time off request against a project that has closed tasks. For employees to see projects with
open tasks, the employee must be assigned to either the task or the project depending on the
assignment options active in your account.
On time off requests, show only clients and projects with open tasks booked to the
employee: This option, when time off requests are active, prevents an employee from entering
a time off request against a project that has closed tasks. For employees to see projects with
open tasks, the employee must be booked to either the task or the project depending on the
assignment options active in your account.
Require a service on time off requests: If you have implemented services and activated the
time off request function, you may require an employee to select a service. The service value
entered in the time off request overrides the timesheet default value for the project/task (set
within the task) if you include the time off request on your timesheet. If you allow employees to
override the service on the timesheet, then the default value displays from the time off request
included on the timesheet.
Require a task on time off requests: If you have implemented project-based time tracking and
activated time off requests, this option allows you to make the Task within a Client : Project
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Timesheets 37
Other Settings
selection mandatory for all employees. This option is helpful for time tracking where you are
including a variety of choices within a single project (e.g., time off categories such as vacation,
jury duty, sick time, and family leave).
Hide the related time off request entry information on the timesheet: If your process is
to have employee enter their time directly within timesheets regardless of the service or preapproval of time (time off requests), then time off requests can be hidden from timesheets.
Do not allow time off request submission if time is booked to an inactive option: Similar to
the “show only open assigned tasks on time off requests” feature, this option allows you to stop
time off request entry against any tasks or projects have been closed while the time off request
was being created. This is recommended to be activated if you have enabled the open assigned
task option.
Allow an approver to edit a submitted time off request: When time off request approvals
are used, time off requests are submitted for review by a defined employee who then approves
or rejects the time off request. To avoid time delays introduced by having the reviewer reject
a time off request and then the owner fixing and resubmitting the time off request, activating
this option gives the reviewer the ability to edit the time off request entries directly before
continuing with an approval. The approver of the time off request is set on the employee record.
Automatically create schedule exceptions when a time off request is approved: Schedule
exceptions are entries in the employee's personal work schedule or calendar that identify
special work schedule situations such as holidays or vacation. Allowing an approved time off
request to create an exception automatically adjusts the employee's calendar to remove time off
request dates from available hours in the work schedule. Selection of this option impacts how
utilization is computed if you have selected Work schedule hours as the denominator in the
utilization calculation.
Note: This is mutually exclusive with the following switch: Automatically create bookings
when a time off request is approved.
Allow modification and deletion of schedule exceptions created automatically from an
approved time off request: Schedule exceptions are entries in the employee's personal work
schedule or calendar that identify special work schedule situations such as holidays or vacation.
Allowing the schedule exceptions within the employees calendar to be modified allows
adjustments to the employee's available hours. This may impact how utilization is computed if
you have selected Work schedule hours as the denominator in the utilization calculation.
Automatically create bookings when a time off request is approved: If you are using
bookings in the Resources application to manage your resource allocations and available hours,
an approved time off request may create bookings automatically to allocate the employee to
the identified Client : Project (and Task if required in your environment). If this is not selected,
then approved time off requests create an exception to the employee's calendar instead of a
booking.
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Other Settings
Note: This is mutually exclusive with the following switch: Automatically create schedule
exceptions when a time off request is approved.
When creating a timesheet, automatically create time entries for bookings: If you are
managing resource allocation with bookings, then you may choose to have employee
timesheets pre-populated with the booking hours. This provides information to the employee
of expected work for the defined timesheet period. The entry can be modified to reflect the
actual effort performed. When using this option, ensure you are educating your staff on
validating the booking entry and not to simply save the pre-populated timesheet.
When creating a timesheet, automatically create time entries for approved time off
requests: Time off requests that capture time against a Client : Project (and Task if required in
your environment) can be automatically inserted into an employee's timesheet to allow quicker
timesheet entry. The time off request appears as the timesheet is created. The values of the
time off request hours may be modified prior to timesheet submission. If the timesheet already
exists, this option does not add the time off request into the timesheet automatically - a manual
entry is required on the timesheet.
When automatically creating time entries for approved time off requests when creating
a timesheet, get missing values from the time off request: Time off requests that capture
time against a Client : Project (and Task if required in your environment) can be automatically
inserted into an employee's timesheet to allow quicker timesheet entry. The time off request
appears when the timesheet is created. The values of the time off request hours may be
modified prior to timesheet submission.
Allow time off requests with time entries on approved timesheets to be un-approved: The
correction of a time off request can still be performed if this option is enabled and the time
off request has already been added to timesheets. Without this option, modifying the time off
request is disabled if you have allowed the time off request to be included in a timesheet.
Do not allow editing of the timesheet name: This option generates a standard timesheet name
when the timesheet is created (i.e., “Timesheet 06/03/12 to 06/10/12”) that cannot be changed
by the employee. If this option is not selected, an employee has the ability to modify the name
of the timesheet at timesheet creation or while the timesheet is in the Open status via the edit
link.
Disable overlapping timesheets: The necessity for overlapping timesheets is typically driven
by the need to enter either a correcting timesheet to move hours between projects or to enter
two timesheets within a given week (For example, your company is on a monthly accounting
calendar but you have weekly timesheet submissions. You can create two timesheets for the
timesheet period, one ending on the last day of the calendar month and the other beginning
on the first day of the next calendar month). Disabling timesheet overlapping ensures unique
timesheets for each timesheet period.
Remember the last used "New timesheet" form settings: This option allows the quick setup
of new timesheets by copying or remembering the last default entries in the Create timesheet
form.
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Other Settings
Allow empty timesheets: The use of this option is helpful if you require timesheets to be
submitted for every timesheet period, without exception. Subcontractors, who may not have
time for the period, would have an empty timesheet submitted.
Allow zero-hour entries on timesheets: The difference between this option and the empty
timesheet option is this allows the employee to capture notes on a time entry, but does not
require the entry of hours to keep the notes in the time entry.
Sort timesheets alphabetically by client and project: As time entries are input into the
timesheet and submitted, the Client : Project entries are sorted alphabetically within each day
instead of the order they are entered.
Enable the "Save and Submit" button on timesheets: On the timesheet, the Save button
appears to save in-progress timesheets. To submit timesheets, you are required to select the
Submit/Approve link. This submits the timesheet for approval. Selecting this option provides
a Save and Submit button to appear on the timesheet and reduces the submit action to a single
click.
Enable start and end time entry on timesheets: If you require employees to identify the
specific times of the day when the hours were worked on a Client : Project, then you can enable
the start/end time feature. This allows explicit start and end times via the Notes field on each
time entry. This option differs from timecards in that timecards define a full day of time to
compute total hours instead of individual Client : Project entries for the start/end time.
Enable the leave accrual feature: Leave accrual is a feature focused on tracking leave balances
such as vacation and sick time. The feature can track a leave accrual based on the rule setup
according to your company policies. For example, a vacation balance may be refilled once a
year or accrued each month at a certain rate per the employee's seniority in the company. A
leave balance draw-down is based on time entries against the specific projects or tasks. For
example, taking vacation or sick leave adjusts the leave balance.
On time off requests, display current leave accrual balance to managers for approval: When
the leave accrual feature is enabled, this option displays the submitter's balance on the approval
form. This is useful to ensure the employee's request is in compliance with company policy.
Display the last update date and time below the timesheet worksheet: Activation of this
feature displays timestamp information about the last update performed on the timesheet in the
tips area of the timesheet.
Do not auto-populate description field on time entries from time off requests: This
selection prevents the Description field as entered on the Time off request from populating
the Description field on the Timesheet entry. This option is normally selected to allow the
employee to enter their own specific descriptions. This is only applicable if time entries are
automatically created from approved time off requests.
Do not auto-populate description field on time entries from bookings: This selection
prevents the Description field as entered on the Booking from populating the Description field
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Frequently Asked Questions (FAQs)
on the Timesheet entry. This option is normally selected to allow the employee to enter their
own specific descriptions. This is only applicable if time entries are automatically created from
bookings.
Do not auto-populate notes field on time entries from bookings: This selection prevents the
Notes field as entered on the Booking from populating the Notes field on the Timesheet entry.
This option is normally selected to allow the employee to enter their own specific notes. This is
only applicable if time entries are automatically created from bookings.
Display all weeks for timesheets containing multiple weeks: Activation of this feature allows
users to work with all the weeks of a multi-week timesheet in the same grid view.
Frequently Asked Questions (FAQs)
How would I know whether I should have Services set up for my
company?
If your company provides standard types of services to client, you may want to create services
in your account. With services, you are able to use these in invoicing by charging a specific rate
or a fixed fee. They can also be used for providing a standard description of the work being
performed. See Service.
Why would I use Services on timesheets?
This allows the employee to select the specific services they are performing for a client. These
can be used on the invoice. As a caution, enabling services as a selection on the timesheet puts
the control of the value in the employee's hands as they would choose the value from a dropdown list. Many companies have the Accounting or Billing Departments control use of the
services.
What benefits are there for using the Leave Accrual functionality within
NetSuite OpenAir?
The Leave Accrual functionality provides a way of tracking employees' time-off for vacations
and sick days, etc. A employee's balance can be augmented automatically through Leave accrual
rules or manually. The balance is also drawn-down through timesheet entries based upon the
rule settings by using Time type, Service, Project, or Task, and manually as well. Employees and
management are able to monitor the leave accrual balance providing a real-time view into the
status of the account. The balance is visible on the timesheet worksheet, leave accrual edit form
and on the employee's Dashboard. The balance can also be reviewed on Employee Detail and
Advanced reports. You may also review projected leave accrual balances, which are based on
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Frequently Asked Questions (FAQs)
the current balance from previous accruals and draw-downs, future accruals and approved time
off requests.
What are ways to restrict entry of time types?
Work schedule, filter sets, and disable entry on forms.
When should a time type be used?
When differentiating time for the same project (and possibly task), a time type is required.
Examples include: using time types for anything that can impact payroll (overtime, shift
work, etc.), impacts financial information (billable vs. non-billable time), or impacts HR leave
tracking (e.g., vacation, holiday, leave time). Your company may choose one or more ways
to use time types. A best practice is to define a specific use for the time type then determine
whether control of its use should be given to the employee entering timesheet data.
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Expenses 42
Overview
Chapter 3 Expenses
Overview
The Expenses application captures expense reports and accompanying receipts. It also allows
for authorizations of anticipated expenses. Depending on a company's needs, employees can
enter expenses for a week or any duration. They are prompted to enter a start date, description,
and notes. As is the case with all fields on all forms in NetSuite OpenAir, you can mark
the description and notes fields as required. Employees also have the option of saving an
attachment to an expense report such as a scanned receipt or a receipt within the expense
report.
Expenses
The Expenses application allows the entry of incurred business expenses by employees as well
as the ability to receive pre-approval of future expenses using Authorizations, if this feature
has been enabled. The entry of expenses by employees themselves or on their behalf by the
company allows Accounts Payable to process and track reimbursements. Employees may
enter expense reports against projects for a specific date or period of time, depending on your
account configuration.
An additional option available to employees is the ability to use an expense worksheet for
multiple receipts and adjust the order of the fields that display on the form. Go to Expenses
> Expense reports and select the Worksheet link. To customize this worksheet, go to the
bottom of the form and click the customize link. Worksheet layout options allow employees to
streamline the entry of multiple receipts within a single form.
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Approval Process
Approval Process
This functionality provides the ability to create multi-level Approval processes as opposed
to a specific named employee or meta value employee e.g., [Project owner] or employee's
[Manager]. You can create as many approval processes as your company requires.
In addition, if you have enabled project approval options, the approval processes can be selected
for proposals, invoices, and project approvals for timesheets, purchase requests, POs, booking
requests, additional project specific approvers. See Approval Options. Project approvals occur
first and must be completed before the other approvals can be fulfilled.
Note: Approval processes are available in the application settings of several different
applications. Any process created in any of the applications settings, i.e., timesheets
or expense reports, is available on all approval areas for project or employee level
approvals.
To create an Approval Process:
1.
Go to Administration > Application Settings > Expenses Settings > Approval processes.
2.
Select New Approval process from the Create Button.
3.
Enter the Approval process name. Make this name descriptive if you are creating multiple
approval processes in your environment. A number of rows are available to create the
approval process.
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Approval Process
4.
Select the Sequence Number. It indicates the order in which the approvals flow. The
sequence number can be changed using the drop-down list.
5.
Select the Approver assigned to the sequence number from the drop-down list, either a
specific employee or meta value employee such as a [Project owner] or [Manager].
6.
When a designated approver is submitter, and self-approval is not allowed, there is an
option to select alternate approvers for individual approvers or for the overall approval
process.
7.
Create Auto-approve rules for any approver in the process. They automatically approve
items when the value of the parameter meets the criteria specified in the rule.
8.
Select the check box for Can not edit when you want to prevent the approver from
modifying the approval process. This is only applicable if your account is configured to
allow approvers to edit expense reports submitted to them.
9.
Click Save.
Note: You can edit approval processes to add or alter steps and approvers. The effects take
place the next time an employee submits an expense report. Any expense reports
submitted prior to the change still holds the prior approval process parameters.
Sequence Number — You can change the sequence number using the drop-down list. More
than one approver can have the same sequence number.
A sequence number requires only one approval — The check box for A sequence number
requires only one approval is useful when you would like to have two or more approvers at
the same level/sequence number, but require only one of them to approve the item before it is
passed on to the next level approver.
Assign after — If you assign the same sequence number to several approvers, the Assign after
field displays to the right of the form. This makes automatic escalations available by putting a
number in the Assign after field. If approval is not given by the first approver within a certain
number of days, the approval request is routed to the subsequent approvers. After approval has
been escalated, the first approver may still approve it. The Assign after field is always days after
initial submission, and it does not count from a previous escalation if multiple approvers are
added in the same sequence number.
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Expense Items
Expense Items
Expense Items are receipts, tickets, statements or other items that contain costs incurred by
an employee and are entered into NetSuite OpenAir expense reports per your company's
policies and procedures. The expense items are classifications or categories of these costs.
Some examples are: Airfare, Lodging, Mileage, and Business Meals. NetSuite OpenAir has predefined a number of common expense items, but you can modify these and create new items to
meet your company's needs.
Expenses entered on expense reports may be rebilled to clients through billing rules and
recognized as revenue according to your company's policies. Therefore, expense items also
appear under the Invoices application.
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Expense Items
To create an Expense Item:
1.
Go to Administration > Application Setting > Expenses Settings > Expense Items.
2.
Select New Expense item from the Create Button.
3.
Enter the Expense item name and select the Type of expense item, either regular or
mileage. A regular receipt is the default receipt form when a new expense report is created.
A mileage receipt is a slightly modified form allowing for mileage rates.
Note: The following provides further explanation.
• Mileage expense items may also be set as a regular receipt type since the form
provides the ability to enter a price per unit, or in this case, $$ per Mile. If you are not
using the Vehicle feature that requires the mileage receipt type, you may opt to set up
all expense items to the regular receipt type and avoid end-employee confusion.
• Each expense item may have a standard price or the field may be left blank for the
employee to enter the price on the receipt form itself. Any time a price, rate, or other
financial information is stated in NetSuite OpenAir, you also have the ability to set
the currency value if multi-currency is enabled.
• A Unit Measure indicates the unit for the price and can be any unit you desire.
• A Per Diem check box is available to classify this type of expense and it must follow a
particular per diem policy.
4.
The next section in the form relates to Receipt policy, which controls actions based on the
individual receipt and expense item entered into an expense report. You are able to enter
parameters for the receipt and select whether to require notes or approval based on the
settings. For per diem expense items, you are able to choose how to limit their use within
the system.
5.
Under the Other section, you may enter text to be used on proposals in the Opportunities
application.
6.
Check the Taxable expense item check box if tax may be charged to the client for this
expense item. A tax location may optionally be entered by the employee per receipt if this
setting is activated. See Tax Location and Tax Options.
7.
If you would like the expense item price to be required on the receipt, select the check
box. If your cost center rules for receipts include expense item cost center values, then you
need to optionally set the cost center on expense items as well. The cost center field only
displays if you have configured the cost center Receipt rules to involve expense items. See
Cost Centers.
8.
There is an option to control viewing of expense items using Filter Sets. Expense items are
one of the data access control objects within a filter set definition. See Filter Sets Overview.
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Expense Report Layout
Expense Report Layout
You can tailor the Expense report layout to meet your company's needs. Since this report form
may be routed for review and approval internally, the layout should clearly communicate the
expenses that have been incurred. You are able to select the Date format, Starting tracking
number, and Grid style. These settings determine the numbering of created Expense reports
and the basic style of the expense report.
To access and modify the Expense report layout:
1.
Go to Administration > Application Setting > Expenses Settings > Expense report layout.
2.
If you select the check box to Show the exp report approval history, the approval history
is displayed to a reviewer at the bottom of the page.
3.
If you select the check box to Show the authorization history, the authorization history is
displayed to a reviewer at the bottom of the page.
4.
If you select the check box to Show a daily summary by expense item, an additional
section on the expense report displays summarizing the expense items per day.
5.
If you select the check box to Show link to expense report attachments, a link to expense
report attachments displays. Reviewers can view or download information.
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Vehicles
6.
If you select the check box to Show link to expense report receipt attachments, a
link to expense report receipt attachments displays. Reviewers can view or download
information.
7.
If you select the check box to Show the billable/non-billable totals in the daily summary,
a split of billable and non-billable expenses are displayed within the daily summary area.
This feature makes use of the Billable receipt radio buttons on individual receipts. To
enable this feature, Create a Support Case and request that NetSuite OpenAir Support
enable: Use a radio button to force selection of billable or non-billable on receipts.
8.
Enter the Maximum date columns per row in the daily summary. The default is 80. This
forces wrapping of the daily summary columns.
9.
The last option is to display an overlapping status on the expense report header. This
option is only available if your setup has specified expense report durations such as weekly
or monthly and you have not disabled overlapping expense reports.
10.
Select Receipt order: By date or By reference number.
11.
Enter additional employee display information as desired. Select Employee fields > Create.
Additional information may include employee cost center or address.
12.
Enter notes to display at the end of the expense report, if desired.
13.
Select the fields that you would like to display on the Expense report using the drop-down
list for each column. The order you set the fields determines the order in which the fields
are displayed as columns on the expense report.
Note: If your employees are entering Foreign Currency Receipts, it is helpful to
include the original Foreign Currency fields for approvers to use when they are
reviewing receipt submission.
14.
Select the Adobe Acrobat PDF settings you would like to use in your environment. We
recommend that you print out of a sample Expense Report when the PDF settings are in
place to ensure the page layout and margins are set correctly.
Vehicles
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Vehicles
Vehicles is an optional feature in NetSuite OpenAir that is not typically used. It displays in
Application Settings for Expenses and Invoices. To allow this functionality, you need to select
the Enable the Vehicle feature in the Optional Features form.
To enable the Vehicle feature:
• Go to Administration > Global Settings > Optional Features and select the switch to
Enable the Vehicle feature.
Once one or more vehicles have been set up in the system, the Vehicle drop-down list is
available on mileage receipts in the Expenses application and on mileage expense charges you
create in the Invoices application.
Note: If you have created mileage expense items as regular receipts, the vehicle drop
down list is not available. Vehicle designation is only available on mileage receipts.
So if your company has a preference to indicate company car usage, for example,
the mileage expense item must be created under a mileage receipt type.
To enter a Vehicle:
1.
Go to Administration > Application Setting > Expenses Settings > Vehicles.
2.
Select New Vehicle from the Create Button.
3.
Enter the Vehicle name. This could be a name such as Bill White's Ford Taurus, a company
vehicle number, or a license plate/tag number.
4.
Select the Fuel type and Ownership from the drop-down lists.
5.
Type the Engine size, if known.
6.
Click Save.
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Vendors
Vendors
Vendors are an optional feature in the Expenses application. They are primarily used for vendor
management and reporting. When a receipt is entered into an expense report, a vendor can be
selected. Vendors are also used in the Purchases application.
To display the Vendor form:
Go to Administration > Applications Settings > Expenses Settings > Other settings and select or
clear the switch to Hide the Vendor field on receipts.
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Payment Types
Setting the vendor on receipts is useful for tracking spending at particular vendors to obtain
discounts on services or products. Vendors play a much more important role for companies
using the Purchases application in NetSuite OpenAir.
To create a Vendor:
1.
Go to Administration > Application Setting > Expenses Settings > Vendors.
2.
Select New Vendor from the Create Button.
3.
Enter the Vendor name and the demographic information, if known. The remaining
fields on the Vendor form are optional if vendors are only being used within the Expenses
application. The address information is used primarily in the Purchases application.
Payment Types
Payment Types are an optional feature in NetSuite OpenAir and display in Application Settings
in Expenses and Invoices. This functionality allows you to select a payment type such as Cash,
Credit Card, or Check on a receipt in the Expenses application or on an expense charge in the
Invoices application.
Payment types are primarily used by your Accounts Payable or Accounting group to indicate
how items were paid for by employees as this may determine the categorization of expenses in
the accounting system. An example is a company credit card, which indicates the Accounting
organization may need to issue a payment to the credit card company instead of the employee,
depending on your company's policy regarding use of the credit card. NetSuite OpenAir has
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Payment Types
pre-defined a number of common payment types, but you can modify these and create new
items per your company's needs.
To enable Payment types:
•
Go to Administration > Applications Settings > Expenses Settings > Other settings and
select the switch to Require a payment type selection on receipts.
To create a Payment type:
1.
Go to Administration > Application Setting > Expenses Settings > Payment types.
2.
Select New Payment type from the Create Button.
3.
Enter the Payment type name.
4.
Select the check box for Active payment type.
5.
If desired, select the check box for Default payment type, which automatically displays
this payment type on new receipts. This is not required.
6.
Add any Notes regarding this payment type, if desired.
7.
Select the Default receipt status from the drop-down list if desired. Values are: None,
Reimbursable, and Non-reimbursable. The Company credit card example noted above
may be set up as a default receipt status of Non-reimbursable if your company pays the
company credit cards centrally through your Accounting department.
To create a Payment type custom field:
1.
Go to Administration > Global Settings >Custom fields.
2.
Select New Custom field from the Create Button.
3.
Select Payment Type using the Add a custom field to drop-down list.
4.
Under the Type of field to add drop-down, select the type of custom field desired, and
click Continue.
5.
Enter the Field name and Display name, complete any other necessary fields.
6.
Click Save.
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Authorizations
Authorizations
Authorizations request advance approval of future expenses. Employees create an
authorization, enter future expenses, and request approval. To use this feature, you must enable
expense authorizations.
Note: Authorizations do not prevent any expense entry.
To enable Expense authorizations:
Go to Administration > Application Settings > Expenses Settings > Other settings and select
the switch to Enable expense authorizations.
Authorization Numbering
Once the authorization feature is enabled, a tab displays in the Expenses application for
Authorization numbering. In addition, a link for the Authorization numbering form displays
under Expenses Settings. Use it to designate an authorization starting number.
To request an Authorization:
1.
Go to Expenses and select Authorizations New from the Create Button.
2.
Type Authorization name/destination.
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Notifications
3.
Select currency and type description.
4.
Select Client : Project.
5.
Enter dates.
6.
Type advance required.
7.
Provide any additional information and click Create authorization.
Notifications
Expenses email notifications are highly configurable in NetSuite OpenAir. You can send an
email notification when an expense report is approved as well as for expense reports and
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Notifications
authorizations that are submitted or approved by proxy. You can also send notification when
specified conditions are met. You designated who receives notification and compose the actual
email notification message.
To enable this feature, Create a Support Case and request the following switch be enabled:
Enable administration of notifications in the following application settings: Expense reports.
To create expense report or authorization email notifications:
1.
Go to Administration > Application Settings > Expenses Settings > Notifications.
2.
Select the notification type from the Create Button.
3.
In the Send a notification... section, select either the type of new notification you are
creating or when these conditions are met.
4.
Proxy: Yes or No - Determines if this notification can be used for regular or proxy
submissions. For more information on Proxy, see Proxy.
5.
Click + to add a row and if you select the Client : Project option, you can use the Search
function to select the actual Client : Project name from the pick list. You can also select
Expense item and Payment type and select from the options available in your account.
Indicate whether the condition includes or excludes what is selected.
6.
Under Notify, specify either individual email addresses or select employees from the
Available employee selection box. External email addresses can also be included.
7.
Under Message, enter the desired contents of the email to be delivered upon expense
report or authorization submission. Use the Field drop-down list to specify pre-set
variables as part of the email. To do this, choose the variable from the drop-down list and
click on the word Paste to insert the variable into the email body.
8.
Click Save.
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Alerts
Alerts
The Overdue approval alert functionality allows you to send an automatic email reminder to
ensure that expense reports are approved in a timely manner.
To create an Overdue approval alert:
1.
Navigate to Administration > Application Settings > Expenses Settings > Alerts.
2.
Select New Overdue approval alert from the Create Button. The Overdue approval alert
form displays.
3.
Name the alert.
4.
Under Alert runs on, select the day and time when the Alert should run.
5.
Under Rule, define the appropriate selection rules for why the employees would receive an
email alert.
6.
Select the check box to specify Employees/Departments in filter and click Create to
identify departments and system employees to specify who receives an email alert.
7.
Use the Email notification section to define the email sender, subject and text, and decide
whether to copy other employees on the alert email.
8.
Add notes, as desired. These notes do not appear anywhere in the alert; they are for
informational purposes, such as to remember why the alert was created.
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Other Settings
9.
Select Active alert to make this alert active.
10.
Click Save.
Other Settings
The Expenses application has many configurable parts including add-on functionality and
interaction with how you are performing your resource and project management.
To access the Expenses Other settings:
•
Go to Administration > Application Setting > Expenses Settings > Other settings.
Allow an approver to edit a submitted expense report: When expense report approvals are
used, expense reports are submitted for review by a defined employee who then approves or
rejects the expense report. To avoid time delays introduced by having the reviewer reject an
expense report then the owner fixing and resubmitting the expense report activating this option
gives the reviewer the ability to edit the expense report receipts directly before continuing with
an approval.
Require a client selection on receipts: If you have displayed Clients : Projects (and possibly
Clients only depending on the show client name option) for entry on the receipt form or
expense worksheet, this option allows you to make this field mandatory for all employees.
Require an expense item selection on receipts: This option requires employees to always select
an expense item instead of submitting expenses against a project without an expense item.
Expense items must be configured and at least one expense item must be active. If no expense
items exist or all are inactive, then this option has no impact. See Expense Items.
Require a payment type selection on receipts: This option requires employees to always select
a payment type before saving a receipt. Payment types must be configured and at least one
payment type must be active. If no payment types exist or all are inactive, then this option has
no impact. See Payment Types.
The 'Company paid' payment type is always non-reimbursable: The Company paid payment
type has special treatment with this option. Payment type and Reimbursable drop-down
lists may be displayed on a receipt with each value set independently. Activating this option
ensures the selection of the Company Paid payment type sets the Reimbursable value to
Non‑reimbursable.
Important: To use this feature, you must create a payment type exactly named
“Company paid”.
Hide the payment type drop-down on receipts: The payment type field is available on each
receipt. Setting this option hides the field from data entry.
Enable expense authorizations: The expense authorization feature allows employees to request
approval for an anticipated expense. When activated, another tab displays in the Expenses
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Other Settings
application named Authorization. Employees may create and submit expense authorizations
citing the anticipated expense and expected amount. The authorization can then be submitted
and reviewed through a defined expense authorization approval process. When approved, an
expense authorization may then be included on an expense report to show pre-authorization of
the expense.
Allow an approver to edit a submitted expense authorization: When expense authorization
approvals are used, expense authorizations are submitted for review by a defined employee who
then approves or rejects the expense authorization. To avoid time delays introduced by having
the reviewer reject an expense authorization then the owner fixing and resubmitting, activating
this option gives the reviewer the ability to edit the expense authorization entries directly before
continuing with an approval.
Hide the "Advanced required" field on expense authorizations: The Advanced required field
is available on each authorization to allow employees to note that a cash advance is required in
order to complete the expense purchase. Setting this option hides the field from data entry.
Hide the "Reimbursable/Non-reimbursable" drop-down on receipts: The Reimbursable/
Non-reimbursable field is available on each receipt. Setting this option hides the field from data
entry. If you display the payment type on expense receipts, you may want to include this field as
well or allow the payment type of handle the designation of reimbursable/non-reimbursable.
Hide the "Expense item location" field on receipts: The Expense item location text field is
available on each receipt to allow employees to note the location of the expense such as the
destination of an airline ticket in order to complete the receipt entry. Setting this option hides
the field from data entry.
Hide the "Vendor" field on receipts: The Vendor field is available on each receipt to allow
employees to note what vendor will be supplying the specific expense item. Setting this option
hides the field from data entry. Vendors must exist in the system and have at least one active if
Vendor is displayed on receipt. See Vendors.
Hide the "Cash advance" field on expense reports: The Cash advance field is available on each
receipt to allow employees to note the amount of a cash advance provided by the company for
the specific expense item. Setting this option hides the field from data entry. If authorizations
are used and the 'Advanced required' field is displayed on the authorization, including this field
on the receipt allows a process check within accounting.
Allow receipts to be associated with tasks: In addition to submitting an expense against a
Client : Project, you may allow employees to enter receipts against a specific task. This is useful
if you are tracking deliverables and the cost involved in completing the deliverable such as
postage and reproduction costs. If you select this option, a task drop-down list displays on each
receipt.
Require a task selection on receipts: If you have selected the option to allow tasks to be
associated with a receipt, then this option allows you to make the task drop-down selection
required instead of optional.
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Other Settings
Make the exp report tracking number read-only: NetSuite OpenAir starts the expense
report numbering at 1 and increments it by 1 for each new expense report. The expense report
number may be edited unless this option is selected, thereby making the field read-only.
Allow non-billable receipts: The receipt form displays a non-billable check box if this option is
selected. This allows employees to note that the receipt is not billable.
Do not default receipts to the current date: The date field on receipts defaults to the current
date unless this option is selected. When this option is selected, the date field is left blank and is
a required field for entry before a receipt form can be completed.
Show only clients and projects with open tasks assigned to the employee: Tasks have an
open/closed flag to provide project managers control over completed or in-progress service on
a project. Depending on how you are assigned or allocated to projects and tasks for expense
entry, the activation of this option shows you only a Client : Project with open tasks available to
you for expense entry.
Show only clients and projects with open tasks booked to the employee: Tasks have an
open/closed flag to provide Project Managers control over completed or in progress service
on a project. Depending on how you are booked to projects and tasks for expense entry, the
activation of this option shows only Client : Project with open tasks that you are booked for
available for exepnse entry. If this option is not enabled, then any Client : Project with tasks
booked to you for expense entry is displayed including those with all closed tasks. This, in turn,
allows the entry of expenses against closed project tasks.
Do not auto-populate description field on receipts: The description field on receipts is an
additional text field to the notes field. By default, it displays the name of the selected expense
item or is blank if you do not require an expense item on the receipt. Selecting this option keeps
the description field blank regardless of the expense item selected.
Enable line item rejections of receipts: If you have enabled expense report approvals, the
expense report is submitted and reviewed/approved using the expense report approval
process. By default, all receipts are included in an expense report rejection. Activation of this
option allows each receipt to be individually rejected if necessary in order to expedite the
expense approval. Rejected receipts are removed from the approved expense report and placed
into a newly created expense report entitled Rejected receipts from xxxx where xxxx is the
expense report name of the original expense report. The newly created expense report must be
submitted by the expense report owner for re-review after correcting the issue which caused the
rejection.
Enable the missing paper receipt feature: When you enable this feature, a Missing paper
receipt check box displays on the receipt form or worksheet. This feature is useful to Accounts
Payable if you submit receipts with the expense report and a reconciliation effort is done
against the receipts entered on the expense report.
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Other Settings
Always display the "Save and create another" button on receipts: A Save button is displayed
at the bottom of the receipt form. Selection of this option also displays a 'Save and create
another' button next to the save button, which allows quick creation of receipts.
Minimum amount required to submit an expense report: Expense reports by default can be
submitted for any amount. If your policies require a minimum, enter the amount in this field.
The default currency setting of the system is used to define the currency type of this amount
field, i.e., USD.
Foreign currency receipt type: This field setting allows you to designate how exchange rates
are used on Foreign Currency receipts.
Foreign current receipt markup (%): Entry of a value in this field applies a markup to Foreign
Currency receipts. The percentage value to enter is an integer value, i.e., enter 5 for 5 percent.
Markups are useful if you are using a non-modifiable Foreign Currency receipt type setting, but
your account wishes to reimburse or bill a higher amount to cover conversion costs.
Default to expense worksheet when viewing an expense report: The expense worksheet is an
alternate way to enter receipts into an expense report. When you select this option, NetSuite
OpenAir automatically displays the expense worksheet after employees create an expense
report instead of displaying the receipts form.
Default expense worksheet quantity to 1 for new receipts: The quantity field is left blank for
entry on the expense worksheet. When this option is selected, the quantity field is populated
with a default value of 1, which allows employees to tab over the field if this quantity is valid for
the receipt row being entered. This saves time on data entry.
Add receipt custom fields to expense worksheet: If you have created custom fields for receipts,
you may also have these fields display on the expense worksheet for data entry. The custom
fields are not automatically included in the expense worksheet unless this checkbox is selected.
Enable the "Save and Submit" button on expense worksheet: A Save and Submit button
appears on the bottom of the expense worksheet.
Lock expense worksheet columns during horizontal scroll: Locks the columns on the expense
worksheet to allow horizontal scrolling to keep left-most data visible. The numbers in the
drop-down list relate to column numbers, i.e., Number 2 relates to column 2 on the expense
worksheet.
Expenses are paid by: A specific employee may be designated in this field. That employee will
receive an email when any expense report in the system is fully approved.
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Overview
Chapter 4 Projects
Overview
The Projects application holds the project plan, the work breakdown structure, personnel
assignments, financial information including billing and recognition rules, and reports. Clients
enter and maintain specific project plan information and outline the work breakdown structure
in detail. They can categorize projects into different project stages such as Statement of Work,
Internal, Templates, Proposed, Active, In Progress, and Closed or Complete. Remember, all
terminology can be customized to meet the unique needs of your company.
Projects
The Projects application is one of the primary components within NetSuite OpenAir. This is
the application where you manage your company's projects. There are a number of system
settings and data elements associated with the Projects application. The features and flexibility
within this application are probably greater than any other application available within the
system.
Within the Projects application there are additional options to configure application-specific
items such as the task worksheet within projects and the automated running of billing or
recognition rules.
You are also able to evaluate the status of projects using Earned Value Management (EVM)
metrics. It is easy to determine if it is profitable or unprofitable, and whether it is on schedule,
behind schedule, or ahead of schedule. To use these metrics, you must have designated a cost
for each resource, have a project plan established, and have the resources' time entered into
NetSuite OpenAir by project as time is incurred.
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Booking Worksheet Display
Booking Worksheet Display
The Booking worksheet is displayed as a link within a project if you select the Booking grid
within the project stage. See Project Stages. The options allow formatting of the worksheet for
easier use by allowing employee names to be repeated on the right side of the worksheet for
reference only and to space rows for easier viewing.
To access and modify the Booking worksheet display:
1.
Go to Administration > Application Settings > Projects Settings > Booking worksheet
display.
2.
Check / uncheck the desired setting.
3.
Click Save.
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Charge Projections
Charge Projections
Charge projection options provide forecasting of financials within NetSuite OpenAir. Report
values in Summary reports entitled Projected xxx are populated based on the charge projection
settings. Charge projections are based on information derived from the project details and
the billing rules set on the project. If no billing rules are set on the project record, no charge
projections are generated for that project. The same principle applies to using revenue
recognition projections.
The Settings you select are determined by the process by which you allocate resources to a
project. Accurate resource allocation provides reliable financial forecasting. If you are not
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Action Items
using the Resources application, then the booked hours options do not display in the charge
projection selections.
Charge projections can be run for a specific timeframe by defining a start and end date. Any
Projected xxx values prior to the start date of projections are zero. Charge projections may be
run for both billing or billing and recognition by selecting the Create recognition projections
option. You can also run projections on a relative date range such as from Today forward X
number of days.
To access and modify the Charge Projections:
1.
Go to Administration > Application Settings > Projects Settings > Charge projections.
2.
To activate forecasting, select the check box to Automatically run the charge projections.
Define the Day, Hour, and minute.
3.
To run the charge projections immediately, select the check box to Run charge projections
now.
4.
Ensure you have created billing rules for Clients : Projects. Billing rules are required to
create charge projections.
Note: All times set are US Eastern Time regardless of your employee-specific preferred
time zone.
Action Items
To use the action items feature, you must enable it.
To enable the Action items feature:
• Go to Administration Settings > Projects Settings > Other settings and select the switch
Enable project action items.
The Action item functionality within NetSuite OpenAir provides you with the ability to
maintain and manage action items encountered on projects. There are a number of components
that are available for the configuration of an issue as well as the tracking needs defined by your
business requirements.
Action items can only be created from within the project for which the issue is being entered.
Action items may be updated, however, directly from the Action items tab of the Projects
application. Action items can be reported upon directly in the application.
Display action items by selecting Action items > and select either pending, completed, or all.
Action items are also displayed and linked to a project. Select Projects > Project > Action items.
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Action Items
There are a number of ways to define action items and they include categories, severities,
sources, stages, and statuses.
To create an Action item:
1.
Go to Projects > Projects and select the specific project.
2.
Select Action item from the Create Button.
3.
Enter the New issue form information.
4.
Click Save.
To view and update Action items:
1.
Go to Projects > Projects and select the specific project.
2.
Select the Action items tab.
3.
Click the Edit or Report link for the action item.
Refer to the following for a description of each issue component and guidelines for creating
them:
• Action Item Categories
• Severities
• Sources
• Stages
• Statuses
Action Item Categories
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Action Items
Action item categories indicate the areas within a project that are impacted by the issue or
the type of issue identified. The category may be at a very high level such as Action item or
Risk. They may also be at a more defined level such as Documentation, Product, Usability, and
Training. You can also add notes describing the issue category. Action item categories, once
defined, may be inactivated and reactivated at any time.
To create Action item categories:
1.
Go to Administration > Application Settings > Projects Settings > Action item categories.
Select New Action item category from the Create Button.
2.
Complete form information and click Save.
Severities
Severities designate how serious or critical the action item is in terms of impacting a
deliverable, the project plan or other key elements of the project. Possible values could be Low,
Medium and High or use of a numeric scale (e.g., 10 is severe impact and 1 is slight impact).
You can also add notes describing the severity. Action item severities, once defined, may be
inactivated and reactivated at any time.
To create severities:
1.
Go to Administration > Application Settings > Projects Settings > Severities.
2.
Select New Severity from the Create Button.
3.
Complete form information and click Save.
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Action Items
Sources
Sources identify the person, team, or area that submitted the action item for the project.
Examples are: Project Manager, Team Member, Client Lead or Test Results. The action item
source provides another filter and reporting option for classification of the action items
reported. You can also add notes describing the action item source. sources, once defined, may
be inactivated and reactivated at any time.
To create sources:
1.
Go to Administration > Application Settings > Projects Settings > Sources.
2.
Select New Source from the Create Button.
3.
Complete form information and click Save.
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Action Items
Stages
Stages designate where the action item is in the process. Sample stage values could include:
Open, Assigned, On Hold, In Work and Resolved. You can select via check boxes whether
this stage is the default assigned to new action items and whether action items are considered
closed when in this stage. Typically an Open stage is selected as the default for new action items
and the Resolved stage is selected as the stage for action items to be considered closed. You
also designate where the stage value displays in the list of action item stages. A notes field is
available for issue descriptive material.
Note: Once defined, an action item stage may not be inactivated. It may be deleted
altogether provided no action items are in the stage.
To create stages:
1.
Go to Administration > Application Settings > Projects Settings > Stages.
2.
Select New Stage from the Create Button.
3.
Complete form information and click Save.
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Action Items
Statuses
Statuses provide a means to identify the overall health of the action item. Sample statuses are:
Red (critical), Amber (on watch list) and Green (no known problems). You can enter as many
status values as are necessary for your company's needs. Using the sample values noted above,
a Red status could mean that the action item will impact project timelines. An Amber status
might mean the action item should be monitored to avoid impact to the project.
You can also add notes describing the status. Statuses, once defined, may be inactivated and
reactivated at any time.
To create a statuses component:
1.
Go to Administration > Application Settings > Projects Settings > Statuses.
2.
Select New Status form the Create Button.
3.
Complete form information and click Save.
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Pricing
Pricing
The Pricing feature is displayed as a link within a project if pricing is enabled within the project
stage. See Project Stages. The options available are determined by the pricing scenarios that are
set up within the project.
To access and modify Pricing:
•
Go to Administration > Application Settings > Projects Settings > Pricing.
Revenue types — When setting up a pricing scenario, the revenue is computed based on an
hours based estimate. Other revenue items may be added by activating options within the
pricing options form including: Investment absorption, Other gross revenue, and Pass through
revenue.
Cost types — When setting up a pricing scenario, the cost is computed based on an hours
based estimate. Other cost items may be added by activating options within the pricing options
form including: Other billable cost, non-billable resource cost, and non-billable expense cost.
Other — When setting up a pricing scenario, the pricing option allows you to exclude
non‑billable tasks from revenue should task based hours be used for effort pricing. To indicate
this option, select the check box to Exclude non-billable tasks from revenue.
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Project Billing Defaults
Project Billing Defaults
Set the project billing default options for new projects. These options do not change the billing
settings for any existing projects.
When using project billing rules within NetSuite OpenAir, you may set a global project billing
defaults option for running billing rules and sending results to a defined individual. The default
settings for new projects include: Do not auto-bill; Run a trial billing, do not create project
billing transactions or charges; Run billing and create project billing transactions and charges.
You can create a list of employees to email results of the auto-bill run to and you can schedule
the billing option to run at a defined day and time. Optionally, you can suppress the email if
results do not include billable items.
Note: Any project billing default options can be overridden within an individual project by
using the auto-bill feature within the billing link of the project.
To access and modify the Project billing defaults:
•
Go to Administration > Applications Settings > Projects Settings > Project billing defaults.
Do not auto-bill — This option does not run the billing rules automatically. This does not
impact forecasting, which is handled by charge projections, nor invoicing, which can be done
using a manual billing approach. For more information on charge projections, see Charge
Projections.
Run a trial billing, do not create project billing transactions or charges — This option does
not run the billing rules automatically but does simulate running the rules in order to get an
estimated billing value. No billing transactions or invoice charges are generated, only the trial
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Budget
billing value. An email is sent for each project that has a trial billing amount. This does not
impact forecasting, which is handled by charge projections, nor invoicing, which can be done
using a manual billing approach. For more information on charge projections, see Charge
Projections.
Run billing and create project billing transactions and charges — The billing rules are
run automatically and generate billing transactions and invoice charges. This does not
impact forecasting since it is handled by charge projections. For more information on charge
projections, see Charge Projections.
Note: All times set are US Eastern Time regardless of your employee specific preferred
time zone. Once Project billing options are set up within NetSuite OpenAir, they
become the default billing options for all new projects.
Budget
The Budget option allows you to track project funding over time. Many projects require change
orders or extensions to the existing project budget funding. When the budget functionality
has been enabled in your NetSuite OpenAir environment, you are able to identify individual
funding items that make up the total project budget, such as statements of work (SOW) or
purchase orders (PO).
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Budget
You must contact NetSuite OpenAir Support and request that the Budget feature be enabled. It
is activated by an internal switch. When using the budget feature, you are not be able to enter
a budget amount directly on the Edit project form. Instead, that files is read-only and contains
the value and sum total of the budget line items. You enter the funding amounts using the
Budget link for the appropriate project.
To create a new budget:
1.
Go to Projects > Projects.
2.
Select the project.
3.
Select Budget from the Create Button.
There are two data elements that can be defined within the budget option: Budget Category and
Budget Activity. These are described as follows.
Budget Category
With Budget Category, you can specify what types of documents the funding is coming from
such as a SOW, PO, or master agreement. Another common definition of categories is the type
of funding such as Fees, Expenses, and Maintenance. Enter a name for the category and any
notes, if needed. The Budget category field on the Budget form displays a drop-down list of
categories.
To create a Budget Category:
1.
Go to Administration > Applications Settings > Projects Settings > Budget categories.
2.
Select New Budget category from the Create Button.
3.
Enter a name for the category and any notes. The budget category drop-down list displays
on the Edit the budget form.
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Budget
Budget Activity
Budget Activities are a way to identify various activities that are involved in obtaining the
project funding. Examples include Initial Estimate, Proposal Provided, and Signed Contract.
Individuals responsible for the activities can be defined on the Budget form along with the
activity and the % allocation of funding to the type of activity completed. Allocation usage is
typically for identification of commission payouts according to the compensation policy of your
company. You are able to create as many activities as necessary.
To create a Budget activity:
1.
Go to Administration > Applications Settings > Projects Settings > Budget activities.
2.
Select New Budget activity from the Create Button.
3.
Enter a name for the activity and any notes, if needed. The budget activity drop-down list
displays in the Edit the budget form.
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Gantt Display
Gantt Display
The Project Gantt View displays as a link within a project if phases/tasks are enabled within
the project stage. See Project Stages. The layout form allows you to select the fields you want to
display and the order of those fields. This is a global setting that applies to all Gantt views for
projects.
To access and modify the Gantt display:
•
Go to Administration > Applications Settings > Projects Settings > Gantt display.
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Project Locations
Project Locations
Project Locations store location information within the project entity. These attributes can
then be reported on. Examples of project locations are state, city, country or any custom list of
values.
To create a Project location:
1.
Go to Administration > Applications Settings > Projects Settings > Project locations.
2.
Select New Project location from the Create Button.
3.
Enter the Project Location name and any Notes about the location.
4.
Select the check box for Active project location.
5.
Type a Country code and State code as applicable.
6.
Click Save.
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Project Stages
Project Stages
Project Stages classify projects based on your company's needs. For example, you may create
Proposed, Active, Closed, Lost, and/or Internal stages. Once you have created the stages, you
can assign individual projects to the appropriate stage. For example:
• Proposed could identify projects that have not started and do not have signed contracts.
• Active would be the projects that have signed paperwork and are being worked by your
resources.
• Internal usually represents projects for which you want to track time and expenses, but are
not client related, such as training and documentation.
Project stages display horizontally as sub-tabs under Projects > Projects. The order in which the
subtabs display is controlled by the Position drop-down list in the Project Stage form. When
you click on a link, the projects in that stage display.
At the end of the list is a stage named All. When you click on the All link, it displays all projects
regardless of the stage they are in.
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Project Stages
To create a Project Stage:
1.
Go to Administration > Applications Settings > Projects Settings > Project stages.
2.
Select New Project stage from the Create Button.
3.
Enter the Project stage name. Select whether this stage is the default stage for new projects.
4.
Select the check boxes of the options that are available in this stage. These direct NetSuite
OpenAir to provide access to the forms related to each option.
5.
Select the position of the stage and add any desired Notes.
6.
You can send an email notification about changes regarding the project stages as well
when projects are created with this project stage.
Note: Many features exist within the Projects application for each project. When creating
a project stage, you can activate features related to your business and the particular
stage of the project. For example, you may want to have Billing and Recognition
options available for projects in the Active stage, but not for projects in the Internal
stage. Options available for use in a project stage include:
• Dashboard — enables a project-specific message area and 1-click report location
• Phases and Tasks — exposes links related to task management
• Worksheet — provides ability to make updates across multiple tasks
• Team — displays all employees either booked or assigned to the project along with their
booked or assigned dates
• Action items — allows issue tracking within the project
• Budget — provides ability to enter funding budgets including change orders or types of
budget values
• Utilization — enables a graphical view of booked and assigned employee utilization for
the project
• Baseline — provides for the storage of project snapshot baselines for variance reporting
• Booking grid — displays booking worksheet for entry of resource booking directly from
the project
• Pricing — allows the estimation feature for displaying gross/net revenue and estimated
margins
• Billing — provides ability to create and run billing rules for generating invoice charges
and billing forecasts
• Recognition — provides ability to create and run recognition rules for generating revenue
transactions and forecasting revenue
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Project Stages
• Analysis — allows for the high level financial analysis of all costs and income
• Overview — displays a standard NetSuite OpenAir status report for the project
To edit the Stage of a Project:
•
Go to Projects > Projects and select a project. Click the Properties link. Scroll down to the
Project stage a select a different stage using the drop-down list. Click Save.
Project Stage Email Notifications
As projects are created or moved into various project stages, you may configure the project
stage form to send specified employees an automatic email notification.
To send project stage email notifications:
1. Go to Administration > Applications Settings > Projects Settings > Project stages.
2. Scroll down the form and select the desired check boxes. Send notification when
projects: change to this project stage and are created with this project stage.
3. Select employees who should receive the email notification. Click Create.
Note: You cannot identify which types of projects notifications should be sent to
which individuals. In other words, the identified employees for emails receive
emails for all projects that meet the created or changed action.
4. Click Save.
Project Templates
Many companies also create a Templates project stage. Templates are pre-defined project
structures that you can use to simplify project creation by having employees copy the template
when creating a project instead of creating the project from scratch.
To use a template as the base for creating a new project:
1.
Go to Projects.
2.
Select New, from another project from the Create Button.
3.
Under Duplicate phases and tasks from this project, select the appropriate template
project from the drop-down list.
4.
Select the check boxes of the items that indicate aspects of the project you would like to
duplicate for use on the new project.
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5.
Complete the other requested information.
6.
Click Save.
Note: By default, all projects are available for copying in step 2. To limit the number of
projects that can be duplicated, create a custom checkbox field and associate it with
Projects. The field name must exactly be “duplicate_from_project”. We suggest a
display name such as: Use as project template. After you create the custom field,
you select the check box to designate that this project can be duplicated. Then,
only those projects with this check box selected are available to be duplicated. See
Custom Fields Overview and specifically the Checkbox custom field.
Clone a Project
In addition to using a Project Template, you can also Clone a project to copy project
information from a current project to a new project.
To clone a project:
1.
Go to Projects > Projects and select the project you would like to clone.
2.
Click the Properties tab.
3.
Select Clone this project from the Tips Button. A new project Properties form displays.
4.
Type a new Project name and make any other changes you would like.
5.
Click Save.
Note: To use the feature to Clone a project, an employee's role must have the ability
to: View and Modify Projects. Some companies limit project cloning to System
Administrators by requesting the following internal switch: Enable project
cloning by role. This disables cloning for non-administrators and allows System
Administrators to control cloning at the role level.
Filter Sets
Project stages are one of the objects available for control by Filter Sets. Filter Sets define an
employee's data view of the system. You can create a Filter set to limit the viewing of project
information to only those employees who are assigned the specified filter set. See Filter Sets
Overview.
Depending on the filter set provided to employees, as well as those optionally provided to
employees per application, employees may or may not be able to see all of the defined project
stages. An example of when project stages might be hidden would be to remove the viewing
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Worksheet Display
of cancelled or internal projects to avoid employees with edit permission from accessing these
projects.
To create a Filter Set for viewing projects:
1.
Go to Projects > Projects and select a project.
2.
Scroll down to Filter Set, and click the Create link. Identify the Filter set information and
click OK.
3.
Click Save.
Worksheet Display
The Worksheet link displays within a project if phases/tasks are enabled in the project stage.
See Project Stages. The layout form allows you to select the fields you want to display/modify
and the order of those fields. This is a global setting that applies to all task worksheets within
projects. The ability to modify specific fields within the worksheet display is controlled by edit
permissions of the form or employee role.
To access and modify the Worksheet Display:
•
Go to Administration > Application Settings > Projects Settings > Worksheet display.
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Task Types
Note: When including assignments and predecessors in the task worksheet, you may
display the current value of those fields as text below the create/edit options by
selecting the desired option.
Task Types
Project task types are useful in task assignments, time entries, receipts, and charges. They are
very important in the calculation of utilization and also help filter hour-related data in reports.
When time is recorded against tasks with a defined task type, the task type is stored with the
time entry record. You can display and filter the task and task assignment detail reports by
project task type. You can also sub-total and filter Summary Reports and Advanced Resources
reports by task type. The task type provides the ability to label individual tasks on a project. You
can create as many types ass you need to accommodate your company's specific time tracking
requirements.
Utilization reports may use the value on the stored time entry or the current value on the task.
See Reporting Options. All other time based reports rely on the task type stored on the time
entry record.
Some examples of typical task types include: Billable, Non-Billable, and Administration. Before
you can use task types, you need to configure them in your account.
Important: Task types should be set to the correct value before time entries are stored on
approved timesheets. Changes to task types throughout a project lifecycle
may introduce conflicts in data reporting of what is stored on the time entry
record versus what is set on the task type.
To create a Task type:
1.
Go to Administration > Application Settings > Projects Settings > Task types.
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2.
Select New Task type from the Create Button.
3.
Enter the Task type name and any notes, if desired.
4.
Click Save.
Note: The value of the task type does not control whether the task is available for project
time billing transactions to clients. This is managed by the Non-billable task check
box located near the bottom of the Properties form. As a System Administrator, it
may be helpful to run a detailed task report comparing the non‑billable check box
value with the task type to verify the proper alignment.
To use task types:
•
Go to Projects > Projects and select a project. Select a view under Phases/Tasks. Click on a
task. On the New and Edit task forms, there is a drop-down list of Project task types.
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Alerts
Alerts
You can configure Budget Alerts in NetSuite OpenAir. Frequently, a 90% of Budget Alert is
configured to run every day and sends an alert when approved hours read 90% of budget hours.
This alert applies to all active projects and an email is usually sent to the project owner.
Alerts allow automated email reminders to be sent to ensure business needs are met. In the
Projects application, a form is provided to help you create a new budget alert.
To create a Budget alert:
1.
Go to Administration > Application Settings > Projects Settings > Alerts.
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2.
Select New Budget alert from the Create Button.
3.
Name the alert.
4.
Under Alert runs on, select the day and time when the Alert should run.
5.
Under Rule, define the appropriate selection rules for why an alert is sent.
6.
Under Charge types to exclude, select charge types.
7.
Use the Email notification section to define who receives the email, the email sender,
subject and text, and additional text.
8.
Add notes, as desired. These notes do not appear anywhere in the alert. They are for
informational purposes, such as to remember why the alert was created.
9.
Select Active alert to make this alert active.
10.
Click Save.
Assignment Groups
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Notifications
An Assignment group is a list of employees that are available from all the active employees in
the system. Assignment groups allow you to assign a number of employees to projects and/
or project tasks quickly and share reports to multiple employees efficiently. The effect within
NetSuite OpenAir is the same as assigning the employees individually to projects and/or project
tasks or sharing reports to individual employees.
Assignment group functionality is useful when you have tasks that need to be assigned to a
large number of employees such as on internal or administrative projects. In this case, you
establish an assignment group that contains all company employees. Then you assign them
via the assignment group to tasks such as training, vacation, and holidays. The hours set on
an assignment group on a task can either be split evenly among the group or kept the same
across each employee in the assignment group. Another use is where you may have a group of
resources with similar skills and can be interchangeable on a project task. To avoid having to
set up each resource on the task when they begin work, the assignment group provides a simple
solution.
To create an Assignment group:
1.
Go to Administration > Application Settings > Projects Settings > Assignment groups.
2.
Select New Assignment group from the Create Button.
3.
Name the Assignment group and select Employees from the Available list.
4.
Add notes to clarify the use of the assignment group.
5.
Select Active assignment group to make this assignment group active.
6.
Click Save.
Note: If you have an assignment group for all employees, you can reduce administrative
maintenance by sending an email to NetSuite OpenAir Support and requesting
that the following internal switch be enabled: Enable the feature to designate an
assignment group to which newly created employees will be automatically added.
Notifications
Projects related email notifications are highly configurable in NetSuite OpenAir. Send an
email notification when a project is created as well as when specified conditions are met.
You designate who receives an email notification and compose the actual email notification
message.
To enable this feature, Create a Support Case and request the following switch be enabled:
Enable administration of notifications in the following application settings: Projects.
To create Projects notifications:
1.
Go to Administration > Application Settings > Projects Settings > Notifications.
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Notifications
2.
Select the notification type from the Create Button.
3.
In the Send a notification... section, select either when any project is created or when these
conditions are met.
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Extended Category Feature: Service line 1 - Service line 5
4.
Click + to add a row and as you select options, you can further clarify the notification
information such as client, project, loaded cost resource, project manager, and project
stage.
5.
Under Notify, specify either individual email addresses or select employees from the
Available employee selection box. External email addresses can also be included.
6.
Under Message, enter the desired contents of the email to be delivered. Use the Field dropdown list to specify pre-set variables as part of the email. To do this, choose the variable
from the drop-down list and click on Paste to insert the variable into the email body.
7.
Click Save.
Extended Category Feature: Service line 1 - Service line 5
Administrators now have the option of creating five new Service Lines 1 - 5. These act in a
similar manner to the default “service” feature in the application and transactions in the system
can be split across service lines for reporting purposes.
To use this feature, you must contact NetSuite OpenAir Support and request that the following
internal switch be enabled: Enable extended category feature. This allows you to create the
additional lines and puts service 1 - 5 as selectable fields on revenue recognition rules.
Note: You may also want to enable a combination of the following switches. Each option
below is independent for each extended service.
• Enable the feature to determine the service 1 line - service line 5 to be set in transactions
by searching the task and phase work breakdown structure. This means that it looks at
each task and uses what is selected on that task.
• Enable the feature to specify and require the top-level phase to be used to determine the
service 1 line - service line 5 to be set in transactions generated by recognition rules and
billing rules. Top-level is the highest parent phase of a task whether the task is part of a
phase or the phase is part of another phase. While you can override these at the bill rule
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Other Settings
and recognition rule level, you can use them to automatically specify the activity for a
service at the top-level phase.
The service value set on the top level task is stamped on all transactions associated with the
phase including:
• tasks
• receipts
• project billing transactions
• charges (slips)
• charge projections (slip projections)
• revenue recognition transactions
• revenue projections
• purchase orders
To create a New service 1 line (applies to service line 2 - 5 also):
1.
Go to Administration > Application Settings > Projects Settings > Service 1 lines.
2.
Select New Service 1 line from the Create Button.
3.
Name the Service 1 line.
4.
Add notes to clarify the use of the service 1 line.
5.
Click Save.
Note: Repeat this procedure to create a new service 2 line, service 3 line, service 4 line, and
service 5 line. Ensure you enable the correct internal switches for each service line
as well.
Other Settings
The Projects application has many configurable parts. You can enable Earned Value
Management (EVM) metrics; designate that EVM metrics employee costs are from primary
loaded cost, secondary loaded cost, tertiary loaded cost, or job code; and enable different
project pricing scenarios.
To access the Projects Other settings:
•
Go to Administration > Application Settings > Projects Settings > Other settings.
Enable transfers: A cost transfer feature is available within NetSuite OpenAir when this option
is activated. Transfers are set up with a cost rate and bill rate function that allows the cost of
an employee to be transferred to another cost center based on the projects worked. The use of
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the transfer feature is dependent on cost center setup including how cost center settings are
inherited (i.e., employee, project, or service) when an employee works on a particular project.
When transfers are activated, it prevents the billing of resource project time using the invoice
application for the employees and projects that have transfers set up. Projects not involved in
transfer setups are not impacted.
Enable task assignment at the project level: This option can only be enabled if you input
planned hours at the task level rather than the assignment level. Send an email request to
NetSuite OpenAir Support if you are not sure of your configuration. This feature allows you
to assign a set of employees to tasks on tasks on the task form by selecting the following check
box: Use the project assignments. Employees may still be selectively assigned if the check box is
not selected on the task. This is typically determined during account configuration, but send an
email request to NetSuite OpenAir Support if you wish to change it.
Use a scrolling picker to assign employees to tasks: Employee selection by default is handled
by a selection list with highlighting of desired employees on the left and adding them to
the right for assignment. Assignments using a selection list do not have the ability to select
individual employee planned hours nor other employee level value settings depending on
internal switches activated in your account. Activating the scrolling picker gives you a row-byrow view of employees with each row allowing a drop-down list of employees to be assigned.
Enable task cost and billing projections: Activation of this option allows NetSuite OpenAir to
compute and display forecasted costs at the task level in the project outline view (for employees
based on their cost rates or cost overrides on the project or task, if those features are activated)
using the task assigned hours. Financial projections for billing are performed and displayed
based on the employee assigned hours. If this option is not activated, you are not able to view
the forecasted employee cost or billing from the outline view of the project. This calculation
is hard coded and cannot be changed. Use Reports to view a more customizable view of
projections.
Enable manual override of task cost and billing projections: Activation of this option allows
the computed value by NetSuite OpenAir on each task to be overwritten manually. Use of this
option is helpful in unit pricing or fixed fee pricing or cost (such as a subcontractor) at the task
level.
Enable project rate cards to be used in billing projections: Activation of this option provides
the ability to calculate projected billing forecasts based on rate card rates rather than employee
hourly rates. This option requires the “Enable task cost and billing projections” feature to be
switched on. To use this feature, select Rate card from the Projected Billing options for the
project and the required rate card to base the calculation on. The job code is taken for the
employee and can be overridden at the task assignment. If the job code is not found on the rate
card then a warning is issued and the hourly rate is used in the calculation. See also the “Use
zero rate for billing projections when no job code is available” feature.
Use zero rate for billing projections when no job code is available: This feature can be used
when the “Enable project rate cards to be used in billing projections” feature is switched on.
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Activating this feature will result in a zero value being taken for employees that do not have a
rate card rate defined for their job code on the rate card specified for the project.
Make the task percent complete drop-down read-only: Enable this setting to make the
percent complete drop-down on tasks read-only for all users.
Important: This setting is recommended if percent complete is being auto-calculated by
the system (i.e. hours remaining or "Update percent complete as approved
hours divided by planned hours" are enabled). If this drop-down is editable
and the system is auto-calculating, a user can change the dropdown, but
the selection will revert to system calc on subsequent updated of approved/
planned/estimated hours.
Require service in tasks: If you have implemented services, this option allows you to make
this field mandatory for all tasks when the form is created or modified. This requires you to
define a complete set of services so that a valid value is always able to be selected for any type
of task. Checking this option is particularly important if you have checked the timesheet option
to retrieve the service from the task for timesheets if one is not entered or the option to always
get the service from the task. The task level service setting may be passed to timesheet and
included or overridden in billing rules and recognition rules based on service settings within
the rules. Service settings are not kept historically on a task but are recorded historically on
timesheet entries that pick up the service from the task level.
Use only invoiced charges for WIP calculations: WIP or Work-In-Process is an accounting
computation regarding the state of revenue recognition based on revenue recognition and
invoicing. This is only derived in reporting, no actual WIP transaction is generated with the
application. Depending on your accounting practice and the setup of billing rules within
NetSuite OpenAir to drive your revenue recognition, charges may be created that are used
for revenue recognition but not invoicing. An example is a fixed price project which has an
hours complete revenue recognition policy. If you are generating two sets of charges for this
situation, one set of charges is used for invoicing (the fixed amounts) and the other is used
to drive revenue recognition (as billed). WIP in this case should only be based on invoiced
charges so this option would be checked. Likewise, any deferred billing charges would also not
be included in WIP if they were not put on an invoice.
Enable project-wide resource substitution: Resource substitution can be done on the task
level with or without this option by selecting the resource name and selecting a substitution
candidate from the list provided via the search criteria option set (see below). The team link
within a project also provides a list of employees which can be substituted by selecting their
name within the team link. Activating this option allows a project wide substitution of a
resource if selected within the team link. The employee does not get an option to pick which
tasks should be substituted when this option is activated - all tasks have the resource substituted
to which they are assigned.
Search criteria for finding a resource to substitute for another on a task assignment: The
search criteria is a pattern match of the selected employee among all other employees and
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generics that are active in NetSuite OpenAir for possible matches. The resource profile match
depends on the skill database setup you've put in place. Depending on the complexity of the
skill database, resource matching may become too unique and therefore limit or eliminate
viable candidates due to a missing profile element. The job code value per employee is a one-toone setting so a match is more likely due to the simplicity of data entries. If you have not set up
a skill profile, then using this search criteria returns a list of all active employees/generics since
an empty profile matches among all employees.
Exclude project constraints from search criteria during resource substitution search by
profile: Activation of this option removes any availability of resource checks when performing
a profile match against employee and generic candidates.
Require a service selection in recognition rules: Recognition rules inherit the service passed
on billing transactions and charges, if you have set up services within NetSuite OpenAir, unless
it is overridden on the recognition rule. If your policy is to control the service settings to
match your revenue recognition accounting policy (such as a specific account used to capture
revenue in your accounting system), activate this option to require a setting of the service,
which overrides any service setting from the billing transaction or charge. This requires you to
define a complete set of services so that a valid value is always able to be selected for any type of
revenue.
Task percent complete interval choices: You have the option to define how precise the %
complete value is used within NetSuite OpenAir. A 5% interval is a popular choice for ease of
client communication.
Employees available for assignment to a project: Options that make employees available for
assignment provide control over which employees are viewable for project or task assignment
by your project setup resources. The booked employees or all if none booked allows an open
employee selection unless an employee has been booked to the project. Once an employee
is booked then only booked employees are displayed. If you use assignment groups, this
option is viable provided no employees are booked. Once an employee is booked, the ability
to use assignment groups on the project is removed. Booked employees option displays only
employees booked to the project. All employees always displays all employees, including
assignment groups. This can be used for generics and regular users alike.
Enable support for select resources to always be available for assignment to a project: If
checked, this trumps the "Users available for assignment" setting.
Important: Requires a custom field named exactly "resource_always_assignable" to be
created.
Project pricing scenarios can get hours from: The pricing feature within the project uses
hours set up under scenarios to compute a project price. There are three possible ways to use
hours for the scenario setup: Estimated hours, Booked hours, and Assigned hours. You may opt
to allow all three scenarios during setup or identify a specific one which drives your employees
to a standard for pricing. Estimated hours are entered within the pricing feature as hours per
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job code which drives the scenario. Booked hours are the employee bookings entered via the
project booking worksheet or resource booking tab. Assigned hours are those entered on tasks
with employee assignments. Any resource type (regular or generic) may be used for the pricing
scenarios. Booked hours and assigned hours for pricing may use Generics to earmark the type
of resource needed if the project is a proposal or for the actual resource on the project if a
contract extension is being forecasted.
100% field for project pricing reports: When setting up a pricing scenario, an analysis displays
opportunity revenue, gross revenue, and net revenue. This option allows you to define how
the %'s are treated on the analysis report by selecting a revenue type as the base for 100%. For
example: If gross revenue is selected, then the % of opportunity revenue and net revenue are
computed against the gross revenue amount.
Project pricing probability interval choices: You have the option to define how precise the %
probability value is used within NetSuite OpenAir. A 5% or 10% interval are popular choices to
use for a pipeline maturity process.
Enable workspace member synchronization: When creating a project, you may also create
a workspace associated with the project. The workspace may pre-exist and be copied or be
initially created when the project is created. Selecting this option allows all employees involved
with the project via task assignments to be included automatically as members of the workspace
with read/write capability. Unchecking this option allows manual control of workspace
membership by the project manager or project creator via the Workspaces application. If
you do not create workspaces when creating a project, then this option has no system impact
checked or unchecked.
Inactivate project when all tasks are closed: A project active check box is separate from
the individual task closed check boxes. A project may have all tasks closed but still remain
active for timesheet and expense report capturing provided tasks are not used on these items.
Checking this option automatically inactivates (or uncheck the active checkbox) the project
when all tasks are closed.
Mark closed tasks 100% complete: The % complete field may be manually set or computed
automatically by NetSuite OpenAir. If this option is unchecked, then closing a task by checking
the closed check box keeps the % complete as it was set when the task is closed. Checking this
option changes the % complete field automatically to 100% if the task is closed. Use of this
feature is both dependent on your project management methodology and possibly your client
billing if it is driven by a fixed fee on % complete of the project, phase, or task.
Closing a phase will close all sub-phases and sub-tasks within that phase: A time saving
feature that allows a complete closure of a phase including sub phases and sub-tasks if the phase
level is closed (checking the closed checkbox on the phase). If this option is not checked then
the phase may be closed while leaving sub-phases and sub-tasks open.
Disable “Pull NetSuite OpenAir resources” menu item in NetSuite OpenAir Projects
plugin: This option involves the use of the NetSuite OpenAir Project Connector downloadable
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add-on service. When using the Project Connector to import a project, the resources identified
within the Microsoft Project plan may be mapped to valid active resources within the NetSuite
OpenAir application. Checking this option disables the resource mapping feature, which
disables the import of employee assignments to tasks when the project plan is imported.
Require a charge description on billing rules: Billing rules define how client invoicing
is done and may drive revenue recognition. The charge description field is included on
generated charges when the rule is executed. By default the field is left blank and may be
entered optionally either within the rule which applies the entry to each generated charge or
on individual charges when manually edited by an employee with the appropriate permissions.
Charge descriptions may be displayed on an invoice. If you have defined an invoice format
(layout) that displays the charge description, you may consider making the charge description
field required to ensure information is available for invoices.
Require a charge service on billing rules: Time billing rules inherit the service passed
from a timesheet, if you have set up service within NetSuite OpenAir, or be blank unless
it is overridden on the billing rule. If your policy is to control the service settings to match
your client invoicing accounts (such as a specific account used to capture receivables in your
accounting system), activate this option to require a setting of the service, which overrides any
service setting from the timesheet. This requires you to define a complete set of services so
that a valid value is always able to be selected for any type of billing. This forces a selection of
a service on billing rules other than time billing if your business requires services on billing
transactions.
Enable project action items: Action item tracking is an optional feature within the Project
applications which allows employees to capture project action items, tracked due dates and
close dates, assign action items to employees, and track general information such as the type of
issue or state of the issue. When the feature is checked, a series of Action items configuration
items are available including Action item Stages, Action item Categories, Action item Sources,
and Action item Severities. See Action Items.
Action item prefix: By default action items have a prefix of IS- unless you choose to override
the it. To reset the prefix, enter a new value in the text box next to the prefix pull down and save
the form.
Show totals for numeric, hours and days task custom fields on project outline: By default,
custom fields of numeric, hours, or days type do not automatically display total amounts when
value on the tasks are rolled up to a project total. Checking this option allows the display of
task custom fields of these types to appear at the project outline level. When this option is
unchecked, the task level custom fields are not available for display in the project outline.
Require unique project names by client: Many of the menu drop-down lists display Client :
Project entries, which may make it difficult to select values unless they are unique. Employees
may see project uniqueness via an assignment, the booking process or having a filter set
assigned, which limits projects the employee can access. However, unique project names may
still exist. To ensure project names are unique for each client, check this option.
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Enable task successor assignee notification custom field feature: When you enable this
feature, you create a Project check box custom field that you can select to notify task assignees
when predecessor tasks are marked 100% complete or closed. This can be set as a default value
for all projects, and when you create a project from another project, if you choose the option to
Duplicate notification settings, you can copy the value of the custom field.
Enable Earned Value Management (EVM) metrics: Earned Value Management metrics allow
companies to have increased visibility into project status and profitability. Using data from
planned and completed work within NetSuite OpenAir, managers can readily assess the state
of their projects. Schedule and cost metrics provide valuable insight into the health of your
projects.
Method to use when computing 'Earned Value Percent Complete' for projects and phases:
Two methods exist for the accounting of earned value. The weighted by cost method allows
a cost tracking model of the hours worked. This means more expensive resources increases
the earned value results. The unwatched method applies hourly cost values evenly among
resources, which results in a strict hours worked earned value model.
EVM metrics employee costs are from: When using Earned Value Metrics, you have a number
of selections you can use to specify where employee costs are determined. These are: Primary
loaded cost, Secondary loaded cost, Tertiary loaded cost, and Job code. NetSuite OpenAir
provides you with the ability to assign three levels of costs by employee. In addition, costs can
be determined by the Job code. See Job Codes and Cost under Employees.
Require a cost center selection in recognition rules: Enable this setting to require a cost
center selection in recognition rules. Forms will error on submission/save if a cost center has
not been selected.
Require a charge cost center on billing rules: Enable this setting to require a cost center
selection in billing rules. Forms will error on submission/save if a cost center has not been
selected.
Gantt chart reordering sorts task IDs: Project plans may be very complex and long. There
may be a need for project managers to adjust tasks by moving them up or down in the timeline
of a plan. The Gantt view provides visibility into the progress of a project, as well as the ability
to easily re-order tasks and phases leveraging up/down arrows. When you enable this feature,
NetSuite OpenAir sorts the Gantt view by automatically re-ordering tasks in the Outline view
based on the revised order in the Gantt view.
Note: There is an option located in the hints section of the Gantt view: Click here to
re‑order task IDs by current chart order. This option allows for existing projects that
have tasks that should be sorted based on the Gantt order.
Preferred landing page for projects: This sets the default landing page for all users opening a
project, e.g. Task list.
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Note: Users can set their own preferred landing page from User Center > Personal Settings
> Project Options.
Enable prevent deletion of employee assignment with logged hours: When this option is
enabled a warning is displayed to prevent the deletion or substitution of a user from a project
task when the user has already logged hours.
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Overview
Chapter 5 Resources
Overview
The Resources application gives you the ability to set up an entire skills database called
the Resource Profile, complete with attributes per entry. The elements included are Skills,
Education, Locations, Job Roles, and Industry. You may expand the Resource Profile options for
your company to include up to an additional 35 custom elements that you define based on your
personnel requirements.
The default application terminology for the allocation of resources to projects is booking. The
Resources application helps you collect and assign the resources your company has available
for booking to specific projects, and even to tasks within those projects. The intention of
the resource bookings is to properly assess a forecast of your company's resource needs. The
Resources application allows you to:
• List all resources for a particular time period and see what percentage of time they are
booked
• Display a worksheet for resources and a booking worksheet for a particular project as well
as a chart that graphically shows metrics such as availability, booked time, time off, and
holidays.
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Attribute Sets
Attribute Sets
Attribute sets allow you to designate a measurement of resources according to their skill set,
education, or other custom characteristic defined in NetSuite OpenAir.
To create an Attribute set:
1.
Go to Administration > Application Settings > Resources Settings > Attribute sets.
2.
Select New Attribute set from the Create Button.
3.
Enter the Attribute set name and then list the values your company uses in the Attribute
list. Defined Attribute sets are then available to associate with one or more tracking
elements of the skill database. Attribute sets are only used on skill database tracking
elements.
4.
Add Notes, if desired.
5.
Click Save.
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Tech Skills
Tech Skills
Tech skills document the talents a resource has that are required by your organization. It is one
of the standard Resource Profile elements provided by NetSuite OpenAir. The tech skills link
only displays in Resources Settings if you have activated this as a Resource profile option. See
Resource Profile.
You can define tech skills at a very broad level, using terms such as Database or Functional, or
you can use specific skills such as SQL Server database or Oracle EBS 11i. One or more skills
may be assigned to an employee resource depending on the Resource Profile configuration. You
use tech skills when you search for appropriate and available employees to assign to a project.
Skills also provide reporting capability in the system.
To create Tech skills:
1.
Go to Administration > Application Settings > Resources Settings > Tech skills.
2.
Select New Tech skill from the Create Button.
3.
Type the Name of the Tech skill.
4.
Add Description, if desired.
5.
Select the check box for Active Tech skill.
6.
Click Save.
Education
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Locations
Education represents the level of education an employee resource has attained. It is one of the
standard Resource Profile elements provided by NetSuite OpenAir. The Education link only
displays if you have activated this as a Resource profile option. See Resource Profile.
You want to define Education entries in such a way that they can be tracked by your HR
department or needs of your clients. Education entries provide an additional search and
reporting capability in the system.
To create an Education record:
1.
Go to Administration > Application Settings > Resources Settings > Education.
2.
Select New Education from the Create Button.
3.
Type the Name of the Education record.
4.
Add Description, if desired.
5.
Select the check box for Active Education.
6.
Click Save.
Locations
Locations specify where an employee resource lives or what office they are assigned to. It is one
of the standard Resource Profile elements provided by NetSuite OpenAir. The Locations link
only displays if you have activated this as a Resource profile option. See Resource Profile.
Many Clients require resources that are located near their project site in order to reduce
expenses. Define the locations as is appropriate for your company and your resources.
Locations can provide an additional search and reporting capability in the system.
To create Locations:
1.
Go to Administration > Application Settings > Resources Settings > Locations.
2.
Select New Location from the Create Button.
3.
Type the Name of the Location.
4.
Add Description, if desired.
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Job Roles
5.
Select the check box for Location.
6.
Click Save.
Job Roles
Job roles provides an ability to track past job experience by role. It is one of the standard
Resource Profile elements provided by NetSuite OpenAir. The Job roles link only displays if you
have activated this as a Resource profile option. See Resource Profile.
The Job role can be a job title or can define job duties or responsibilities. Job role definitions are
not related to Job Codes or roles as defined in the Roles Overview.
To create Job roles:
1.
Go to Administration > Application Settings > Resources Settings > Job roles.
2.
Select New Job role from the Create Button.
3.
Type the Name of the Job role.
4.
Add Description, if desired.
5.
Select the check box for Active Job role.
6.
Click Save.
Industries
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Booking Chart
Industries can provide you with a snapshot of which resources are suitable for a particular
project. It is one of the standard Resource Profile elements provided by NetSuite OpenAir.
The Industries link only displays if you have activated this as a Resource profile option. See
Resource Profile.
An Industry may involve a direct relationship such as working for a firm within the specified
industry, or it may be defined indirectly such as a consultant supporting various industries.
Some clients may require a certain level of industry knowledge in order to have employees
engaged on their projects. Industries provide an additional search and reporting capability in
the system.
To create Industries:
1.
Go to Administration > Application Settings > Resources Settings > Industries.
2.
Select New Industry from the Create Button.
3.
Type the Name of the Industry.
4.
Add Description, if desired.
5.
Select the check box for Active Industry.
6.
Click Save.
Booking Chart
The Booking chart allows you to see booking data in a visual chart and is the recommended
way to get an overview of bookings for one or more employees. This view can be customized to
show booking data according to different attributes. To update a booking from the chart view,
click on a day/bar on the chart and the booking is opened up in the List view.
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Booking Types
Note: Information about bookings displayed in this view can be added as hover over
information. Please contact NetSuite OpenAir Support for assistance.
Booking Types
Booking Types provides you with the ability to group bookings or booking requests into
distinct classifications. For example, a Hard booking type may indicate that the contract has
been signed and a resource is needed for a specific time frame. While a Soft booking type can
indicate that the contract has not been signed and the need is tentative. You can create booking
types based on your company's needs and terminology. We recommend that you use booking
types that align with a pipeline maturity or project lifecycle since updates are consistent with
the state of the project or opportunity. For example, a proposed project with Soft bookings
is signed and all bookings should be converted to Hard bookings. This requires a manual
update. If you do not have the resources to maintain this data, then you may want to avoid
using booking types.
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Generics
To create a Booking Type:
1.
Go to Administration > Application Settings > Resources Settings > Booking types.
2.
Select New Booking type from the Create Button.
3.
Enter the Booking type name and priority, if needed. Priority may be displayed on
booking reports to identify a level of priority.
Note: You can also prevent employees with certain roles from creating or editing
bookings of a specified booking type. An example would be to not allow
employees to create Hard bookings directly. To do so, under the Restrict
booking editing by role area, select the roles you want to restrict access to.
Click Add selected. By default, if a role is restricted from a certain booking type,
any employee with that role is unable to see any bookings in the system of that
booking type'
4.
Add Notes to describe the use of booking types in your company's NetSuite OpenAir
environment. Booking types can be inactivated or reactivated at any time.
5.
Click Save.
Generics
Generic records are virtual or placeholder employee resources that represent a staffing need.
Many times, generic resources align with job codes defined in the company since job codes
tend to align with skills.
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Generics
Once you have defined generic records, you can use them in bookings or booking requests
within the Resources application. A generic record can also be used for booked utilization
forecasting or as assigned resources on projects and tasks for assigned utilization. If booking
requests have been enabled in your environment, there is a switch that can be enabled to
require a requestor to ask for a generic resource instead of a specifically named resource. See
Other Settings.
If a project is being planned or has started, the project manager may need to assign a resource
to project tasks to develop a full resource plan. Generics may be used if the project manager or
requestor knows the type of resource but not the specific individual. Generic resources cannot
record time or expenses and can only be used in a forecast capacity.
To create a Generic resource:
1.
Go to Administration > Application Settings > Resources Settings > Generics.
2.
Select New Generic from the Create Button.
3.
Enter a name for the generic.
4.
The drop-down list selection for Week starts on defaults to the day designated in Other
Settings.
5.
In the Booking are approved by drop-down list, choose the specific person or approval
process (suggested) who can approve booking request assigned to generics. Generics can
be inactivated or reactivated at any time.
6.
Enter other employee-related information as needed.
7.
Click Save.
Once you save the Generic form definition, additional links display in a way that is similar to
the employee definition process on the Employee Demographic form.
• A schedule link displays to allow association of the generic to a defined work schedule.
• Exceptions to the generics schedule may also be entered, although this is not used often for
generics.
• The job code that aligns with the generic may also be defined. Since job codes may change
in your company, NetSuite OpenAir provides a historical tracking feature if the generic
should change to be associated with another job code. You can set the previous job code
setting to a defined date range and set the new job code as the current value.
• The cost of the Generic may be defined. If the generic aligns with your job codes, the cost
would be best set to the average cost of your employees with the same job code.
• If employee entity tags are activated and defined in your account for the employee record,
the same tags are available for definition on the Generic record.
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Resource Profile
Generics are not real employees, and do not have NetSuite OpenAir log ins. As such, they
cannot enter time or expenses and do not allow for Target Utilization, Filter Set, Proxy, or other
typical employee configurations.
Resource Profile
The Resource Profile Options form provides the foundation for relating all Resource Profile
elements together in order to define a complete skill database. Each row controls a dimension
of the resource profile.
To access the Resource Profile Options form:
1.
Go to Administration > Application Settings > Resources Settings > Resource profiles.
2.
For each dimension or row, check the Active check box to include the item as a dimension
of the resource profile. Once active, it displays in the Resources Settings list. You see the
standard profile type names from NetSuite OpenAir listed here such as Skill, Education,
Location, Job role, and Industry. You may override the standard terminology or define a
custom term for any of the other 35 custom profile elements.
Note: To create new profile types, go to Administration > Resources Settings and click
on the profile type link. See Tech Skills, Education, Locations, Job Roles, and
Industries.
3.
Profile types become plural on forms by default unless you select the check box: Do not to
pluralize.
4.
NetSuite OpenAir also converts two word combinations into a capitalized first word and
lowercase second word unless you select the following check box: Preserve case. The
Terminology override displays exactly as you entered it in the Terminology text box.
5.
Optionally, you may associate Attribute Sets with individual Resource Profile elements by
selecting the desired attribute set. Attribute sets only display if they are defined prior to
accessing this form. See Attribute Sets.
6.
If Resource Profile dimensions are related, identify the related profile element by selecting
it from the Related Profile drop-down list. Related resource elements are only useful
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Search - Resources Application
in reporting. Each resource profile element by default allows multiple selections by the
employees in the category.
7.
You may choose to limit a resource profile element to only allow one entry. This is
dependent on the definition of the resource profile element. An example would be
identifying a highest education level entry by only allowing the employee to select one
value. To all duplicates per resource, select the check box: Limit to one per resource.
8.
By default, NetSuite OpenAir allows employees to select unique values from the available
values of a resource profile. You may opt to allow employees to select duplicate values that
are differentiated by an attribute set. If you do this, you must select the following check
box: Allow duplicates per resource.
9.
The last 2 checkbox options on the form ensure consistency of data and awareness:
• Show only in use attributes — ensures only active attribute set values display when
information is entered in the Resource application.
• Notify employees when new types created — ensures employees are notified of a
new Resource Profile value. This could be helpful if you open a new office location or
create a new Skill profile.
10.
Click Save.
Search - Resources Application
There are two types of searches you can perform in the Resources application. They are either a
Quick Search or a Custom search. Each is described as follows.
Quick Search
When you select the Quick link from the Search drop-down list, a text box displays with the list
of Resource Profiles you specified in your account: Tech Skills, Education, Locations, Job Roles,
and Industries.
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Search - Resources Application
To perform a Quick Search:
1.
Go to Resources > Search and select Quick.
2.
Select a search item from the drop-down list. The list view refreshes and displays search
results.
Custom Search
When you select the Custom link from the Search drop-down list, a Search Criteria form
displays and you can identify many different Resource Profile factors to search as well as tag
groups and attributes. Remember, you must define profiles and attribute sets and tag groups
must be established or they do not display as searchable items.
You can also search on availability that can include a specific time period as well as percentage
of time or the number hours a resource is available. Search on experience, resource type, and
detail fields. If you save your search and give it a name, it is stored under the Saved Searches
link.
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Search - Resources Application
To create a Custom search:
1.
Go to Resources > Search and select Custom.
2.
Click the Create links under Profile Filters to create filters for each profile. When you
define entity tags and attributes for employees, an asterisk displays next to an item.
3.
Select a Employee entity tag effective date.
4.
Select Availability criteria including start and end dates and availability designations.
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Search - Resources Application
5.
Select the check box to Filter resources using the following and use the drop-down list to
identify a specific filter.
6.
Select the check box to Filter client experience based on and use the drop-down list to
identify a specific filter. You can also add a filter for client experience.
7.
Select the type of resources to include in the search such as regular resources, generics, or
inactive resources.
8.
Create detail fields as needed.
9.
To save the search for future use, select the check box to Save this search as ... and type a
name for the search.
10.
Type descriptive notes to help you remember the criteria you have specified in the search.
11.
Click Search. Search results display the employees who match the Resource/Profile you
searched on.
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Booking Request Layout
Booking Request Layout
If you have enabled the switch for Enable booking requests, the Booking request layout link
displays under Resources Settings. See Other Settings.
Use the Booking request layout form to design a form that meets your company's needs and
helps employees request resources they need.
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Notifications
To access and modify the Booking request layout:
1.
Go to Administration > Application Settings > Resources Settings > Booking request
layout.
2.
Select the prefix and starting resource request number. “BR-” is the default prefix and
starting number defaults to 1.
3.
Select the Grid style format of the report and Date format from the drop-down lists.
4.
As required, add additional notes in the header or footer.
5.
Choose the particular fields that you would like to display on the booking request.
6.
Choose the Adobe Acrobat PDF settings you would like to use in your environment.
7.
Click Save.
Notifications
Resources email notifications are highly configurable in NetSuite OpenAir. You can send an
email notification when a booking is created, modified, or deleted. You can also send an email
notification when a booking request is approved, submitted, rejected, or approval is requested.
As with other types of NetSuite OpenAir notifications, you can send an email notification when
specified conditions are met such as a specific booking type or Client : Project. You designated
who receives the email notification and compose the actual email notification message.
To enable this feature, Create a Support Case and request the following switch be enabled:
Enable administration of notifications in the following application settings: Resources.
To create resources notifications:
1.
Go to Administration > Application Settings > Resources Settings > Notifications.
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Notifications
2.
Select the notification type from the Create Button.
3.
In the Send a notification... section, select either the any booking is created or When these
conditions are met.
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Approval Process
4.
Click + to add a row and as you select options, you can further clarify the notification
information such as Booking type and Client : Project.
5.
Click + to add a row and if you select the Client : Project option, you can use the Search
function to select the actual Client : Project name from the pick list. Indicate whether the
condition includes or excludes this Client : Project.
6.
Under Notify, specify either individual email addresses or select employees from the
Available employee selection box. External email addresses can also be included.
7.
Under Message, enter the desired contents of the email to be delivered. Use the Field dropdown list to specify pre-set variables as part of the email. To do this, choose the variable
from the drop-down list and click on Paste to insert the variable into the email body.
8.
Click Save.
Approval Process
This functionality provides the ability to create multi-level Approval processes as opposed
to a specific named employee or meta value employee e.g., [Project owner] or employee's
[Manager]. You can create as many approval processes as your company requires.
In addition, if you have enabled project approval options, the approval processes can be selected
for proposals, invoices, and project approvals for timesheets, purchase requests, POs, booking
requests, additional project specific approvers. See Approval Options. Project approvals occur
first and must be completed before the other approvals can be fulfilled.
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Approval Process
Note: Approval processes are available in the application settings of several different
applications. Any process created in any of the applications settings, i.e., timesheets
or expense reports, is available on all approval areas for project or employee level
approvals.
To create an Approval Process:
1.
Go to Administration > Application Settings > Resources Settings > Approval processes.
2.
Select New Approval process from the Create Button.
3.
Enter the Approval process name. Make this name descriptive if you are creating multiple
approval processes in your environment. A number of rows are available to create the
approval process.
4.
Select the Sequence Number. It indicates the order in which the approvals flow. The
sequence number can be changed using the drop-down list.
5.
Select the Approver assigned to the sequence number from the drop-down list, either a
specific employee or meta value employee such as a [Project owner] or [Manager].
6.
When a designated approver is submitter, and self-approval is not allowed, there is an
option to select alternate approvers for individual approvers or for the overall approval
process.
7.
Create Auto-approve rules for any approver in the process. They automatically approve
items when the value of the parameter meets the criteria specified in the rule.
8.
Select the check box for Can not edit when you want to prevent the approver from
modifying the approval process. This is only applicable if your account is configured to
allow approvers to edit a booking request submitted to them.
9.
Click Save.
Sequence Number — You can change the sequence number using the drop-down list. More
than one approver can have the same sequence number.
A sequence number requires only one approval — The check box for A sequence number
requires only one approval is useful when you would like to have two or more approvers at
the same level/sequence number, but require only one of them to approve the item before it is
passed on to the next level approver.
Assign after — If you assign the same sequence number to several approvers, the Assign after
field displays to the right of the form. This makes automatic escalations available by putting a
number in the Assign after field. If approval is not given by the first approver within a certain
number of days, the approval request is routed to the subsequent approvers. After approval has
been escalated, the first approver may still approve it. The Assign after field is always days after
initial submission, and it does not count from a previous escalation if multiple approvers are
added in the same sequence number.
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Alerts
Alerts
You can configure a Daily utilization alert for Resources in NetSuite OpenAir accounts. The
alert runs every day and an email is sent when booked utilization threshold is exceeded.
Alerts allow automated email reminders to be sent to ensure business needs are met. In the
Resources application, a form is provided to help you create a Daily utilization alert.
To create a Daily utilization alert:
1.
Go to Administration > Application Settings > Resources Settings > Alerts.
2.
Select New Daily utilization alert from the Create Button.
3.
Type an Alert name.
4.
Under Alert runs on, select the day and time when the Alert should run.
5.
Under Rule, type the Daily utilization threshold percent. Exceeding this threshold
generates the alert notification.
6.
Use the Email notification section to define who receives the email, the email sender,
subject, and email text.
7.
Select the check box to Add information about employees exceeding the utilization
threshold. This provides specific employee information.
8.
Type notes, as desired. These notes do not appear anywhere in the alert; they are for
informational purposes, such as to remember why the alert was created.
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Other Settings
9.
Select the Active alert check box to make this alert active.
10.
Click Save.
Other Settings
The Resources application allows you to request, book and track resources (active NetSuite
OpenAir employees) against one or a number of projects in NetSuite OpenAir. There are a
number of settings within the application that control the rights and permissions available to
specific Roles. These options are indicated below.
In addition, the Resources application allows you to enter particular skills, education, and
industries to an employee's profile to create a skills-experience database for your resources that
you can search. See Search - Resources Application.
To access the Resources Other settings:
•
Go to Administration > Application Settings > Resources Settings > Other settings.
Notify booked resource when a booking is added, modified, or deleted: When you activate
this option, NetSuite OpenAir creates email notifications and sends them to any resource who
has a booking entry created, modified, or deleted for him or her.
Note: Notifications are sent for each booking entry. When using the booking worksheet,
entries into each column creates individual booking entries, which causes an email
notification to be sent for each booking.
Prepend 'OpenAir' on the subject line of booking notifications emails: The email subject
for booking notifications defaults to New Booking Created. Selecting this option prepends
OpenAir to the subject line to make it clear to the employee that the email is coming from the
NetSuite OpenAir system. You can customize the booking notification subject and email body
per your company's needs.
Notify manager of booked resource when a booking is added, modified, or deleted: If you
activate this option, NetSuite OpenAir creates email notifications to a resource's manager for
each booking entry created, modified, and deleted.
Note: Notifications are sent for each booking entry. When using the booking worksheet,
entries into each column creates individual booking entries, which causes an email
notification to be sent for each booking. If an employee's Demographic form does
not have a Manager identified, emails are not generated.
Require booking type when booking resources: If you have implemented booking types, this
option allows you to make this field mandatory for all bookings created in the system. This
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Other Settings
requires you to define a complete set of booking types so that a valid value is always able to be
selected for any type of booking entry. At least one booking type must be active for the option
to be available. If there are no booking types active, then this feature does not have any system
impact.
Always 'Book by' for bookings, booking requests, and deal booking requests: By default,
the system allows bookings to be entered by hours or by a percentage. Setting this option for
strictly a percentage or strictly hours removes the ability to override the booking by the other
option (e.g., If set to Percentage, all bookings must be set in percentages and cannot be entered
in hours).
Default 'book by' value to use for new bookings when the default value is not otherwise
implied: This is a system default setting for how an employee is booked to a project/task, by
hours or by percentage. This can be overridden on the booking form or worksheet for each
entry.
Default 'book by' value to use for new booking requests when the default value is not
otherwise implied: If you have activated the use of booking requests within the resource
application, this option sets a system default for how a booking request entry is created, by
hours or by percentage. This can be overridden on the booking request form for each entry. If
you do not have booking requests enabled, activation of this option does not have any system
impact.
Enable client experience in resource searches: The Quick Search and Custom Search tabs
within the Resource application by default do not include client experience, which are the past
Client : Project worked within the NetSuite OpenAir system. Activating this option provides
client Experience as a search option allowing you to select specific clients in the search criteria.
Note: If you have set up a skill database and created a profile category to capture client
experience, this option should not be confused with skill database entries. Client
Experience within NetSuite OpenAir is strictly based on Client : Project association
of the employee within the system (i.e., Timesheet entries).
Allow searches for inactive resources: Inactivating a resource removes the resource from
various drop-downs and selection fields throughout the NetSuite OpenAir system. Some
forms allow the inclusion of inactive resources within a specific drop-down or selection list.
By default, the search functionality within the Resources application does not include inactive
resources. By activating this setting, an Include inactive resources check box displays on the
custom search field, which allows the inclusion of inactive resources in the search.
Enable resource substitution searching on bookings: Bookings created for employees may
need to be changed due to resource conflicts or the replacement of a generic placeholder
resource with an available employee. Activating this setting allows a substitution option to
appear on booking list views and individual booking forms. How substitution candidates are
identified is dependent on the criteria option listed below. The substitution feature saves data
entry time should bookings require modification.
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Other Settings
Note: If you have email notifications activated for Bookings, the substitution of resources
generates an email notification to both the original resource of the booking and the
substituted resource of the booking. The only exception is when a generic resource
is substituted as they do not have an email address specified in the system.
Criteria to use when searching for a resource to substitute for another a resource on a
booking: Searching the criteria for substitution candidates can be one of two types: by Profile
or by Job code. The Job code is more of a one-to-one mapping that identifies resources with
the same job code as the current resource in the booking. Profile uses the entries from the skills
database to look for comparable matching resources. If your skill database is very robust, the
search may often times return few or no results. In these instances, the Job code substitution
option would be best. The job code is derived from the Job code setting identified on the
Employee Demographic form.
Enable multiple booking resource substitutions in one action: Once enabled, resource
managers have the ability to replace multiple resource bookings on the bookings list view by
selecting multiple resources and using the Run an action function.
Show the related profile name on profile type drop-downs and pickers: When configuring
a skills database within NetSuite OpenAir, a number of dimensions such as Skill, Industry,
Location, and Education are defined. Each dimension may be associated with another
dimension. When this is enabled, you may optionally choose to display the related profile
dimension in the drop-down selection associated with another dimension. For example,
you may want to relate a skill with a particular industry. In the drop-down list for the skill
dimension, you see ABC Industrializes Skill.
Respect filter sets when generating availability reports
Enable booking requests: Bookings may be created/modified/deleted by employees with
granted Role permissions. Depending on your business process, the resource who creates a
booking within NetSuite OpenAir may not know whether a specific resource is needed or what
type of resource is required. Enabling Booking requests allows the booking request feature to
be available to employees with the appropriate role permissions to submit booking requests
(optionally through an approval process) for a particular employee or a generic resource for
a given duration and effort. Approved booking requests automatically create booking entries,
either to the specified employee or to the generic resource.
Important: To enable this setting the following internal switches must be disabled:
Enable approvals for bookings and Enable project booking automation.
Contact NetSuite OpenAir Support or your Professional Services Consultant
to discuss these options.
Booking requests can only be created for generics: By default when the Booking request
feature is activated, any specific or generic resource may be entered on the request. Activating
the Generic only feature supports a business process of having only a generic resource available
to be chosen on the booking request. The resource reviewer/approver provides the named
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Other Settings
resource to be booked to the project. This would also require the option to Edit a submitted
booking request to be enabled. Once the generic resource request has been approved, another
business process to book a named resource to the project is required. This would replace the
generic booking with a named employee.
Booking request approvals are for the requested resource: This option directs how the
Booking request is routed for approval. If this selection is enabled, the booking request is sent
to the requested resource's approver. If left unchecked, the booking request is forwarded to
the approver of the person making the request. To avoid confusion with approval routings,
it is suggested that an Approval process is created to direct booking requests to the proper
individuals. For more information, see the Approval Process.
The booking type field on booking requests cannot be modified: When a Booking request
is initially created, the booking type field can be entered if you have configured Booking types
and have at least one active entry. Once the Booking request has been submitted, the booking
type field cannot be modified if this option is activated.
Copy the approved booking request notes to the automatically generated booking: Notes
may be entered on a Booking request. This information may be useful for reference in the
Booking once the booking request has been approved. Activating this option allows the notes
to be automatically copied to the booking. This is extremely useful to identify the appropriate
named resource when generic resources are used on booking requests.
Do not allow booking request submission if time is booked to an inactive option: Employees
entering booking requests against Clients : Project (or Clients, and possibly at the Task level)
are provided a drop-down lists of these items. This option prevents the submission of a
booking request if the employee is able to view a Clients : Project when the booking request
is created but later the Clients : Project is inactivated before the booking request is completed
and submitted. If this option is unchecked and the Clients : Project is inactivated during the
booking request creation and submission process, the booking is allowed against an inactive
project since the booking request was already in progress.
Allow an approver to edit a submitted booking request: When booking request approvals
are used, booking requests are submitted for review by a defined employees who then approves
or rejects the booking request. To avoid time delays introduced by having the reviewer reject
a booking request and then the owner changing and resubmitting the request, activating this
option gives the reviewer the ability to edit the booking request worksheet entries directly
before continuing with an approval. This feature is useful to allow a booking request approver
to substitute resources, if necessary, such as when a generic resource is selected in the request
and a replacement of an available resource is required. This action is independent of any
employee application role settings.
Weekly booking worksheets start on: Selecting a day of the week for this option identifies
the definition of a week within the system. NetSuite OpenAir allows weekly reporting and
worksheet displays of weekly time periods. Each of these are dependent on what the specific
week start setting that has been selected. This is most obvious in the Reports application under
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the Advanced tab for Timesheet and Expense status reports. Selecting a number of weeks to
display show the defined employee week start values, which may not align with your particular
employee week start setting. If this is the case, it may appear as if multiple timesheets have been
submitted for a particular week, when in actuality it is just the misalignment of the week start
setting throughout the system.
Add booking custom fields to dynamic booking worksheet: The dynamic booking
worksheets are available in the Resources application under Booking requests and Bookings. By
default, these worksheets do not include custom fields that may have been created for display
and entry on the individual booking forms. Activating this feature includes the custom fields on
the worksheet as well as the booking forms for proper data entry.
Allow an approver to edit a submitted booking: This option is mutually exclusive with the
booking requests feature.
Do not allow booking submission if time is booked to an inactive option: This option is
mutually exclusive with the booking requests feature.
Require a task selection on bookings: This option requires specifying a Task when booking a
resource to a project. If this is not selected, the task field does not display on the booking form.
If tasks do not exist on the project to which the booking is being created, the booking does not
save.
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Overview
Chapter 6 Administration - Global Settings
Overview
The Administration > Global Settings application contains a majority of the configuration
items within NetSuite OpenAir, both for the system and for your specific employee accounts
and clients. It divides settings into sections that include additional sub-tabs. Items configured in
Global Settings are generally available to all employees of the system, depending on their Role,
Form Permissions, and Filter Sets.
Global Settings Sections
Global Settings are listed under the following sections:
• Organization
• Employees
• Jobs, Rates
• Clients
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• Display
• Account
• Reports
• Custom Fields
Also included in this chapter of the Admin Guide is the Form Permissions Overview. Since the
information it includes applies to all forms in NetSuite OpenAir, it is presented in this chapter.
Organization
Links are provided to forms for the following settings and configurations. They are located in
Administration > Global Settings under Organization. The following lists them in the order in
which they display on the Global Settings window.
• Accounting Dates
• Accounting Periods
• Approval Options
• Currencies
• Departments
• Hierarchy
• Name & Address
• Projects
• Tag Groups
• Tax Location
• Tax Options
• Work Schedules
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Accounting Dates
NetSuite OpenAir provides a useful feature in allowing you to establish Accounting Dates for
a variety of transactions. You can associate Accounting Dates with timesheets, time entries,
expense reports, receipts, invoices, revenue containers, and recognition transactions as well as
with reports drawing from these accounting dates. The ability to maintain separate accounting
dates can be particularly helpful when the original transaction date of an entity must be
independent from the financial accounting date, as signified by a financial report or general
ledger application.
Accounting dates can be populated automatically at a given time, such as transaction creation,
and with a given date.
Note: This is not an actual accounting period function as seen in a financial system. This
feature allows transactions to be tagged with an additional date value to keep
reporting consistent within a given accounting period. Discuss this feature with a
professional services consultant before deciding on whether this functionality is
applicable in your account.
To enable accounting date functionality, Create a Support Case and request that the following
switch for accounting periods be enabled: Enable the accounting period feature to manage
transaction dating (Support - Check with Sales before enabling).
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To set up Accounting dates:
•
Go to Administration > Global Settings > Accounting dates.
The selections available in the drop-down lists for the Accounting date configuration vary
according to the entity that is being set up. For each entity, select an event and then select an
associated accounting date. For example:
• Timesheet events include: Timesheet created, Timesheet submitted, and Timesheet
approved.
• Timesheet Accounting Dates include: Timesheet start date, Date timesheet is created,
Date timesheet is submitted, Date timesheet is Approved, Custom date, and Custom
Accounting period.
The drop-down values are similar to the above for time entries, expense reports, receipts, and
invoices. These drop-down values are the events in the system that trigger the stamping on an
accounting date onto the transactions. For example, when a Timesheet is submitted, the time
entry is stamped with an accounting date of today's date.
After you select the settings and save the form, the accounting dates for the associated
transactions are populated automatically according to the accounting date event and the chosen
date. Any accounting date can be manually updated by editing the individual transaction and
over-writing the accounting date.
Note: The automatic population of accounting date for charges and revenue recognition
transactions can be set up within the billing and revenue recognition rules. See
Accounting Periods.
Accounting Periods
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The accounting period functionality allows you to associate separate accounting dates with
most transactions as well as with reports drawing from these accounting dates. The ability to
maintain separate accounting dates can be particularly helpful when the original transaction
date of an entity must be independent from the date, as signified by a financial report or general
ledger application.
Review the following examples:
• Charges on an invoice dated July 5th need to be associated with the month of June in
the general ledger since the charges were incurred in this month. In this example, the
invoice transaction date would be 07/05/12, however, the invoice accounting date might be
06/01/12.
• A receipt incurred in March needs to be posted to the financial system in June. In this
example, the receipt transaction date might be 03/17/12, while the receipt's accounting
date might be 06/01/12.
The accounting period functionality allows you to associate an additional independent
accounting date with a transaction. You can then configure reports to leverage the accounting
dates, rather than the original transaction dates. The accounting date functionality is enabled
with the accounting period functionality.
To enable this functionality, Create a Support Case and request that the following switch be
enabled: Enable the accounting period feature to manage transaction dating (Support - Check
with Sales before enabling). After you have activated the accounting period functionality, the
following transactions have an acct_date field available:
• Invoices
• Charges
• Expense reports
• Receipts
• Timesheets
• Time entries
• Revenue recognition transactions
• Agreements
• Client PO's
• Fulfillments
• Purchase items
• Purchase Orders
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To create an Accounting period:
1.
Go to Administration > Global Setting > Organization > Accounting periods.
2.
Select New Accounting period from the Create Button.
3.
Name the accounting period (Ex: P1 November 2012).
4.
Select the start and end date for this period (Ex: 11/01/12 and 11/15/12).
5.
Select the Transaction date for this period. This is the date that displays in the accounting
date field when a transaction is created and associated manually or automatically with this
Accounting Period.
6.
Add any relevant notes to the Notes field that may be helpful. (For example, you might
type, “This is the first of two accounting periods in November 2012.”)
7.
Select the Active check box, unless the accounting period does not need to be active at the
moment. (Inactive accounting periods do not show up in drop-down lists for association
with transactions).
8.
Select the Current accounting period check box to which the accounting period should
be referenced if and when the current accounting period is selected in any billing or
revenue recognition rules setups.
9.
Click Save.
To auto-populate Accounting Dates charges via Project Billing rules:
1.
Go to Projects and select a project. Navigate to Billing > Billing rules.
2.
Drill into the billing rules. Under the Accounting date setup, How to get the accounting
date field. Select either:
• Use the accounting date specified below
If this is selected, the Accounting date field must be populated with a specific
transaction date.
OR
• Use the accounting period specified below
If this is selected, the Accounting period drop-down listed below must be populated
with a specific accounting period, or more commonly, the dynamic current
accounting period selection. If you select the current accounting period, the
accounting period that has the Current accounting period check box selected is
used.
3.
Click Save.
The next time the billing rule is run, charges generated have the Accounting date
populated according to the Accounting Period setup within the rule.
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To update the Accounting Dates on charges:
1.
Go to Projects and select a project. Navigate to Billing > Billing rules.
2.
To update the accounting date one charge at a time, drill into a charge and manually
update the accounting date field.
3.
To update the accounting date on charges in bulk, navigate to the open charges tab
within the Invoices application. Select the check boxes next to the charges that need to be
updated, click the run-an-action icon, select Change the Accounting Date to and select
the appropriate accounting period.
4.
Click OK.
Note: Access to the accounting dates is controlled by an employee's application role
and can be hidden on forms using form permissions. See Form Permissions
Overview.
To auto-populate Accounting Dates on Revenue Recognition Transactions via Revenue Recognition
rules:
1.
Go to Projects and select a project. Navigate to Recognition > Recognition rules.
2.
Drill into the revenue recognition rules. Under the Accounting date setup, designate How
to get the accounting date field. Select either:
• Use the accounting date specified below
If this is selected, the Accounting date field must be populated immediately below
with a specific transaction date.
OR
• Use the accounting period specified below
If this is selected, the Accounting period drop-down immediately below must be
populated with a specific accounting period, or more commonly, the dynamic
Current accounting period selection. If the current accounting period selection is
picked, the accounting period that has the Current accounting period check box
selected is used.
3.
Click Save.
The next time revenue recognition is run, these updated rules create revenue recognition
transactions that have the Accounting date populated according to the Accounting Period
setup within the rule.
To update the Accounting Dates on revenue recognition transactions:
1.
Go to Projects and select a project. Navigate to Recognition > Recognition rules.
2.
To update the accounting date on one revenue recognition transaction, drill into a revenue
recognition transaction and manually update the accounting date field.
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3.
To update the accounting date on revenue recognition dates in bulk across a project, drill
into a project and navigate to the revenue recognition transactions tab. Select the check
boxes next to the charges that need to be updated, click the run-an-action icon, select
Change the Accounting Date to and select the appropriate accounting period. Click OK.
Updating Accounting Dates Automatically
You can update an accounting date manually, or arrange to have the accounting date
automatically populated at a given time. See Accounting Dates.
This applies to the following:
• Timesheets
• Time entries
• Expense reports
• Receipts
• Invoices
• Revenue containers
• Recognition transactions
Approval Options
This functionality provides the ability to create multi-level Approval processes as opposed to
a specific named employee or meta value employee such as [Project owner] or [Manager].
You can create as many approval processes as your company requires. Approval processes
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are available for use in the following applications: Timesheets, Resources, Projects, Expense
reports (including Authorizations), Purchases (purchase requests and POs), Invoices, and
Opportunities (proposals).
Currencies
NetSuite OpenAir supports multiple currencies for global companies. You are able to select
the currencies that your company does business in. This allows invoicing in the currency of
your clients as well as giving your employees the ability to input expense items in the currency
in which they were incurred. Another feature of NetSuite OpenAir is the capability to report
all financial data elements in any of the currencies that have been selected for use in your
environment. NetSuite OpenAir receives a nightly exchange rate feed from www.xignite.com,
updated every night at 3 a.m. Eastern time.
Use the Currencies link to set exchange rates, view exchange rates, and specify multiple
currencies that may be used in your company.
Set Exchange Rates
NetSuite OpenAir allows companies to override the current exchange rates. If a company
overrides a current currency exchange rate, then the company rates is used for all transactions.
Advanced exchange rate override options are available to control time-related exchange rates
such as different rates for past periods, the current period, or future periods. Please contact
NetSuite OpenAir Support to enable the ability to modify your exchange rates table.
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View Exchange Rates
NetSuite OpenAir's exchange rates are listed in relation to your company default currency and
are maintained by www.xignite.com so the exchange rates are always current. If you override a
current currency exchange rate, then the company rate you set is used for all transactions.
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Multiple Currencies
You are able to choose which currencies are available for use in your company's NetSuite
OpenAir account. The selection of currencies in the Multi-currency form enables the currency
field to be displayed in drop-down lists. All financial reporting fields are also available in the
selected currencies. The first currency identified in the form indicates the default currency in
your NetSuite OpenAir account.
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Departments
Departments function as groupings of employees based on distinct criteria. The criteria can be
defined based on your company's requirements. You can also use Departments to grant group
access privileges and create customized approval procedures.
To create Departments:
1.
Go to Administration > Global Settings> Departments. Select New Department from the
Create Button.
2.
Type the Department name.
3.
Add Notes as applicable.
4.
Click Save.
After the Department is created and saved, additional options display. They include:
• Assigned employees — The Assigned employees option is where you can now assign
employees to the department. A employee can only belong to one department. Employees
available to be assigned display in the Available Items area. If an employee is not listed
in the Available Items, then they have already been assigned to another department. You
must unassign the employee from the old department before you can assign them to the
new department. Once all employees are assigned in the Selected Items area, save the
form.
• Edit — Once employees are assigned, you can Edit the Department form and add the
Department head if applicable. The Department head must be an active employee and
must be a member of the department.
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Note: Click the link to Modify the form permissions to display a message area. If
departmental dashboards are active in your account, you can enter messages
or notifications that are posted on the departmental dashboard when
employees login to NetSuite OpenAir. Only members of the department are
able to view these messages.
• Approvals — Approvals allow you to set each employee's approver by function. The
functions listed include: Timesheets Approver, Expenses Approver, Authorizations
Approver, Proposal Approver, Purchase Request Approver, and PO Approver, provided
these functions are enabled in your NetSuite OpenAir environment. You can assign mass
approvers to the department head, to a generic such as Manager or to an approval process.
You can also choose named approvers by employee by function. After approvers have been
assigned, save the form.
Note: Approvers can also be assigned at the Employee level when a Employee is created
or modified.
Hierarchy
Hierarchies are used to create hierarchal classification trees with employees, clients, and
projects. A employee, project, and client can only belong to one node at any given moment
within a hierarchy, but can belong to multiple hierarchies at once if multiple hierarchies exist
for a record. A employee project, and client can also be moved between nodes with a hierarchy.
Hierarchies are used for subtotaling and filtering within Summary reports. For example, you
may create a client hierarchy based on geographical location that associates each client with an
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office location such as a city. You could also create a two level hierarchy: city and state. Each
level may have multiple nodes. The state level can have Texas, Georgia, and Washington. Or,
at the city level you could have Seattle, Austin, Dallas, and Atlanta. Each city level node has a
parent node such as a state. By assigning clients to a city, they are automatically also associated
with the state.
To create Hierarchies:
1.
Go to Administration > Global Settings> Hierarchies. Select New Hierarchy from the
Create Button.
2.
Enter the Hierarchy name and select the Type. Associate the hierarchy with either
Employee, Project, or Client.
3.
Add Notes about this hierarchy, if desired.
4.
NetSuite OpenAir defaults the hierarchy to Active hierarchy status.
5.
Check the Show this Hierarchy when editing objects of this type to make the field visible
on the entity form.
6.
Check the Require a hierarchy selection when editing objects of this type to make this
field required.
7.
You can duplicate levels and nodes of another hierarchy if this feature has been enable for
your account. However, the nodes will be empty.
8.
Save the form. A new check box displays to Enable this hierarchy as a column in entity
lists. This checkbox allows you to add the hierarchy to customized lists of data.
After you create a Hierarchy, then you create corresponding Levels and Nodes. Once the
hierarchy form has been saved, links to the Levels, Nodes and Entity (Clients, Projects or
Employees) display on the Edit hierarchy form.
To create Levels:
1.
Click on Levels link. Select New > Level.
2.
Enter the Hierarchy level name. If this level is the topmost level, then no Parent is
required. For all other levels below the topmost level, a parent is required.
Note: There can be only one topmost level for each hierarchy. If you do not select a
parent for a level, the system automatically places it as the topmost level and it
becomes the parent of the previously topmost level.
3.
Add Notes about this hierarchy, if desired.
4.
Click Save.
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To create Nodes:
You create Nodes in a similar manner to Levels, as described above. You cannot create Nodes
until you have created Levels.
1.
Click on Nodes link. Select New > Node.
2.
Enter the Hierarchy node name and select the Parent the level to which it belongs.
Note: There can be multiple Nodes at each level. Once you create your Nodes, you
can assign clients, projects, and employees to the nodes.
3.
Click Save.
You are able to see a list of entities associated with the hierarchy. If a Project hierarchy is
created:
• On the Edit hierarchy form, select the Use to determine filter set access for projects
check box if you want to use it in filter sets. This feature allows an employee to have
project access based on placement within a project hierarchy. See Filter Set Access Control.
• On the Edit project form, specify the node of the hierarchy in which the project belongs.
• On the Employee Demographic form, select which group of projects the employee has the
right to use by picking the appropriate node or level of the hierarchy.
Note: Clients, projects, or employees can only belong to one node in each hierarchy. Therefore,
it is useful to assign them to the most specific node. When you run reports, the employee,
client, or project are automatically rolled-up into the higher level parent nodes.
Name & Address
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The Name and Address link displays the Company information form. This is where you enter
company information such as name, address, phone number as contracted with NetSuite
OpenAir for billing purposes. The key field here is the Company ID, which is required to
identify your company's instance during login to the NetSuite OpenAir application. The
Company ID may be changed if, for example, your company undergoes a name change.
To create or edit Company information:
•
Go to Administration > Global Settings> Name & address.
Note: All active employees in your NetSuite OpenAir account receive an email if the
Company ID field is changed. This is a critical piece of information for accessing
NetSuite OpenAir. If changes are made to the other company information fields, no
email notifications are sent to the system employees.
Projects
The Project form requires only a few fields to create a project: Project Name, Client, and Start
date. However, it allows you to capture pertinent project information such as the following.
• Project name — The project name should be descriptive but short in order to preserve
space on page displays and on reports.
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• Project owner — The Project Owner drop-down can be set to the resource responsible for
the information accuracy tracked on the project. This field setting has special use related
to approval processes and reporting filters.
• Project stage — Remember, project stages must have been previously defined to be
available for selection here. See Project Stages.
• Start date — The Start date is defaulted to today's date and, in most cases, signifies when
the project is estimated to start.
• Budget hours — Indicates the effort estimated to complete the project activity. When
budget hours is set, the budget alert feature within the projects application may be used to
notify project owners when work expended on a project is within a defined threshold of
the project budget.
• Budget money — The Budget money is where the contract value is typically entered. It is
in the same currency set on the project.
• Currency — The currency displayed is the system default, but may be overridden to be
any defined currency within the system. The billing rule currency defaults to the currency
set on the project.
• Billing code — The Billing code is a free-text 2 digit field that may be used in the Invoices
application for batch creation of invoice per billing code. Values set in the billing code field
are not defined within NetSuite OpenAir and should be set according to policy within
your company, if used.
• Invoice layout — The Invoice Layout dropdown displays if you have defined invoice
layouts in the invoices application. The default value is Default invoice layout, which is
also set within the Invoice application options. Overriding the invoice layout value will
define which invoice layout should be used when an invoice is generated for the project.
• Agreements or client POs — If the client has Agreements and Client POs entered in
the system, an agreement and client PO field is available allowing you to associate these
entities with the project. Associating an Agreement or Client PO with the project allows
these items to be available for inclusion on billing rules, which will provide automatic
balance tracking in NetSuite OpenAir.
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Note: You can also create and edit project information in the Projects application. See
Projects.
Tag Groups
The Tag group functionality allows you to create specific subgroupings of items in NetSuite
OpenAir such as a subgroup of employees. This is useful if you need to report on a group of
items that is a subset or may cross a number of values in a particular entity. For example, using
the Department may be too large of a group for your particular need and the tag group is able
to pare down the selection. Or, you may want to classify the Consultants role into their area
of expertise in order to report on the utilization for each of these subgroupings. For example,
Financials or CRM consultants may cross organizational department and boundaries.
The difference between a tag group versus a custom field is that the tag group allows you to
track the changes in historical values. A custom field only shows and reports on the current
value in the system, whereas an employee's change in tag group values are represented
throughout any time range in reporting.
To create Tag groups:
1.
Go to Administration > Global Settings > Tag group.
2.
Select New Tag group from the Create Button.
3.
Select Entity type. This is always Employee.
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4.
Enter the Name of the tag group and choose whether you would like this tag group to be
searchable in the Resources application.
5.
Enter Tag group attributes for this group. For example, if you decide to have a tag group
for city, attributes may be values such as Chicago, New York, Dallas, and
San Francisco.
6.
Select the Active check box to indicate which attributes are active.
7.
Click Save.
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Tax Location
Multiple tax locations can be established to handle sophisticated tax requirements. Tax
locations allow for complex tax requirements.
Tax locations include:
• US federal and states taxes
• GST Goods and Services Tax (Canada, Australia)
• VAT (Europe, and other countries)
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• PST (Provincial Sales Tax - Canada)
• HST (Harmonized Sales Tax - Canada)
To create Tax Locations:
1.
Go to Administration > Global Settings > Tax locations.
2.
Select New Tax location from the Create Button.
3.
Enter the Tax location name.
4.
Select Tax rates for the type of tax and enter percentage amounts.
5.
Type the Accounting code for each tax rate.
6.
Type Optional terminology that displays on POs.
7.
Add Notes, if desired.
8.
Select the check box for Include GST in PST calculation if you want the GST to be added
to the total before the PST percentage is applied.
9.
Click Save.
After creating Tax locations, a Tax Location drop-down list is available within the following
entities: Projects, Clients, and Employees.
To apply the taxes to an invoice, you must associate the appropriate Tax Location with the
project.
When setting up an expense billing rule, the GST and HST tax amounts can be backed out if
they are not application to be billed back to the client.
Frequently Asked Questions (FAQs)
There are a number of tax options here such as Federal, State, and GST.
How do I know which ones to set up?
This can be simple or very complex depending on where your company and clients are located.
We suggest contacting your company's Tax Accounting or Finance Department for guidance on
which tax rate options should be set up in the system.
Even if I have the proper tax rates set up in the system, how can I make
sure that they are applied properly on the invoices?
As mentioned above, taxation action items can be complex. Invoicing Clients should be
controlled by your company's Accounting or Billing department. Taxation details are usually
contained in the contract or statement of work with the client.
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Tax Options
Tax Options provide the ability to select and create various taxation scenarios within NetSuite
OpenAir. These are available in the Invoices and Expenses applications.
To create or edit Tax options:
1.
Go to Administration > Global Settings > Tax options.
2.
Select the Tax calculation method.
Note: Three main methods exist for tax calculation.
• Tax locations — allow the creation of individual tax settings, which consider taxation
on a geographic basis. See Tax Location.
• Tax rate by expense item and service — allows the tax settings, which are based on
individual expense items and services, to be applied when generating client billings.
See Expense Items in Expenses Settings and Expense Items and Service in Invoices
Settings.
• Federal/State tax by project and vendor — allows the entry of a tax location/rate
directly on a project or vendor, which will be applied to client billings.
3.
Select the check box to Enable tax locations on receipts.
4.
Click Save.
Enable tax locations on receipts — By default, taxes may be handled on invoices and taxable
information will be computed based on associated services with timesheet hours, i.e., the
service is set up as taxable.
Expense Items and Products may also be set up as taxable. The tax calculation is applied
based on the tax location set on the project, which is passed to the invoice, or set directly on
the invoice. Optionally, receipts within an expense report may have unique taxes related to
the location of where the expense was incurred. Select this option in order to display the tax
location field on receipts for the entry of specific tax handling.
Other considerations when selecting this option are as follows:
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• When you rebill expenses, do you remove the tax amount of the location where the
expense was incurred and apply a standard tax rate, an option on the expense billing rule?
• Do you apply taxes in addition to the taxes captured for the receipt?
• Do you pass taxes directly through to the client?
Work Schedules
Work Schedules define the work week within your company. You may create multiple calendars
to define different work weeks. For example, you might define part-time schedules or work
week hour variations might need to be addressed in different regions of your company.
Within the schedule you can also enter schedule exceptions, which are typically public holidays
recognized by your company as non-working days. For each holiday or holiday period, enter
the name of the holiday and the start-end date of the holiday. Enter 0 hours for the work day
definition. This removes the dates from a employees calendar as being available hours for work.
To create or edit Work schedules:
1.
Go to Administration > Global Settings > Work schedules.
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2.
Select New Work schedule from the Create Button.
3.
Enter Company work schedule name. Select the check box if this is the default company
work schedule.
4.
Select the work days as well as the work hours per day.
5.
Enter exceptions for holidays. These apply to all employee schedules associated with the
company work schedule.
6.
Click Save.
The defined schedules can be associated with individual employees by setting the employee's
Schedule link to the desired company schedule. Only one schedule may be associated with
an employee. If you have selected timesheet options to display schedule exceptions on the
timesheet, then the company holidays entered on the work schedule are displayed on the
employee's timesheet based on the schedule associated with the employee's account.
There are various configurations available on work schedules that allow for options such as
a flexible-time schedule. Contact NetSuite OpenAir Support or your Professional Services
Consultant to discuss these options.
Frequently Asked Questions (FAQs)
How do I input my company holidays into the work schedule?
Company holidays and other days where all employees will not be working are entered under
the Exceptions to Account workschedule work schedule section of the Work Schedule form.
Remember, you can have multiple work schedules based on different countries, regions, states,
etc. For each work schedule, enter the Description, which is the holiday name, Start date, End
date, Hours to work per day (enter 0 if full day off, or other value depending on the situation),
and select a Reason (time type) if these exist in your environment.
Note: Always add the next year's holidays after the current year's entries. This will keep all
calendars consistent with the appropriate exception data.
Employees
Links are provided to forms for the following settings and configurations. They are located in
Administration > Global Settings under Employees. The following lists them in the order in
which they display on the Global Settings window. We provide an overview for some of the
more complex areas of the system.
• Filter Sets Overview
• Guest Roles
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• Guests
• Roles Overview
• Employee Locations
• Employees Overview
Filter Sets Overview
Filter sets function to provide access privileges to employees based on their role in the
organization. Filter sets can limit access to the following items: Clients, Projects, Services,
Employees, Expense Items, Charge stages, and Project stages. Filter sets are a powerful tool to
allow employees to see the same entities, but customize the data that is accessible. They limit
what data an employee can see within the system.
To create Filter sets:
1.
Go to Administration > Global Settings > Filter sets.
2.
Select New Filter set from the Create Button.
3.
Enter the Filter set name, Notes and check the Make this the default filter set for new and
imported employees (if applicable).
4.
Click Save.
5.
After the Filter Set has been created and saved, additional options display. The following
three links are available and are described in the sections that follow:
• General — the Name and Notes about the filter set
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• Employee filter set — identifies who has this filter set assigned to them in the Filter
Set link of the employee record
• Access Control— identifies what types of data employees with this filter set can view
Filter Set Access Control
Access Control defines the level of access that is granted to the assigned employees. Access
Control can be set for the following items: Clients, Projects, Project stages, Services, Employees,
Expense Items, Charge stages, and Booking types. The filter sets provide the access relationship
of those items to a specific employee via discrete selections or with a meta value relationship
description. For example, employees may have access to Project XYZ or to all projects they
directly own.
To view and/or modify the Access Control for a filter set:
1.
Go to Administration > Global Settings > Filter sets. Click on a filter set Name and select
the Access Control link.
2.
To modify Access Control, select which Access control type you would like to modify for
this filter set.
3.
Include or exclude items by adding or removing the items from the Available or Selected
areas, respectively.
4.
Click Save.
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Employee Filter Set
After the filter set has been created, you can choose which employees will have this filter set
available to be added to their employee record. It is added to the Filter sets link within the
employee record. Employees with an asterisk (*) after their name cannot be removed from
the assignment as this is the only filter set in their account, which is the primary filter set.
Employees must have at least 1 filter set assigned to their employee record. Employees with
more than 1 filter set are allowed to switch filter sets to view different types of data. See Change
Filter set.
Client/Project/Project Stages
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Filter sets can limit the view of clients, projects and project stages. For example, you could set a
project manager filter set to be able to access only owned projects, booked projects, or assigned
projects as well as only projects in a certain project stage.
Expense Items/Booking Types/Charge Stages
Filter Sets can limit the view of Expense Items, Booking Types and Charge Stages. For example,
you could prevent an employee from accessing the Miscellaneous Expenses item or the Overage
charge stage by modifying the filter sets.
Employees/Services/Time Types
Filter sets can limit the view of employees, services, and time types. For example, you could
set an employee filter set to be able to access only their own timesheets or choose only internal
time types on their timesheet.
Primary Filter Sets Application Overrides Switching Filter Sets
If an employee is assigned to more than one Filter set, the employee can select which one is
currently active by using either of the following paths depending on their Employee setup
configuration.
To select a Filter set as active:
1.
Go to Dashboard > Change Filter set. Choose the filter set to change designate as active.
See Change Filter set.
2.
Or, go to Employees and select a Employee ID. On the Employee Demographic form,
scroll down the Primary filter set field and select the desired value. See Demographic.
Note: This is only available if a Employee is assigned to more than one filter set. Please
also note that an employee must be assigned to at least one filter set at all times or
you are not able to save the Employee Demographic form.
To assign multiple filter sets at the Employee level:
•
Go to Employees and select a Employee ID. On the Employee demographic form, scroll
down the Filter set module overrides. Use the create or edit link to add or remove filter
sets for the employee record.
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Note: If you are using the Filter set module overrides, changing the primary filter set does
not impact the application overrides, unless the override setting is Active filter set.
Frequently Asked Questions (FAQs)
Why would an employee have more than one filter set assigned to
them?
There may be instances where an employee is actually playing two or more role in the company.
For example, a manager may be primarily responsible for the Eastern Region. But due to a
vacancy in the company, they may also need to take over the responsibility for the Central
Region. Using filter sets would allow the manager to view each of the regions individually.
Remember that filter sets are what data the employee has access to in the system.
Can I delete a filter set?
You cannot delete a filter set if there are employees assigned to it. To delete a filter set, you must
remove all assigned employees first. You can run a detail report for the filter set which can show
what employees are assigned to it. Once no employees are assigned to the filter set, you can
delete it.
Note:
When considering the Access Control in filter sets, we recommend that you think about
leveraging the meta value relationships as much as possible. The values provided in employee
and project access are the discrete lists of all the employees and projects in your system. This
can be cumbersome to manage. Therefore, meta value relationships are recommended.
For example, typical employee access is that managers need to see their direct reports. If you
assign the meta value Access to Managed Employees, it automatically allows the employee to
see all direct reports who have that employee as their manager in the system.
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Guest Roles
Guests are clients who are able to log in to NetSuite OpenAir and view the application data
that is associated with them. Guest settings include the following: Guest can view Project Gantt
charts, Guest can view Project outlines, Guest can view task details in Gantt/outline views,
Guest can view Invoices, Guest can view Workspaces, and Guest can customize lists.
To create a Guest Role:
1.
Go to Administration > Global Settings > Guest roles.
2.
Select New Guest role from Create Button.
3.
Enter the Role name. Select the options you would like enabled for the guest roll.
4.
Enter any Notes, if desired.
5.
Click Save.
Guests
See the Employee Demographic form for instructions on filling out the Guests > New employee
form. When you click on the Guests link, the New employee form displays. Many of the fields
and settings are the same.
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Roles Overview
Roles within NetSuite OpenAir define what an employee can do in the system. The role setup
designates what rights and privileges are available to employees with the specific role. This
includes what applications the employee can access as well as whether they can view, modify, or
create various records within NetSuite OpenAir. For example, a Project Manager role may be
created that allows project managers to modify projects, but does not allow them to change the
project stage.
The New role form has numerous settings which cover general and application-based entities
and items. There are separate sections for General Settings, My Account, Workspaces,
Opportunities, Resources, Projects, Timesheets, Expenses, Purchases, Invoices, Integration,
Proxy restrictions, and Guest Settings. Each of these sections is described as follows.
The use of Roles and Filter Sets allow you to control an employee's security in the system.
Roles are also the primary means of field isolation in form permissions. See Form Permissions
Overview.
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Roles - Typical Roles/Form Permissions
There are predefined Roles within the application: Administrator and Employee.
• Administrator role — cannot be modified. The Administrator's primary system usage
is maintaining system configurations, adjusting for company needs, data audits, report
creation, release management, process enforcement, and general administration.
• Employee role — can be modified as needed. The Employee role typically has very few
rights and privileges.
Here are some other typical roles that you may create:
Employee (default) — Primary system usage is time and expense entry. There is no edit or
create capability on any other object within the system.
Project manager — Primary system usage is budget and schedule management of projects.
This may include project creation, financial review (no create-edit access to financial data), and
resource management permissions (submit booking requests, create bookings, etc.).
Finance — Primary system usage is invoicing and billing-revenue financial management of
projects. It also may include project setup and client setup.
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Human Resources — Primary system usage is employee maintenance as well as vacation and
sick time (HR benefits) reporting. Typically, employees with this role can also create and edit
employees as well as view all timesheets and expense reports in the system.
Project Administrator — Primary system usage is project setup, including billing and
recognition rules, and client creation. This role does not usually have invoicing capability or the
ability to create or edit financial information regarding billing and revenue.
Resource Manager — Primary system usage is for resource bookings and the management
of resource schedules. This may also include project and task assignments within the Projects
application.
Super Employee — Primary system usage is managing localized system configuration items
such as invoice layouts, employee maintenance, and company calendars. This role has limited
impact to global system configuration changes, although shares some System Administration
responsibilities.
To create Roles:
1.
Go to Administration > Global Settings > Roles.
2.
Select New Role from Create Button.
3.
Enter the Role name.
4.
Select the check box if this new role will be the default role for new and imported
employees.
5.
Select the applicable settings on the role form. The role form contains sections covering
the options for the functional areas and applications within NetSuite OpenAir. Refer to the
following sections for an explanation of each role setting.
Roles - General Settings
The General Settings section allows you to specify general role permissions. For example:
View Clients, View and modify Clients, and View and Modify Clients (except name). In this
example, by selecting View and Modify Clients, View Clients is included and does NOT need
to be checked. You can select the check boxes to turn options on or off based on the role
requirements.
Most of the following options include either simply View or View and modify: Clients, Client
locations, Prospects, Contacts, Projects, Employees, Generic employees, Departments, Attribute
sets, Roles, Services, Service 1 lines, Payroll types, Expense items, Vehicles, Approval processes,
Vendors, Employee costs, Loaded costs, Generic employee costs, Employee job codes, Generic
resource job codes, Filter sets, Custom time ranges, Account-wide reports, Employee login
detail report, Auto-billing rules, Hierarchies, Tax locations, Job codes, Rate cards, Cost centers,
External IDs, Snap shots, Calendars for others, Audit trails, Internal IDs, Dashboard graphs,
Email templates, Calculated fields, Built in summary fields, Tag groups, Target utilization,
Download lists, Download reports.
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Also within the General Settings section are the following role options:
• View and modify existing employees — allows employees with this role to view and
update existing employees in the system. This is useful for roles that may need to modify
employees but who should not have the ability to create new employees.
• See billing rates and budget amounts — This is useful for project managers or others so
that they are aware of project financial information.
• Customize forms and/or Customize lists — Customize forms option allows employees to
modify certain forms within the application such as Receipts or the Timesheet. You, as the
system administrator, are generally the employee who customizes forms, although some
companies also use a super employee account. Customize lists allows employees to change
the order and selection of fields in the list view (e.g., Projects or Employees).
• Restrict data viewed on reports — Share saved reports with other employees, Specify
report usage designations, and Specify report filter sets.
• Download lists and reports into Microsoft Excel or PDF files — Download lists and
Download reports.
• Employee Unlock — Allow employees to unlock the account of other employees who
have failed the security requirements set for your NetSuite OpenAir environment. Many
companies restrict this option to you, the system administrator, and to a backup employee
for times when you are unavailable.
Roles - My Account
Options in the My Account section relate to Administration > Global Settings. You can
select the check boxes to turn options on or off based on the role requirements. However, we
recommend that most of these options be limited to System Administrators.
The View and Modify options include: Dashboard, Company demographics, Company
schedules, Company logos, Company settings, Terminology, Custom fields, Currency rates,
Base currencies, My charges, Automated back-up service, Company status on dashboard, and
Employee status on dashboard.
Also within the My Account section are the following role options:
• Exchange information — Import Clients from outside sources as well as Export data to
other applications including Microsoft Excel.
• Use of the following wizards — Bulk employee change wizard, Expense report
attachment wizard, American Express receipt import wizard, and Bulk task change wizard.
The wizards allow you to make bulk changes to certain aspects of related records. For
example, if you were going to change the department across a large set of employees, you
would use the Bulk employee change wizard.
• Administration — Perform company maintenance functions and Create own proxies.
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Roles - Expenses
Options in the Expenses section relate to the Expenses application. You can select the check
boxes to turn options on or off based on the role requirements. Most of the following options
include either simply View or View and modify: Expense report alerts, Payment types, Expense
reports, expense report layout, expense grid, reports, authorizations, and expense report
reimbursements.
Also within the Expenses section are the following role options:
• Create charges from approved expense reports — This option allows charges to be
created once an expense report has been approved. You must have enabled the following
internal switch: Automatically bill expense items assigned to a client when an Expense
report is approved. To enable this internal switch, Create a Support Case.
• Book approved authorizations — This option allows employees to book (i.e., create a
financial transaction) for the item when the authorization is approved in the system.
Roles - Timesheets
Options in the Timesheets section relate to the Timesheet application. You can select the check
boxes to turn options on or off based on the role requirements. Most of the following options
include either simply View or View and modify: Time types, Timesheet alerts, Ceridian payroll
integration, Approved timesheets, Archived timesheets, Time off requests, Timebills from
approved timesheets, Timesheet layout and rules, Reports, Adjust approved timesheets, Leave
accrual transactions, Accrual rules, Run leave accrual, and View the time entry tab.
Also within the Timesheets section are the following role options:
• Create charges from approved timesheets — This option allows charges to be created
once a timesheet has been approved. You must have enabled the following internal switch:
Automatically bill time assigned to a client when a timesheet is approved. To enable this
internal switch, Create a Support Case.
Note: Most clients use Billing Rules to generate charges. If you use Billing Rules, this
role permission is not applicable.
• Run leave accrual — This option allows employees to run the leave accrual and update
leave balances. We recommend that you limit this option to System Administrators and
run leave accrual at a specified day and time.
Roles - Projects
Options in the Projects section relate to the Projects application. You can select the check
boxes to turn options on or off based on the role requirements. Most of the following options
include either simply View or View and modify: Dashboards, Project locations, Tasks and
Phases, Task types, Gantt chart layout, Reports, Project analysis, Project overview, Recognition
rules, Transfers, Task cost and Billing projections, Project stages, Assignment groups, Project
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pricing, Baselines, Booking grid, Project alerts, Action items, Action item statuses, Action item
severities, Action item sources, Action item stages, Budgets, and Unlock projects (locked by
NetSuite OpenAir project connector).
Also within the Projects section are the following role options:
• Hide the profitability section in the project overview.
• Create and modify project billing rules and Run project billing. We recommend you limit
these options to roles of employees who control the financial aspects of projects.
• Change the project stage of a project. This option can be useful when the employee who
manages a project is not the one to change the stage of the project.
• Enable the advanced booking worksheet functionality.
Roles - Workspaces
The options in the Workspace section relate to the Workspace application. You can select
the check boxes to turn options on or off based on the role requirements. The options
include: create, view, and modify workspaces, view account storage usage, view and modify
document categories; copy, move and download documents; view reports; and view and modify
workspace alerts.
Roles -Invoices
Options in the Invoices section relate to the Invoices application. You can select the check boxes
to turn options on or off based on the role requirements. Most of the following options include
either simply View or View and modify: Charges, Invoices, Invoice payments, Invoice layouts,
Reports, Charge stages, Agreements, and Client POs, and Change the client PO of a charge.
Also within the Invoices section are the following role options:
• Change the charge stage of a charge — This option allows employees to change the
charge stage of a previously created charge (timebill). We recommend this option be
restricted to those personnel with billing responsibilities.
• Change the agreement of a charge and Change the client PO of a charge — This option
allows employees to adjust the agreement or client PO on a charge in the system. We
recommend this option be restricted to those personnel with billing responsibilities.
Roles - Resources
Options in the Resources section relate to the Resources application. You can select the check
boxes to turn options on or off based on the role requirements. Most of the following options
include either simply View or View and modify: Skills, Booking types, Industries, Job roles,
Locations, Education, Custom profiles (1-35), Profiles, Bookings, Booking grid, Booking
requests, Deal booking requests, Client engagement history, Reports, Resource options,
Optional resource detail in Custom search and quick search, and Resource alerts.
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Also within the Resources section are the following role options:
• Enable profile worksheet — This option allows employees to modify a profile. When
enabled, a Worksheet link displays in the Resources application for any resource that the
employee has access to through their Filter Sets.
• Create bookings and Customize the form used to create multiple bookings — These
options allow employees to schedule a resource on a project. We recommend that you
restrict this option to those in a resource or project management function within your
company to avoid resource scheduling conflicts. NetSuite OpenAir allows you to book
multiple resources at the same time as well as to customize this form to meet your needs.
• Create booking requests and Create deal booking requests — These options allow
employees to request resource bookings for projects or on deals in the Opportunities
application is available.
• Customize the Custom Search form — This option allows employees to customize the
Custom Search form to include or exclude skills, education, custom profiles in the custom
search. See Search - Resources Application and Custom Search.
Roles -Purchases
Options in the Purchases section relate to the Purchases application. You can select the check
boxes to turn options on or off based on the role requirements. Most of the following options
include either simply View or View and modify: Manufacturers, Purchasers, Carriers, Accounts
payable locations, Receiving locations, Products, Shipping terms, Payment terms, Purchase
requests, POs, Quick PO items, Fulfillments, PO layout, Reports, Reduce purchase item
quantity payable, and F.O.B. locations.
Also within the Purchases section are the following role options:
• Create POs — This option allows employees to create purchase orders directly without
having to submit a purchase order request.
• Create and modify non-PO purchase items — This option allows employee to create
or modify purchase items that have not been previously identified as Products within
NetSuite OpenAir on purchase orders.
• Create fulfillments — This option allows employees to record fulfillments against
purchase orders within NetSuite OpenAir.
• Can reduce purchase item quantity payable — This option allows employees to adjust
the quantity to be paid on a PO within the system.
Roles - Opportunities
Options in the Opportunities section relate to the Opportunities application. You can select the
check boxes to turn options on or off based on the role requirements. Most of the following
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options include either simply View or View and modify: Create, view, and modify Deals;
Estimates; Proposals; To Dos; Events; Territories; Employee locations; Business types; Client
sources; Client sizes; Templates; Proposal layout; Reports; and Deal stages.
Also within the Opportunities section are the following role options:
• Assignments — Assign to dos to all employees, Assign events to all employees, and Assign
deals to all employees
• Create charges from accepted proposals — This option allows employees to convert
charges to time entries when a client or prospect has accepted the proposal. If this is a
Prospect, the prospect must be converted to a client in order for the charges to be billable.
• Change the deal stage of a deal
Roles - Proxy Restrictions
Options in the Proxy Restrictions relate to proxy permissions. You can select the check boxes to
turn options on or off based on the role requirements. Proxy permissions allow an employee to
proxy or, in other words, log-in as another employee and perform actions within the system as
that employee. The system can distinguish between a direct login and a login done via proxy. In
addition the system can distinguish the actions performed directly within a given account and
one done by a proxy.
Proxy restrictions under the Roles settings restrict what a proxied-in employee can do.
Examples of proxy restrictions include: A proxy employee cannot approve timesheets, A proxy
employee cannot approve their own timesheets, A proxy employee cannot approve booking
requests, or A proxy employee cannot approve invoices.
Roles - Integration
Options in the Integration section relate to QuickBooks, which is used in the NetSuite OpenAir
Integration Manager. Select this check box when the following is desired: Elevate to full admin
privileges for QuickBooks integration.
Note:
There are a variety of integrations with NetSuite OpenAir. Employees can download some of
them from your NetSuite OpenAir account under Add-on services. As a System Administrator,
you provide an employee with Exchange Access. See Access Control.
Other integrations are enabled through an internal switch. You may need to discuss integration
availability with your Sales Representative or Professional Services Consultant. As a System
Administrator, once an integration is enabled, you generally provide employees access to it. You
may want to speak with your Professional Services Consultant to understand other integration
options and how to implement them in your company's account. See Account.
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Employee Locations
Employee locations allow you to store location attributes at the employee entity level. These
attributes can then be reported on. Sample employee locations could be by state, by city, by
country, or any customized list of values.
To create Employee locations:
1.
Go to Administration > Global Settings > Employee locations.
2.
Select New Employee location from the Create Button.
3.
Enter the name of the employee location along with any Notes, if desired.
4.
Select the check box for Active employee location.
5.
Click Save.
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Employees Overview
Employees are individuals that have access to the NetSuite OpenAir application. They can
be your company's employees, subcontractors, or guests. For example, a client might be an
employee that has limited access to their own invoices or workspaces. See Guests.
The New Employee form contains a number of sections including employee demographic
information and individual settings. Some key forms are discussed in separate content sections
that follow. Once you complete the New employee form and save it, you will have access to
additional forms which contain other employee information and settings.
To create an Employee:
1.
Go to Administration > Global Settings > Employees.
2.
Select New Employee from the Create Button.
Employees are defined with five basic levels of permission:
• Role
• Filter Sets
• Application Access
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• Form Permissions, that are tied to Roles
• Permissions for Approval and Export
With these five levels, each employee in your NetSuite OpenAir environment may have a
unique experience. As the System Administrator, you must be able to interpret action items and
questions in terms of the employee's setup configuration. Review the following summaries for a
definition of the five basic permission levels.
• Roles — define feature permissions (Ask yourself : What does this person need to do in
the system to complete their job?) Roles should be setup for general system usage that are
reusable for a number of employees.
• Filter Sets — define what data the employee has permission to view and/or update. Items
such as projects and employees are identified within the filter sets, which give employees
specific data access. Roles and Filter Sets may overlay to provide a feature/data matrix of
capabilities for the employee.
• Form Permissions — provide specific field access on certain forms, as defined by the
Administrator. The Role/Filter set matrix can be then further limited by the individual
form permissions that are setup per each role. Form permissions may be set on almost
every form within NetSuite OpenAir and can only be configured by NetSuite OpenAir
Administrators. See the Tips area below a form for a Modify the form permissions link
to see if permissions may be controlled via form permissions. See Form Permissions
Overview.
• Application Access — provide the ability to access certain applications of NetSuite
OpenAir functionality. This allows more generic roles to be setup and then control access
to entire applications of functionality via the application access. An example of this is
when employee is granted the ability to create invoices in their Role, but they are restricted
from the Invoices application. This essentially deactivates any permissions the employee
has via the role since the Invoices application is not available to them.
• Permissions for approval and export — provide the ability to un-approve as well as
un-export items within NetSuite OpenAir such as timesheets, expense reports, invoices,
booking requests, project recognition transactions, and proposals. Any item set up that
follows the approval process functionality displays in the Employee Demographic form
with an optional check box to grant un-approve as well as un-export permission to an
employee for the item. Permission is controlled at an employee level on the Employee
Demographic form and is NOT granted via roles. These features are centered around
approval and data export capabilities. These settings are very sensitive and many times are
set for integration considerations.
The five levels of setup may be overwhelming. So, start simply with a small set of roles and
one or two basic filter sets. Then, expand as you define employee scenarios that require more
permissions or expanded/restricted data access.
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Note:
You can create roles from existing roles, which makes adding new, similar roles easy. If new
Roles are set up with only a slight change from a current role, we recommend that you use a
naming convention such as 'XXX Deviation (what is different)' to ease in administration. Small
changes between roles give you, the System Administrator, a quick reference to the general
permissions of the employee by the name of the role.
For example, a Employee role and a Employee Deviation (view all Timesheets/Expenses) role
have only a slight difference. The basic role displays only the employee's own timesheet and the
deviation allows the viewing of all timesheets for employees to which the employee has access
to see via the filter set.
Another example would be to limit an employee to only be able to access Active and Internal
projects by using form permissions to restrict access to other project stages.
Demographic
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This form holds much information about employees. After a new employee is set up and you
return to this form, it is titled Edit employee demographic information.
When setting up an employee, the first item that is presented after selecting the create option
is the Demographic form. A number of fields exist on this form with only a few being required
(by default) in NetSuite OpenAir.
Note: Form permissions are available on this form, so any field may be made to be
required, read-only, or hidden if desired. See Form Permissions Overview.
The first part of the demographic form requests general information about the employee per
your organization:
• Employee ID — Must be unique and is used by the employee to log into NetSuite
OpenAir. Many clients use the first part of the company email address as the login userid.
• Role — Provides permissions within the system (the Role must be defined prior to setting
on employee record).
• Active employee — This checkbox controls the activation of the employee account. If the
box is unchecked, the employee does not appear in the drop-down lists populated with
employee names and is unable to log in to NetSuite OpenAir.
• Name elements — First and Last name are required. Middle and title are optional. The
first and last name entered are displayed in all employee drop-down lists in ‘last name, first
name' order.
• Address information — Optional. Address information entered may be displayed on
expense reports.
• Email address — Required since NetSuite OpenAir communicates to end-employees via
email with alerts, reminders, and informational messages.
• Password — Required. When setting up a new employee, it is recommended to leave the
hint area blank.
Note: The employee can be set to change the password upon initial login. This is
helpful during the set up of new employees.
• Manager — The manager must be entered into NetSuite OpenAir to be available in the
drop‑down list. The manager is frequently involved in item approvals such as timesheets
and expense reports.
Note: The manager must be defined as an active employee in NetSuite OpenAir in
order to set this field. The drop-down is populated based on active employees
defined in the system.
• Cost center — Must be defined prior to setting on the employee record. See Cost Centers.
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• Job code — Must be defined prior to setting on the employee record. See Job Codes.
• Department — Must be set up prior to setting on the employee record. See Departments.
Employees Demographics - Approver
A series of Approvals display for the approval process, depending on which items have been
activated in the system. See Approval Options. Approvals may be set to dynamic values, specific
individuals, or a defined approval process.
• Dynamic values include [Self approver], [Manager], [Manager's manager], [Account
owner], and [Project owner]. Each dynamic value is substituted with the employee's actual
value when the approval process is executed.
Note: Account owner and Project owner may not resolve themselves to a specific
named resource and may cause auto-approvals, which are not desired. These
two settings are more appropriate for Project approval setups. The way the
system works, if project level approvals are enabled for the account, the
system always checks the project level for approval, AND then references the
employee record setting of approval.
• The second type of approval setting is a named resource. Select the resource from the
drop-down list, which contains all active employees within NetSuite OpenAir.
Note: This may involve more administration to keep the relevant approvers current.
If a named employee is desired, an approval process containing the single
employee is recommended for a single location in case the named employee
changes positions within the company or leaves the company.
• The last type of approval setting is an Approval process. The approval process object
allows the definition of one or more employees. It also controls the routing of an item's
approval for concurrent review/approval, auto-approval based on a defined limits.
Approval processes allow for easy maintenance of approval routing changes by capturing
the routing in one place that is referenced among many employees and projects. When a
change is made, the next execution of the process will follow the new routing definition.
Approval Processes must exist prior to being selected on the employee record. See
Approval Options and the approval processes associated with the Timesheets, Expenses,
Invoices, Purchases, and Resources applications.
Note: The Save as the default approvers check box sets the approvers defined in this
employee record as the default for each new employee record created in the
system. We recommend that System Administrators are the only role granted this
authority. Avoid having defaults reset by other roles.
Employee Demographics - Custom Fields
You may create any number and type of custom fields to appear on the Employee Demographic
form. The entry of this information is dictated based upon your company's configuration and
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may also be controlled through the form permissions of the Employee Demographic form. See
Custom Fields.
Employee Demographics - Filters Hierarchy
There are two places on the Employee Demographic form that reference Filter Sets: Primary
filter sets, with optional application overrides if you have this feature activated, and the Filter
set field at the bottom of the form.
Note: The difference between the settings is that one is used for granting a data view
to the employee and the other is used to group the employee into the correct
data view. These values may be the same or different depending on your filter set
structure.
Primary Filter Set — defines what the employee can see in the system. There is an optional
application overrides feature, activated by NetSuite OpenAir Support upon request, that allows
you to restrict data views based on which application the employee is in. The optional override
is useful for controlling items such as projects available for timesheet entry and resource
booking reviews, while allowing a general view in other applications.
Filter set — The Filter set value normally found at the bottom of the form is what you use to
put an employee into a data view. Depending on your system configuration, the filter set may
need to be a required field to ensure correct placement of employees into data views. The Filter
set and the Primary Filter Set values may not match as the employee may be allowed to see a
restricted data view but need to be defined to a larger data view.
Examples of Primary vs. Filter set settings are:
• Data views are set up geographically for regional data views. The employee's Primary
Filter Set is restricted to a Self view while the Filter set setting is the region with which the
employee is associated such as USA. This same example applies to department viewing if
you desire a unique department view, functional organization viewing, and so forth.
• One or more employee Hierarchies may also be defined to organize the employees for
reporting purposes. The Hierarchies must exist prior to being selected on the employee
record. The hierarchy's primary purpose is to allow roll-up reporting according to a
specific structure. See Hierarchy.
• There is also the ability to limit Project level access to employee. If you have created
Project hierarchies in your account and have the project level access feature activated, you
are able to limit an employee's view by setting a project level access based on the defined
project hierarchy. By selecting the project hierarchy and the specific node within that
hierarchy, the employee's filter set has the ability to include projects in their data view
within those defined hierarchy nodes. Contact NetSuite OpenAir Support if you would
like to have the project level access by hierarchy feature activated.
Once you create an employee record, you can add attachments to the employee record,
provided the attachments functionality has been enabled in your account. Attachments
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can include a wide variety of documents such as the following: employment forms, client
recommendations, and emails.
To add or edit attachments:
1.
Select the Browse button to add a new attachment.
2.
Click on the Manage current attachment link to download, replace, or delete an existing
attachment.
Frequently Asked Questions (FAQs)
What are the differences between an employee's Primary filter set
and the Filter set (shown at the bottom of the form) in the Employee
Demographic form?
The Primary filter set is the data view access this employee has in the system. Adding the
employee to a Filter Set at the bottom of the employee form adds them to the view of other
employees with that Filter Set as their Primary, and causes the employee name to display in the
Access > Employee Access section of that Filter Set.
Access Control
This link displays within the employee record once the Employee Demographic form has been
saved. There are two main access control setting: Application access and Exchange access. Each
is described as follows.
Application access — controls which applications are available to the employee from the menu
options. A standard set of applications may be applied by clicking the following: Default set
of applications for new employees. Typical application access generally includes Dashboard
and Timesheets. This is to help minimize confusion for the end employee, i.e., if employees
never need to worry about invoicing, the Invoices application is removed from their application
access and they do not see it in their account. The granting of application access does not
automatically grant feature permission, which is controlled by the employee's Role in the
system.
Exchange access — allows the definition of Add-on services the employee is allowed to
download.
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Note: The removal of exchange application access does not eliminate the ability to
download the application. The removed applications display above the download
link for the specific application that indicates: Not approved for download.
Schedule
The Schedule link displays within the employee record once the Employee Demographic
form has been saved. The employee inherits the default calendar as set up in Work Schedules.
Change the setting to the appropriate calendar for the employee and enter any exceptions to
employee work schedule.
For new employees to the company, we recommend that you enter a schedule exception
for a system start date to the day before work begins to ensure utilization reporting is
accurately recorded This way, the employee does not factor into the utilization reports with
a 0% utilization before the start date, which lowers the overall utilization for the company
unnecessarily. When the employee leaves the company, we also recommend that you enter a
schedule exception for the day after departure to a future date approximately five years into the
future to ensure correct utilization reporting.
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Frequently Asked Questions (FAQs)
What is the difference between an employee's schedule and the
company Work Schedule, set up under Global Settings > Work
schedules?
The company Work Schedule is the baseline work schedule for the specific regions/areas within
your company. The default work schedule displays in each employee's demographic until it is
changed. A employee's schedule, on the other hand, is unique to that particular employee. You
can accommodate a variety of situations with this feature. For example, you may have employee
(a part-time employee) that works from 9:00 a.m. - 1:00 p.m. each day or an employee that
works 4 days per week (Monday - Thursday) for 10 hours per day.
Cost
The Cost link displays within the employee record once the Employee Demographic form
is saved. Employee cost is recommended to be a fully loaded cost, ideally normalized for job
code bands and thus obscuring specific salary information. Cost information may be restricted
by role and by removing the view form permissions on the role assigned to the employee.
There is a “current” cost value and additional rows so that historical costs may be captured
for individual employees and is automatically utilized in reporting. Historical costs may be
tracked in multiple currencies. This is helpful if resources moved between geographies and
were subsequently paid out in different currencies.
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You are also able to store three levels of costs within the system: primary, secondary, and
tertiary. These costs can be used in detail and summary reporting. You must enable the three
levels of costs for your account by contacting NetSuite OpenAir Support. Request that the
following internal switches be enabled: Show cost tab and/or form if employee can view any of
the loaded cost levels and Available loaded costs (Support - Check with Sales before enabling).
You can control access to view each individual level of cost by the role settings.
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Proxy
The Proxy link displays within the employee record once the Employee Demographic form has
been saved. Proxy settings allow an employee to login in as another employee into NetSuite
OpenAir with a single click and no knowledge of the other employee's password. When
proxying in as an employee, the role defined in the proxy setup grants permissions to the
proxying individual within NetSuite OpenAir. Due to this, it is highly recommended that the
ability to proxy is controlled by a System Administrator or other named resource and that an
expiration date is set. This ensures employee proxying is granted only as required. Proxy is very
helpful for allowing others to approve items such as timesheets on behalf of employees when
they are out of the office or do not have access to NetSuite OpenAir.
To create a Proxy under an employee's (the person doing the proxying) account
1.
Go to Employees and select a Employee ID. Click the Proxy link. Select the Proxied
employee account from the drop-down list and then the Employee role. This should be the
role assigned to the proxied employee on their Demographic form.
2.
To set an Expiration date for the proxy, go to Global Settings > Proxy Expirations and set
the default proxy expiration. This ensures the proxy expires automatically on the specified
date. See Proxy Expirations.
3.
To proxy in to another employee's NetSuite OpenAir account, select Log in as from the
User Center menu. Choose the employee link for the person you wish to proxy in for.
Once selected, a new NetSuite OpenAir session begins for the chosen employee's account.
See Log in as....
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Filter Sets
This link displays within the employee record once the Employee Demographic form is
saved. Filter sets control the data an employee sees in the system. There are variety of data
viewing controls within a filter set, usually by entity, including Clients, Projects, Project stages,
Employees, Services, Time Types, and Expense items.
A employee may have more than one filter set available for their use. However, only one
filter set can be active at any given time. The default filter set is entered on the employee's
Demographic form as the Primary filter set. Other filter sets may be made available to the
employee via the Filter sets link.
To view or modify the Filter Sets available to an employee:
•
Go to Employees and select a Employee ID. Click the Filter sets link.
To change a primary filter set on the Employee's Demographic form, you need to access the
Filter Set link of the Employee's account. From there, you can add additional filter sets or
replace the value that is currently set as the primary filter set on the Demographic form.
If more than one filter set is granted to a Employee, the primary filter set is the default data
view upon employee login. Employees may then change their data view or filter set by accessing
Dashboard > Change Filter set tab. Available filter sets for the employee to select are those that
have been provided within the Filter Set link of the employee record. See Change Filter set.
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Note: Individual filter set overrides by application may also be defined on the Employee
Demographic form. In this case, a change to the primary filter set does not impact
the application overrides unless the override setting is [Active filter set].
Leave Accrual
Leave accrual rules establish the framework for employees to accrue and draw down time.
Select the leave accrual rules that apply to the employee.
To add or remove Leave accrual rules:
1.
Go to Employees and select a Employee ID. Click Leave accrual.
2.
Select the Leave accrual rule from the drop-down list.
3.
Enter leave accrual rule information such as Start Date and End Date.
4.
Select the leave accrual rule number to Transfer Balance To that applies to this rule.
Note: You can transfer leave balances from one rule to another rule. This is useful if an
employee has multiple leave accrual rules and some have end dates applied.
When setting up leave accrual transfers, make sure to consider the timing of
leave accrual in the rules.
5.
Click Save.
There is an advanced report that displays leave time accrued at a glance, draw down and
available leave balances by employee and by period, along with other details like department,
manager and employee cost center. To run this report, go to:
Reports > Advanced > Timesheets > Leave accrual summary.
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Employee Entity Tag
The Employee entity tag link displays within the employee record once the Employee
Demographic form is saved and the employee tag feature is enabled.
Tag groups are defined with specific attribute values. Once tag groups have been established in
the system, the Employee entity tag may be modified for each employee. See Tag Groups.
The Employee entity tag provides a custom field with historical data tracking ability. The
viewing of tag groups and attributes can be controlled via role permissions. This allows the
tracking of sensitive information, such as HR data, and can restrict data access within the
system by the employee's role. Once you have applied a Tag group entity tag to an employee,
you can customize the Employees list view to display the tag group value.
To enable the Employee entity tag feature:
1.
Go to Administration > Global Settings > Optional features.
2.
Select the check box to Enable employee tag feature.
3.
Click Save.
Frequently Asked Questions (FAQs)
How would I use the Employee Entity Tag?
The Employee entity tag feature within NetSuite OpenAir allows you to specify particular
attributes to an employee. Although different from the standard fields on the demographic,
these attributes can also be reported on within the system. In order to use the Employee entity
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tag, you must have created Tag groups and the Attributes within them. See Tag Groups for
instructions on how to create Tag Groups. Tag group values can be added to the Employees list
view.
Target Utilization
The Target utilization link displays within the employee record once the Employee
Demographic form is saved and the Target utilization feature is enabled. Target utilization is
defined as the utilization expected from an employee for capacity planning purposes. Once a
target utilization has been set, various values become available for reporting including Target
utilization, Base target hours, and others. Target utilization will be available in both utilization
reporting as well as capacity reporting. Historical utilization reports may also be created.
To enable the Target Utilization feature:
1.
Go to Administration > Global Settings > Optional features.
2.
Select the check box to Enable target utilization feature.
3.
Click Save.
Jobs, Rates
Links are provided to forms for the following settings and configurations. They are located in
Administration > Global Settings under Jobs, Rates. The following lists them in the order in
which they display on the Global Settings window.
• Billing Rates
• Cost Centers
• Job Codes
• Rate Cards
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Billing Rates
NetSuite OpenAir allows you to select how the system determines hourly Billing Rates.
The options are: Service, Service / Client, Employee, Employee / Project, Client / Project,
and Project billing rules. This is a global setting that controls all billing rates in the system.
Therefore, you cannot choose Service for one client and Project billing rules for another.
Important: We strongly recommend that you use Project billing rules. Changing to
another method from Billing Rules hides Billing Rules in your system and may
create confusion among your employees who do billing.
Note: Your company may use the term Service or Activity. Depending on your company's
terminology preferences, one or the other displays in selections on this form.
To access the Billing Rates:
•
Go to Administration > Global Settings > Billing rates.
Service — This selection determines the billing rate to the client based on the various kinds of
services performed. These rates apply to all Clients.
Service / Client — This selection is similar to the Service type noted above as the rate is based
on the various kinds of services performed. The difference is that with this option, the Service
rates dialog appears on the Clients form and allows you to designate the billing rates for the
kinds of services performed specifically for this client. This is useful if you have preferred
Clients for which you discount your services.
Employee — Choosing the Employee option selects the billing rate entered in the employee's
Demographic record for the billing rate.
Employee / Project — This setting enables the Employee billing rate tab. The Employee billing
rates link displays. By selecting this link, you are able to set billing rates by employee for this
particular project.
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Note: The Employee billing rates link is not available via the Projects application, only
through the Administration application.
Client / Project —This setting enables the Billing information tab. If you create a new or edit
an existing client, you can then set a specific rate to be charged on all projects for this client.
The Employee billing rates link displays. This is useful if you charge a blended rate for all work
done for a client.
Project billing rules — Selecting this option provides you with the most flexibility in billing
the client. You can create billing rules for every project based on the terms of the particular
contract or statement of work. You can use hourly billing rates, fixed fee, and receipt based
billings.
Cost Centers
Cost centers function as a reporting and accounting tool to track costs related to expense
receipts and employee time entries. You can associate cost centers with the following entities:
Clients, Projects, Tasks, Services, Time types, Expense Items, and Employees.
To create Cost centers:
1.
Go to Administration > Global Settings > Cost centers.
2.
Select New Cost center from the Create Button.
3.
Enter the Name and Notes. By default, Active cost center is selected.
4.
Click Save. After saving the form, the list of cost centers will be displayed and you can
click on links to set Receipt rules and Time entry rules.
Explanation:
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Receipt rules — determine which receipts within expense reports are assigned to the cost
center. Receipt rules can be set by Client, Project, Task, Expense Items, and Employee. You can
then chose multiple selections.
When an employee creates and saves an expense report, the associated expense item is checked
against the receipt rule selections. If a receipt matches a selected item that is associated with a
cost center, the cost center is assigned to the receipt. If no item is found, then no cost center is
assigned.
There are multiple selections in case there is not one uniform way that costs are associated to
a cost center, i.e., you can select a project and then an employee. In the majority of instances,
the expense receipt is stamped with a cost as derived from its associated project. In the absence
of a cost center on a project, the system looks for the cost center associated to the employee, if
applicable, to stamp the expense receipt. The same applies to time entries.
Time entry rules — determine which time entries are assigned to the cost center. Time entry
rules can be set by Client, Project, Task, Expense Items, and Employee. You can chose multiple
selections.
When an employee creates and saves a timesheet, the associated time entry items are checked
against the time entry rule selections. If a time entry matches a selected item that is associated
with a cost center, the cost center is assigned to the cost, which is determined by multiplying the
time entry by the employee's associated cost. If no item is found, then no cost center is assigned.
Once an item is selected, a Cost center field is added to the form for that entity. You need
to associate each item you selected with its appropriate cost center by editing these entities
individually. For example, if you create a Employee cost center called US Employees, and have
Employee for Receipt Rules, you then need to go to each employee in the US Group and add
them to the US Group cost center on the Employee Demographic record.
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Job Codes
Job codes classify employees into general job positions defined by your company. Job codes are
not necessarily job titles at the company. They are normally used as a type of employee that
you bill out to a client. You can give job codes a generic cost for calculating estimated margins
without named resources. You can also give job codes a bill rate within a rate card. For example,
you may create a Project Manager, Consultant, and Engineer job code. Generic resources may
be associated with a job code in order to inherit rates for forecasting purposes. See Rate Cards.
To create Job codes:
1.
Go to Administration > Global Settings > Job codes.
2.
Select New Job code from the Create Button.
3.
Enter the Job code name and Loaded cost per hour (used to calculate project costs for
analysis), select Currency, and associate with a Generic resource.
4.
Add Notes, if desired.
5.
Click Save.
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Rate Cards
Use rate cards to define bill rates for a group of job codes. You can use rate cards to determine
billing rates in Project Billing Rules as well as Project estimating based on job codes. You can
create multiple rate cards, which is helpful if you negotiate different bill rates per job code,
per client. For example, for Client ABC, a project manager bills at $150 per hour; however, for
Client XYZ, a project manager bills at $140 per hour. In this example, you would have two rate
cards for each billing arrangement.
To create Rate cards:
1.
Go to Administration > Global Settings > Rate cards.
2.
Select New Rate card from the Create Button.
3.
Enter the rate card Name.
4.
In the Rates section, select the Job code from the drop-down list (job codes must be
previously created in the system), the Rate (per hour) to be charged, and the Currency. See
Job Codes.
5.
Add Notes for additional description, if desired.
6.
Click Save.
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Clients
Links are provided to forms for the following settings and configurations. They are located in
Administration > Global Settings under Clients. The following lists them in the order in which
they display on the Global Settings window. The following lists them in the order in which they
display on the Global Settings window.
• Contacts
• Client Locations
• Clients
• Prospects
Contacts
A Contacts link becomes available for a client once you save the Client form. You may also
create a Contact using the Contact link. However, you must associate it with an existing Client.
Contacts may be anyone your company wishes to track within NetSuite OpenAir. See Clients.
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One special type of contact is the Billing contact. Contacts designated as a billing contact
are available for association on the project form. You also use them in the invoice process by
including contact information in the invoice address section. If the billing contact has an email
address entered in the system, you may also choose to email invoices to the designated billing
contact once the invoice has been approved. See Client Billing Information.
Enter the first and last name in the contact form as well as the associated client record. All other
fields are optional. If you have entered client address information, you may optionally copy the
client address to the contact by selecting the Copy client address check box or override the
address by typing in the address fields. Although the email address field is an optional field, it is
useful to enter since other features within NetSuite OpenAir allow communication to contacts
with email addresses. You can send email messages to contacts specified in reports or an invoice
generated for the client.
Client Locations
Create and store client location attributes at the client entity level. You can then use these
attributes for reporting. Sample client locations could be by state, by city, by country or any
customized list of values.
To create Client Locations:
1.
Go to Administration > Global Settings > Client location.
2.
Select New Client location from Create Button.
3.
Enter the location Name along with any Notes, if desired.
4.
Click Save.
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Clients
Your company may use the term client or client. Depending on your company's terminology
preferences, different titles may display on these forms. In this manual, we are using client.
We define clients as those who drive business within your company. You can keep client
information very basic or cover all information about the client, depending on what other
systems you may be using to track client information.
To create Clients:
1.
Go to Administration > Global Settings > Clients.
2.
Select New Client from the Create Button.
The New client form displays.
3.
Once you save it, the information displays on the Edit demographic information form. To
access it, click the Demographic link.
Note: The Client form asks for two basic pieces of information: Company Name and
Nickname. Each is explained as follows.
Company Name — is the official corporate name of the client and is used within NetSuite
OpenAir on reporting and invoices.
Nickname — is a shortened version of the company name that is used throughout the user
unterface of NetSuite OpenAir to save space on page views. The nickname does not appear
on invoices. However, it does appear on formatted application reports such as Timesheets and
Expense reports.
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You may optionally enter client address information on the Client form along with a designated
client location and client owner. If you enter a client owner, this resource becomes available
for inclusion in the review or approval of items related to the client project such as timesheets
and invoices. Basic client tracking information for sales such as territory, client source, business
type, and so forth are provided for optional entry if the Opportunities application is enabled in
your account. See Opportunities.
Note: We recommend that you always set up a client account for your own company. You
can use it for the internal tracking of projects.
Client Billing Information
A Billing information link becomes available for a client once you save the Client form. Billing
information includes Currency, Payment terms, Invoice prefix, Billing code, and a standard
invoice approver, which may be left blank if control is desired within the project.
A default set of Payment terms is supplied by NetSuite OpenAir. However, you may create
customized payment terms. See Payment Terms.
The Invoice prefix allows you to define a prefix for the client, which will allow sequential
numbering based on the value of the prefix. This provides client level or ownership level invoice
numbering. For example, if a set of clients is uniquely owned by an office or country, you can
set an invoice prefix on all of these owned Clients to ensure the invoice numbering is sequential
for the country or office. You may also choose an Invoice layout to use with this client, as well
as a specific Billing code if you use Billing codes in your company.
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If you are invoicing clients out of NetSuite OpenAir via email, Clients can view their statements
or account status within your NetSuite OpenAir system, provided you have selected the
following check box on the Edit billing information form: Client can view statements. NetSuite
OpenAir employees can view statements using Reports > Advanced > Client statements.
Frequently Asked Questions (FAQs)
When would I use billing information at the client level?
You generally use billing information at the client level for one or more of the following
reasons:
• You would like a specific person to approve all the client's invoices.
• There is a specified hourly rate you want to use for this client's billing and you are not
using multiple rates by role, job code or service.
• There are particular payment terms for this client.
• You want to designate a special invoice prefix on all invoices for this client.
• You want to use a certain invoice layout for this client.
• There are particular notes you want to display on the invoice or email text.
How do the settings on the client billing information form work with
project level settings?
If you leave items blank on the project form, the client billing definitions are used. If invoice
text or notes are added at the project level, the client information and project information
are added together on the invoice. The invoice approver is included in the invoice routing
regardless of the project level settings.
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Prospects
Prospects are potential clients against which deals are being proposed. Prospects are only
used in the Opportunities application and may be converted to clients at a later stage. The
information captured for prospects is similar to that of clients without the information
regarding billing. The link does not display for prospects.
To create Prospects:
1.
Go to Administration > Global Settings > Prospects.
2.
Select New Prospect from the Create Button.
Display
Links are provided to forms for the following settings and configurations. They are located in
Administration > Global Settings under Display. The following lists them in the order in which
they display on the Global Settings window.
• Email Settings
• Email Templates
• Interface: Display
• Interface: Other
• Interface: Terminology
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• Logos: UI, documents
• Print Settings
• Regional Settings
• Time Settings
Email Settings
Email Settings contains options related to the handling of emails within NetSuite OpenAir.
Each is explained as follows.
Forward undeliverable email to this email address: Each employee must have an email
address entered on their account, however the email address may be invalid. Any emails such
as notification or approval requests sent to an invalid email address are forwarded to the
email address identified in this field. The System Administrator or a distribution list of System
Administrators should be designated here to handle invalid email addresses encountered by
the NetSuite OpenAir emails. If a value is not entered, then undeliverable emails are ignored by
NetSuite OpenAir.
Do not set the From: address to the current employee's email address: Emails generated by
an employee's account such as a timesheet approval request, displays the employee's return
email address by default unless you have selected this option. If you do not want the employee's
return email address to show up in emails generated by NetSuite OpenAir, the return email
address reads: [email protected] A reason you may want to consider doing this is that some
of the less configurable email servers reject email coming from the NetSuite OpenAir domain
with your company's email address, incorrectly thinking it is spam email.
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Text for time off requests submitted for approval emails: The content of the time off request
submitted email can be defined here using key field names that can be substituted with field
values within NetSuite OpenAir. The allowed fields are:
• SUBMITTERNAME
• TIMETYPENAME
• STARTDATE
• ENDDATE
• DAILYDETAIL
• TOTALHOURS
• URL
• SCHEDULEREQUESTNAME
• DESCRIPTION
• CATEGORYNAME
• CUSTOMERNAME
• PROJECTNAME
• PROJECTTASKNAME
Text for booking requests submitted for approval emails: Similar to the time off request
email, the content of booking request emails can also be defined here. To enter the content, type
in the desired text and add in the available NetSuite OpenAir fields as appropriate (typed in all
caps bracketed by “%”). This allows NetSuite OpenAir to substitute the actual field value for
each of these field names.
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Email Templates
Note: It is recommended to use Notifications rather than email templates.
The email templates are similar and the New Project email template is presented as a sample.
You can create many email templates associated with applications. They can also be customized
in NetSuite OpenAir if additional information is needed to be displayed within the email.
Project emails are created when a Project owner is added to a new project, existing project or
removed from a project.
To create an email template:
1.
In the template form, enter the Name and select the Template type. This is where you use a
drop-down list to customize the email for the application you selected.
2.
For Project email templates, the options are: New project owner on new project, new
project owner on existing project, and removed project owner.
3.
Add the Email subject, which is appended to the system subject. The Email subject and the
Email body can be a combination of free form text and system fields.
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4.
To add system fields, choose the field from the drop-down list titled Field. After a field is
selected, the field code displays under the Field. You can copy and paste this field code into
the subject or email body. The field code pulls the value from the associated entity and
displays it in the email.
5.
Notes may be added to further explain the email template's purpose or description. You
can only have one active template for each Template type. By creating and activating this
new template, other templates of this type are deactivated.
Interface: Display
The Display Options allow you to select various presentation elements to the employees of your
company's NetSuite OpenAir environment. These elements may be enabled or disabled at any
time. The options are listed below.
To access the Display options:
•
Go to Administration > Global Settings > Interface: Display. Display options include:
• Number of entries to display in drop-downs
• Shorten the client:project drop-downs by omitting the client name
• Sort the client:project drop-downs by project
• Sort the task drop-downs by name and omit the ID number prefix
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• Hide the 'My Calendar' tab
• Maximum number of rows to display per day in 'My Calendar' monthly view
• Show 'My Calendar' tab in all applications
• Show booking type for bookings as summary on the calendar
• Show custom fields for bookings as summary on the calendar
• Show custom fields for bookings as detail on the calendar
• Show custom fields for task assignments as summary on the calendar
• Show custom fields for task assignments as detail on the calendar
• Show Account tab in 'My Account' application only
• Remember the size of popup windows
• Disable automatic resizing of popup windows
• Add the save or run button to the top right of forms
• Add "Save and create another" button to the top right of forms
• Add approval buttons to the bottom of reports
• Anchor column titles at the top of page when scrolling vertically
• Preserve row highlighting when checking checkboxes in list views
• Enable anchoring of left columns when scrolling horizontally
• Hovering over menu links reveals menu options
• Enable collapsible sections in forms
• Enable dynamically collapsible sections in hierarchy lists
• Open popups as panels instead of windows
• Use on-page panel instead of popup for Time entry notes dialog on timesheet
• Show cost tab and/or form if employee can view any of the loaded cost levels
• Hide the help tab
• Hide the support tab
• Hide the help panel on forms
• Hide the footer tips and toggle link
• Control the data density displayed in list views with selected mode
• Control the data density displayed in timesheet grid with selected mode.
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Interface: Other
You use the Interface: Other Options to Hide the logo that appears at the bottom of printable
and guest view pages, and to Enable enhanced user unterface.
Interface: Terminology
The Terminology form allows you to override NetSuite OpenAir's standard terms with
your company's specific terminology. For example, this is where you designate using a term
such as client versus client versus patient, or service versus activity. Overriding the standard
terminology in NetSuite OpenAir helps ease the adoption of the system by employees because
the terms are more familiar to them. If you choose to override a term, NetSuite OpenAir
replaces all references of this term throughout the system.
Note: You only need to enter the replacement term in its singular form. NetSuite OpenAir
automatically generates the plural term where applicable.
To access the Terminology option:
•
Go to Administration > Global Settings > Interface: Terminology
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Logos: UI, documents
The Logos tab allows you to enable the display of your company's logo within the NetSuite
OpenAir system and on documents such as invoices.
To configure Logos:
•
Go to Administration > Global Settings > Logos: UI, documents.
There are 3 main parts to the logo form:
• Company logo for web
• Company logo for PDF
• Company logo for page banner
Company logo for web — displays on the NetSuite OpenAir HTML documents such as
expense reports, invoices, proposals, POs, purchase requests, booking requests, deal booking
requests and time off requests in the upper left corner of the document.
Company logo for PDF — displays on the NetSuite OpenAir PDF documents such as expense
reports, invoices, proposals, POs, purchase requests, booking requests, deal booking requests
and time off requests in the upper left corner of the document. Since PDF documents may be
more than one page long, NetSuite OpenAir provides the option to print your company logo
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only on the first page of a multiple page document. This option saves page space on pages 2
through “x”. With formatting options for the various reports available including top margin,
you also have the option to force the logo to print in its full size and ignore the top margin
restrictions on any given report.
• If the Display PDF logo full size option is turned off, the report top margin as set up in
NetSuite OpenAir (depending on the application producing the report) is respected and
the logo is resized to fit within the margin if it is too large.
• By selecting the Display PDF logo full size, the logo always prints to the size of the
uploaded file and any top margin settings are ignored.
Company logo for page banner — displays on the NetSuite OpenAir application pages in the
corner of the header. A logo size of 100 pixels or smaller is recommended to avoid using too
much header or page space being used. The formats supported are general picture file formats
including .jpeg, .gif, and .png.
To load company logo for page banner:
1.
Select the Browse button.
2.
Locate the file from your desktop or company server to upload.
3.
Click Save.
4.
If you have loaded a logo that you would like to change, simply select another file to load
and Save. The new file replaces the old file.
5.
To remove a logo that has been loaded, check the Remove box below the logo file field.
The remove box only displays if a logo exists for the particular option.
Note: You also have the option to link your company's URL with the displayed company
logo throughout the NetSuite OpenAir application. This gives employees the ability
to jump into your company's website, ending their NetSuite OpenAir session. If you
do not set the URL field, clicking on your company logo defaults to the NetSuite
OpenAir home page:
https://www.openair.com
Frequently Asked Questions (FAQs)
My logo is displaying too large. How can I shrink it?
For PDF documents, check to see if you are forcing the reports to Display PDF logo full size.
If so, uncheck or clear the selection and save the logo settings form. This allows the page top
margin setting to be honored and the system to auto-size the logo to fit within the document
header. If the logo is displaying too large on the NetSuite OpenAir pages, you need to load a
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smaller logo from your company's marketing department. The recommended size is 100 pixels
or smaller, depending on the nature of your logo.
Can I load more than one type of logo?
Yes, however you may only use one logo per type of display such as a logo for your PDF reports,
a logo for your web reports, and a logo or no logo for your NetSuite OpenAir application web
pages. You cannot have multiple logos loaded for PDF documents, for example. There is one
exception to this and that involves the Invoice Layout configuration forms. Each invoice layout
may use a unique logo as loaded into the layout template.
Will NetSuite OpenAir accept other formats for logos such as .bmp
or .eps?
No. Attempts to load these types of files result in no file being uploaded to NetSuite OpenAir.
You must use the designated file types: jpg, gif, or png.
Print Settings
NetSuite OpenAir uses the values set within the Print Settings form as default settings for any
new employee records. Print Settings determine the style of paper used when generating PDF
pages.
To access Print settings:
•
Go to Administration > Global Settings > Print settings.
Print settings PDF pages generated in NetSuite OpenAir are configurable for printing within
the specific applications that produce the PDF file. Options such as top and bottom margin
may exist as well as font size. The print settings option assumes you are using a single paper
size type for all printed documents out of NetSuite OpenAir. The size types available are either
Letter (8.5” x 11”) or A4 (approx. 8.25” x 11.75” or 21cm x 29.5cm). The value you chose for the
print setting allows NetSuite OpenAir to set the location of the margins according to the size of
the paper.
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Note: Individual employees are able to change these settings to provide themselves with
a more personalized look and feel to the system. See Personal Settings.
Regional Settings
NetSuite OpenAir uses the values set within the Regional settings form as default settings
for any new employee records. Regional Settings provide how particular fields display on the
forms and reports. For example, dates can display in the North American or the European date
format.
To access regional settings options:
•
Go to Administration > Global Settings > Regional settings.
Date format: Throughout the NetSuite OpenAir system, objects that are created or modified
are dated. Setting the date format converts the dates to your desired format.
Important: Reports can be created and shared with custom dates entered according to
the report owners date format. The sharing of reports with employees that
have enabled a different date format causes the report to either interpret the
custom date as the wrong value or as an invalid date. For example: Take a
June report that has been hardcoded to start on 6/1/12 using a MM/DD/YY
date format. If this report is shared with someone who is using a European
date format such as DD/MM/YY, the report runs for January 6th, 2012 as the
start date instead of June 1st, 2012. We recommended that companies that
use NetSuite OpenAir on a global basis set up reports using relative date
values such as This Month or Last Quarter whenever possible.
Number format: The symbols defining decimals and thousands should be set according
to your company headquarter's standard. Employees may override the number format and
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can display the numeric information using regional symbols for decimals and thousands
(e.g. ,12,345.00 in the US can be expressed for European employees as 12.345,00).
List separator for CSV output files: When downloading data into CSV format, a comma is the
typical delimiter in the Americas; however, in European countries other delimiters are typically
used. NetSuite OpenAir supports the configuration of the delimiter to separate data columns
in downloaded reports. This allows an easier export to column formats within Microsoft Excel.
Comma is the default value within NetSuite OpenAir.
Time Settings
NetSuite OpenAir uses the values set within the Time Settings form as default settings for
any new employee records. Time Settings set the time display for your particular company's
location.
To access Time settings :
•
Go to Administration > Global Settings > Time settings.
Time Zone: Throughout the NetSuite OpenAir system, objects that are created or modified are
time-stamped. The time zone setting converts the time values to your desired time zone.
Use 24-hour clock for time entry and display: Checking this option allows time to be
displayed in military or Coordinated Universal Time format such as 22:00 for 10:00 pm
throughout the system.
Week starts (default): This is an important default that defines the start of a week in your
system configuration. Reporting may be done in daily, weekly, monthly, semi-monthly, and
annual time periods. Each of these settings has a defined beginning and end except “weekly.”
The day of the week identified here is assumed to be day 1 of a 7 day week. Select the day of the
week from the drop-down that indicates the beginning of your company's week.
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Shift bi-weekly time period by one week: When you select this option, the first created item
for the next time period starts one week later than the next available date. This is useful when
converting your organization from a weekly to bi-weekly time capture process.
Account
Links are provided to forms for the following settings and configurations. They are located
in Administration > Global Settings under Account. The following lists them in the order in
which they display on the Global Settings window.
• FilterSet Settings
• Optional Features
• Proxy Expirations
• Security
Note: There are a number of links to different applications that integrate with NetSuite
OpenAir. We recommend that you speak with your Professional Services Consultant
before attempting to use any of these integrations. Assistance with set up as well
as relevant documentation may help guide you in using these integrations. See
Account Integration Settings for a list of NetSuite OpenAir integrations.
FilterSet Settings
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Using filter sets allows you to specify access privileges to various entities in NetSuite OpenAir
such as clients, projects, and employees. You assign filter sets to employees. Based on how filter
sets are created, an employee's view and access to the various entity values can be narrow or
expanded to a wider and possibly an all-value level. Employees may have more than one filter
set assigned to them, but only one may be used at any given time. Essentially, a filter set is what
an employee can see and a role is what an employee can do within the system. See Filter Sets
Overview and Change Filter set.
To access the Filter Set settings:
•
Go to Administration > Global Settings > FilterSet settings.
The options listed below control the use of filter sets at a company-wide level. See Filter Sets
Overview.
• Require a filter set selection when adding or editing Clients
• Require a filter set selection when adding or editing Projects
• Require a filter set selection when adding or editing Project stages
• Require a filter set selection when adding or editing Services
• Require a filter set selection when adding or editing Employees
• Require a filter set selection when adding or editing Expense items
• Require a filter set selection when adding or editing Time types
• Require a filter set selection when adding or editing Charge stages
• Require a filter set selection when adding or editing Booking types
• The "Access to booked Projects/Clients" filters respect the booking type filter set.
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Note: If a Booking type filter set has been created, this option restricts which projects and/
or clients are available to the employee.
Optional Features
The Optional Features section contains options that impact general system usage and add
features to entities such as Employee records. See Employees.
To access Optional features:
•
Go to Administration > Global Settings > Optional features.
Enable the Vehicle feature: Once enabled, Vehicles display in the list of Application Settings
under Invoices Settings and Expenses Settings. Once one or more vehicles are set up in the
system, a Vehicle drop-down list is available on mileage receipts in the Expenses application
and on mileage expense charges you create in the Invoices application. See Vehicles under
Expenses for information on creating a vehicle in the system.
Only show Clients with projects in the client:project drop-downs: In many areas of NetSuite
OpenAir, the client and project field is concatenated into a Client:Project drop-down menu.
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Enabling this option populates the drop-down selections with clients that have a projects so you
get a consistent Client:Project value set. When this option is not enabled, client names without
projects also display in the drop-down menus such as Client X, Client X:Project Y. Displaying
Clients without projects supports a design of recording time and expenses, handling resource
allocation, and invoicing at the client only level.
Show the client name on project drop-downs and pickers: When writing reports or setting
up filter sets, a pick list displays with projects. If this option is enabled, the client name also
displays at the end of the project name in these lists in parenthesis such as Project Y(Client X).
If this option is disabled, only the project name displays.
Show the phase name on task drop-downs and pickers: When handling time recording or
resource allocation at the task level, this option allows the system to include the phase name
in parenthesis after the task name such as Task Y(Phase X). This is helpful if you have tasks
with the same name within a project allocated to different phases [i.e., Design (Pilot), Design
(Production)]. When this option is disabled, only the task name displays. Therefore, it is very
important that task names are unique and clear.
Group employees by type (i.e., generic/guest) on drop-downs and pickers: This option
provides a sorting or ordering approach to your employee based drop-downs so that different
resource types (e.g., Regular, Guest, Generic) appear in groups within the menu. When enabled,
generics and guests generally appear at the bottom of the menus, with each group ordered
alphabetically. When disabled, generics and guests are listed within the regular employee list in
alphabetic order with an identifier (generic or guest) after the employee name.
Use the service name as the default description: Throughout NetSuite OpenAir, services are
typically used to track categories of labor or accounting allocation information. However, there
is no restriction on what a service can be used for within the system. Due to its unique handling
within NetSuite OpenAir regarding its inclusion on timesheets and invoice charges, your
system configuration may include using a service for something unique to your organization.
The name of a service may align with how you view information for display on invoices, for
example. In this case, instead of entering the description information separately as part of a
billing rule or charge creation, you may enable this option to reuse the service name. Enabling
this option usually assumes that time is tracked to a task level, and that either the time entry
or the task itself holds a service. When this option is disabled, you must manually enter the
description field.
Hide the Job code on lists and reports unless employee has "View job codes" privilege: With
the ability to use the job code in many report filtering options and to be able to override the job
code field name using terminology override, the job code becomes an area that may be used
to capture sensitive information related to a person's job category or level. This is information
that, more likely than not, should not be available to everyone in the organization. If you have
configured NetSuite OpenAir to have sensitive information in this area, you can use this option
so that employees who have permission to view job codes may only view the job code value
of his/her own record. With this option enabled, the job code field is hidden throughout the
system such as on reports and in the customized page lists. If this option is disabled, then the
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job code is available throughout the system as a regular field on reports and customize lists
which support the field.
Allow the message board text to be customized by department: The Home application
has a central Message Board that is used to communicate to employees of the system. In
many cases, more than one department in a company may be set up to use the NetSuite
OpenAir environment and they can be performing different functions. For example, Sales and
Operations may be using timesheet entry but the data entry policies for those two departments
may be different. Setting up departments within NetSuite OpenAir allows you to allocate
employees to a specific department. The Message Board text by department option gives you
the ability to set up message board communications to specific groups of employees. The text
is entered in the Departments entity and overrides the general message board content. See
Departments. If you have this option selected and no specific department text has been created,
the general message board text is visible. If this option is not enabled, the general message
board is visible to all employees.
Enable additional address lines three and four: This option expands the Client and Employee
address fields to allow for a 3rd and 4th line, which displays on formatted reports such as
invoices or timesheets.
Payroll integration (drop-down list): NetSuite OpenAir allows the integration with the
following payroll systems: Ceridian PowerPay, Paychex, ADP-PCT and ADP-NobleStar. This is
an optional service providing your company subscribes to the payroll systems.
Enable employee tag feature: The employee tag feature allows the tracking of custom field
information in a defined tag field over time. Each tag entry is associated with a timeframe
(current or start/end date). As with custom fields, you may define as many tag groups as you
need with as many values in each tag group as you need. The enabling of the tag group feature
displays a tag link on the Employee accounts for value setting. Tag groups may be used to filter
information on reports. See Tag Groups and Employee Entity Tag.
The main differences between employee-based custom fields and tag groups are:
• Tag group values are tracked over time
• Tag groups may be restricted from viewing within an employee's role in the system
Custom fields may also be restricted from viewing within an employee's role. However, this
must be done through form permissions and still give employees the ability to view custom
field information in reports. Custom fields also do not track values over time. Once the field is
set or changed, that is the field value for current and historical reporting.
Enable target utilization feature: The target utilization feature allows the tracking of an
employee's utilization % target in a defined field over time. Each utilization entry is associated
with a timeframe (current or start/end date). The enabling of the target utilization feature
displays a Target Utilization link on the Employee accounts for value setting. See Target
Utilization.
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Enable work schedule time ranges: The overall use of this optional feature is to control
resource bookings from a start time point in a day. For example: If a workday is defined as
8:00 a.m. to 4:00 p.m. and an employee is booked to work 100% of the time starting at 10 a.m.
for the day, the number of hours would compute to 6 hours of effort. To use this feature, you
must set up work schedules in the system to have a start/end time definition per day and an
optional override at the employee work schedule level on the start/end time of the day. See
Work Schedules.
Enable distinct work hours per day on work schedule, e.g. 8 hours Monday, 4 hours
Tuesday, etc.: Allows work hours to be scheduled for a different number of hours for each work
day. When reports use work schedule hours, the hours vary based on the work schedule. For
any report where hours are converted to days, the average hours for the week is used for the
calculation. Once enabled, the work hours per day can be assigned to both work schedules and
to individual employees.
Important: Varying the work hours per day definition impacts daily billing rules. If the
day is defined as 4 hours and an 8 hour workday is entered on timesheets, the
billing rules treats this as 2 days of work.
Enable multi-week work schedule. Maximum number of weeks: The multi-week work
schedule feature allows using a varying work schedule that spans several weeks. For example,
a schedule may be 4 10-hour days, 1 4-hour day in week one and 5 8-hour days in week two.
This allows resource managers to know exactly when resources are available based on varying
weekly work schedules. Choose Disabled or 2-, 3- or 4 weeks as the duration of the varying
schedule.
Enable internal debugging information capture during Automatic Backup Service
execution: Useful for OpenAir engineers to debug Automatic Backup Service (ABS) problems.
Proxy Expirations
The Proxy feature within NetSuite OpenAir allows an employee permission to login and act as
another employee in the system without the need of the other employee's password. See Log in
as....
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To access Proxy expirations:
•
Go to Administration > Global Settings > Proxy Expirations.
Proxies have expiration dates: The expiration option allows you to control how long a proxy
can be active or used. This feature is useful when setting up a proxy for an employee covering
another employee's tasks while they are on vacation or on leave. Enabling this feature requires
you to identify the default proxy expiration. If this feature is active and No expiration is set as
the default, then the proxy setup functions as if the expiration feature was turned off. This may
be overridden for each proxy set up within an employee account. If an expiration date is set up
with the proxy, the expiration happens at midnight of the account time zone leading up to the
date that is set.
Default proxy expiration: The other selections from the drop-down list for expiration include
various time periods, which will allow NetSuite OpenAir to compute an expiration date for the
proxy from when it was initially created for an employee.
Security
Security focuses on protecting your NetSuite OpenAir environment from employees trying
to access the system without proper permission or the sharing or showing of information to
others.
To access Security:
•
Go to Administration > Global Settings > Security.
Employee log in support email address: NetSuite OpenAir Support does not provide
assistance to employees that cannot access the system (i.e., the resetting of passwords or the
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unlocking of accounts). However, if you supply an email address in this field, NetSuite OpenAir
Support will direct employees to your company's defined Help email address for these matters.
Session timeout: This option controls the time a session may be inactive before the employee
is automatically logged out of the system. This is a useful feature to have activated in order
to avoid NetSuite OpenAir sessions from being used by others on a shared machine. Session
timeouts should be set according to the data security policies your company has in place.
Failed logins to allow before locking employee: Employee lockout is a security feature that
ensures employees have an active account and have knowledge of the password to access
NetSuite OpenAir. Setting lockout attempts works in conjunction with your password policy.
If you require a complicated password, i.e., over 8 characters long with a mixture of alpha and
numeric and upper and lower cases, you may want to consider allowing more attempts before
having an employee locked out. If you have a simple password policy, you may want to restrict
the number of attempts before lockout.
Send employee lockout notifications to this email address: The email address supplied in
the “Send employee lockout notifications to this email address” receives a notification that an
employee has been locked out when the number of attempts has been exceeded. The email
notification includes the employee's name so System Administrators within your company
can follow the password reset procedures. This is typically an unlock with sending an email
notification to the employee or a password reset and verbal or email notification of the
reset. NetSuite OpenAir Support is not allowed to unlock employees, so having a company
administrator email address is recommended.
Note: Create an email distribution list if you have more than one office location or
department using the system. Appoint ownership of various general employees to
specific employees on this distribution list or allow a primary and backup support
structure within your environment.
Disable URL sharing: URL sharing is the ability to send a browser link to another employee
to view data within NetSuite OpenAir. Links could be to a specific project within NetSuite
OpenAir, a specific report, and so forth as displayed in the https://web-address. If you are
interfacing with another system using a single login approach, such as with the NetSuite
OpenAir integration, this feature must be selected so that the URL sharing is disabled. What
is not impacted by the URL sharing option are the links embedded in email notifications for
object review/approval for defined approval scenarios within NetSuite OpenAir. This is also
true for the invoice emailing feature that allows clients to view their invoices electronically.
Frequently Asked Questions (FAQs)
What is the recommended timeout setting?
If you factor in that employees of NetSuite OpenAir fall into different categories such as
power employees who are in the system all the time and timesheet employees who are in the
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system perhaps once a week, you should select a value that will not inhibit the power employee
audience. This is generally a 30 minute to 1 hour window.
How can I send notifications to multiple people?
The lockout notifications are sent to the emails noted in the “Send employee lockout
notifications to this email address” field, provided they are separated by semi-colons. However,
depending on how long your email addresses are within your company, you may be able to
enter only one to three. A better option would be to set up an email distribution list and use
this in the notification field. Then your distribution list can be expanded as your list of contact
employees grows or modified as your organization changes.
Reports
Links are provided to forms for the following settings and configurations. They are located in
Administration > Global Settings under Reports. The following lists them in the order in which
they display on the Global Settings window.
• Custom Calculations Overview
• Custom Time Ranges
• Reporting Options
Custom Calculations Overview
NetSuite OpenAir comes with a number of standard value fields, but you may find that there
are other values you would like to track such as fields related to projects, employees, resources,
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and expenses to name a few. Or, there may be some standard value fields that you would like
to rename for reporting purposes, using your company's terminology. NetSuite OpenAir
addresses your needs by allowing you to create custom calculated fields and renamed built-in
fields.
To access Calculated Fields:
1.
Go to Administration > Global Settings > Custom calculations. Select the type of
calculated field link you wish to use.
2.
To view or modify an existing calculated field, select the appropriate field link under the
Title column.
3.
To add a new calculated field, select New and one of the options available in the
drop‑down list.
Refer to the following sections for more information.
• Custom Calculations
• Custom Detail Fields
• Renamed Built-In Detail Fields
• Renamed Built-In Summary Fields
Custom Calculations
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The Custom calculations option allows you to define additional value fields for specific objects
within NetSuite OpenAir. Custom calculated field values are only displayed in Summary
reports. When selecting what type of custom calculated field to make, the drop-down selection
under the New menu corresponds to the type of summary report the calculation will be found
in after it is made. For example, if you select an Account-wide project custom calculation, the
resulting calculation can be found when you create a report from the account-wide projects
section of summary reports. You are also able to use custom detail fields as constants in Custom
calculations.
Calculated fields allow you to take two value fields and apply an operation on one from the
other such as Expenses Approved minus Expenses Submitted. Once a custom calculated field
is created and associated with an object in NetSuite OpenAir, it cannot be changed to another
object. See Custom Calculations Overview.
When you create custom calculations, you need to decide on the main value you want to use
in the custom calculation. For example, do you want to use money values related to Invoices
or hours related to Timesheets, or both? This decision helps you determine whether you are
choosing an Account‑wide custom calculation or a application-specific custom calculation.
The Account‑wide selection provides the most flexibility in creating custom calculations. The
entity determines where the value is stored in NetSuite OpenAir.
To create a Custom calculation:
1.
Go to Administration > Global Settings > Custom calculations.
2.
Select the custom calculation type from the Create Button.
The New custom calculation form displays.
3.
Next, decide on the Left operand, Operation and Right operand. Operation values include:
plus, minus, times and divided by.
4.
The Title is the name you provide for the custom calculated field. The custom calculated
field title is automatically prepended with the entity name (e.g., Employee - Invoiced
hours).
Note: The check box Do not automatically prepend module name to title in
account-wide report is only available when selecting Account-wide custom
calculations. By selecting this check box, the entity name does not appear
in the name of the custom field when selecting it as a value in the Summary
reports.
5.
A description may be added.
6.
An Active custom calculation checkbox is available.
7.
Click Save.
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Custom Detail Fields
The Custom detail fields option allows you to define additional value fields for specific objects
within NetSuite OpenAir. You can display Custom detail field values in Detail reports.
Custom detail fields allow you to create a new value field from standard value fields within a
particular application. Once a custom detail field is created and associated with an object in
NetSuite OpenAir, it cannot be changed to another object. You can bring custom detail fields in
as separate columns in summary reports.
You need to select the entity value you want to use from the New drop-down list. For example,
are you creating a custom field based on the Project stage or Booking? The entity determines
where the value is stored in NetSuite OpenAir.
To create a Custom detail field:
1.
Go to Administration > Global Settings > Custom calculations.
2.
Click the Custom detail fields link.
3.
Select the new custom detail field type from the Create Button.
The New custom detail field form displays.
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4.
Next, choose the Function. Function choices include: AVERAGE, CONCATENATION,
CONSTANT, DATE_DIFF, DIFFERENCE and SUM. Not all function types are available
for the various application entities. For example, if the entity is a text field, your function
choices are limited to CONCATENATION and DATE_DIFF.
5.
The Title is the name you provide for the custom detail field.
6.
Depending on the application entity chosen and the function, the form varies:
• If the function is AVERAGE, an Available numeric area displays where you can select
the numeric values to be used in the average and move them to the Selected numeric
area.
• If the CONCATENATION function is selected, a Text template area displays. You are
able to add straight text and use standard field values. To select standard field values,
choose the appropriate value from the Field drop-down list. Then copy and paste the
value shown in the text box below the drop-down list into the Text template. It may
be something like the following: %%approval_history%%
• If the CONSTANT function is selected, you need to enter the value of the constant.
The other argument for the constant function is the Resulting field type. Choices
include: hours, days, quantity, and ratio. The constant custom detail fields can be
used in custom calculations and in summary reports. This functionality is currently
limited to transaction fields, such as Project billing transactions or Time entries.
• If the DATE_DIFF function is chosen, the arguments area displays Date 1 minus
Date 2. Both date fields are drop-down lists with the date fields available for the entity
selected.
• If the function chosen is DIFFERENCE, the arguments area displays Minuend minus
Subtrahend. The minuend and subtrahend fields are drop-down lists that contain the
numeric data values for the entity selected.
• If the function is SUM, an available numeric area displays where you can select the
numeric values to be used in the sum and move them to the Selected numeric area.
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Renamed Built-In Detail Fields
NetSuite OpenAir gives you the capability to Rename built-in detail fields for reporting
purposes, using your company's terminology. You can also bring these Renamed built-in detail
fields in as columns on summary reports.
To create a Renamed built-in detail fields:
1.
Go to Administration > Global Settings > Custom calculations.
2.
Click the Renamed Built-in detail fields link.
3.
Select the standard field that you want to rename from the Create Button.
The Rename built-in detail field form displays.
4.
The Built-in title drop-down list provides a list of fields available to be renamed that are
associated with the entity chosen.
5.
After choosing the Built-in title field, enter the new Customized title. For example, Project
owner may now be called Project Manager.
6.
Under Summary Reports detailing options, if desired, select the check box to Suppress
Optional 'Summary Report' suffix.
7.
Click Save.
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Renamed Built-In Summary Fields
NetSuite OpenAir gives you the capability to Rename built-in summary fields for reporting
purposes, using your company's terminology. You can use these Renamed built-in summary
fields in Summary reports.
To create a Rename built-in summary fields:
1.
Go to Administration > Global Settings > Custom calculations.
2.
Click Renamed Built‑in summary fields.
3.
Select the summary field that you want to rename from the Create Button.
4.
The Built-in title drop-down provides a list of fields available to be renamed that are
associated with the entity chosen. After choosing the Built-in title field, you enter the new
Customized title. For example, you can change Project billing hours to Billed Hours.
5.
Select the check box for: Do not automatically prepend application name to title in
account-wide reports if you don't want the application name prepended to the title. If you
do not select this check box, the calculated field displays in the value selection in summary
reports with the application name before it. For example, it could read Timesheets ‑
[NAME OF CALCULATION].
6.
Click Save.
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Custom Time Ranges
NetSuite OpenAir allows you to create custom time ranges to use in Summary reports and
in Advanced resource reports and Invoice-Income received reports. Each report has a period
field that sets the time range for the report. The NetSuite OpenAir application comes with
built-in time periods such as Weekly, Monthly, Annual, etc. Custom time ranges allow for
custom periods to be created based on specific company needs (such as a 4-4-5 calendar).
Once created, they are available for use in time period specific reports. A typical use of custom
time ranges is if you report upon a fiscal monthly period that does not coincide with calendar
months.
To create Custom time ranges:
1.
Go to Administration > Global Settings > Custom time ranges.
2.
Select New Custom time range from the Create Button.
3.
Enter the Custom time range name.
4.
Next, add Time period names and Time period start dates. You must have at least two
periods and dates, because the last date you enter is actually only used to calculate the end
date of the previous period. The end date of each period is set to one day before the start
date of the next period. If you do not name each time period, the name defaults to the start
and end dates.
5.
If you need to add more periods and dates, click Add Rows and select the number of rows
to add.
6.
Click Save.
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Reporting Options
Reporting options settings provide system-wide controls on the appearance of NetSuite
OpenAir reports and functions available in the Reports application. The Reports application
also contains an Options tab which has other settings that affect the appearance of reports. See
Reporting Options.
To access the Reporting options:
•
Go to Administration > Global Settings > Reporting options.
Summary report forex conversions (multicurrency) and employee loaded cost
determination observe the 'date to use' value: Selecting this option enables the dates specified
in the date to use drop-down lists in Summary reports to determine the correct rate to use in
foreign currency conversions on a report. Employee-loaded costs in foreign currencies are also
forced to use the rate found on the date to use date.
Summary report user loaded cost determination observe the 'date to use' value: Enable this
setting to have loaded cost get its loaded_cost value from the 'date to use' setting. Without this
feature, for accounts that leveraged the “Summary report forex conversions (multicurrency)
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and user loaded cost determination observe the ‘date to use’ value” feature, the date used applies
to both the loaded cost report values as well as the forex conversions. The date selected will be
used as the reference for when a report value uses a loaded cost value as well as report values
that use forex conversions.
Note: When this feature is enabled, users can choose to only apply the ‘date to use” value
to either the forex conversion or the loaded cost values.
Show projected billing values in summary reports. Calculated as hours times employee's
default billing rate: Projects-projected billing fields if multi-currency are available in Summary
reports. The hours used in the computation of the field are determined by the charge projection
feature activated within the Project Application Options tab. The charge projection feature by
default uses the defined hours as virtual timesheets and forecasts financials based on existing
billing rules on the project. When you select this check box , it overrides the charge projection
feature value by using the employee's hourly billing rate value instead of any rate defined on
billing rules.
Show date and timestamp on reports: Checking this option displays a Generated on date
timestamp at the bottom of each report.
Show filter set on downloaded reports: If you are using Filter sets to limit or narrow access
to various data values, i.e., a set of clients or employees, this option displays the filter set on the
report to clarify the content presented.
Enable date range detailing: Selecting this option enables new date ranges available within
custom detail calculations using the Date_Diff function. When enabled, the Date_Diff function
can use date ranges such as Today, Last week, and This Month. For example, a custom detail
calculation field called Days to Completion would be calculated as Calculated finish date minus
Today.
Hide the 'Drill down' reports tab: Drill down reports allow reporting with hierarchies and
a drill down capability into the various levels of the defined hierarchy. If you are not using
hierarchies, it is recommended to hide the drill down tab since no additional capabilities are
available to report employees.
Disable the FTE forecast summary report values which use job code-specific FTE generics:
The FTE forecast summary report calculates amounts based on the loaded cost for the Job
code. If a generic resource is selected on the job code, costs are calculated on projects that have
a generic resource assigned using the work schedule. Choosing this option prevents these costs
from being calculated for generic resources and possibly skewing the data presented in the
report.
In historical utilization calculations, the task type for filtering, subtotaling and detailing is
sourced from the project's task instead of the timesheet's task: When calculating historical
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utilization, by default the Task type value is taken from the timesheet. If this option is selected,
the current task type value from the task is used in the calculation instead of that from the
timesheet.
Enable Purchase date filters on summary reports: Selecting this option provides a number of
date filters to be available for Purchases data in the Summary reports form.
Enable Invoices date filters on summary reports: Selecting this option provides a number of
date filters to be available for Invoices data in the Summary reports form.
Enable Timesheets date filters on summary reports: Selecting this option provides a number
of date filters to be available for Timesheets data in the Summary reports form.
Enable Expense reports date filters on summary reports: Selecting this option provides a
number of date filters to be available for Expense report data in the Summary reports form.
Enable custom field date filters on summary reports: Selecting this option provides a date
filter for Custom date fields that you have created for your company to be available in the
Summary reports form.
Enable custom field date filters on detail reports: Selecting this option provides a date filter
for Custom date fields that you have created for your company to be available in the Detail
reports form.
Custom Fields
Links are provided to forms for the following settings and configurations. They are located in
Administration > Global Settings under Custom Fields. The following lists the types of custom
fields you can create. Each is addressed in the following sections of the guide.
• Allocation Grid
• Checkbox
• Currency
• Date
• Dropdown
• Dropdown and Text
• Hours or Days
• Multiple Selection
• Numeric
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• Radio Group
• Text
• Text Area
• Sequence
Custom Fields Overview
NetSuite OpenAir comes with a number of standard fields but you may find that there are other
items you would like to track throughout the system. To accommodate this, you can define
additional fields for specific objects in NetSuite OpenAir.
Custom fields display in a group based on the entity association and application. The group
defaults to the bottom of the specific form on which they display. Form permission rules help in
hiding or showing certain custom fields given certain events. Details include:
• For each custom field, you must define a name that contains no spaces. You may use
underscores. This name is used within the NetSuite OpenAir database.
• You must also include a description of the field and a display name that employees see on
the form.
• You may also enter a hint that displays below the field explaining the intended use of the
custom field.
• When creating a custom field, you associate it with a particular object in NetSuite
OpenAir. The Association drop-down list displays all areas of NetSuite OpenAir where
you may create custom fields.
• Once a custom field has been created and associated with an object or form in NetSuite
OpenAir, it cannot be changed to another form or object.
To view, modify, or create a Custom Field:
1.
Go to Administration > Global Settings > Custom Fields. To view or modify an existing
custom field, select the appropriate field link. See the following steps to create a custom
field.
2.
To add a new custom field, select New Custom field from the Create Button.
3.
Select the entity the custom field is associated with along with the type of field you are
creating. Click Continue.
4.
Type the Field name. This is required. The name cannot have any spaces, but you can use
underscores.
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5.
Select the Active check box.
6.
Type a Description. This is optional and is used for adding information about the new
custom field.
7.
Type the Display name. This is what displays on the form associated with the entity.
8.
If desired, type a Hint to help your NetSuite OpenAir employees understand the intent of
the custom field.
9.
If you select the Required check box, the field is required on the form and the form cannot
to be saved without supplying a value.
10.
If you select the Unique check box, a unique value must be entered in the field to be able to
save the form.
11.
If you select the check box to Hide on data entry forms, this custom field does not display
on the form.
12.
If you select the check box for Add Notes, a text box displays under the custom field for
employees to add any additional notes.
13.
If you select the check box for Divider, a divider line displays before the custom field. You
can also type Divider text that displays in the Divider Line.
Note: You may want to use Divider lines when you are defining a new section that
needs to stand out on the form. For example, a series of custom fields defining
a topic such as contract management may start with a Contract received check
box. The divider line indicates the start of the contract management fields.
14.
Click Save. Once you save the form, a Position field displays. Position determines the
order of the custom field on the entity's form. To change the position, adjust the value
using the drop-down list and click Save.
Each type of custom field is addressed in the following sections. They follow the steps outlined
previously, but each type of custom field also has some unique entry considerations.
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Allocation Grid
You can create a custom field used in an Allocation Grid. Allocation grids can be helpful
in a number of use cases, but typically only work for small clients because of the amount of
maintenance they require and how they work in reporting. The allocation grid custom field
allows you to automatically report on a percentage of a number, where the percentage is stored
in the allocation grid, and each value/row in the grid becomes its own reporting column.
Some of the uses of the allocation grid are for commissions when there is a small sales team
and to proportion revenue among departments. For example, you might split revenue 60/40 or
50/50, regardless of employees who actually performed the revenue. The allocation grid has the
ability to split transactions across the assigned percentages within summary reports. NetSuite
OpenAir supports a feature for SFDC Opportunity Product Line to OA Allocation Grid.
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Checkbox
You can create Checkbox custom fields in NetSuite OpenAir. With a checkbox custom field,
employees can only select a value or not select it. This type of field lends itself to a true or false
value.
Using checkboxes for data elements allows for flexible reporting. Since the values are defined by
being checked or unchecked, the field filters for data reporting.
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Currency
You can create Currency custom fields in NetSuite OpenAir. Currency fields are used to store
a dollar or other currency value. By using currency fields, you can store values that can be
reported on later as well as used in custom calculations. For example, you might set a bonus
rate on the Employee Demographic form that could later be used to calculate bonus payments
using either calculated fields or by downloading the data to Microsoft Excel.
You need to establish the Field size, which is the total field length including the decimal
character, and the Decimal positions, indicating the number of digits to the right of the
decimal.
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Date
You can create custom Date fields in NetSuite OpenAir. Date fields store a date value. By using
date fields, you can store values that can be later reported on. For example, you could set a start
date or birthday on the Employee Demographic form that could later be reported on in Detail
Reports. The date format defaults to the format selected in Regional Settings. See Regional
Settings.
You can set the date field to default to today's date by selecting the check box to Default to
Current Date.
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Dropdown
You can create custom Dropdown fields in NetSuite OpenAir. Dropdown fields allow
employees to select a value from a pre-defined list of values. Only one value can be selected
per Dropdown field. These selected values can be reported on. For example, you may create
a list of sales reps for projects in order to create reports for commission purposes. Custom
Dropdown fields can be used in both Summary and Detailed Reports. In Summary Reports,
the Dropdown fields can be subtotaled and filtered to limit data in the report. In addition to
limiting value selections, this is a primary advantage of using a Dropdown field instead of a text
field.
Type the Value list, including only one value per line. It is the list of data provided to employees
when they are populating the field.
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Note: Dropdown field values are stored as text in the database. You should not edit or
remove existing values from a Dropdown field that has been in use unless you are
aware it may require some database cleanup afterwards. NetSuite OpenAir has an
Advanced Custom field value editor feature, which supports editing Dropdown
fields. Please send an email to NetSuite OpenAir Support and request that it be
enabled.
Dropdown and Text
You can create custom Dropdown with Text fields in NetSuite OpenAir. Dropdown with Text
fields allow employees to select a value from a pre-defined list of values or add a text value.
Only one value can be selected per Dropdown with Text field. In other words, you cannot pick
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from the list of values AND add text. You may do one or the other. For example, you can create
a list of partners for projects and employees may select one. Employees could also enter a new
partner if the value does not display in the list of values.
Type the Value list, including only one value per line. It is the list of data provided to employees
when they are populating the field.
The selected values can be reported on in both Summary and Detailed Reports. In Summary
Reports, Dropdown with Text fields can be subtotaled and filtered.
Note: The filter in Summary Reports only includes values from the defined Value list. Text
employees enter cannot be filtered.
Hours or Days
You can create custom Hours and Days fields in NetSuite OpenAir. The form is the same. These
custom fields store hour or day values for an entity that can be later reported on. For example,
you could set a Days value on a task that could be the standard allotted time for that task.
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Multiple Selection
You can create custom Multiple Selection fields in NetSuite OpenAir. Multiple Selection fields
allow employees to select multiple values from a pre-defined list. Employees may choose one
value, multiple values, or all values.
Selected values can be then reported on. For example, you can create a list of project influences
for projects that can be reported on for bonus purposes. Multiple Selection fields can be used
in both Summary and Detailed Reports. However , you cannot summarize or filter data with
Multiple Selection fields. You can only report on data.
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Numeric
You can create custom Numeric fields in NetSuite OpenAir. Numeric fields are used to store
a numerical value. By using Numeric fields, you can store values that can be reported on as
well as used in Custom Calculations. For example, you could set a Monthly Hours Goal on the
Employee Demographic form that could later be used to calculate bonus payments using either
calculated fields or by downloading the data to Microsoft Excel.
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Radio Group
You can create Radio Group custom fields in NetSuite OpenAir. Radio Groups allow an
employee to choose one selection out of two or more choices. This type of field is functionally
similar to a Dropdown custom field, whereas only one value may be chosen by the employee.
The selected values can be then reported on in both Summary and Detailed Reports.
For example, you can create a list of account managers for projects to be reported on for
commission purposes. In Summary Reports, Radio Group custom fields can be subtotaled and
be filtered to limit data in the report.
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Text
You can create custom Text fields in NetSuite OpenAir. Text fields store text values up to a
maximum of 250 characters. Text fields can be used for both Summary and Detail Reports.
However they cannot be used to summarize or filter data, only to add reporting details. For
example, you could set a SIC Code on the client that could later be used in Detail Reports.
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Text Area
You can create Text Area custom fields in NetSuite OpenAir. Text Area fields store lengthy text
values. Text fields can be used for both Summary and Detail Reports. However, you cannot
summarize or filter data. You can only add reporting details. For example, you could set a
Special terms field on the client that could later be used in Detail Reports.
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Sequence
You can create custom Sequence Group fields in NetSuite OpenAir. Sequence Group fields
assign a unique number to each associated entity. However, please note that custom field
sequence numbers are NOT modifiable. The sequencing continues even if a record gets deleted.
For example, if a Sequence custom field is associated with projects, and if there is a 100, 101,
102, and 104, chances are that project 103 was deleted. Sequence Group fields are applied by
going to the associated entity, one-by-one in the desired order, and then saving the entity's
form.
Sequence Group fields can be used for both Summary and Detailed Reports. However, you
cannot summarize or filter data, but only add reporting details. For example, you could set a
Project Number that could later be used in Detail Reports.
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Form Permissions Overview
Ratio
You can create custom Ratio fields in NetSuite OpenAir. Ratio fields can be modified as needed
by accessing the entity form and changing the value. Ratio fields are very useful if you need a
custom field included in a calculated field because they can be multiplied or divided against all
other types of integer fields such as numeric, currency, and hours, to name a few.
Form Permissions Overview
While this is not a link on the Administration > Global Settings window, it relates to your job
as a System Administrator. It is helpful to understand how and where you can modify form
permissions as well as set default form values. Refer to the following:
• Modify Form Permissions
• Set Form Default Values
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Modify Form Permissions
NetSuite OpenAir allows you to modify and control entity forms using the link to Modify form
Permissions.
To access this function, go to an Edit entity form and click on the following link located in tips:
Modify the form permissions. A window opens up with these options:
• General permissions
• Field Settings
• Hidden divider sections
• Permission Rules
• Text field length
• Form options
• Form message
Refer to the following descriptions.
General Permissions
General Permissions allow access control to Delete and Save buttons according to an employee
role. You may select check boxes for each role to enable the following: Disable the Delete button
and Disable the Save button. These General Permission settings are universal for the form's
associated entity.
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Form Permissions Overview
Field Settings
Field Settings within Form Permissions allow access to and control of fields within the
associated entity form. Field level settings are set based on an employee's role. These Field
Settings are universal for the form's associated entity.
The field setting options include:
• REQ — Required on form. Employee must enter a value.
• RO — Read Only on form. Entry is not allowed.
• Hide — Hide from form. Field does not display on form.
• R-RO — Read Only for system required fields.
• R-Hide — Hide from form for system required fields.
Note: If fields are controlled using Field Settings or a switch-based field is required
option, those fields are not able to be controlled by Permission Rules. Field settings
and switches override Permission Rules.
Hidden Divider Sections
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Form Permissions Overview
Hidden divider sections allow sections within the entity form to be hidden based on the role of
the employee. Divider sections can be standard or custom. Sections are defined as a grouping of
fields. Hiding divider sections includes both the fields and the section title.
Permission Rules
Permission rules allow administrators to conditionally control which fields they capture on
many entity forms. Selection of field values can dynamically control other fields on a form. You
can apply this functionality to both standard fields and custom fields. When a field is selected
on a form, it can prompt an action on other fields. Actions include the following:
• Show
• Hide
• Read Only
• Required
• Hide and Clear
For example, a custom field on a Employee Demographic form called Employee Type classifies
employees as an employee or contractor. If a contractor value is chosen, then a Vendor name
field becomes visible and required so contractor data can be entered.
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Form Permissions Overview
To create Permission Rules:
1.
Go to a new project, new task, or new timesheet form.
2.
Click the link to Modify form permissions from the Tips Button.
3.
Scroll to Permission rules. Click the Create link.
4.
Enter a Rule name.
5.
Define conditions of the rule. Multiple conditions may be required to create the condition.
Note: Standard fields, custom fields, and employee roles are options within the
conditions.
6.
Set the Perform action and the Selected fields. Multiple fields may be selected based on the
condition.
7.
Click Save.
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Note: If fields are controlled using Field Settings or a switch-based field is required
option, those fields are not able to be controlled by Permission Rules. Field settings
and switches override Permission Rules. If a field is controlled with a Field Setting, it
cannot be additionally controlled by a Permission Rule. It can, however, be included
in the condition part of a rule.
Set Form Default Values
Set form default values allows you to establish common values that pre-populate forms for new
projects, new tasks, new timesheets, and new receipts. Values can be set for specific roles, so the
role of each employee would dictate which values are defaulted. If the defaults apply globally,
they may be applied to all roles. Defaults can be set for a variety of fields, including custom
fields.
To Set form default values:
1.
Go to a new project, new task, or new timesheet form.
2.
Click the link to Set default form values from the Tips Button.
A copy of the form displays.
3.
Select a role or accept the default of All.
4.
Complete all fields for which default values are desired.
5.
Click Save.
Use caution in setting default form values. We do not recommend setting default values for
fields that are often changed during data entry. Setting too many default values can result in
data entry errors because employees may forget to change key input data.
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Overview
Chapter 7 Invoices
Overview
The Invoices application helps capture the time, expenses, and other charges accrued against a
project. You can create charges in the Invoices application and include them in an invoice. You
can also create charges when you run billing rules in the Projects application.
Primarily focused on invoicing your Clients, the Invoices application manages the results of
running the billing rules which have been set up on projects. The charges created can then
be placed on an invoice which is mailed or emailed to the client. Manual charges may also be
created at any time and thus the need to allow configuration items that may contribute to these
charge items are available within the Invoice application (e.g., Expense item, Flat rate, etc.).
The Invoices application includes:
Charges — Charges are in different states such as Open, Billed, Invoice Ready, Over Cap, and
All. You create charges when you run billing for a project. Under charges, you can either edit
charges or create them directly. Options include New hourly, New flat rate, New other rate, and
New expense item, Mileage expense item, and New product. You can enter an individual charge
to be included in a client invoice or multiple instances of a charge on a scheduled frequency.
Invoices — All charges that are open and invoice ready display under the Invoices link. You
can check all or uncheck all or select them individually. Click the button on the bottom right to
Create the invoice.
Retainers — When a client provides payment in advance, you create a retainer and apply some
or all of the payment against an invoice. When you create a new invoice for this client, the
available retainer balance will display.
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Agreements
Agreements
Agreements are contracts or SOWs that are used to track budget balances. Agreements may be
associated with a project then assigned to the project billing rules for the tracking of balances.
As such, agreements are created for a specific client. An agreement may encompass multiple
projects. An agreement can be used in conjunction with Client POs, independent of Client POs,
or not at all. Agreements are standard reporting fields and can provide the remaining balance
on the agreement and the charges to date. Agreements can be renamed to your company's
terminology. See Interface: Terminology.
To create an Agreement:
1.
Go to Administration > Application Settings > Invoices Settings > Agreements.
2.
Select New Agreement from the Create Button.
3.
Enter the Agreement name and then select the Client from the drop-down list.
4.
Enter the client's agreement Number specified on the document (if available) as well as the
Date it was created.
5.
In the Amount (money) field, enter the total value of the agreement and select the
Currency if multi-currency has been enabled.
6.
Input any Notes for this agreement, if appropriate.
7.
Select the check box for Active agreement.
8.
Click Save.
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Charge Stages
Charge Stages
Charge stages separate time and expenses items into different phases or states within the
Invoices application. There are two charge stages needed within NetSuite OpenAir: Open
and Billed. You may create any number of charge stages in your environment based on your
company's requirements. For example, you may create stages to indicate charges that are
billable to the client (e.g., Billable or Chargeable) or not billable (e.g., Administrative, Pending,
or Overage.)
To create a Charge stage:
1.
Go to Administration > Application Settings > Invoices Settings > Charge Stages.
2.
Select New Charge stage from the Create Button.
3.
Enter the Charge stage name.
4.
Next, select the Options for this charge stage:
• Display charges in a separate tab — checking this item displays the charge stage as
a separate tab under the Invoices > Charges tab, which only displays the items under
this stage
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• Exclude charges from invoicing — checking this item prevents charges under this
stage from being selected in the invoicing process
• Exclude charges from project analysis — choosing this item prevents charges in this
stage from appearing under the Analysis link for projects.
5.
Enter Position. Use the drop-down list to indicate the order in which the charge stage
appears under the Charges tab.
6.
Enter any Notes for further description of the charge stage, if desired.
7.
Click Save.
Customer POs
Customer POs are funding documents for projects or purchases. Customer POs may be
associated with a project then assigned to the project billing rules for the tracking of balances.
There may be one or more POs associated with a project. As such, customer POs are created for
a specific client. A customer PO may encompass multiple projects. A customer PO can be used
in conjunction with Agreements, independent of agreements, or not at all. A customer PO can
be set on a billing rule, so that charges are charged against a specific Customer PO. In order to
set a Customer PO on the billing rule, you must first associate it with the project record on the
project Properties form.
To create a Customer PO:
1.
Go to Administration > Application Settings > Invoices Settings > Customer POs.
2.
Select New Customer PO from the Create Button.
3.
Enter the Name of the customer PO and then select the Client from the drop-down list.
Enter the client's PO Number specified on the document (if available) as well as the Date it
was created.
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4.
In the Amount (money) field, enter the total value of the client PO and select the Currency
if multi-currency has been enabled.
5.
Input any Notes for this customer PO, if appropriate. Customer POs are a standard
reporting field and can provide the remaining balance on the customer PO and the
charges incurred to date.
6.
Click Save.
Customer POs can be renamed to your company's terminology. See Interface: Terminology.
Approval Process
This functionality provides the ability to create multi-level Approval processes as opposed
to a specific named employee or meta value employee e.g., [Project owner] or employee's
[Manager]. You can create as many approval processes as your company requires.
In addition, if you have enabled project approval options, the approval processes can be selected
for proposals, invoices, and project approvals for timesheets, purchase requests, POs, booking
requests, additional project specific approvers. See Approval Options. Project approvals occur
first and must be completed before the other approvals can be fulfilled.
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Approval Process
Note: Approval processes are available in the application settings of several different
applications. Any process created in any of the applications settings, i.e., timesheets
or expense reports, is available on all approval areas for project or employee level
approvals.
To create an Approval Process:
1.
Go to Administration > Application Settings > Timesheets Settings > Approval processes.
2.
Select New Approval process from the Create Button.
3.
Enter the Approval process name. Make this name descriptive if you are creating multiple
approval processes in your environment. A number of rows are available to create the
approval process.
4.
Select the Sequence Number. It indicates the order in which the approvals flow. The
sequence number can be changed using the drop-down list.
5.
Select the Approver assigned to the sequence number from the drop-down list, either a
specific employee or meta value employee such as a [Project owner] or [Manager].
6.
When a designated approver is submitter, and self-approval is not allowed, there is an
option to select alternate approvers for individual approvers or for the overall approval
process.
7.
Create Auto-approve rules for any approver in the process. They automatically approve
items when the value of the parameter meets the criteria specified in the rule.
8.
Select the check box for Can not edit when you want to prevent the approver from
modifying the approval process. This is only applicable if your account is configured to
allow approvers to edit invoices submitted to them.
9.
Click Save.
Note: You can edit approval processes to add or alter steps and approvers. The effects take
place the next time an employee submits an invoice. Any invoice submitted prior to
the change still holds the prior approval process parameters.
Sequence Number — You can change the sequence number using the drop-down list. More
than one approver can have the same sequence number.
A sequence number requires only one approval — The check box for A sequence number
requires only one approval is useful when you would like to have two or more approvers at
the same level/sequence number, but require only one of them to approve the item before it is
passed on to the next level approver.
Assign after — If you assign the same sequence number to several approvers, the Assign after
field displays to the right of the form. This makes automatic escalations available by putting a
number in the Assign after field. If approval is not given by the first approver within a certain
number of days, the approval request is routed to the subsequent approvers. After approval has
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Expense Items
been escalated, the first approver may still approve it. The Assign after field is always days after
initial submission, and it does not count from a previous escalation if multiple approvers are
added in the same sequence number.
Expense Items
Expense Items are receipts, tickets, statements or other items that contain costs incurred by the
employee and are entered into NetSuite OpenAir expense reports per your company's policies
and procedures.
The expense items are classifications or categories of these costs. Some examples are: Airfare,
Lodging, Mileage, Business Meals, etc. NetSuite OpenAir has pre-defined a number of common
expense items, but you can modify these and create new items per your company's needs.
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Expense Items
Expenses incurred and related to client projects are often billable to the client. These expenses
are available as charges in the Invoices application if expense receipts are processed by an
expense billing rule on the project. Then they can be selected for inclusion on an invoice.
Expense charges are only created by the expense billing rule on the project if the Billable receipt
check box has been selected on the individual receipts. However, you may override the billable
receipt check box control on the Expense Billing rule directly by unchecking the option to
Exclude non-billable receipts. (This option is defaulted as checked during the rule creation).
To create a Expense item:
1.
Go to Administration > Application Settings > Invoices Settings > Expense items.
2.
Select New Expense item from the Create Button.
3.
Enter the Expense item name and select the Type of expense item (regular or mileage). A
regular receipt is the default receipt form when a new expense report is created. A mileage
receipt is a slightly modified receipt form allowing for mileage rates.
Note: Mileage expense items may also be set as a regular receipt type since the
form provides the ability to enter a price per unit (in this case $$ per Mile, for
example). If you are not using the Vehicle feature that requires the mileage
receipt type, you may opt to set up all expense items to the regular receipt
type and avoid end-employee confusion during expense entry.
4.
Enter a Price for the item (this is generally left blank except for the cases of mileage or per
diem), Currency if multi-currency is enabled and the default is not the desired value, a
Unit measure (generally for mileage), and indicate whether this is a Per diem item via the
check box.
5.
The next section in the form relates to Receipt policy, which controls actions based on the
individual receipt and expense item entered into an expense report. You are able to enter
parameters for the receipt and select whether to require notes or approval based on the
settings.
6.
For per diem expense items, you are able to choose how to limit their use within the
system.
7.
Check the Taxable service check box if tax may be charged to the client for this expense
item. The tax rate to be used is controlled through the Invoices application by using tax
location values. If you would like the expense item price to be required on the receipt,
select the check box.
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Invoice Layouts List View
Invoice Layouts List View
The Invoice Layout sub-tab allows you to create and maintain the various invoice formats you
require to produce invoices capturing the information desired based on types of projects or
client preferences. You may have multiple invoice layouts and one of those layouts should be
selected as your default layout.
The invoice layout is applied when the invoice is created based on the invoice layout setting on
the project (Project Properties or Edit Project form). If a layout is not set, the default invoice
layout is used. An invoice layout may be changed on a particular invoice by overriding the
layout in the Edit Invoice form within the invoice. The layout form is structured into 7 basic
parts: Invoice Columns, Invoice Groupings, Combine Charges, Other, Logo Settings, Footer
Settings and Adobe Acrobat PDF Setting.
To access, create and modify the Invoice layout:
1.
Go to Administration > Application Settings > Invoices Settings > Invoice layouts.
2.
Select New Invoice layout from the Create Button.
The components of the Invoice Layout form follow.
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Invoice Layouts List View
Invoice layout - Display, summary
In the top half of the form, you have the options to designate this layout as the default. Only
one invoice layout can be considered the default. The display area allows the selection of
specific information related to invoice charges and the order those fields are displayed in the
invoice, one value per column.
If you have the internal switch active that allows separate layouts for expenses from other
invoice charges such as time or flat rates, you are able to select the invoice layout that controls
only the expense formatting of your invoice. If the internal switch is not activated by NetSuite
OpenAir, then you do not see this option in your invoice layout.
The Summary section allows a grouping of values to be performed when displaying the
information. It is important to remember that the invoice layout and summary selected does
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Invoice Layouts List View
not change any of the invoice charge values, the data is simply formatted according to your
specifications. Selecting a group or groups of items allows a subtotaling display of information.
Expense items can be grouped together that are similar as can time entries. The way the
information is grouped is based on the options by time period such as day or week, by rate such
as combine only like rates, and/or by employee. You may select one or more of the combination
options to produce the summarized group as expected.
Expense groups may also be created to group expenses together that are related in some way
by your company. Select the create arrow to display the expense group form. You may define
as many expense groups as you desire, however each group must have at least 2 expense items.
Expense items not included in expense groups are not included on the invoice so it is advisable
to set up an ‘other' group to capture those expense items that are typically not passed to invoices
but may occur in special circumstances.
Invoice layout – Formatting override
A series of options exist to format the information displayed such as the location of project
notes (if desired to be on the invoice) and invoice notes (if desired to be on the invoice). You
may also select a number of other options such as the date format, number and hours formats,
sorting order, additional text, etc.
If you have the terminology override on invoice layouts option activated (internal switch by
NetSuite OpenAir), then you have the ability to override the names of all fields that could
appear on the invoice including items such as Tax, Total, Hours, etc. If you choose not to enter
any values, the default system value is used. If you choose to enter a value, then invoices using
the layout will have the fields renamed. This option is very helpful if you need to have invoices
in another language or are using fields to display information different than what the field
name is called by NetSuite OpenAir. Example: redefine GST to Mwst Tax for country specific
invoices. To activate the terminology override on invoice layouts option, Create a Support Case.
Two major sorting options are available to control the order in which charges are displayed,
Primary charge sort order and Secondary charge sort order. Select the options that sort your
invoices properly for each format.
Important: Not all sorting values are available for display on the invoice. This may lead
to confusion regarding the sorting of data on the final invoice, so use the
sorting options carefully.
Invoice layout - margins, remit to
A remit to field allows you to override the company address from which you are sending
the invoice. This is helpful if you have more than one office invoicing clients and receiving
payments. Since the office address is set in the invoice layout, you need to define invoice layouts
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Invoice Options
per office and make sure they use only their layouts to get the appropriate remit to address
displayed. There is no ability to restrict who can see what invoice layouts so training is key.
At the bottom of the invoice layout is a control of the invoice margins, both top and bottom.
If you opted to allow the company logo to appear full size, the invoice top margin is ignored
should your logo require more space. You have the option to load an override logo which is
helpful in the case of invoicing by subsidiaries within your organization that may use unique
logos when invoicing your client base. The title of the invoice may also be overridden. This
allows you to specify a layout that renames the invoice to be 'Credit Memo' for example or any
terminology (in any language) you desire.
Invoice Options
High level Invoice options exist that apply globally to all of your invoices. Setting the starting
invoice ‑ and the increment by ‑ value should only be set once in your account and not
adjusted to maintain consistent invoice numbering.
To access and modify the Invoice options:
1.
Go to Administration > Application Settings > Invoices Settings > Invoice options.
2.
Set the Starting invoice ‑ and the number invoices increment by. The starting number
defaults to 100 and the incremental invoice ‑ defaults by 1. You may change this as needed
in your company. However, once set, we recommend that you do not change it.
3.
Select the check box to Include outstanding balances on the invoice if you would like to
display any outstanding balances to your clients. This is controlled here and not with the
invoice layout.
4.
Select the check box to Show future charges when creating an invoice if you have set up
invoice charges for future billing manually and want to include these in the invoice for
advanced billing.
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Service
5.
Select the check box to Show the employee name on the "Change charges" view if you
allow employees to change the charges by removing or adding them and optionally editing
the charge.
6.
Select the check box to Show the task in the "Change charges" view if you want to display
the task in the charges view.
7.
Click Save.
Service
NetSuite OpenAir provides a number of methods you can use to charge or invoice a client. One
of these methods is Services. You use services when you would like to designate and bill for
specific services offered to a client.
A Service can be set up to bill at an hourly rate; a set amount per day, or week, or month; or
may be set as a flat rate. Services are available in the Timesheets, Projects (tasks, billing rules,
and recognition rules), Invoices, and Opportunity applications.
Note: The name of this form is based on your company's terminology. Most companies
use services or activities, but other terms are used. You can review and modify your
company's terminology definitions in Global Settings. See Interface: Terminology.
One example of a Service would be for monthly application support. You would charge a fixed
fee amount per month to the client regardless of the amount of time incurred by resources
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providing the support. Another example could be programming fees where the service is
provided on an as needed basis. You would charge the client at an hourly rate or on a per‑day
basis when assistance is required.
You are able to select the service as an option in the invoice layout. This defines the specific
work provided to the client.
To create a Service:
1.
Go to Administration > Application Settings > Invoices Settings > Services.
2.
Select New Service from the Create Button.
3.
Enter the Service name. Type notes related to this service.
4.
Under Billing rates, select the Currency if you are using multi-currency in your
environment. Choose how you would like to charge for this service: Hourly rate, Other
rate (specified amount per time period), or Flat rate (for the entire service-fixed fee).
Note: You do not have to complete the billing rates section unless you have chosen
to get billing rate from either Services or Services-Client. See Billing Rates.
5.
Optionally, you may choose a cost center for the service if your company has enabled
using Cost Centers and has chosen Services as a Selected Item. See Cost Centers.
6.
You may also enter text to be used on proposals in the Opportunities application, if
desired.
7.
Select the check box for Taxable service if tax may be charged to the clients for this
service. The tax rate used is based on Tax Options as well as Invoice layout - Display,
summary.
Frequently Asked Questions (FAQs)
How would I know whether I should have Services set up for my
company?
If your company provides standard types of services to clients, you may want to create services
in your account. They can be used for providing a standard description of the work being
performed and are useful for financial reporting, such as revenue by type of service delivered.
Since services are carried onto invoice charges, they are available to display on invoices to
identify the type of work completed for your clients. Services are “sticky” values that remain
associated with time entries and can be used in billing/recognition rule setup. This can provide
a wide variety of reporting options using timesheet hours and billing/revenue monetary values.
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Payment Terms
Payment Terms
Payment Terms are the conditions, generally the timeframe, under which an invoice is
expected to be paid by the purchaser of the goods and/or services. Common terms are: Upon
Receipt, Net 30 days and Net 45 days. Any number of payment terms may be created per your
company's policies. Generally these terms are specified in contracts or master agreements
between the provider and the client.
To create Payment terms:
1.
Go to Administration > Application Settings > Invoices Settings > Payment terms.
2.
Select New Payment terms from the Create Button.
3.
Enter the Payment terms name. There is a standard aging report NetSuite OpenAir
provides. In order for the aging function to work properly, the payment terms must be
input in the form of “Net‑”.
4.
Type any Notes, if desired.
5.
If this payment term is the standard used for your company, select the Default payment
terms check box. You may also specify the payment terms on an individual client basis.
6.
Click Save.
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Notifications
Once you have created payment terms, you can select them on the Clients form. Go to Clients
and select a client. Click the Billing information link. Select the Payment terms from the dropdown list. The payment terms for a client override the default set in the payment terms form.
See Client Billing Information.
Notifications
Invoices email notifications are highly configurable in NetSuite OpenAir. You can send an
email notification when an invoice is approved, submitted, rejected, and approval requested as
well as for revenue containers that are approved, submitted, rejected, and approval requested.
You can also send an email notification when specified conditions are met or when approval
is by proxy. You designated who receives email notifications and compose the actual email
notification message.
To enable this feature, Create a Support Case and request the following switch be enabled:
Enable administration of notifications in the following application settings: Invoices.
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Other Settings
To create invoices or revenue container notifications:
1.
Go to Administration > Application Settings > Invoices Settings > Notifications.
2.
Select the notification type from the Create Button.
3.
In the Send a notification... section, select either the type of new notification you are
creating or when these conditions are met.
4.
Was approved by proxy: Yes or No - Determines if this notification is used for regular or
proxy submissions.
5.
Click + to add a row and if you select the Client or Client : Project option. You can use
the Search function to select the actual Client or Client : Project name from the pick list.
Indicate whether the condition includes or excludes this Client or Client: Project.
6.
Under Notify, specify either individual email addresses or select employees from the
Available employee selection box. External email addresses can also be included.
7.
Under Message, enter the desired contents of the email to be delivered. Use the field dropdown list to specify pre-set variables as part of the email. To do this, choose the variable
from the drop-down list and click on Paste to insert the variable into the email body.
8.
Click Save.
Other Settings
The Invoices application has many configurable parts including add-on functionality and
interaction with how you are managing your projects.
To access the Invoices Other settings:
•
Go to Administration > Application Settings > Invoices Settings > Other settings.
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Other Settings
Disable editing of invoiced charges: Charges may be edited within the Invoices application.
This ability is controlled by application role settings. By default, a charge that has been included
on an open invoice may also be edited directly within the invoice via the Change charges link.
Activation of this feature disables the ability to edit charges within an invoice. Therefore, to
edit charges on an invoice, all charges must be removed from the invoice first, modified, then
reapplied to the invoice as appropriate using the Change charges link within the invoice.
Disable editing of exported invoices: Charges may be edited within the Invoices application.
By default, a charge that is included in an invoice may also be edited directly within the invoice
via the Change charges link. If you are exporting invoices from NetSuite OpenAir for upload
or integration with an accounting system, an export flag is set for invoices that have been
exported. This is how NetSuite OpenAir tracks what new invoices must be exported each time
the export is run. Activation of this feature disables the ability to edit charges on an invoice that
has been exported.
To edit charges, the invoice must be unexported and then unapproved (if it has already been
approved) in order to remove the desired charges from the invoice. Charges may be modified
and reapplied to the invoice using the Change charges link within the invoice. The invoice can
now be exported again whenever the next export is scheduled to be run.
Important: If you are interfacing invoices with another system, the invoice in the other
system must be deleted if the invoice has been unexported within NetSuite
OpenAir. This is to avoid duplicate invoice creation in the other system when
the NetSuite OpenAir invoices are exported again.
Allow project over-ride of billing/shipping/sold to contact: If this option is not selected, then
the identified billing contacts for the client are available to be set on the invoice itself. With
this option checked, a field displays on the project form allowing a specific billing contact to
be associated with the project. This option is useful if you are creating separate invoices per
project.
One project per invoice: If this option is not selected, then invoices can be created at the client
level and include billing charges for multiple projects. When using the Create multiple invoices
option in the Invoices application, you still have the option to check invoice creation by project
or employee. If this option is selected, the system defaults to by project invoice creation for
individual invoices as well as multiple invoice creation. You may still chose to create invoices
by employee in the multiple invoice create option, but if the one project per invoice option is
enabled, then the invoices are created per employee, per project.
Enable shipping contacts: By default, contacts created in NetSuite OpenAir can be associated
with an employee as a general contact or identified as a billing contact. Enabling a shipping
contact provides an associated field on the Create contact form to identify whether the contact
can be used as a shipping contact.
Require a description on charges: When creating an invoice charge within the Invoices
application, the description field is left blank by default. This option requires some type of
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Other Settings
entry into the description field, most likely due to the invoice layouts displaying the description
field. If you create charges from Billing Rules on projects, the charge description can be set via
the billing rule to ensure the value is always populated. Setting this option does not make the
charge description field on billing rules a required field. Therefore, you still need to ensure the
charge description field is entered properly.
Require a service on charges: When creating an invoice charge within the Invoices application,
the Service field by default is left blank. This option requires a selection of a service value.
Services may drive an integration with an accounting package within your environment, which
makes setting the service field critical.
Other reasons why a service would be required include a display of the service on invoice
layouts or the use of the service to capture project-related metrics and categories for reporting.
If you are creating charges from billing rules on projects, the service drop-down list can be
set in the billing rule to ensure the value is always populated. Enabling Require a service on
charges does not make the service field on billing rules a required field. This is a separate
setting within the project options area that is recommended should you decide to activate the
service on charges is required option for invoices.
Sort numerically when sorting the invoice list by invoice number: Invoices are assigned a
number using the Invoice options form under Invoices Settings. Each client, however, may
have a specific invoice prefix and it could be alphabetic. Activating the sort numerically setting
ignores the invoice prefix values and displays invoices in the order of the number assignment
when you click on the Invoice ‑ column header.
Invoices tab defaults to a list of: Sets the default landing page for the Invoices application to
the Invoice tab rather than Charges tab.
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Overview
Chapter 8 Purchases
Overview
The Purchases application within NetSuite OpenAir provides the ability to create a process flow
from a purchase request to fulfillment and receipt, and allows the tracking of purchases made
within your company.
• Employees with the proper permissions can create purchase requests for goods and
services (i.e., Products) which may then go through an approval process.
• Approved requests may then be turned into purchase orders (POs) by purchasers which
are sent to vendors for fulfillment.
Records that NetSuite OpenAir requires for the Purchases application are Vendors, Products,
and Purchasers (for PO creation) as well as the establishment of at least one record in the
following when using the full purchases functionality: Accounts payable locations, Carriers,
F.O.B. locations, Receiving locations, and Shipping terms.
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Accounts Payable Locations
Accounts Payable Locations
Accounts payable locations are for your company's billing addresses. Your company may have
multiple accounts payable addresses, which can be each location, a regional office, or a shared
services facility. Accounts payable locations are only available in the Purchases application.
Once created, you can choose the appropriate accounts payable location when creating a PO so
that the vendor is aware of the correct billing address when invoicing for this purchase.
To create an Accounts payable location:
1.
Go to Administration > Application Settings > Purchases Settings > Accounts payable
locations.
2.
Select New Accounts payable location from the Create Button.
3.
Enter the Accounts payable location name (required), the Demographic and Invoicing
Address information (most critical).
4.
Add Notes to include specific data regarding this location such as products and vendors to
be used with this location.
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Carriers
5.
Click Save.
Carriers
Carriers are the organizations that transport the purchases you order from your vendors to
your company locations. You may want to specify the carrier you would like your vendor to
use when shipping your purchases. The preferred carrier can be entered when creating POs.
Frequently, you may have special arrangements with certain carriers. The use of carriers is only
available in the Purchases application.
To create a Carrier:
1.
Go to Administration > Application Settings > Purchases Settings > Carriers.
2.
Select New Carrier from the Create Button.
3.
Enter the Carrier name and any relevant Notes regarding this carrier such as contact
information and account number.
4.
Click Save.
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F.O.B Locations
F.O.B Locations
F.O.B. means Freight On Board. F.O.B. locations are an indication of which party, purchaser or
vendor, is responsible for the shipping and loading costs. It may also refer to where the liability
for damage goods resides.
In North America, the locations generally used are FOB Origin or FOB Destination.
F.O.B. Origin — means the purchaser pays for the shipping costs and takes responsibility
(liability) for the purchase once it leaves the vendor's location.
F.O.B. Destination — is the opposite, where the vendor is responsible for costs and liability
until the purchase reaches the purchaser's facility.
You may also create F.O.B. locations with specific locations (e.g., F.O.B. London) or other
conditions based on your company's needs. Ensure there is a clear definition on what each
entry represents by entering notes as you set up the F.O.B. Location.
To create a F.O.B. location:
1.
Go to Administration > Application Settings > Purchases Settings > F.O.B. locations.
2.
Select New F.O.B. location from the Create Button.
3.
Enter the F.O.B. location name and any Notes, if desired.
4.
Click Save.
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Manufacturers
Manufacturers
Establish manufacturers so that you can associate them with products to ensure the products
are purchased from the manufacturers your company selects. An example would be the
purchase of a cell phone from AT&T or Verizon. By indicating the manufacturer on the
purchase order (PO) or the purchase request, you ensure the cell phone is purchased from
AT&T or Verizon.
Manufacturers is a feature that is only available in the Purchases application, however, it is not a
required record in the Purchases application.
To create a Manufacturer:
1.
Go to Administration > Application Settings > Purchases Settings > Manufacturers.
2.
Select New Manufacturer from the Create Button.
3.
Enter the Manufacturer name and the Demographic Information.
4.
The next section is for the Mailing Address and Notes. The demographic, mailing address
information and notes are not required in order to use the manufacturers feature.
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Purchase Order Layout
5.
Click Save.
Purchase Order Layout
You can tailor the Purchase orders to meet your company's needs. Since this report may be
emailed or mailed to vendors outside of NetSuite OpenAir, the Purchase order layout should
clearly communicate your purchasing requirements. You are able to select the prefix and
starting PO number, Grid style, and Date format. These settings determine the numbering of
the created POs and the basic style of the PO report.
To access and modify the Purchase order layout:
1.
Go to Administration > Application Settings > Purchases Settings > Purchase order layout.
2.
You may choose to include project information such as the Project name or the Client :
Project, if desired, by selecting from the drop-down list.
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Products
3.
Select the check box to Include description on PO and the check box to Include
description on PO if desired.
4.
Type information in the "From" email address for POs if you would like that added.
5.
A Notes field is available to be displayed on the PO and may be positioned in the header
or footer of the form. The notes displayed are a combination of notes entered directly on
the PO and static text that may be entered into the Additional notes field in the PO layout.
An example of static text may be: All inquiries should be directed to the Accounts Payable
Department at xxx-xxx-xxxx.
6.
Select the Columns to display for each purchase item on the PO from the Available
Columns and move them to the Selected Columns.
7.
Choose the Adobe Acrobat PDF settings you would like to use in your environment. We
recommend that you test a printout of a sample PO when the PDF settings are in place to
ensure the page layout and margins are set correctly.
8.
Click Save.
Products
Products are items you purchase from vendors. A product must exist in order to use the
Purchase request or PO functionality within the Purchases application. Products may also be
rebilled or invoiced to your client and therefore need to be available as a type of billing rule on
projects and also as a revenue recognition rule in the Projects application. They also may be
used as a invoice charges in the Invoices application.
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Products
When you set up products in NetSuite OpenAir, consider your company's requirements to
distinguish between specific products. You may choose to set up generic products like cell
phones, travel, or computer. Or, you may choose to be more specific on the type of products
you allow to be purchased for your company such as Blackberry 8830 or Dell Inspirion E1705.
To allow more flexibility and less maintenance, setting up products that are more generic allows
accurate data capture while not restricting the company from evolving as new products are
approved and old products are retired.
If you are using the Purchases application to also procure vendor services, you also need to set
up products related to services provided such as Consulting, Programming, and Web Design.
To set up a Product:
1.
Go to Administration > Application Settings > Purchases Settings > Products.
2.
Select New Product from the Create Button.
3.
Enter the Product name. You can choose a Manufacturer from the drop-down list and
identify the Manufacture's part number in the fields provided.
4.
Choose the Preferred vendor (if available), the Preferred vendor's SKU number, Standard
price, Currency if using multi-currency, and Unit measure.
5.
Select the check box if this is a Taxable product.
6.
Select the check box to indicate this is an Active product.
7.
Add any Notes on this product, if desired. Click Save.
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Approval Process
Note: Only the name is required to create a product. Any other fields entered on the
product record auto-populate related fields on a purchase request and/or purchase
order in the Purchases application.
Approval Process
This functionality provides the ability to create multi-level Approval processes as opposed
to a specific named employee or meta value employee e.g., [Project owner] or employee's
[Manager]. You can create as many approval processes as your company requires.
In addition, if you have enabled project approval options, the approval processes can be selected
for proposals, invoices, and project approvals for timesheets, purchase requests, POs, booking
requests, additional project specific approvers. See Approval Options. Project approvals occur
first and must be completed before the other approvals can be fulfilled.
Note: Approval processes are available in the application settings of several different
applications. Any process created in any of the applications settings, i.e., timesheets
or expense reports, is available on all approval areas for project or employee level
approvals.
To create an Approval Process:
1.
Go to Administration > Application Settings > Purchases Settings > Approval processes.
Select New > Approval process.
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Approval Process
2.
Enter the Approval process name. Make this name descriptive if you are creating multiple
approval processes in your environment. A number of rows are available to create the
approval process.
3.
Select the Sequence Number. It indicates the order in which the approvals flow. The
sequence number can be changed using the drop-down list.
4.
Select the Approver assigned to the sequence number from the drop-down list, either a
specific employee or meta value employee such as a [Project owner] or [Manager].
5.
When a designated approver is submitter, and self-approval is not allowed, there is an
option to select alternate approvers for individual approvers or for the overall approval
process.
6.
Create Auto-approve rules for any approver in the process. They automatically approve
items when the value of the parameter meets the criteria specified in the rule.
7.
Select the check box for Can not edit when you want to prevent the approver from
modifying the approval process. This is only applicable if your account is configured to
allow approvers to edit purchase requests or POs submitted to them.
8.
Click Save.
Sequence Number — You can change the sequence number using the drop-down list. More
than one approver can have the same sequence number.
A sequence number requires only one approval — The check box for A sequence number
requires only one approval is useful when you would like to have two or more approvers at
the same level/sequence number, but require only one of them to approve the item before it is
passed on to the next level approver.
Assign after — If you assign the same sequence number to several approvers, the Assign after
field displays to the right of the form. This makes automatic escalations available by putting a
number in the Assign after field. If approval is not given by the first approver within a certain
number of days, the approval request is routed to the subsequent approvers. After approval has
been escalated, the first approver may still approve it. The Assign after field is always days after
initial submission, and it does not count from a previous escalation if multiple approvers are
added in the same sequence number.
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Purchase request layout
Purchase request layout
You can use the Purchase Request layout form to design purchase requests that are specific to
your company's needs. Since this report form may be routed for review and approval internally,
the layout should clearly communicate your purchasing needs. You are able to select the prefix
and starting Purchase Request number, Grid style, and Date format. These settings determine
the numbering sequence of created Purchase requests and the basic style of the report.
To access and modify the Purchase request layout:
1.
Go to Administration > Application Settings > Purchases Settings > Purchase request
layout.
2.
A series of data inclusion options are available:
• Include client:project information on purchase request
• Include description on purchase request
• Include signature line on purchase request
• Show the approval history
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Purchasers
3.
The Header or Footer of the Purchase Request may display purchase request notes and the
client purchase request notes. You can also add additional notes.
4.
Select Columns to display for each request item on the purchase request. Move items from
the Available list and move them to the Selected list.
5.
Choose the Adobe Acrobat PDF settings you would like to use in your environment. We
recommend that you test a printout of a sample Purchase Request when the PDF settings
are in place to ensure the page layout and margins are set correctly.
6.
Click Save.
Purchasers
You must set up a Purchaser record to be able to use the Purchases application to create
POs. The purchaser record stores the default purchasing preferences of each employee. For
example, an employee who is in charge of creating POs and delivering them to vendors for
a particular office often uses the same accounts payable and receiving information on each
PO. By creating the purchaser and associating it with an employee, you set the purchasing
preferences beforehand so the employees do not have to enter this information each time they
create a PO.
A employee cannot create POs or POs by vendor unless the employee has an associated
Purchaser record. Depending on role permissions, an employee can create Short Order POs
without being designated as a Purchaser.
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Purchasers
To create a Purchaser:
1.
Go to Administration > Application Settings > Purchases Settings > Purchasers.
2.
Select New Purchaser from the Create Button.
3.
Select the Associated employee from the drop-down list of account employees.
4.
Enter a name for the Purchaser.
5.
Choose the Default Accounts payable location and the Default Receiving location for
this employee from the drop-down lists.
6.
Complete shipping information. Select the check box for Default for 'Only ship complete
order'. Otherwise, you allow for multiple shipments.
7.
If you would like to select a default carrier for this purchaser, select a carrier from the
Default for 'Ship via' from the drop-down list.
8.
Notes may be added, if desired.
9.
Click Save.
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Vendors
Vendors
Vendors play an important role for companies that use the Purchases application in NetSuite
OpenAir. A vendor is someone from which you purchase services or products. Purchase orders
(POs) are issued to vendors and sent via NetSuite OpenAir provided the necessary information
has been entered on the vendor record.
Vendors are an optional feature in the Expenses application and can be entered on receipts, if
your system is configured to use vendors on receipts. The entry of Vendors is separate from
clients. So if you provide services to a company but also purchase services/products from them,
then you must create both a client and a vendor record. See Clients.
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Vendors
To create a Vendor:
1.
Go to Administration > Application Settings > Purchases Settings > Vendors.
2.
Select New Vendor from the Create Button.
3.
Enter the Vendor name and select the check box to indicate this is an Active vendor.
4.
Enter Demographic Information as completely as possible.
5.
Under the Purchasing Address, enter the full address of the vendor and person/
department to be notified. This information is necessary when sending POs that have
been created in the Purchases application to the vendor.
6.
Enter the additional Purchasing Information. This includes Payment terms (see Payment
Terms under Invoices Settings), Currency if using multi-currency, a PO note that is
displayed on every PO for this vendor, Email PO text to be used on POs sent by email, and
any notes if required.
Note: The purchasing address and other information are optional if you are not using
the Purchases application.
7.
Click Save.
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Receiving Locations
Receiving Locations
Receiving locations are for your company's shipping addresses. Your company may have
multiple addresses it ships to, which could be each location/plant, a regional distribution center,
or possibly a third party facility such as a manufacturing plant receiving parts.
Receiving locations are distinct from accounts payable locations since the purchase may be
shipped to a plant location while the invoice should be sent to the regional office for accounts
payable processing. Receiving locations are only available in the Purchases application. Once
created, you can choose the appropriate receiving location when creating the PO so that the
vendor can ship the purchase to the correct shipping address.
To create a Receiving location:
1.
Go to Administration > Application Settings > Purchases Settings > Receiving locations.
2.
Select New Receiving location from the Create Button.
3.
Enter the Receiving location name (required), the Demographic Information and
Receiving Address information (most critical).
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Shipping Terms
4.
Add Notes, if desired.
5.
Click Save.
Shipping Terms
You can enter shipping terms on a PO to provide information for your purchases with a vendor.
Shipping terms are only available in the Purchases application and are generally determined
by the contract between your company and the vendor. Shipping terms could include who is
responsible for expenses involved in shipment, who owns goods at a given point, and who is
responsible for paying damage to goods. Examples are Paid by Vendor and Collect on Delivery
or C.O.D.
To set up Shipping terms:
1.
Go to Administration > Application Settings > Purchases Settings > Shipping terms.
2.
Select New Shipping terms from the Create Button.
3.
Enter the Shipping terms name. This displays on the PO.
4.
Type any additional information in Notes.
5.
Click Save.
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Notifications
Notifications
Purchases email notifications are highly configurable in NetSuite OpenAir. You can send
an email notification when a PO is approved, submitted, rejected, or when an approval is
requested as well as when a purchase request is approved, submitted, rejected, or when an
approval is requested. You can send an email notification involving a specific vendor as well
as for a PO submitted and approved by proxy. You can also send an email notification when
specified conditions are met. You designate who receives the email notification and compose
the actual email notification message.
To enable this feature, Create a Support Case and request the following switch be enabled:
Enable administration of notifications in the following application settings: Purchases.
To create proposal notifications:
1.
Go to Administration > Application Settings > Purchases Settings > Notifications.
2.
Select the notification type from the Create Button.
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Other Settings
3.
In the Send a notification... section, select either the type of new notification you
are creating or when these conditions are met. Then select the one or more required
conditions
4.
Proxy: Yes or No - Determines if this notification is used for regular or proxy submissions.
5.
Click + to add a row. If you select the Vendor option, you include or exclude specific
Vendors.
6.
Under Notify, specify either individual email addresses or select employees from the
Available employee selection box. External email addresses can also be included.
7.
Under Message, enter the desired contents of the email to be delivered. Use the Field
drop‑down list to specify pre-set variables as part of the email. To do this, choose the
variable from the drop-down list and click on Paste to insert the variable into the email
body.
8.
Click Save.
Other Settings
There are several other settings available in the Purchases application.
To access the Purchases Other settings:
•
Go to Administration > Application Settings > Purchases Settings > Other settings.
Allow an approver to edit a submitted purchase request: When purchase requests approvals
are used, purchase requests are submitted for review by a defined employee who then approves
or rejects the purchase request. To avoid time delays introduced by having the reviewer reject a
purchase request then having the owner fix and resubmit the purchase request, activating this
option gives the reviewer the ability to edit the purchase request directly before continuing with
an approval.
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Other Settings
Allow an approver to edit a submitted PO: When PO approvals are used, POs are submitted
for review by a defined employee who then approves or rejects the PO. To avoid time delays
introduced by having the reviewer reject a PO then having the owner fix and resubmit the PO,
activating this option gives the reviewer the ability to edit the PO directly before continuing
with an approval.
On purchase requests, show only Clients and projects with open tasks assigned to the
employee: This option only allows employees that have been assigned to open tasks on active
Client : Project to create a purchase request.
Enable by default the "Automatically track payability with fulfillment" option for new POs:
If you select this option, any PO item is indicated as payable once the item has been fulfilled.
You may override the setting on a specific PO via the Edit PO form.
Allow modification of the notes field on an approved PO: Once a PO has been approved, all
fields are locked from changes. By enabling this option, the Notes field can be modified after
the PO has been approved.
Allow PO submission even if there are purchase items with no costs assigned: This option
allows a PO to be submitted for approval without having a defined cost indicated on the
purchase item. Normally, purchase items and products entered on purchase requests have a
standard price or cost assigned to them.
Do not auto-populate description field on request items: The description field is
automatically populated from the description on the products. Selecting this option does not
use the item description and requires the description to be entered on all purchase items.
Duplicate request item attachments to their respective purchase items when creating POs:
Attachments to purchase items are automatically duplicated when creating new POs when this
option is selected.
Enable the ability to create quick PO items. These are purchase items for purchases made
without an NetSuite OpenAir PO: This feature allows you to create PO items when purchases
have been made without using purchase requests or POs within NetSuite OpenAir. Generally
you would create purchase requests or POs from products that have already been defined
in NetSuite OpenAir. Quick POs are technically purchase items, and are not the standard
purchase order record.
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Overview
Chapter 9 Reports
Overview
The Reports application provides you with a way to download and report on information
from the NetSuite OpenAir system. It consists of five main tabs and each has its own set of
configuration options. The types of Reports are listed below:
• Summary
• Detail
• Advanced
• Drill Down
• Saved reports
To manage reports, see Reports Status.
To view company report-related switches in Global Settings, see Reporting Options.
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Reports
Reports
The NetSuite OpenAir Reports application provides employees who have the appropriate
privileges the ability to create and run a wide variety of reports based on your company's
configuration. NetSuite OpenAir provides a robust and flexible reporting environment. You are
able to choose the fields you wish to see and the order in which they are displayed, along with
the ability to filter the data.
There are four general types of reports: Summary, Detail, Advanced and Drill Down (optional).
These four report types and their uses are described as follows.
Summary Reports
Summary reports give you access to report information across the NetSuite OpenAir system
such as reporting Timesheet entries along with Invoice information and Project revenue
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Reports Status
recognition. Reports are created by selecting a base report then completing the report form
to configure the options for report generation. Selecting a base entity under the application
specific context, rather than Account-wide, will limit the available values to only those in that
application. Summary reports provide subtotal capability and flexible data filtering as well as
inclusion of custom calculations in the system. See Custom Calculations Overview.
Detail Reports
Detail reports give you access to report information within specific applications or tables such
as Employee information. Some information may be rolled-up for a basic sub-total function,
but in general, reports in the Detail tab are used to report specific fields for a single object.
Calculations are not performed in detail reports and the intended use of these reports is to
provide list values of data.
Advanced Reports
Advanced reports provide pre-configured NetSuite OpenAir reports that have specific
functionality and formatting built in. The options for report configuration are generally limited.
Key reports in this area include: Pending billings and Pending recognition reports, Timesheet
status, Accounts receivable, and a variety of resources utilization reports.
Drill Down Reports
Drill down reports are useful if you are using Hierarchies with multiple levels in your
company's environment. You can create reports by selecting the specific Hierarchy and Level
within the hierarchy. You will also need to provide a Time period-Dates, the Application for
which the hierarchy is associated, Data values and Other options. See Hierarchy.
Note: The Drill Down tab is an optional feature that is enabled unless you select the Hide
the 'Drill down' reports tab available in Reporting Options. See Reporting Options.
Reports Status
The Reports status screen provides you with an overview of report statuses and details. This is
a report management tool that lets you monitor the status of reports and take action on long
running reports impacting performance, stale reports, etc.
It consists of three views.
• All
• Running
• Maintenance
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Reports Status
All
From the All view you can see details on how reports are being used in your account.
You can also select one or more reports and run a bulk action to:
• Delete the selected report
• Remove the selected report from schedule
• Change the report owner
You can also change the report owner from the Report owner section on each saved report.
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Reports Status
Running
From the Running view you can see all the details for the reports that are currently running.
You can also select one or more reports and run a bulk action to Stop the selected report.
Maintenance
From the Maintenance view you can see all the active scheduled reports with inactive owners.
This tab is available for administrators to clean their active scheduled reports.
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Reporting Options
Reporting Options
Reporting Options settings provide system-wide controls on the appearance of NetSuite
OpenAir reports and functions available in within the Reports application. In the following
steps, we address the Options tab, which allows you to configure the Global report options
form. These Global report options affect the appearance of reports.
To view company report-related switches in Global Settings, see Reporting Options.
To set Global Report options:
1.
Go to Reports > Options.
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Frequently Asked Questions (FAQs)
2.
Select the Weekly and Bi-weekly report columns starts on. The default is Monday.
3.
Select the Date to use in column titles: Use starting date or Employee ending date.
4.
Designate how to handle settings when a value is not applicable in the report context.
5.
Enter Display settings to wrap multi-line text fields at. The default is 50.
6.
Select Adobe Acrobat PDF settings and identify other page display properties.
7.
Enter Font size and select Grid style
8.
Identify Multiple currencies you want to report on.
9.
Click Save.
Frequently Asked Questions (FAQs)
What are the differences between the types of reports and how would I
use them?
Refer to the following descriptions:
• Summary reports provide a great deal of flexibility in reporting. You are able to subtotal on
many fields and incorporate fields from different applications into the reports.
• Detail reports concentrate on specific entities within the applications and you can
customize the reports to your needs. For example, you can create a report on project
details or invoice details based on the information available within the entity you select.
• Advanced reports are standard reports provided by NetSuite OpenAir. You have the
option to modify some parameters within the report.
• Drill Down reports are used to provide specialized reporting on hierarchies you have set
up in the system such as employee country, state, and project regions. The Drill Down tab
is an optional feature that is enabled unless you check the Hide the 'Drill down' reports
tab option under the Reporting Options. See Reporting Options.
• Saved Reports tab shows customized reports that you or others in your company have
created in the system. These are used in the charts and graphs you display in the Home
application.
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Overview
Chapter 10 Workspaces
Overview
The Workspaces application provides employees with an area to store project-related
documents and share them with other members of a team. The Workspaces owner can give
members access to the workspace area on an individual employee basis, by assignment group,
or allow all employees. In addition, the workspace owner can control members access and set it
as read-only, read/write, or administrator.
Once a Workspace is created, you can add a discussion thread to it. The discussion could be
anything related to the particular Workspace such as a Project. You can also add documents
and members, and edit the properties of the workspace. You can search workspace documents
and discussions using keywords.
You select how you want to manage alerts for documents and discussions. You select the check
boxes of the events that trigger an alert and designate members who receive the alert. You can
select a check box to "Exclude alerts" on by default for all documents and discussions in a
workspace as well.
Also, you can send an Account storage alert when account storage reaches a specified percent.
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Document Categories
Document Categories
Within the Workspaces application you are able to define specific Document Categories to use
in NetSuite OpenAir. You can apply these categories to your documents when loading them
into the workspace or folders within a workspace. Identifying documents by category enables
you to easily track and maintain the documents you load into NetSuite OpenAir.
To create Document categories:
1.
Go to Administration > Application Settings > Workspaces > Document categories.
2.
Select New Document category from the Create Button.
3.
Enter the Document category name and Notes, if desired.
4.
Select the check box for Active document category.
5.
You may optionally select one of the document categories to be the default category by
selecting the check box for Default document category.
6.
Click Save.
Account Storage
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Account Storage Alert
When using the Workspaces application to store your company's documents, you are able to
monitor the amount of space used in the application. The default space available is 5MB unless
you have a storage space option defined as part of your NetSuite OpenAir contract.
To view the Account storage form:
•
Go to Administration > Application Settings > Workspaces Settings > Account storage.
Account Storage Alert
You are able to create a storage limit alert when document storage exceeds a specified
percentage threshold.
To create an Account storage alert:
1.
Go to Administration > Applications Settings > Workspaces Settings > Alerts.
2.
Select New Account storage alert from the Create Button.
3.
Type an Alert name.
4.
Designate when it runs.
5.
Set the % Rule.
6.
Type Email notification information.
7.
Click Save.
Other Settings
There are several other settings you can select related to Workspaces.
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Other Settings
To access the Workspaces Other settings:
•
Go to Administration > Application Settings > Workspaces Settings > Other settings.
Require a document category when checking in documents: Document categories are
configured to group documents by type for easy reference. If this option is checked, ensure you
have set up all necessary document categories so a valid value is always available. If this option
is unchecked, employees may optionally choose a document category provided values exist. If
values do not exist, the field does not display when creating or loading a document.
Require a comment when checking in document revisions: The comment field is optional
unless this option has been selected. Requiring a comment on document revisions helps enforce
policies such as including a summary of changes on the document history.
Require a message body when creating a new message or replying: The Workspaces
application allows discussions to be entered and tracked. Checking this option prevents empty
messages from being created, which may also trigger notifications to employees involved in the
discussion depending on the alert settings within the workspace.
Add the client name in auto-created project workspaces: When creating a project, the
project creator is given the option to create an associated workspace. By default, the name of
the workspace includes the project name and the base workspace name, if one was copied.
Selecting this switch also includes the client name in the name of the workspace. This is helpful
if you have projects with similar or the same name to ensure you have unique workspace
names.
Enable document content searching: When this option is checked, documents and their
contents that have been uploaded are completely indexed by NetSuite OpenAir. This allows
a keyword search among all documents including the document name and contents. If this
option is not selected, only document titles are searchable within NetSuite OpenAir for the
keywords.
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Overview
Chapter 11 Home
Overview
The Home application is your NetSuite OpenAir home page. As a System Administrator, you
can use the Home application to convey critical information to employees such as messages and
reminders of actions to complete in the system such as approvals.
The Home application includes tabs for Home, Dashboard, and Calendars. The Home tab
provides a place to distribute an account-wide message to all employees. It also displays
reminders for items waiting your approval and links to those items. Other portlets include My
Status and Company status, Charts, Reports, and Wizards.
Home
Home is the information tab under the Home application.
Message Board
You can post a central message or a department-specific message to the Message Board area.
This is a good place to publish your processes, instructions, and general information with
regard to using NetSuite OpenAir within your company.
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Home
Reminders
Reminders provide information about items in NetSuite OpenAir that require your action.
Typically this is a data-related item awaiting your review and approval such as a timesheet or
expense report. Any item within NetSuite OpenAir that requires a submit action may have a
routing or approval process associated with it. A notification then displays in the Reminders
portlet for those required to complete a review action.
Wizards
Wizards are generally available to System Administrators but may be made available to others
through role permissions. A wizard is a quick way to copy data or complete an action such as
receipt deletion across multiple items at once. There are four basic wizards available:
• Bulk employee change wizard
• Expense report attachment deletion wizard
• Bulk task change wizard
• American Express receipt import wizard
Bulk employee change wizard — provides the capability to copy many fields from one
employee across to multiple employees. The Copy from employee must be an active employees,
but the Copy to may include inactive employees. For ease of employee identification, you have
the option to copy to employees in entire Departments or one by one. Once employees are
selected, selecting Run will copy the identified fields to the identified employees.
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Home
Note: There are field restrictions with this feature. For example, you cannot copy the
password field. If you do not see the desired field available, you may need to
consider a data update using the NetSuite OpenAir Integration Manager. See Access
Control and specifically, Exchange Access under Employees.
Expense report attachment deletion wizard — allows you to clean up storage use within
NetSuite OpenAir by deleting attachments on older expense reports that have been reimbursed
or approved.
Bulk task change wizard — gives you the ability to copy a task field setting across tasks within
a single project. This is helpful for project maintenance on larger projects.
American Express receipt import wizard — allows you to connect to an American Express
online statement and download your receipts into a pre-existing expense report.
Using Wizards
The following guides administrators in using several of the wizards.
Bulk Employee Change Wizard
Administrators can copy an employee setting from one employee to other employees and/or
departments in mass. Make a change to one employee account and copy it to others. Go to
Dashboard and click the link for Bulk employee change wizard. Step 1 of the wizard displays.
Identify the employee to copy from. Identify the information you want to copy. Select whether
it is to copy to an employee or department and click next. Step 2 of the wizard displays. Select
the employees to copy to and click run.
Bulk Task Change Wizard
Administrators can copy information from one task to another task in that project. Go to
Dashboard and click the link for Bulk task change wizard. Step 1 of the wizard displays. Identify
the client and project. Select the task to copy from. Select the information to copy to another
task. Click next. Step 2 of the wizard displays. Select the task to copy to. Click run.
Expense Report Attachment Deletion Wizard
Administrators can delete all the attachments from an expense report and its receipts to free up
storage space. Generally, you do this when the expense report is reimbursed or approved and
the attachments are no longer needed. Go to Dashboard and click the link for Expense report
attachment deletion wizard. Enter the start and end dates. Select whether the expense report
status is reimbursed or approved and click delete the attachments.
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Home
Frequently Asked Questions (FAQs)
When would I use the wizards?
The wizards are used when you want to update a large quantity of data in the system at one
time. For example, you may want to update various fields from one employee to others using
the "Bulk employee change wizard" or you can use the "Expense report attachment deletion
wizard" to remove these attachments in bulk based on your parameters.
Note: Be cautious when using the wizards since a large number of records may be
affected due to the action. You may want to consider using NetSuite OpenAir's
"Integration Manager" for updates on specific fields. See Access Control and
specifically, Exchange Access under Employees.
Status
The Status areas of Home provides information about data-related items within your NetSuite
OpenAir account. It includes My Status and Company status. Each is explained as follows.
My Status — Employees may find the My Status area helpful as a summary of key elements
in NetSuite OpenAir, such as their open timesheets or expense reports. Open tasks and action
items are also noted that may be helpful, depending on your configuration and use of NetSuite
OpenAir. In many cases, general overhead or administrative projects capture non-billable time
so these tasks are always open and contribute to the open tasks count on My Status.
Company Status — The Company Status area provides similar information to My Status, but
with a company-wide view in the NetSuite OpenAir environment. As a System Administrators,
you may find this information helpful as well as other managers. You can limit access to the
Company Status area through form permissions.
Reports
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Home and Dashboards
You can mount reports here instead of having employees access them from the Reports
application. A one-click execution is all that is required to run the report and display the
results. This gives employees an easy way to run critical operational reports in a dashboard
fashion.
Home and Dashboards
Charts are created in the home and dashboard tabs under the Home application. Charts
provide a graphical representation of data in saved reports to which an employee has access.
When you have enabled selections on the Employee Demographic form for enhanced user
interface and the Administration application view, employees can create and customize graphs
available within the Dashboard that display Saved reports. These are available by accessing the
Home application and selecting the Dashboard tab. You must also contact NetSuite OpenAir
Support and request the Dynamic Chart Feature if it is already not enabled in your NetSuite
OpenAir account. Once enabled, the links and information available for graphs are under the
Dashboard tab.
To create a chart:
1.
Create a Summary, Detail or Utilization report. Go to the Reports application and select a
Summary, Detail or Advanced (Resources-Utilization only) report. See Reports.
2.
Modify the report parameters as necessary for you company's needs.
3.
Check the Save this report as... check box and enter a report name in the field. Save the
report.
4.
Go to Home > Dashboard and select New chart from the Create Button.
5.
In the New Chart form, enter the Chart type
6.
Enter the Chart Title. This displays on the top of the chart or graph.
7.
Select the specific Saved Report from the drop-down list.
8.
Choose the Report Value. If the Report contains multiple values, you can select multiple
Report Values within the chart form when you use one of the following chart types: Line,
Horizontal multi-bar or Vertical multi-bar.
9.
In order to view multiple chart values, select Add to display multiple report values. Choose
the sort order (Desc - descending or Asc - ascending) and select the appropriate Display
values from the drop-down list.
Note: The default behavior is to chart the maximum number of values. For multivalue charts, a check box displays to Use grand totals.
10.
You can resize charts within the Dashboard. To resize a chart, click on the lower right
corner of a chart and drag to expand.
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Calendar
You can also create charts and graphs under different tabs in the application. For example, you
may have one tab for Financial information and another for Utilization information.
To create a new dashboard tab:
•
Go to Home > Dashboard and select New tab from the Create Button. The following
selections are available:
• New chart
• New report
• New tab
You also have the ability to copy charts and graphs from one Employee to another or to a
Department. To do this, use the Bulk employee change wizard. See Wizards.
Calendar
Calendars is a display feature that gives you a schedule view of information as captured within
NetSuite OpenAir. Here, they also have the ability to see other employees' calendars provided
you, as the System Administrator, have granted them the appropriate form permissions and
filter sets.
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User Center
User Center
A number of NetSuite OpenAir employee functions display under the User Center menu, the
setting of personal account options, managing an employee password and, the Log in as... that
provides proxy capability.
Personal Settings
Employees can configure a number of personal settings and optional features under this tab.
This is where they select the check box to allow support log in as well as identify a number
of account and application options. Each employee may set print settings and choose the
application that displays upon log in.
Password
This is where employees manage and make changes to their password.
Log in as...
When you, as a System Administrator, grant proxy permission to an employee, you identify the
other employees that individual can log in as. When an employee selects Log in as from the
User Center menu, a list of employees displays. To log in or proxy in as another employee, the
employee clicks on an employee name and a new instance of NetSuite OpenAir displays so that
the employee can perform a function for the proxied employee. See Proxy.
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User Center
Change Filter set
When you assign employees several filter sets, they will have the additional Change Filter set
User Center menu item to select the active filter set. See Filter Sets.
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Overview
Chapter 12 Opportunities
Overview
The Opportunities application allows you to capture prospect information about a potential
client and an existing client. You can add contact information, deal information, an estimate, a
proposal, proposal templates, and business types, client sizes, client sources, and territories.
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Approval Process
Approval Process
This functionality provides the ability to create multi-level Approval processes as opposed
to a specific named employee or meta value employee e.g., [Project owner] or employee's
[Manager]. You can create as many approval processes as your company requires.
In addition, if you have enabled project approval options, the approval processes can be selected
for proposals, invoices, and project approvals for timesheets, purchase requests, POs, booking
requests, additional project specific approvers. See Approval Options. Project approvals occur
first and must be completed before the other approvals can be fulfilled.
Note: Approval processes are available in the application settings of several different
applications. Any process created in any of the applications settings, i.e., timesheets
or expense reports, is available on all approval areas for project or employee level
approvals.
To create an Approval Process:
1.
Go to Administration > Application Settings > Timesheets Settings > Approval processes.
2.
Select New Approval process from the Create Button.
3.
Enter the Approval process name. Make this name descriptive if you are creating multiple
approval processes in your environment. A number of rows are available to create the
approval process.
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Approval Process
4.
Select the Sequence Number. It indicates the order in which the approvals flow. The
sequence number can be changed using the drop-down list.
5.
Select the Approver assigned to the sequence number from the drop-down list, either a
specific employee or meta value employee such as a [Project owner] or [Manager].
6.
When a designated approver is submitter, and self-approval is not allowed, there is an
option to select alternate approvers for individual approvers or for the overall approval
process.
7.
Create Auto-approve rules for any approver in the process. They automatically approve
items when the value of the parameter meets the criteria specified in the rule.
8.
Select the check box for Can not edit when you want to prevent the approver from
modifying the approval process. This is only applicable if your account is configured to
allow approvers to edit proposals submitted to them.
9.
Click Save.
Sequence Number — You can change the sequence number using the drop-down list. More
than one approver can have the same sequence number.
A sequence number requires only one approval — The check box for A sequence number
requires only one approval is useful when you would like to have two or more approvers at
the same level/sequence number, but require only one of them to approve the item before it is
passed on to the next level approver.
Assign after — If you assign the same sequence number to several approvers, the Assign after
field displays to the right of the form. This makes automatic escalations available by putting a
number in the Assign after field. If approval is not given by the first approver within a certain
number of days, the approval request is routed to the subsequent approvers. After approval has
been escalated, the first approver may still approve it. The Assign after field is always days after
initial submission, and it does not count from a previous escalation if multiple approvers are
added in the same sequence number.
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Deal Stages
Deal Stages
Deals are the primary object in tracking pipeline opportunities within NetSuite OpenAir
when using the Opportunities application. Deals, once created, may be matured to include
estimates and can result in a proposal in the Opportunities application or project in the Projects
application.
When creating a deal, a standard field on the deal form is the Deal Stage. Deal stages can be
defined per your established sales process to track maturity of an opportunity in the pipeline.
To define a Deal stage:
1.
Go to Administration > Application Settings > Opportunities Settings > Deal stages.
2.
Select New Deal stage from the Create Button.
3.
Enter the Deal stage name and a representative Percentage to be used by NetSuite OpenAir
for weighted pipeline reporting. As deal stages are entered, you also can indicate the order
in which the deal stages are presented to the employee in the drop-down field option on
the deal form.
4.
Add Notes about the deal stage, if desired.
5.
Click Save.
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Proposal Layout
Proposal Layout
Proposals generated in NetSuite OpenAir are built by adding various proposal components
such as text items, hourly items, and fixed fee items. Together these components make the
proposal a report that can be mailed directly to clients for review and acceptance.
The proposal report that the client sees via the proposal link in the email is controlled by the
Proposal Layout option. Here you may identify which columns are displayed to the client and
in what order. You can identify the layout of the paper, the type of lines to display such as a grid
or none, the format of dates, and the top margin to accommodate your company logo, unless
you've chosen to override margin control in the logo settings. See Logos: UI, documents. The
proposal layout form also doubles as a configuration for the starting number for proposals. The
default starting number is 1 and proposals are incremented by default by l.
To define a Proposal layout:
•
Go to Administration > Application Settings > Opportunities Settings > Proposal layout.
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Templates
Templates
You can generate proposals in NetSuite OpenAir using standard text and estimates including
hours and rate, fixed fee values, and expense costs. Text items added to a proposal may
reference defined Templates to ensure standard wording is used on all proposals. A typical
example of this would be disclaimer text or copyright text.
When a template exists and a proposal is being created, you can create text items for the
proposal and either enter custom text or select a defined template that uses the text defined in
the template. If a template does not exist, the option to select a template does not display when
you are creating text items for the proposal.
To create a Template:
1.
Go to Administration > Application Settings > Opportunities Settings > Templates.
2.
Select New Template from the Create Button.
3.
Enter the Template name and the standard wording for the template in the Content text
area.
4.
Click Save.
Territories
You can assign Territories to clients, prospects, and deals. These are an arbitrary geographical
designation that you name. Once you create them, you can include territory information when
you create client records. This field is visible on the list view of the client data and in reports.
Definition of territories is related to Opportunities when there is an organizational structure
defining regions of client aligning with the sales organization. Examples are: East, West, US,
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Business Types
and EMEA. If territories are not defined, then the field does not display on the Client form. See
Clients.
Territories may be created or inactivated at any time. Inactive territories do not appear as a
valid selection on Client forms. Due to the general nature of the Territory form, you may chose
to use this field for another purpose and rename Territory. See Interface: Terminology.
Business Types
You can create Business Types to capture NetSuite OpenAir standard demographic information
that includes Business types. This field is visible on the list view of the client data and in
reports. Definition of business types is related to how your company groups types of Clients.
Examples are by vertical such as Healthcare and Education, or by industry such as Energy and
Transportation. If business types are not defined, then the field does not display on the Client
form. Business types may be created or inactivated at any time. Inactive business types do not
appear as a valid selection on Client forms. See Clients.
Client Sizes
You can create Client Sizes records to capture NetSuite OpenAir standard demographic
information that includes Client Sizes. This field is visible on the list view of the client data and
in reports. Definition of client sizes is generally interpreted in terms of employees or revenue.
Examples are less than 100, 101-500, 501-1000 if employee based, or less than $500K, $1M-$5M
if revenue based. If client sizes are not defined, then the field does not display on the Client
form. Client sizes may be created or inactivated at any time. Inactive client sizes do not appear
as a valid selection on Client forms. See Clients.
Client Sources
You can create Client Sources to capture NetSuite OpenAir standard demographic information
that includes Client Sources. This field is visible on the list view of the client data and in
reports. Definition of client sources is generally interpreted as how the client was obtained.
Examples are referral, marketing campaign, trade show, cold call, etc. If client sources are not
defined, then the field does not display on the Client form. Client sources may be created or
inactivated at any time. Inactive client sources do not appear as a valid selection on Client
forms. See Clients.
To define Territories, Business Types, Client Sources or Client Sizes:
1.
Go to Administration > Application Settings > Opportunities Settings and select either
Territories, Business types, Client sizes, or Client sources.
2.
Select the New entity you wish to create from the Create Button.
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Notifications
3.
Enter the name of the particular entity value.
4.
Add Notes for the value, if desired.
5.
Click Save.
Notifications
Opportunities email notifications are highly configurable in NetSuite OpenAir. You can send
an email notification when a proposal is approved, submitted, rejected, or when an approval
is requested. You can send an email notification involving a specific company as well as for
a proposal submitted and approved by proxy. You can also send an email notification when
specified conditions are met. You designated who receives the email notification and compose
the actual email notification message.
To enable this feature, Create a Support Case and request the following switch be enabled:
Enable administration of notifications in the following application settings: Opportunities.
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Other Settings
To create proposal notifications:
1.
Go to Administration > Application Settings > Opportunities Settings > Notifications.
2.
Select the notification type from the Create Button.
3.
In the Send a notification... section, select either the type of new notification you
are creating or when these conditions are met. Then select the one or more required
conditions
4.
Proxy: Yes or No - Determines if this notification is used for regular or proxy submissions.
5.
Click + to add a row. If you select the Client option, you include or excludes specific
Clients.
6.
Under Notify, specify either individual email addresses or select employees from the
Available employee selection box. External email addresses can also be included.
7.
Under Message, enter the desired contents of the email to be delivered upon timesheet
submission. Use the Field drop-down list to specify pre-set variables as part of the email.
To do this, choose the variable from the drop-down list and click on Paste to insert the
variable into the email body.
8.
Click Save.
Other Settings
There are several other settings available in the Opportunities application.
To access the Opportunities Other settings:
•
Go to Administration > Application Settings > Opportunities Settings > Other settings.
Allow an approver to edit a submitted proposal: This feature, when selected, allows an
approver to make adjustments to a Proposal after it has been submitted.
Allow a proposal to be associated with a deal: Enabling this feature allows you to associate
a proposal with a Deal. You first must have a Client or Prospect set up. Then a Deal has to
be created in the Opportunities application. You can then create a Proposal and tie it to the
specific deal.
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Other Settings
Disable editing of sent proposals: If the Proposal has been marked as Sent to the Client or
Prospect, this feature prevents editing the proposal within NetSuite OpenAir.
NetSuite OpenAir Admin Guide
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