Net Suite Basics

NetSuite Basics Guide May 10, 2011 Release 2011 Version 1

Copyright NetSuite, Inc. 2009 All rights reserved. NetSuite Basics Guide May 10, 2011 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. Trademarks The following marks are registered trademarks or service marks of NetSuite, Inc. in the United States and other countries.

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NETSUITE

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The "N" in NetSuite Logo

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SUITESCRIPT

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SUITEFLEX

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ONE SYSTEM. NO LIMITS.

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PREMIER PAYROLL SERVICE

OpenAir is a trademark of OpenAir Inc. Other trademarks and service marks used or referenced in this document are the property of their respective owners and are hereby acknowledged.

Contents Chapter 1

NetSuite Basics Overview Navigating Through NetSuite . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Using Popup and Dropdown Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Using Keyboard Shortcuts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Chapter 2

Setting Personal Preferences Setting General Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Mapping Addresses on Records and Transactions . . . . . . . . . . . . . . . . . . . Choosing a Language for Your NetSuite User Interface . . . . . . . . . . . . . . Setting Preferences for Appearance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Setting Preferences for Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Setting Reporting and Search Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . Setting Preferences for Activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Setting Preferences for Alerts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Receiving Email Alerts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Setting Preferences for Telephony . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Setting Preferences for Restricting Views . . . . . . . . . . . . . . . . . . . . . . . . . . Resetting Your Login Email or Password. . . . . . . . . . . . . . . . . . . . . . . . . . . Setting Up External Password Reset . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Chapter 3

11 16 16 18 21 22 24 26 27 28 29 30 32

Working with Records and Lists Working with Records. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33 Roles and Permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33 Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33 Synchronization. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33 NetSuite Record Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34 Entering Subtab Data on Records. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34 NetSuite Record Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34 Viewing and Editing Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 Viewing Records. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 Editing Records. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 Attaching Files to Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 Checking Spelling on Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 Inactivating Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 Duplicate Record Detection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39 Working with Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Working with Lists. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52 Exporting Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53 Using Inline Editing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54 Using the Recent Records Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55 Working with List Views, Sublist Views, and Dashboard Views . . . . . . . . . . . . . . 56

NetSuite Basics

List View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56 Sublist View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57 Dashboard View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

Chapter 4

Working with Your Calendar and Activities Using Your Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64 Setting Your Calendar Time Zone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65 Setting Calendar Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65 Navigating Your Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67 Synchronizing Your Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

Working with Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69 Scheduling Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70 Inviting Others to Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74 Setting Up Recurring Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75 Using Resource Records on Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76 Tracking Time for Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78 Responding to Event Invitations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79 Quickly Accepting Event Invitations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81 Setting Up Event Reminders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81 Cancelling or Deleting Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

Working with CRM Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85

CRM Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85 Project Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85 Creating CRM Task Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86 Tracking Time on CRM Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88 Tasks and Project Tasks Portlets on Your Dashboard . . . . . . . . . . . . . . . . . . . . . . 90

Working with Phone Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91 Scheduling or Logging Phone Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92 Tracking Time on Phone Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94 Using Telephony Integration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95

Chapter 5

Working with Email Sending Email from NetSuite. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98 Sending Email to Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99 Sending Email Directly from Lists and Records . . . . . . . . . . . . . . . . . . . . . . . . . . . 100 Emailing Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101 Setting Preferences for Receiving Copies of Emailed Forms . . . . . . . . . . . . . . . . . . . . 102 Sending Search and Report Results Email . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103 Attaching Files to Email Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103 Customizing Email Signatures and From Fields . . . . . . . . . . . . . . . . . . . . . . . . . . 103 Using Variable Envelope Return Paths . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104

Working with Email Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104 Creating New Email Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106 Customizing Templates for System-Automated Email . . . . . . . . . . . . . . . . . . . . . 108 Using CRMSDK Tags . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109

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NetSuite Basics

Chapter 6

Outlook Integration Using NetSuite for Outlook 2.0 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116 NetSuite for Outlook Version 2.0 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116 What is NetSuite for Outlook 2.0? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117 Who Uses NetSuite for Outlook 2.0 and Why? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117 Prerequisites for NetSuite for Outlook 2.0 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118 Downloading and Installing NetSuite for Outlook 2.0 . . . . . . . . . . . . . . . . . . . . . 119 NetSuite for Outlook Assistant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119 Using a Secondary Installation of NetSuite for Outlook 2.0 . . . . . . . . . . . . . . . . . 121 Logging in to NetSuite for Outlook 2.0 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122 Synchronizing Records for NetSuite and Outlook 2.0 . . . . . . . . . . . . . . . . . . . . . . 123 Record Sharing Between Outlook and NetSuite . . . . . . . . . . . . . . . . . . . . . . . . . . 130 Saving Messages with NetSuite for Outlook 2.0 . . . . . . . . . . . . . . . . . . . . . . . . . . . 131 Setting Options for NetSuite for Outlook 2.0 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133 Troubleshooting NetSuite for Outlook 2.0 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143

Using NetSuite for Outlook 1.0 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145 Downloading and Installing NetSuite for Outlook 1.0 . . . . . . . . . . . . . . . . . . . . . 146 Logging In and Setting Preferences for Outlook . . . . . . . . . . . . . . . . . . . . . . . . . . . 147 Your Outlook NetSuite Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149 Saving Messages with NetSuite for Outlook 1.0 . . . . . . . . . . . . . . . . . . . . . . . . . . . 149 Troubleshooting with NetSuite for Outlook 1.0 . . . . . . . . . . . . . . . . . . . . . . . . . . . 152

Synchronization with Intellisync. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154 Prerequisites for Intellisync . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154 Setting Up Intellisync Synchronization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156 Setting Up Synchronization for a BlackBerry Device . . . . . . . . . . . . . . . . . . . . . . 159 Intellisync Contacts Mappings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161 Intellisync Events Mappings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 162 Intellisync Tasks Mappings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163

Chapter 7

Working with the File Cabinet Creating File Cabinet Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165 Creating a Shortcut to a File Cabinet Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166

Restricting Access to File Cabinet Folders . . . . . . . . . . . . . . . . . . . . . . . . . Uploading Files to the File Cabinet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Uploading Your Logo to the File Cabinet . . . . . . . . . . . . . . . . . . . . . . . . . Moving and Copying File Cabinet Files . . . . . . . . . . . . . . . . . . . . . . . . . . . Downloading Files from the File Cabinet . . . . . . . . . . . . . . . . . . . . . . . . . Publishing File Cabinet Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Deleting File Cabinet Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Accepted File Cabinet File Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Chapter 8

167 168 169 169 170 170 170 171

Increasing Speed and Performance in NetSuite Identifying Performance Issues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173 Using the PET Window. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174

Improving Server Performance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175

NetSuite Basics

Adjusting NetSuite Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175 Speeding up your Searches and Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176 Optimizing Search Performance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176 Scheduling Long Running Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177 Configuring Dashboard Portlets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177

Improving Network Performance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178 Using a Trace Route to Troubleshoot Performance Issues . . . . . . . . . . . . . . . . . . 179 Troubleshooting Problems with Firewalls and Proxy Servers . . . . . . . . . . . . . . . 180 Reporting Network Performance Issues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181

Improving Client Performance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182 Identifying Client Performance Issues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182 Troubleshooting Client Performance Issues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183 Configuring Dashboard Portlets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183 Adjusting Browser Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 184 Clearing Browser Cache . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186

NetSuite Basics

NetSuite Basics Overview Navigating Through NetSuite

5

Chapter 1 NetSuite Basics Overview This guide provides information about the NetSuite functions that all, or most, users employ on a regular basis. Read this guide to get an introduction to these basic functions and to begin getting comfortable working in NetSuite.

Basic Tasks in NetSuite Basic tasks discussed in this guide include the following:

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Setting Personal Preferences describes the user preferences available to you. These preferences allow you to set up your NetSuite account to best fit the needs of your work. (Note that your user preferences operate within the constraints of account-level preferences and role-based dashboards that may be set up by your account administrator.)

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Working with Records and Lists introduces how to enter and modify your data in NetSuite records, how these records are organized into lists, and how you can create specialized groups of records.

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Working with Your Calendar and Activities explains how to manage your calendar and set up activities in NetSuite. Activities include events, phone calls, and tasks.

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Working with Email outlines the variety of email messages that can be automated with NetSuite and provides instructions for integrating your NetSuite email with your Microsoft Outlook email with the NetSuite for Outlook 1.0 integration client.

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Working with the File Cabinet describes how to add files that can be stored with and attached to NetSuite records.

Navigating Through NetSuite Using Popup and Dropdown Lists When you select from a long list of records to populate a NetSuite field, you can use various built-in functions to save time. These functions include autocompletion and popup lists. Many fields also include links to search, edit, and create related records.

Autocompleting Dropdown Lists Instead of selecting from a dropdown list, you can type the first letter(s) of a value and the field is completed automatically.

NetSuite Basics

NetSuite Basics Overview Navigating Through NetSuite

6

Accessing Related Records from Dropdown Lists Some dropdown lists include buttons to access related records, so you can quickly add, review, or change a record before you select it for a field. Click the Add New button to create a new record:

Click the Open button to view or edit an existing record:

Using Popup Lists You can set a Maximum Entries in Dropdowns preference, to use popup lists instead of dropdowns for fields with large numbers of possible values. To set this preference, go to Home > Set Preferences, on the General subtab, in the Maximum Entries in Dropdowns field, and enter the maximum number of records you want to appear in a dropdown. If the records in a list exceeds this number, then the list automatically becomes a popup list. If the records do not exceed this number, then a dropdown list appears. Each popup list includes a Tab key with options to display the complete list of records, search for a record, create a new record, and view or edit an existing record:

Note: You can choose to always use popup lists by entering 0 in the Maximum Entries in Dropdowns field. To always use dropdowns, enter a large number that exceeds the number of entries in any of your lists.

Narrowing Popup Lists You can narrow a popup list to the most relevant records, by entering letters into a field and pressing the Tab key. A popup window appears containing only the records that have similar names. For example, in the following screenshot, a user typed “au” and pressed Tab to display a list of customers:

NetSuite Basics

NetSuite Basics Overview Navigating Through NetSuite

7

Popup Multi Select Lists On fields that allow you to select multiple values, you can access popup multi select lists. To quickly enter a single value in this type of field, you can type the first few letters and press Tab. To enter multiple values, you can click the Select Multiple button to display a popup window with a complete list of records that you can select and search.

Using Popup Auto Suggest NetSuite provides an auto suggest function for popup lists, including popup multi select lists. As you type 3 letters or more, a list of suggested matching records displays. You can select from this list to quickly populate the field.

If you do not want this list of suggested matches to display, you can disable the auto suggest feature by clearing the Popup Auto Suggest box on the Reporting/Search tab of Home > Set Preferences.

Using Popup List Search Links Any field with a popup list has a search link. Click the search link icon, and a search window pops up. Enter criteria for the search, click Submit, and a list of items matching your search criteria appears. Select the item you want, and it is inserted into the field. For example, to create a sales order for a customer in Alaska, click the Search link next to the Customer:Project field. When the Customer Search window pops up, type AK in the state field, and click Submit. The pop up changes to show only your customers in Alaska. Click the name of the customer you want, and NetSuite inserts it into the Customer:Project field.

On transaction forms, NetSuite searches the full name of the item or the name of the final subitem and autofills the item field with any matching names. For example, typing bas would find Summer:Picnic:Basket and Basket:Welcome.

NetSuite Basics

NetSuite Basics Overview Navigating Through NetSuite

Using Keyboard Shortcuts The following are useful keyboard shortcuts you can use in NetSuite.

Note: Some keyboard hot keys and shortcuts function only when using Internet Explorer®.

Searching All Data in Your Account You can press ALT-G to move the cursor directly to the Global Search field.

Entering Data and Completing Forms Use these shortcuts to complete and edit data on forms and records:

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In transaction headers, press the Enter key to save the transaction.

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On a transaction line, press the Enter key to save the line and go to the next line.

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Press Tab to move the cursor between fields and buttons.

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Use the spacebar to check or clear a checkbox.

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In Amount fields, enter numbers to calculate by addition or subtraction. For example, enter 10 + 15 to calculate a total amount.

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Press and hold CTRL while clicking with your mouse to select multiple choices in a list.

Date Fields In date fields, use the following keyboard shortcuts to change dates:

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Press Shift + t to enter tomorrow's date.

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Press p to enter the end of the current period (if you use accounting periods).

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Press t to enter today's date.

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Press y to enter yesterday's date.

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Press m to enter the last day of the month.

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Press the Plus key (+) to increase one day.

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Press the Minus key (-) to decrease one day.

Multi-Choice buttons On transactions and records that have buttons using a dropdown, you can select the nondefault button option. Use the Tab key to navigate to the dropdown button. Then, use the down-arrow key to expand the dropdown list. Click Enter to select the desired action. To collapse the dropdown, use the up-arrow key to return to the top.

NetSuite Basics

8

NetSuite Basics Overview Navigating Through NetSuite

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Navigating Subtabs When using tabbed forms, you can quickly switch between tabs by using keyboard shortcuts. Each subtab has a single letter underlined in the title. Press and hold ALT and then press the corresponding letter to switch to that subtab. The cursor appears in the first field on the subtab.

Viewing Reports When viewing reports, you can do the following:

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Press Page Up to go to the previous page of a report.

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Press Page Down to go to the next page of a report.

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Press Home to go to the first page of a report.

•

Press End to go to the last page of a report.

NetSuite Basics

Setting Personal Preferences

10

Chapter 2 Setting Personal Preferences Setting personal preferences allows you to set up NetSuite to suit your needs. The Set Preferences page displays options for virtually all aspects of your NetSuite account. The features enabled in your account, and your NetSuite role affect which subtabs and options display on the Set Preferences page. These preferences are specific to your NetSuite role. If you have multiple roles in NetSuite, the preferences you set in one role do not affect your other NetSuite roles, in most cases. For example, changing the preference for date format does affect all of your roles. However, changing the color for the NetSuite application only affects the role where you set the preference. The preferences you set do not apply to any other NetSuite users, even if they are assigned the same role as you are. Note that company level preferences are different from the preferences you set on the Set Preferences page. Company preferences affect all users in a NetSuite account. In general, other NetSuite roles cannot change company level preferences. Only administrators and NetSuite roles with the Setup Company permission can set company preferences. For more information, please read Setting Company Preferences.

To set your personal preferences: 1.

Go to Home > Set Preferences.

2.

Click a subtab on the Set Preferences page to edit your preferences for a specific area of NetSuite. The topics listed below describe the options available on each subtab of the Set Preferences page:

• Setting General Preferences • Choosing a Language for Your NetSuite User Interface • Setting Preferences for Appearance • Setting Preferences for Transactions • Setting Reporting and Search Preferences • Setting Preferences for Activities • Setting Preferences for Alerts • Receiving Email Alerts • Setting Preferences for Telephony • Setting Preferences for Restricting Views 3.

When you are finished setting preferences, click Save.

NetSuite Basics

Setting Personal Preferences Setting General Preferences

11

You can set preferences on multiple subtabs before clicking Save. You can see your changes on the next transaction, or record you enter, or the next time you visit a certain page.

Setting Your Login Email and Password On the Home tab, of your NetSuite dashboard, you can set preferences related to your login email and password. Please read the topics below for more information.

•

Resetting Your Login Email or Password

•

Setting Up External Password Reset

Setting General Preferences The following options are available on the General subtab of the Set Preferences page based on the features in your NetSuite account, and the permissions associated with your NetSuite role. Field Name

Function

User Profile Nickname

Enter the name that you want to appear in the From field of email you send from NetSuite.

Signature

Enter a signature that appears at the end of email you send from NetSuite.

Add Signature to Messages

Check this box if you want to include your signature automatically added to all fax and email messages you send. Note: If you have already included the CRMSDK tag in the fax or email template you are using, your signature will not added twice.

From Email Address

Enter the email address you want shown as the From address in email you send through the system. Replies to this email are sent to this email address as well. If you do not enter an email address here, email you send will show your login email address.

Localization Language

Select the language for your NetSuite account. For more information, see Choosing a Language for Your NetSuite User Interface.

PDF Language

Select a language for reports exported in PDF format.

Time Zone

Select the time zone you work in. This is the time zone for your CRM calendar. Search filters and reports that include date fields with timestamps respect the time zone you set here. Note: If you change the time zone, all of the roles associated with your email and password are affected.

NetSuite Basics

Setting Personal Preferences Setting General Preferences

Field Name

Function

Calendar System

A calendar preference is only available when you select Japanese as the Language preference.

12

Select the calendar to use within NetSuite.

Use Furigana Field

•

Gregorian Calendar - This is the default calendar. It is the internationally accepted civil calendar.

•

Japanese Imperial Calendar - This is a specialized Japanese calendar. The imperial date format is required for some government documents and applications used in Japan.

The Furigana field is only available on records in the NetSuite Japan edition when you select Japanese as the Language preference. Check this box if you want to sort lists of records by the Furigana field.

Formatting Date Format

Select the date format for all of your NetSuite roles. Note: If you change the date format, all of the roles associated with your email and password are affected.

Long Date Format

Select how to display the month, day and year in NetSuite. Note: If you change the Long Date Format, all of the roles associated with your email and password are affected.

Time Format

Select an option for how time displays in your NetSuite account. Note: If you change the time format, all of the roles associated with your email and password are affected.

Phone Number Format

Select an option to display phone numbers in your NetSuite account. This setting only applies to seven and ten digit phone numbers.

Auto Place Decimal

Check this box to insert a decimal point between the second and third digit from the right when you enter numbers. When you first start using NetSuite this preference is activated.

Defaults Use Multicurrency Expense Reports

In accounts with the Multiple Currencies feature enabled, check this box for expense reports to allow use of foreign currencies by default. When this option is enabled, the Use Multi Currency box on Expense Report transactions is checked by default.

Download PDF Files

Check this box if you use PDF forms and save them as files. Clear the box if you use HTML forms, or if you print PDF forms without saving them as files.

NetSuite Basics

Setting Personal Preferences Setting General Preferences

13

Field Name

Function

Address Mapping Type

Select a service for generating maps for addresses on forms and records. You can click the Map icon next to an address on a form or record to see the map. For more information, see “Mapping Addresses on Records and Transactions” on page 16.

Show Internal IDs

Check this box to display ID values on forms. NetSuite can display the values for a record’s ID on forms. The ID differentiates one record from another. This is useful during development as a quick reference to verify that the ID submitted on a request refers to the correct record. Note: This preference does not apply to saved search results. You must add Internal ID as a results column in order to return Internal ID values for a search.

Only Show Last Subaccount

Check this box to indent subaccounts in list fields on transactions and forms. For example, with the box checked, subaccounts appear indented under the parent account: Parent account Subaccount 1 Subaccount 2 With the box cleared, subaccount names include the parent name: Parent account Parent account: Subaccount 1 Parent account: Subaccount 2

Only Show Last Subentity

Check this box to indent subrecords in dropdown lists on transactions and forms. This applies to relationship records, such as customers, partners and leads. For example: Parent customer Subcustomer 1 Subcustomer 2 When the box is cleared, subentity record names include the parent name: Parent customer Parent customer: Subcustomer 1 Parent customer: Subcustomer 2 Note: When records display in popup lists subentity names always include the parent name.

NetSuite Basics

Setting Personal Preferences Setting General Preferences

14

Field Name

Function

Only Show Last Subitem

Check this box to show only subitems and omit parent items in dropdown lists on transactions and forms. For example: Subitem 1 Subitem 2 When the box is cleared, subitem names include the parent name: Parent item Parent item: Subitem 1 Parent item: Subitem 2 Note: When records display in popup lists subitem names always include the parent name.

Messages Submit Warnings

Check this box to see a warning when you are about to leave a page before submitting the transaction you were working on. Note: This is only available for the Internet Explorer browser.

Limit CC Field to Contacts and Employees

Check this box so that email messages are only copied to contacts or employees.

Default Issue Email Notification

Select one of the following options to be notified at your login email address when an issue you have submitted or edited changes:

Notify Me Upon Issue Assignment

•

On Any Change – Receive an email every time someone edits the issue record.

•

When Base Status is Open– Receive an email when the issue status changes to a base status of Open.

•

When Base Status is On Hold – Receive an email when the issue status changes to a base status of On Hold.

•

When Base Status is Resolved – Receive an email when the issue status changes to a base status of Resolved.

•

When Base Status is Closed – Receive an email when the issue status changes to a base status of Closed.

Check this box to receive a notification at your login email address when an issue is assigned to you.

Optimizing NetSuite Delay Loading of Sublists

Check this box to delay loading information on subtabs until you click the specific subtab. Note: Setting this preference improves page-load times.

NetSuite Basics

Setting Personal Preferences Setting General Preferences

Field Name

Function

Number of Rows in List Segments

Enter the maximum number of records to display in each segment.

15

For example, if you have 200 customers, then enter 25 in this field to see them in groups of 25 per page. To see the next set of 25 customers, select the next group from the list at the bottom of the page. Note: Setting the list segment to 25 or less improves page-load times. Maximum Entries in Dropdowns

Enter a number beyond which a dropdown list becomes a popup list. When the list reaches the maximum you set here, the list displays in a pop up window. If you always want your lists to pop up, then set the maximum to zero. If you always want your lists to display in dropdowns, set the maximum to 500. Note: Setting the maximum entries to 25 or less improves page-load times.

Type-Ahead On List Fields

When you check this box, NetSuite displays a list of matching records you can select from when you type characters into a dropdown list field. This preference may allow you to enter data into list fields more quickly.

Require Exact Match on Item Type-Ahead

When you turn on the Type-Ahead On List Fields option (above), check this box so that NetSuite selects a record based on an exact match of the characters you type. Otherwise, NetSuite chooses a record based on the first character you typed.

Show Quick Add Row on Lists

Check this box to use quick add on direct editable lists. Quick add allows you to create new records from lists and only add basic information. You can turn this preference off on individual lists.

Check Spelling in Text Area as You Type

Check this box to use NetSuite’s spell checker for fields where you enter text, such as email messages. Note: This option is only available if your display language is English (U.S.) or English (International).

NetSuite Basics

Setting Personal Preferences Mapping Addresses on Records and Transactions

16

Mapping Addresses on Records and Transactions You can quickly view maps for addresses on records and transactions, by clicking Map links. To select the mapping web site to use to display maps, go to Home > Set Preferences > General Subtab > Defaults. In the Address Mapping Type field, select to open maps in GoogleMaps, Yahoo! Maps, or Mapquest. This feature is especially useful for: • Deliveries

• • •

Door-to-door sales campaigns Service calls Contacting hard-to-reach customers, contacts or employees

Transactions or records with address fields have a Map link next to the address. After you fill in the street address, city, state, zip code and country fields on records, you can click the icon to view a map of the address location. This map opens in a new window, where you can zoom in or out for a bigger picture or more detail, and you can print step-by-step driving directions to this address from any location. The Map link shows on transactions next to Bill To and Ship To fields. On records, the icon shows next to Billing Address and Shipping Address fields. When viewing a record, click the text of the underlined address to view the map. When you are finished viewing your map or driving directions, close the map window to return to NetSuite.

Choosing a Language for Your NetSuite User Interface With the Multi-Language feature, you can choose the language in which NetSuite displays whenever you log in to your account. This preferences is available only if an account administrator has enabled the Multi-Language feature at Setup > Company > Enable Features, on the Company subtab.

To set your language preference: 1.

Go to Home > Set Preferences.

2.

On the General subtab, in the Language field select a language. The following choices are supported:

• Chinese (Simplified) • Chinese (Traditional) • Danish • English (International) • English (U.S.) • French

NetSuite Basics

Setting Personal Preferences Choosing a Language for Your NetSuite User Interface

17

• German • Italian • Japanese • Korean • Portuguese (Brazilian) • Russian • Spanish • Swedish • Thai Important: For the languages listed above, NetSuite provides translation strings for the user interface and for printed transaction forms. The Multi-Language feature also supports the use of several additional languages for Web site translations, but these languages must be defined in company preferences and translation strings must be provided. See the help topic Setting Up Multiple Languages. 3.

In the PDF Language field, you can select a different language for PDF output when you choose to export a report as a PDF, in the PDF Language field. The following languages are available:

• English (U.S.) • Chinese (Simplified) • Chinese (Traditional) • Japanese • Korean 4.

Click Save.

This preference does not affect others with access to your account. For the best results when viewing translated NetSuite pages, set your browser to view UTF-8 encoded pages.

•

In Internet Explorer, go to View > Encoding > Auto-Select.

•

In Firefox, go to Tools > Options, and in General options, click Languages. In the Default Character Encoding field, select Unicode (UTF-8).

NetSuite Basics

Setting Personal Preferences Setting Preferences for Appearance

18

Setting Preferences for Appearance The following fields are available on the Appearance subtab of the Set Preferences page based on the features in your NetSuite account, and the permissions associated with your NetSuite role. Field Name

Function

Colors Color Theme

Choose a color theme for your NetSuite pages and tabs. To use a college color theme, select the school name in the Color Theme field. Schools are organized by conference. To create or edit a color theme go to Setup > Web Site > Color Themes.

Color Family

Choose a color family to apply to all the pages of NetSuite.

Color Saturation

Choose a saturation setting for your color family. This option does not apply when you use a classic color theme

Color Lightness

Choose a setting for your color family. This setting only affects the color family, not the color theme. Dark – darkens the appearance of your color family. Light – lightens the appearance of your color family. Normal – Shows your color family with its default light settings.

Styles Screen Font

Choose Verdana, Arial, or MSGothic as the screen font on all of the NetSuite pages for this role. Note that this selection changes the font on your pages only; it will not affect any forms or your web site.

Compensate for Large Fonts

Displays easier-to-read layouts if you have set your computer display to use large fonts.

Zoom

Change the scaled size of NetSuite pages. Set the zoom greater than 100% to enlarge text on the page. Set the zoom lower to minimize scrolling.

Register Look on Lists

Check this box to display lists of records and transactions as registers. This setting applies shading every other row in your list, making it easier to read.

Only Show Field Borders on Hover

Check this box to cause the lines around each field to show only when the cursor hovers over the field. By default this box is not checked and all lines around each field display at all times.

Centers & Dashboards

NetSuite Basics

Setting Personal Preferences Setting Preferences for Appearance

Field Name

Function

Use Classic Interface

This preference affects how you display the NetSuite.

19

Check this box to see the tabs in NetSuite laid out the same way as the Administrator role. If all users enable this option, they all see tabs appropriate for their role, and can navigate the application similar to the administration. Note: This box does not appear when you are logged in as an Administrator, because administrators use the classic interface by default. Drop-Down Menus

Check this box to display menus when you click on or roll over a tab at the top of the page. All tasks available on the page display in the drop-down menu.

Maximum Links in New Bar

Enter a value for the maximum number of links displayed on your New bar. This number must be between 1 and 30. Hover over the icon next to the last visible link to access a list of the hidden links.

Include Text with Icons in New Bar

Check this box to display text along with each icon in the New bar. By default this box is not checked and icons do not display explanatory text. Note: A company preference also exists for Include Text with Icons in New Bar. If an administrator sets this company preference and does not allow override, this option is not available as a user preference.

Show New Bar on Dashboard

Check this box to show the New bar on your dashboard. Click the icon that follows the final link and select Personalize to choose the links to include.

Show Setup Manager on Setup Tab

When this option is enabled, the Setup tab has a menu option for the Setup Manager tool. This tool logically groups links and provides helpful tips for setup tasks. If you would rather have a Setup Overview page without these features, clear this box, which is checked by default.

Landing Page

Select the tab that you want to be the first page displayed when you log into your NetSuite account. If you do not make a selection in this dropdown, your Home page is the initial landing page. The list of possible landing pages includes all standard tabs and custom tabs in your center. The page you select here is overridden if your account administrator sets the general company Landing Page preference to use a custom landing page created by a Suitelet.

Show Portlet Hint

Check this box to display a popup notice when slow-loading dashboard portlets time out during dashboard loading. To improve page load time on the dashboard, minimize the slow-loading portlets.

Entry Forms

NetSuite Basics

Setting Personal Preferences Setting Preferences for Appearance

20

Field Name

Function

Limit Entry Forms to Two Columns

Check this box to limit the columns of fields on entry forms to two columns. By default, fields on entry forms are arranged in three columns.

Expand Tabs on Entry Forms

Check this box to expand tabs on your NetSuite pages.

Enable Rich Text Editing

Check this box to use the rich text editor in text fields. Each field includes the Formatted Text header with a link you can click to enter HTML Source Code. The Formatted Text header includes Font, Size, and Color dropdowns, and a toolbar with text style, alignment, and paragraph format options. Use these tools to format text you enter into the field. Clear the box to remove the Formatted Text header on text fields.

Default Rich Text Editor Font

Select the default font for rich text editor fields.

Default Rich Text Editor Font Size

Select the default font size for rich text editor fields.

NetSuite Basics

Setting Personal Preferences Setting Preferences for Transactions

21

Setting Preferences for Transactions The following fields may be available on the Transactions subtab of the Set Preferences page based on the features in your NetSuite account, and the permissions associated with your NetSuite role. Field Name

Function

Basic Auto Fill Transactions

Check this box to automatically enter information on transaction pages based on the last transaction for the entity you select. When you clear this box, you can use the Auto Fill button on transaction pages to automatically enter information.

Warnings Duplicate Number Warnings

A warning appears when you enter a document number you used before.

Inventory Level Warnings

Check this box to see warnings when you sell inventory items with quantities at or below their reorder points. You must also set these minimum quantities at Lists > Items, on the Basic tab, in the Reorder Point field.

Customer Credit Limit Handling

Vendor Credit Limit Warnings

Select your preferred method for handling customer credit limits:

•

Ignore – Allows you to enter sales orders and invoices that exceed the customer’s credit limit without a warning.

•

Warn Only – Generates a warning when you enter a sales order or invoice that exceeds the customer’s credit limit. The warning displays in a dialog box so you can choose to enter or cancel the transaction.

•

Enforce Holds – Blocks you from entering a sales order or invoice that exceeds the customer’s credit limit.

Check this box to receive a warning when you exceed the credit limit for a vendor.

Printing Print Using HTML

Check this box to print transaction forms in HTML format. Clear this check box if you prefer to print transactions forms in PDF format. Printing PDF forms requires Acrobat Reader.

Email Using HTML

Sends email attachments in HTML format. Clear this box if you prefer sending email attachments in PDF format.

Horizontal Print Offset

Enter a positive number in inches to move the text to the right. Enter a negative number in inches to move the text to the left.

Vertical Print Offset

Enter a positive number in inches to move the text lower. Enter a negative number in inches to move the text higher.

NetSuite Basics

Setting Personal Preferences Setting Reporting and Search Preferences

22

Setting Reporting and Search Preferences The following fields are available on the Reporting/Search subtab of the Set Preferences page based on the features in your NetSuite account, and the permissions associated with your NetSuite role. Field Name

Function

Reporting Report by Period

Select what type of reports you want to view by period. Financials Only – Select this option to display the following financial reports by period:

• • • • • • •

Income Statements Balance Sheets Cash Flow Statement Trial Balance Report Income Graph Expense Graph Net Worth Graph

All Reports – Select this option to view all applicable reports by period. Never – Select this option not to display any reports by period. Note: When you select Financials Only or Never, you may encounter problems with data for KPI scorecards that use accounting periods. Print Company Logo

Check this box to include your company logo on all printed reports.

Display Report Title on Screen

Check this box to display the report title, company name, and date or period range at the top of all reports displayed on your screen. Even when this preference is not enabled, this title information still prints on reports. To display report title information only on selected reports, do not check this box. Instead, click Options in the footer of each report, and check the Display Title box.

Display Report Description

Check this box to display customization details as part of report title for all reports. These details are from the Description field in the More Options step of the Report Builder. To disable the display of customization details for selected reports, click Options in the footer of each report, and clear the Print Description box.

Default Bank Account

Select the bank account to use as the default account for the Bank Register listed on the Reports page and the Bank Balance snapshot on the Home page.

NetSuite Basics

Setting Personal Preferences Setting Reporting and Search Preferences

23

Field Name

Function

Show Forecasts as Weighted

Check this box to show the weighted forecast value instead of total projected forecast values on reports. You can set this preference at both Home > Set Preferences, and at Setup > Sales > Sales Preferences > Forecasts. The setting you select for this preference on the Set Preferences page overrides the company wide setting for this preference on the Sales Preferences page.

Search Show List When Only One Result

Check this box to list search results, even when there is only one result. If you clear this box and there is only one result from a search, the record or transaction automatically opens.

Quick Search Uses Keywords

Check this box so that the Quick Search portlet returns records with names that start with AND records with names that contain the keywords you enter. If you clear this box, the Quick Search portlet displays Starts With and Contains buttons. Searches can return records with names that start with keywords OR records with names that contain keywords, based on the button you select.

Popup Search Uses Keywords

You use popup searches when you type a keyword and press TAB to make a selection in a field on a transaction or form. Check this box to base search results for popup lists only on keywords that start with and include all the search terms entered. Note: Enabling this preference removes the Starts With and Contains options from the Quick Search portlet.

Include Inactives in Global Search & Quick Search

Check this box to include inactive records in results returned for keywords entered in the Search field or in the Quick Search portlet. By default, only active records and transactions are searched with these fields.

Popup Auto Suggest

Check this box to have NetSuite suggest matches for the text you enter in fields as you type. You can select from the list of matching records to select the record you need.

Global Search Auto Suggest

This box is checked by default. NetSuite suggests matches for the text you enter in the Search field, automatically as you type. You can select from the list of suggested records to go directly to the record you need.

Global Search Sort by Name/ID

Check this box to sort global search results by name, instead of by record type and then by name within each record type.

Global Search Customer Prefix Includes Leads and Prospects

By default this box is cleared, and when you type the cu prefix in the Search field, only customer records display in search results. Check this box to display leads, prospects, and customers in your search results when you type the cu prefix in the Search field.

PDF

NetSuite Basics

Setting Personal Preferences Setting Preferences for Activities

Field Name

Function

PDF Page Orientation

Select landscape or portrait orientation for your PDF output when you export a report or search results as a PDF.

PDF Font Size

Select a font size for the PDF output when you choose to export a report or search results as a PDF.

24

Export CSV Export Character Encoding

Select an alternate character encoding for CSV exports of lists, reports, and searches. Default encoding is UTF-8. Other options are Windows 1252, the default format for Microsoft Excel, and Shift-JIS, the most widely used format in Japan.

Setting Preferences for Activities Set your personal preferences before you start working with your calendar, and activities such as phone calls and tasks. Here, you can set preferences for sending email invitations, types of reminders, and more. You can also set a default priority for tasks and phone calls. If you use the Outlook Integration feature to synchronize records, you can set a default category for contacts synchronized between Outlook and NetSuite. The following fields are available on the Activities subtab of the Set Preferences page based on the features in your NetSuite account, and the permissions associated with your NetSuite role. Field Name

Function

Calendar Edit Activities from Calendar

Check this box to open events in Edit mode when you click events on your calendar.

Send Invitation Emails

Select recipients for email notification about events.

•

Internally - Send email only to employees and groups of employees in your NetSuite account.

•

To all invitees - Send email to everyone invited to the event, including customers, contacts, partners, etc.

Restrict Invitees to Employees

Check this box to choose only employees as invitees on event records.

Default New Events Public

Check this box to make all events you create public by default. Others who have access to your calendar. You can clear the Public box on individual event records.

Default Reminder Type

Specify the type of event reminder you prefer: email, popup or none.

Default Reminder Time

Select the amount of time before an event when you prefer to receive reminders.

Play Audio with Popup Event Reminders

Check this box to play a sound with popup event reminders. You must have your browser set to play sounds in Web sites.

NetSuite Basics

Setting Personal Preferences Setting Preferences for Activities

Field Name

25

Function

Tasks & Phone Calls Default Priority for Tasks

Select a default priority for new tasks. You can change the priority for a task in the Priority field on the task record.

Default New Tasks Public

Check this box to make all new tasks public by default. You can mark a task private by checking the Private Task box on the task record

Default New Phone Calls Public

Check this box to make all phone calls you create public by default.

Sync Default Sync Category

Select the category you want contacts to sync to by default.

NetSuite Basics

Setting Personal Preferences Setting Preferences for Alerts

26

Setting Preferences for Alerts The following fields are available on the Alerts subtab of the Set Preferences page. For more information about setting preferences for email alerts, see Receiving Email Alerts. For more information about subscribing to email alerts, see the help topic Enabling Saved Search Email Alerts. Field Name

Function

First Selection

Select an initial time to receive an email message containing the latest information about the events, reminders, key performance indicators, and report snapshots displayed in portlets on your Home page.

Second Selection

Select an second time to receive an email message containing the latest information about the events, reminders, key performance indicators, and report snapshots displayed in portlets on your Home page.

Third Selection

Select a third time to receive an email message containing the latest information about the events, reminders, key performance indicators, and report snapshots displayed in portlets on your Home page.

Include links in HTML alerts

Check this box to include links to key performance indicators and reminders included in your alert email. When you click a link, a browser window opens where you can log in to NetSuite and view the report for that key performance indicator or reminder. You must also have the Email Using HTML box checked on the Transactions subtab of the Set preferences page to include links.

Respect Quick Date Portlet Settings

Check this box so that email alert results are based on the date selected in your dashboard's Quick Date Selector portlet. Clearing the box sends email alert results based on a different date.

EMail

Select an email address to which email alerts should be sent.

Send an On-Demand Alert from this Role

Check this box to enable on-demand alerts. On-demand alerts allow you to send email to [email protected] or to reply to an alert email and receive an email from NetSuite with the contents of your dashboard to your login email address.

Click Here to send a test email message to .

Click the link to send a test message to the specified email address.

Note: When you remove an Activities, Reminders, Key Performance Indicators, or Report Snapshot portlet from your home page, alert emails no longer include information from the portlet(s) you removed.

NetSuite Basics

Setting Personal Preferences Receiving Email Alerts

27

Receiving Email Alerts On the Alerts subtab of the Set Preferences page, you can choose to receive two different sorts of email alerts:

•

You can choose to receive a “Daily Facts” email alert up to three times a day. This standardized message summarizes the latest information in the Events, Reminders, Key Performance Indicators, and standard Report Snapshots portlets on your Home page. Note that these messages do not include data from custom and sales management report snapshots. You can also email [email protected] from the email address you use to log in and NetSuite will automatically send you an email alert.

•

You can choose to receive email updates when information in one or more of your most important saved searches changes.

To set up email alerts: 1.

Go to Home > Settings > Set Preferences.

2.

Click the Alerts subtab.

3.

Choose the times of day you want to receive your three email alerts.

4.

Check the Include Links in HTML Alerts box to enable you to click links in email alerts and open your account to the relevant information.

5.

Check the Send an On-Demand Alert from the Role box to enable you to send email to [email protected] and automatically receive your email alerts.

Note: You must send email to this address from the email account you use to log in to NetSuite. 6.

To receive email alerts when saved search data changes, select the record type that search is based on in the Record Type field.

7.

In the Search field, select the name of the saved search. A search must have the Available as Alert box checked to appear in this list. Only Administrators can set searches to be available as alerts.

8.

Check the Send on Update box if you want to receive alerts both when new records are added and when current records are updated.

9.

Click Add/Edit.

10.

Repeat steps 6 – 9 to add up to five saved searches.

11.

Click Save.

You will now begin receiving email alerts at the times you set.

NetSuite Basics

Setting Personal Preferences Setting Preferences for Telephony

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Setting Preferences for Telephony The Telephony subtab only appears on the Set Preferences page if you use the Telephony Integration feature. To enable the feature an administrator must go to Setup > Company > Enable Features. On the SuiteFlex subtab, in the Integration Add-Ons section, check Telephony Integration, and click Save. You can set the following options on the Telephony subtab of the Set Preferences page: Field Name

Function

Telephony Option

Select TAPI to use Telephony Integration with a TAPI-enabled phone or software for TAPI integration, such as Artisoft's® TeleVantage. Select CTI to use a NetSuite partner, Contactual or Five9, for integration.

TAPI Device

Enter the name of the TAPI device you use to connect your phone to your computer.

CTI URL

Enter the URL for the CTI partner with whom you have an account:

Prefix to Dial Out

•

Contactual – http://www.contactual.com/ c2d.php?phone={phone}

•

Five9 – http://localhost9999/ agentServlet?cmd=makeCall&numberToCall={phone}

Enter any numbers that should be dialed before the number in a phone number field. For example, you may need to dial 9 or 1 before you dial out of your phone system.

If you are using TAPI for telephony integration, follow the additional instructions listed on the Telephony subtab of the Set Preferences page to set up your phone and install the proper drivers. For more information about using telephony integration, see Using Telephony Integration.

NetSuite Basics

Setting Personal Preferences Setting Preferences for Restricting Views

29

Setting Preferences for Restricting Views Click the Restrict View subtab of the Set Preferences page, to limit your access to information for the specific class, location, department, or subsidiary you select. The restrictions apply only for the duration of your current session. The next time you login, your original settings are restored.

Important: If you use Netsuite OneWorld, some reports do not support consolidation and can return results for only one subsidiary at a time. Before you can run one of these reports, you must set your user preferences to restrict your view to a single subsidiary, at Home > Set Preferences on the Restrict View subtab. Some standard reports return errors when you attempt to run them before setting this preference. Field Name

Function

Subsidiary

(NetSuite OneWorld accounts only) Restrict your access to just those records from the subsidiary you select. The restrictions apply to the user interface, searches, and reports for the duration of your current session. Note: You cannot run reports that do not support consolidation until you set this preference. Some reports require the restriction to a single subsidiary. In this case do not check the Include Sub-Subsidiaries box.

Include Sub-Subsidiaries

(NetSuite OneWorld accounts only) Check this box to include records from child subsidiaries, in addition to the selected parent subsidiary for the current login session. When you select your root subsidiary above, it does not make sense to check this box. Records from all the sub-subsidiaries are available by default.

Department

Restrict your access to just those records from the department you select. The restrictions apply to the user interface, searches, and reports for the duration of your current session. The next time you log in, your original settings will be restored.

Include Sub-Departments

Check this box to include records from sub-departments of the selected department for this session.

Include Unassigned

Check this box to include records that do not have a designated department in this session.

Location

Restrict your access to just those records from the location you select. The restrictions apply to the user interface, searches, and reports for the duration of your current session. The next time you log in, your original settings will be restored.

Include Sub-Locations

Check this box to include records from sublocations of the selected location for this session.

Include Unassigned

Check this box to include records that do not have a designated location in this session.

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Field Name

Function

Class

Restrict your access to just those records from the class you select. The restrictions apply to the user interface, searches, and reports for the duration of your current session. The next time you log in, your original settings will be restored.

Include Sub-Classes

Check this box to include records from sub-classes of the selected class for this session.

Include Unassigned

Check this box to include records that do not have a designated class in this session.

For more information, see Inactivating Roles and Restricting Your Subsidiary View.

Resetting Your Login Email or Password You can change the email address and password you use to log in to NetSuite from the Settings portlet on your Home page. If you have access to more than one NetSuite account, you can choose to have different email and password logins for each account. If you use separate logins for each account, you must sign out and then log in again to switch to another NetSuite account. You can also choose to use the same email and password login for all of the NetSuite accounts you have access to. If you use one login, you can click the Change Role link at the top right corner of the page to switch to another account.

Note: The email address you use to log in is used for email notifications and other communication sent from NetSuite.

To change your login email address or password: 1.

In the Home page Settings portlet, click Change Email/Password. The Settings portlet appears, by default, at the bottom of the left column of the Home page. However, you can drag and drop this portlet anywhere on the dashboard.

2.

In the Current Password field, enter the password you currently use to login.

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This is required to make changes to your email or password for the security of your account. 3.

To change your email address, enter your new address in the New Email Address field, and re-enter the same address in the Confirm New Email field. To change your password only and keep your login email, skip this step and go to Step 6.

4.

If you currently access more than one account with your login, check Just This Account to change your login information for only the account to which you are currently logged in. If you check this box, you will log in to this account with your new email and password and log in to other accounts with your previous email and password.

5.

To change your login email address only, click Save. To also change your password, continue to the next step.

6.

To change your password, enter the new password you want to use to access your account. Be aware of the following requirements:

• A prior password may never be reused. • There must be at least a 2 character difference between a new password and the last password. (For example, a user cannot change a password from foobar_123 to foobar_124.)

• Passwords must contain the following: •

At least one alphabetical character

•

At least one numeric or special character. Special characters include: ` % ^ & * ) ; ' [ ] "{ }.

@#$

• The minimum number of characters in the password depends upon the limit set by your account administrator. If you use this login to access a role that can view credit card numbers that are not encrypted, your password must be at least 7 characters. 7.

Click Save.

The next time you log in to NetSuite, you must use the new information you entered above. You can also reset your password if you are unable to log in because you forgot your password. For more information, see Setting Up External Password Reset. For more information about password requirements, see the help topic NetSuite Password Requirements.

Warning: You are locked out for 30 minutes after 6 consecutive logins with incorrect password.

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Setting Up External Password Reset In the event that you forget your password, you can answer three security questions to verify your identity and have NetSuite email a temporary password. If you do not set up these security questions, you must contact NetSuite Customer Support to gain access to your account.

To set up external password reset: 1.

In the Home page Settings portlet, click Update Security Questions.

2.

In the Question 1, Question 2 and Question 3 fields, select questions about yourself for which you can easily remember a consistent answer. Each question must be unique. You are prompted with each of these questions when you click the “Forgot Your Password” link on the login page. You must answer each question correctly to have your password reset and regain access to your account.

3.

In the Answer 1, Answer2, and Answer 3 fields, enter the answers to each question you selected. Be sure that you spell your answer correctly and use a format that you are likely to use when prompted with the question again. For example, to answer the question, “In what city was your father born?” You must decide whether to enter the city only, or to include the city and the state or province.

4.

Click Save.

After you save your security questions, the “Forgot Your Password?” link displays on the NetSuite login page. When you click this link, answer the security questions to confirm your identity and a new password is emailed to your login email address. You can then log in with the temporary password, and you are required to change your password. See Resetting Your Login Email or Password.

Warning: You are locked out for 30 minutes after 6 consecutive logins with incorrect password.

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Chapter 3 Working with Records and Lists Managing your business with NetSuite makes your job easier than ever. All the information you need to keep your business running smoothly is organized and stored in easy-to-read, easy-to-find records. NetSuite records are accessible from list pages that include all records of a specified type. You can customize these lists to display various fields from each record type.

Working with Records NetSuite tracks all the information in your account using records. You create a new customer record to track address, phone and email information. Link customer records with contact records to keep track of the individuals you do business with. You also create records for each of your financial accounts, any items you may sell, marketing campaigns, customer support cases, phone calls, events — any information that you use to successfully conduct business is tracked in NetSuite on a record. After you create records in NetSuite, you can look at account registers, track customer activity, and receive reminders for upcoming events and phone calls. For more information, see NetSuite Record Pages.

Roles and Permissions The types of records you can view and edit vary according to the roles and permissions assigned to you. You can select which records members of your organization can view, and regulate the operations they can perform on records. For example, you may want to grant only edit permissions to a certain record type, so that an employee may be able to update the record, but unable to delete it or create a new one. For more information, see Understanding NetSuite Permissions.

Groups You can create groups of records to communicate with a set of individuals within your organization, or other companies you do business with. For example, you can invite a group of employees to a meeting, or send a marketing email blast to a group of customers. With NetSuite, you can create a dynamic group that changes based on record search results, or you can create a static group using a set of records that you select. For more information, see Working with Groups.

Synchronization Use NetSuite for Outlook to synchronize the calendar you maintain in NetSuite with your Outlook calendar. For more information, see Using NetSuite for Outlook 2.0.

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NetSuite Record Pages Each NetSuite record is represented as a page in the user interface, with basic data displayed in fields at the top of the page, and more detailed data (including data from related records) displayed in lists and fields on subtabs at the bottom of the page. For more information about creating records in NetSuite, see NetSuite Record Types. The following screenshot shows a customer record in NetSuite:

Entering Subtab Data on Records Most records have subtabs you can use to associate related record types, such as customers and contacts, send email and fax messages, or attach files. Depending on the record type you are using, and the role with which you are logged in to NetSuite, you will see different subtabs. For more information about expanding subtabs, and required fields on sublists, visit the Help Center and read, Subtabs and Sublists.

NetSuite Record Types NetSuite includes record types for all areas of your business. Click the links below to learn more about each record type and how to create new records:

•

Accounting - Visit the Help Center and read NetSuite Accounting Overview.

•

Items - Visit the Help Center and read Creating Item Records.

•

Shipping Items - visit the Help Center, and read Creating Shipping Items.

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If you use the Shipping Label Integration feature, visit the Help Center and read Shipping Integration with FedEx, UPS and USPS/Endicia.

•

Gift Certificates - visit the Help Center and read Setting Up Gift Certificates.

•

Employees - visit the Help Center and read Adding an Employee.

•

Relationships - NetSuite enables you to create records for different types of business relationships:

• Leads - Visit the Help Center and read Lead Management Overview. • Prospects - Visit the Help Center and read, Prospects. • Customers - Visit the Help Center and read, Customers. • Projects - See one of the following topics in the Help Center: •

Creating a Basic Project Record

•

Creating an Advanced Project Record

• Contacts - Visit the Help Center and read, Contacts. • Groups - Visit the Help Center and read, Working with Groups. Note that you create a group using a list of contact, customer, employee, job, partner, or vendor records that you select. In Netsuite, using groups enables you to communicate efficiently with individuals and companies you do business with.

• Vendor - Visit the Help Center and read, Adding a Vendor Record. • Competitors - Visit the Help Center and read, Competitors. • Other Names - Visit the Help Center and read, Other Name Records. •

Commissions - Visit the Help Center and read, Commissions.

•

Marketing - Visit the Help Center and read, Marketing Automation Overview.

•

Support Management - See the following topics in the Help Center:

• Setting Up Case Management • Issue Management • Knowledge Base •

Web Site - See the following topics in the Help Center:

• Items, Forms, & Images. • Tabs & CategoriesTabs & Categories • Setting Up Items for the Web SiteSetting Up items for the Web Site •

Search - Visit the Help Center and read Defining a Saved Search.

•

Mass Updates - Visit the Help Center and read Making Mass Changes or Updates.

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•

Custom - Visit the Help Center and read Creating Custom Record Types.

•

Activities - NetSuite enables you to create records to keep track of your business activities. See the Help Center topics below to learn more:

36

• Scheduling EventsScheduling Events • Creating CRM Task RecordsCreating CRM Task Records • Scheduling or Logging Phone CallsScheduling or Logging Phone Calls

Viewing and Editing Records After you create records in your NetSuite account, you can access those records to enter new information or edit information. To create a new record, go to the NetSuite tab that lists the record you want, and then click the New link next to a record type. For more information, see NetSuite Record Types.

Viewing Records You can view an existing record by:

•

Searching for it by name or ID. See the help topic, Finding Records.

•

Going to the NetSuite tab that lists the selected type of record, clicking the task link for that type of record to see a list of the records, and clicking a View or Edit link for the record.

Editing Records You can edit an individual record by clicking Edit next to the record in a list, or you can use Inline Editing to change data on multiple records from the list page. For more information, see Using Inline Editing. Subtabs on records allow you to enter additional information depending on the record type, as well as attach files to the record. For more information, see Entering Subtab Data on Records.

Attaching Files to Records You can attach documents in the file cabinet to records and transactions using the Communication subtab. This can be useful, for example, if you want to keep a copy of a contract or license on a customer record.

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To attach a file to a record or transaction: 1.

Click the Communication subtab on the record.

2.

Click the Files subtab. Here, you have several options for attaching a file:

• Click Attach to attach a file that already exists in the file cabinet. • Click New File to attach a file from your computer or the Web. • Click

3.

. A popup window displays with more options:

•

Click List to select the file you want to attach from a list of files in the file cabinet.

•

Click New to display a window where you can browse the files on your computer, or enter a URL from the Web. Here, you can also choose to make the file available for SuiteBundles.

•

Click Open | Edit, when you have already selected a file, to preview it in a new browser.

Click Add.

Now, when anyone in your company opens the record, they can also view files associated with the record. Note that members of your organization must have access to a particular folder to view a file from that folder attached to a record or transaction.

Important: A file in the Attachments to Send folder or Attachments Received folder cannot be attached to records or transactions. You must move the file to another folder. For more information, see Moving and Copying File Cabinet Files.

Checking Spelling on Records You can check spelling in fields on select records to ensure your correspondence with customers is clear and professional. NetSuite offers the following spell checking capabilities for text fields such as messages:

•

An inline spell checker that places red underlines under words that are not in the dictionary, and provides a right-click menu of suggested replacements and other actions for each underlined word. This option is available if you set your language display preference to English (U.S.) or English (International).

•

A Spell icon that you can click to open a popup spell checker.

Inline Spell Checker By default the inline spell checker is enabled for text fields. You can disable it by going to Home > Set Preferences and in the Optimizing NetSuite section, disabling the Check Spelling in Text Areas as You Type box.

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When the inline spell checker is enabled, red underlines appear immediately as you type words that are not in the dictionary. Right-click on an underlined word to see the following menu of options:

•

Suggested replacements for misspelled word. Click on a suggestion to use it.

•

Ignore. Click on it to allow this instance of the misspelled word.

•

Ignore All. Click on it to allow the misspelled word throughout the text field.

•

Add to Dictionary. Adds the word to the user’s dictionary, so it will not be marked as misspelled in the future.

•

Hide Spell Checker. Click on it to remove all underlining.

Spell Icon A Spell icon appears next to message fields on most records. This icon is available even when the inline spell checker has been disabled. To run spell check on a text field, click the Spell icon. If the field includes any words that are not in the dictionary, a popup window open with suggests for replacements. In the popup, you can:

•

Click Replace to replace the word with the suggestion

•

Click Replace All to replace all instances of the word with the same suggestion

•

Click Add to add the word to the dictionary

•

Click Ignore to skip the word without replacing or adding

•

Click Ignore All to ignore all instances of the word

•

Click Close when you are finished checking spelling

•

Review the check box indicating whether the inline spell checker has been enabled. If it is disabled, you can click this check box to enable it.

If all words in a field are spelled correctly when you click the Spell icon, the popup window alerts you that spell check is complete.

Inactivating Records As your business grows, you may no longer need certain records in your NetSuite account. Inactivating records is a quick and useful way to clean up your lists and keep your records upto-date.

To inactivate list records: 1.

Check the Show Inactives box at the bottom of a list. The page automatically reloads to display the Inactives checkbox.

2.

In the Inactive column, check the boxes next to the records you want to inactivate.

3.

Click Submit.

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After you inactivate a record, it no longer appears in NetSuite’s dropdown and popup lists. You can still see inactive records on list pages, however, by checking the Show All box at the bottom of the page.

Duplicate Record Detection In the course of doing business, it is common to have more than one record created for the same contact, customer, vendor, or partner. NetSuite’s Duplicate Detection & Merge feature helps you find these duplicate records and use the information in them to create a single record. An administrator or someone else with the Enable Features permission can turn on the Duplicate Detection & Merge feature at Setup > Company > Enable Features, on the Company subtab, Data Management section.

Merging or Deleting Duplicate Records To find possible duplicate records, you can search your customer, contact, vendor and partner records for matching information. You can then merge the duplicate records according to the terms you set, resulting in one complete record for each person or business. To set preferences for which types of records you want to search and how they are classified as duplicates, someone with the Administrator role can go to Setup > Company > Duplicate Detection. After a duplicate search has occurred, on the Manage Duplicates page, you can specify:

•

which records are duplicates

•

which records are not duplicate

•

the record that you want to keep as the original or master record

Then, you can choose to delete all duplicates for a record or merge information from the duplicate records into the master record. If the master record and duplicate record have different information for the same field, the information from the master record is saved. Note: For duplicate searches of customer and contact records, some common words are excluded to prevent false matches. For a list of these words, see Words Excluded from Duplicate Detection Matching.

To search for possible duplicates: 1.

Either click the notice in the duplicate record, or go to Lists > Mass Update > Mass Duplicate Record Merge. Note: Your role must have full access to the Duplicate Record Management permission to merge duplicates. The Sales Person role has View access only by default. Manager and administrator roles have Full access.

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In the Entities filter in the footer of the list, select a type of record to view suspected duplicates for that type. For example, select Contacts to view all contacts you have access to that have some of the same information as other contact records.

3.

On the Manage Duplicates page, check the box in the Master column next to the record you want to designate as the main record. Information from duplicate records is merged into empty fields on the master record.

4.

Check the box in the Duplicate column next to any record that is for the same person as the master record. Information from these records is merged into the master record.

5.

Check the box in the Not A Duplicate column next to any record that is not for the same person as the master record. These records remain unchanged.

6.

In the Merge Type field, select how you want to merge the selected records:

Option

Description

Mark all selected as not duplicates

This leaves all records without any changes.

Merge duplicates into master record

This merges all information from the duplicate records into empty fields in the master record. If information is entered in field on both the master and the duplicate, the information on the master record remains the same.

Merge duplicates into record created the earliest

This saves the record with the earliest date in the Created column and places information from selected duplicated records into any empty fields on the saved record.

Merge duplicates into record with most populated fields

This saves the record with the highest number in the Fields column and places information from selected duplicate records into any empty fields on the saved record.

Merge duplicates into record with most recent activity

This saves the record with the most recent date in the Last Activity column and places information from selected duplicate records into empty fields on the saved record.

Delete duplicates, keep master record

This saves only the record you selected as the master and deletes all records you selected as duplicates.

Delete duplicates, keep record created the earliest

This saves the record with the earliest date in the Created column and deletes all other selected records in this group.

Delete duplicates, keep record with most populated fields

This saves the records with the highest number in the Fields column and deletes all other selected records in that group.

Delete duplicates, keep record with most recent activity

This saves the record with the most recent date in the Last Activity column and deletes all other selected records in the group.

Make duplicates subrecords of master

This saves the record you designate as the original, master record and converts those you marks as duplicates into its subrecords.

7.

Click Submit Selected to complete the action you selected in the Merge Type field.

On the Merge Record Duplicates page:

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•

The Group # column groups records with matching information. For example, if you are searching for duplicates by phone number and have 3 records with the same phone number, all of these records have the same group number.

•

The Fields column displays how many fields on the records have information entered.

•

Use the Entities filter in the footer of the list to show either possible contact duplicates or possible customer duplicates.

•

Use the Fields filter in the footer of the list to show information from various fields on the records. For example, if you select Match Fields, you view information from the fields used to mark the records as duplicates.

•

Use the Merge Type field in the footer of the list to choose how you want to merge the duplicates listed.

•

Click Mark All As Dup. to check all the boxes in the Duplicate column.

•

Click Mark All As Not Dup. to check all the boxes in the Not A Dup. column.

•

Click Unmark All to clear all the boxes.

•

Click Submit Selected to complete the action selected in the Merge Type field.

Important: Merging records also merges the records' transaction histories. The original data, for example entities' names, is retained to preserve a transaction's history. You may want to restrict the capability to perform merges by permission levels to specific roles or to the NetSuite Administrator. This may be particularly important in environments where audit requirements discourage merging transaction records.

To limit a role’s ability to perform merges: 1.

Go to Setup > Users/Roles > Manage Roles.

2.

Click Customize or Edit for a role.

3.

On the Permissions tab, click Lists.

4.

Add the Duplicate Record Management permission to the role.

5.

Select View. By selecting View, you hide the Merge button from users with this role.

Merging Different Types of Records Sometimes duplicate records exist between record types, such as a vendor record and a partner record for the same person or company. While the Duplicate Detection feature only searches for possible matches within the same record type, if you know of duplicated between two record types, you still have the option to manually merge them. You can merge records between the following record types:

•

Partners

•

Vendors

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Customers

•

Other Names

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To merge records of different types: 1.

Open in edit mode the duplicate record you want to merge into another, master record.

• To open a record in edit mode, click Edit next to the name in the list, or click Edit on the record itself.

• Do not make any changes to the record. 2.

Click Merge. Clicking Merge opens a new page.

3.

In the Merge Into field, if you have a dropdown list, select the name of the customer, partner, vendor, or other name record into which the above record should be merged.

• The record selected in the Merge Into field becomes the master record. • If you have an empty field with an arrow button at the end, click the arrow and choose List. In the popup, you can filter the list by record type and choose the record this record should be merged with. 4.

Click Save.

The merged record opens. All activities, transactions, messages, files, cases, contacts and other subtab lists are combined on the merged record. Fields previously blank on the master record are filled with information from the duplicate record, but no field data is replaced. Important: You may want to restrict the ability of users to merge records. For more information on how to limit the merge function by role, refer to the Important note in Merging or Deleting Duplicate Records.

Words Excluded from Duplicate Detection Matching Records are listed as duplicates when they have either matching or similar information. When searching for similar information, NetSuite excludes certain words or phrases that occur often in fields to avoid false duplicates. This list is organized by field name. Customer, Partner, and Vendor Name The following words or abbreviations are not considered when searching for similar information to prevent false matches in the company or customer name field:

•

Corp.

•

Corporation

•

Co.

•

Company

•

Inc.

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Incorporated

•

Enterprise(s)

•

Firm

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Note that duplication detection also ignores variations of these terms, such as abbreviations without periods at the end. Email Address If you identify duplicates based on matching email address, you can set duplicate criteria on Email (full) to identify duplicates only if the full email addresses of two records match exactly. If you set duplicate criteria based on Email (domain only), the following domain names are not considered when searching for similar information to prevent false matches for email addresses:

•

adelphia.net

•

altavista.com

•

ameritech.net

•

aol.com

•

attbi.net

•

att.net

•

bellsouth.net

•

bigfoot.com

•

comcast.net

•

cox.net

•

earthlink.com

•

excite.com

•

gmail.com

•

home.com

•

hotmail.com

•

ix.netcom.com

•

juno.com

•

lycos.com

•

mail.com

•

mindspring.com

•

msn.com

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netscape.net

•

netzero.com

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pacbell.net

•

prodigy.net

•

qwest.net

•

sbcglobal.net

•

swbell.net

•

sympatico.ca

•

verizon.net

•

worldnet.att.net

•

yahoo.com

•

yahoo.co.uk

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Note: Potential duplicate results are determined differently when using the email address from a customer record instead of a contact record. Customer records are flagged as potential duplicates when the domain name portion of the address matches, as long as the domain name is not listed above. Contact records are only flagged as duplicates if the entire email address matches. This difference prevents false potential duplicate results that occur when multiple contact records from one company use the same domain name in their email addresses. Phone Number When searching the phone number field for duplicates, all prefixes and extensions will be excluded so that only the 9 digit or 6 digit numbers are considered. If two matching phone numbers are compared, one with an area code and one without, they will not be detected as duplicates. Address Addresses will be considered potential duplicates based on the street number and name. Similar numbers with a street name match will be considered potential duplicates, for example. The following words or symbols are not considered when searching for potential duplicates in the Address field:

•

Street/St.

•

Avenue/Ave.

•

Court/Ct.

•

Suite/Ste.

•

Apartment/Apt.

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#

•

Lane/Ln.

•

Highway/Hwy.

•

Road/Rd.

•

West/W.

•

North/N.

•

East/E.

•

South/S.

•

NW

•

SW

•

SE

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Working with Groups A group is a set of employees, contacts, customers, partners or vendors. You can create groups of records to communicate with a set of individuals. For example, invite a group to a meeting, or create folders in the file cabinet for a specific group in your organization. With groups you can do the following:

•

Easily invite everyone in a group to the same event.

•

Use the shared calendar to see when the group meets or has other scheduled events.

•

Create folders in the file cabinet that only group members can view.

•

Assign cases, leads, and support or sales territories to groups if the Support Group or Sales Group box is checked on the group record.

•

If you use the Marketing Automation feature, customer, lead and prospect groups can be selected as target groups for marketing campaigns. You also send email, mail or faxes in bulk to a group using the Mail Merge feature. You can divide groups into marketing test cells that allow you to test different versions of a marketing template.

•

If you use the Team Selling feature, you can create sales teams. For more information, see Setting Up a Sales Team.

You can create groups by choosing members individually or by using a search of records. To create a group, go to Lists > Relationships > Groups > New.

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You can create two types of groups:

•

Dynamic groups – dynamic group membership changes to include anyone that meets the group's criteria. For example, you can set search criteria to create a group of all employee sales reps. When a new sales rep is hired, the rep automatically becomes a member of this dynamic group. When a sales rep takes a position in another department, that rep is removed from the group automatically. Whenever you use the Mail Merge feature to send bulk email to this dynamic group, NetSuite uses the search criteria to determine the current group members. When you publish a tab or category to a dynamic group using the Audience subtab of the tab or category record, the tab or category’s audience is updated nightly based on the criteria for the group. You can create dynamic groups from new searches or saved searches. See Creating a Dynamic Group.

•

Static groups – the membership of static groups does not change. You can create static groups by selecting members from lists or with a search. Support and sales groups must be static groups. See Creating a Static Group. Note: Be aware that you can not create a static group with more than 10,000 members. For groups larger than 10,000, you must create a dynamic group.

You can create a group of contacts as a dynamic group or a static group. See Creating a Contact Group.

Creating a Dynamic Group Dynamic group membership changes to include anyone that meets the criteria defined in a saved search. For example, you can set search criteria to create a group of all employee sales reps. When a new sales rep is hired, the rep automatically becomes a member of this dynamic group. When a sales rep takes a position in another department, that rep is removed from the group

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automatically. Whenever you use the Mail Merge feature to send bulk email to this dynamic group, NetSuite uses the search criteria to determine the current group members. You can create a dynamic group from an existing saved search or you can create a new saved search when you create the group.

To create a dynamic group: 1.

Go to Customers > Relationships > Groups > New.

2.

On the Create Group page, choose Dynamic.

3.

Choose the kind of members you would like this group to contain.

4.

Click Continue.

5.

Enter a name for this group.

6.

Do one of the following:

• Select an existing saved search in the Saved Search field. • Click

to create a new saved search for adding members to this group.

For more information on saved searches, see Defining a Saved Search. Depending on the kind of group you are creating, you can use joined searches to generate your results. For example, if you are creating a customer group, you can use a transaction search to give you the desired results. If you are creating a contact group, you can search for vendors that meet the criteria. After you select or create a saved search, the members of the group are shown on the Members subtab. 7.

If the owner of this group is someone else, select that person in the Owner field. Only the owner can edit or delete this group.

8.

If this group shares an email alias, enter the email address in the Email field.

9.

Enter other information about this group in the Comments field.

10.

Check the Private box if you want only members of this group to be able to see this group and its membership.

11.

If you want to restrict access to this group to members of another group, select the group in the Restrict To field. Restricted groups cannot be marked private. Restricted groups can only be used by members of the group you select in the Restricted To field.

12.

Click Save.

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Now, every time a record of this type is created, it is added to this group if it matches the criteria in the saved search. Note: When you publish a tab or category to a dynamic group using the Audience subtab of the tab or category record, the tab or category’s audience is updated nightly based on the criteria for the group.

Creating a Static Group The membership of a static group remains constant. You can create static groups by selecting members from lists and with a search. Support and sales groups must be static groups. You can add or remove members from a static group at any time. Note: You can not create a static group with more than 10,000 members. For groups larger than 10,000, you must create a dynamic group. 1.

Go to Customers > Relationships > Groups > New.

2.

On the Create Group page, choose Static.

3.

Choose the kind of members you would like this group to contain.

4.

Click Continue.

5.

Enter a name for this group.

6.

If the owner of this group is someone else, select that person in the Owner field. Only the owner can add and remove members or delete this group.

7.

If this group shares an email alias, enter the email address in the Email field.

8.

Enter other information about this group in the Comments field.

9.

Check the Private box if you want only members of this group to be able to see this group and its membership.

10.

If you want to restrict access to this group to members of another group, select the group in the Restrict To field. Restricted groups cannot be marked private. Restricted groups can only be used by members of the group you select in the Restricted To field.

11.

If you are creating an employee group, the following fields are available:

• Support Group – Check this box to mark this group a support group. On case records, support groups are listed in the Assigned To field. When you assign a case territory, support groups are listed in the Support Rep. field.

• Product Team – Check this box to mark this group as a product team. Product team groups can be selected in the Product Team field on issues. Product teams designate who is responsible for resolving an issue. Members of this team are emailed when an issue is first entered so that everyone is aware of the problem.

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• Functional Team – Check this box to mark this group as a functional team. Functional teams can be emailed copies of the issue from the Communication subtab on issue records. You may want to check this box for all product team groups and then create additional function team groups for other teams you want to email.

• Issue Role – Select a role that corresponds to the role of this group’s members, and this group can be assigned to issues. 12.

On the Members subtab, do one of the following:

• To add individual members, enter part of a member’s name in the Name column, and press Tab. Select a member, and click Add. Repeat these steps for each member.

• Click Add Multiple, and hold CTRL to select more than one member from the list. • Click Add With Search to enter search criteria for the members you want to add. You can use more than one of these methods to add members to the same group. For example, you can select a few members individually and then add all the members that meet search criteria. Depending on the kind of group you are creating, you can use joined searches to generate your results. For example, if you are creating a customer group, you can use a transaction search to give you the desired results. If you are creating a contact group, you can search for vendors that meet the criteria. 13.

If this is an employee group, click the Calendar Preferences subtab.

14.

In the Title field, enter a title for this calendar. This title is selected in the Calendar dropdown in the Calendar portlet to view this group’s calendar.

15.

In the Daily Start Time field, select the earliest time that shows on this calendar for scheduling events.

16.

In the Daily End Time field, select the latest time that shows on this calendar for scheduling events.

17.

Select the default view for this calendar. You can change the view on the Calendar page.

18.

In the Daily Time Increments field, choose how many time increments are shown in the daily view of this calendar.

19.

Click Save.

To add a member to this group, open the group record. On the Members subtab, use one of the methods in step 11 to add a member. To remove a member from this group, open the group record. On the Members subtab, click the name of a member, and click Remove.

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Creating a Contact Group You can create a contact group from the contacts associated with an entity search or entity groups. There are two ways to create a contact group:

•

Go to Lists > Relationships > Groups > New, and select Contacts for the type of members you want to create a group for. For information on creating groups, see Creating a Dynamic Group and Creating a Static Group.

•

Open an entity group record, and click the Group Contacts button. You can create static contact groups this way.

Creating a Static Contact Group You can create contact groups based on searches for the record they are associated with. For example, you could search for all customers with a specific sales rep and create a group of all contacts associated with these customers.

To create a static contact group based on customer or other criteria: 1.

Go to Lists > Relationships > Groups > New.

2.

Select Static.

3.

Choose the kind of record you want to enter criteria for. In the example mentioned above, you would choose Customers.

4.

Enter a name for your group.

5.

On the Members Subtab, click Add With Search.

6.

Choose the criteria you want to use for the search.

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7.

Enter criteria for the records whose contacts you want to create a group from.

8.

Click Search & Select.

9.

Click Add Static Members.

10.

On the Create Static Group page, click Save.

11.

When the record has saved, click Group Contacts.

12.

Enter a name for the static contact group.

13.

Clear the box in the Include column next to any contacts you do not want to include in the contact group.

14.

Click Save.

Creating a Dynamic Contact Group To create a dynamic contact group based on customer or other criteria, you should first create a saved search for the contacts based on fields from customer or other records.

After you have created your saved search: 1.

Go to Lists > Relationships > Groups > New, and choose Dynamic.

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In the dropdown, choose Contact.

3.

Click Continue.

4.

Enter a name for the group.

5.

In the Saved Search field, select the saved search you created.

6.

Click Save.

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Working with Lists You can use NetSuite lists to access individual records, or to work with multiple records at once. The location of lists of records depends on the role you use to log in. Only the Administrator role has access to all record types.

You can do the following with most lists:

•

Click a column heading to sort the list by that column.

•

Click Edit next to a name to make changes to the record.

•

Click a name to view the record.

•

Check the Show Inactives box to see inactivated records.

•

Check the Report Style box to see the list without grid lines.

•

Filter the list using fields at the bottom of the page.

•

Click Print to print the list.

•

Click New to create a new record to add to the list.

•

Click Export to export this list as a CSV, Microsoft Excel, or PDF file.

•

Large lists of records may be broken down into smaller sections. Use the From – To dropdown list at the bottom of the page to see a different set of records.

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Note that when the Direct List Editing feature is enabled, you can edit fields directly on the list. See Using Inline Editing.

Exporting Lists You can export NetSuite lists as files that you can open in external applications. In the footer of a list page, you can:

•

Click Export - CSV to export results to a .csv file.

•

Click Export - PDF to export results to a .pdf file.

•

Click Export - Microsoft® Excel to export results to an .xls file.

For results exported to a .csv or .xls file, you have the option of saving the file or opening it for immediate viewing in Microsoft® Excel. For results exported to a .pdf file, the file opens immediately. You can preserve the relational aspects of exported data by including the Internal ID as a results column in the list to be exported. Be aware of the following export limitations:

•

Exported PDFs currently have some output limitations. You may encounter issues if your lists include a large number of rows and/or columns, or extremely long field values. You cannot export lists with more than 30 columns and NetSuite truncates exported records for lists with more than 10 columns. For details, see Limitations on Exports to PDF.

•

If you use Microsoft® Excel to open an exported CSV file that contains data in languages other than English, some special characters may appear corrupted. If you encounter this issue, it is recommended that you export data to Excel instead of CSV. Once you open the file in Excel, you can save it as a CSV file. For more information, see Limitations on CSV Exports of Data with Special Characters.

Limitations on Exports to PDF Exported PDFs have some output limitations. If your export includes more than 10,000 rows, exporting them to PDF may cause an error. Also, if your export includes a large number of columns or extremely long field values, you may encounter formatting issues. To avoid performance problems, exports with more than 30 columns are not supported. Exports with more than 10 columns are truncated to a limited number of rows, as shown in the following table: Number of Columns in PDF Export

PDF Export Truncated to

1-10 columns

no truncation

11-20 columns

2000

21-30 columns

1000

more than 30 columns

not supported

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Limitations on CSV Exports of Data with Special Characters If you export data in a language other than English to a CSV file, and you use Microsoft® Excel to open the file, some special characters may appear corrupted. Exported CSV files are plain text files that do not include any BOM (byte order marker) characters to provide character encoding information. These files use UTF-8 character encoding, but their lack of BOM causes Excel to use a character encoding other than UTF-8 for them, causing their special (non-ASCII) characters to appear corrupted. This issue does not occur when you open an exported XLS file in Microsoft® Excel. It also does not occur when you open an exported CSV file in Notepad, or in another text or CSV editor.

To avoid this issue: 1.

Export data to Microsoft® Excel, instead of CSV.

2.

Open the file in Excel.

3.

Save the file as a CSV file, if desired. Note that Excel adds a BOM character to the beginning of the CSV file.

Using Inline Editing Inline list editing allows you to update records quickly by changing data directly in a record’s row on the list page. This capability supports faster and easier editing because you do not have to go into each individual record in order to edit it. Inline list editing is available when the Direct List Editing feature is enabled. To enable the Direct List Editing feature, go to Setup > Company > Enable Features. On the Company subtab, in the Data Management section, check the Direct List Editing box and click Save.

Note: When the Direct List Editing feature is enabled, inline editing is available by default for all search results in dashboard portlets. However, each Custom Search portlet has an Allow Inline Editing setup option that you can use to enable or disable inline editing for specific portlets. See the help topic Displaying Saved Search Results in Dashboard Portlets. You can customize the list view to display certain fields from a record type on the list page. For more information, see Customizing List Views.

To use inline editing: 1.

Use the switch at the top of the page to turn on Inline Editing.

The list page refreshes to display a pencil icon in each column header that contains editable fields. 2.

Click the field where you want to enter or change information.

3.

Click away from the field after making changes.

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The data is automatically saved on that record. You can use the following keystrokes to navigate editable fields:

•

Use TAB to move right.

•

Use SHIFT+TAB to move left.

•

Use SHIFT+ENTER to move up.

•

Use ENTER to move down.

•

Use ALT+X to edit the first editable field on the page.

•

Use ALT+Q to select the first field in the Quick Add row at the bottom of the page.

•

Use CTRL+Z to revert the value in a field back to the previous value.

•

Use ESC when you are done editing a field and want to save the new value and close the field.

•

Use DELETE/BACKSPACE when you have multiple records selected and you want to delete all of the selected records.

You can also use the following tools to increase your data entry performance:

•

Edit the same field on multiple records by selecting multiple fields while holding down CTRL on your keyboard.

•

Use the Quick Add bar at the bottom of the list to enter and save new records.

Note: If a field on a record is referred to by a formula custom field, you cannot edit the referenced field with Inline Editing. For more information on sourcing, see Creating Formula Fields. Each custom record type created in NetSuite has an Allow Inline Editing option that is different from the general inline editing that is available when the Direct List Editing feature is enabled. When enabled, the custom record type option allows records of this type to be edited directly when they display in a sublist on a parent record. Enabling this option does not control whether records of this type can be direct list edited in their own list pages and views. This option is not related to the Direct List Editing feature or to the Inline Editing buttons that display on list pages when the feature is enabled.

Using the Recent Records Menu NetSuite offers two different ways to view a list of records you recently accessed. Hover over the Resent Records icon , to see a list of records you recently viewed or edited. This is the Recent Records menu. From here you can click on a link to open a record in view mode, or move your cursor over the link and click Edit to open the record in Edit mode. You can also click All Recent Records to view a complete list of recent records. This list includes the record type and the date the record was last accessed.

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Recent Records portlet

You can also create a Recent Records portlet on your dashboard to show the last ten records you viewed or edited. Click Personalize Dashboard (under the tabs at the top of your dashboard) and then select Recent Records in the Add Content panel. The difference between using the Recent Records menu and the Recent Records portlet is that the portlet displays a constant list of recent records on the dashboard. The menu only displays recent records on demand, when you click or hover over the icon.

Working with List Views, Sublist Views, and Dashboard Views NetSuite provides you with several different options for viewing lists of records in your account.

List View The list view is displayed when you go to the NetSuite tab that lists the record you want, and click the task link for that type of record. You can customize this view by changing the fields that display on the list page. A customized view is based on a custom search that you create for that record type. To customize a list view, click Customize View or Edit View. Note that the Edit View button only displays when the list view has already been customized. For more information, see Customizing List Views.

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Sublist View Most records include subtabs that display additional fields or lists of other records. You can create a separate customized sublist view that displays different data than a list view. For more information, see Customizing Sublist Views.

Dashboard View You may choose to display a list of records in a portlet on your dashboard. NetSuite enables you to create a separate customized view for list portlets on your dashboard. For more information, see Customizing Dashboard Views.

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Note: Your existing list, sublist, and dashboard views may be based on preferred view settings specified by your administrator or by another user with Publish Search permission, rather than on system-defined defaults. For information about how preferred view settings are defined, see the help topic Using a Saved Search as a View.

Customizing List Views You can customize the list view for most record types. Customizing the list view allows you to change the columns displayed in the list and select the filter options available in the footer of the list page. You can create custom views for any list that includes the Customize View or Edit View button on the list page. Note that if a saved search has been made available as a list view, you can select that saved search as your list view, instead of customizing a new one. These searches are available from a View dropdown. See Selecting an Existing Saved Search as a Custom View.

To create a custom view for lists: 1.

On the list page you want to customize, click Customize View or Edit View. If the list view of this record type has not been previously customized, the Customize View button displays; if it has, the Edit View button displays.

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In the Search Title field, enter a different name for your custom view, if desired. Default search title is Custom View, for example, Custom Customer General View.

3.

4.

5.

On the Results subtab: a.

Select a different field to use for sorting, if desired.

b.

Add, remove, and move fields as desired.

c.

Enter custom labels for fields as desired. Default label is field name.

On the Available Filters subtab: a.

Add, remove, and move fields to be displayed as filter dropdowns on the list page.

b.

Enter custom labels for filter dropdowns as desired. Default label is field name.

c.

Leave the Show in Footer setting as Yes for all fields. If you change this setting to No, the filter dropdown does not display.

When you have finished making changes, click Save. This customized view is now used for the selected record type’s list page. Note that you also can do the following:

• Click More Options to display a full saved search definition page, where you can edit other options, such as filter criteria. (Note that if you make changes to other options on this page, these settings are preserved when you return to the simple customization page, even though they are no longer visible.)

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• Click Cancel to return to the list page, with no changes. • Click Restore Defaults to return to the list page that uses your previously defined preferred search settings, if any, or system-defined defaults. (Note that this button only displays after you have customized the list view.)

Customizing Sublist Views You can customize the view used for a list that appears on record type’s subtabs. Available customizations include changes to displayed results columns and filter dropdowns. Note: If an existing saved search has been made available as a sublist view, you can select that search to customize your subtab view, instead of creating a new one. These searches are available from a View dropdown. See Selecting an Existing Saved Search as a Custom View.

To create a custom view for a sublist: 1.

On the list you want to customize, click Customize View.

2.

In the Search Title field, you can enter a different name for your custom view. Default search title is Custom Sublist View, for example, Custom Item Transaction Sublist View.

3.

On the Criteria subtab: a.

4.

Add filter criteria as desired.

On the Results subtab: a.

Select a different field to use for sorting, if desired.

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5.

6.

b.

Add, remove, and move fields as desired.

c.

Enter custom labels for fields as desired. Default label is field name.

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On the Available Filters subtab: a.

Add, remove, and move fields to be displayed as filter dropdowns on the list page.

b.

Enter custom labels for filter dropdowns as desired. Default label is field name.

c.

Leave the Show in Footer setting as Yes for all fields. If you change this setting to No, the filter dropdown does not display.

When you have finished making changes, click Save. This customized view is now used for the selected record type’s sublist. Note that you also can do the following:

• Click More Options to display a full saved search definition page, where you can edit other options. (Note that if you make changes to other options on this page, these settings are preserved when you return to the simple customization page, even though they are no longer visible.)

• Click Cancel to return to the record that includes the sublist, with no changes. • Click Restore Defaults to return to the sublist that uses your previously defined preferred search settings, if any, or system-defined defaults. (Note that this button only displays after you have customized the sublist view.)

Customizing Dashboard Views You can customize the view used for a record type’s lists in dashboard List portlets. Available customizations include changes to displayed results columns and filter dropdowns. This is different from Personalizing Dashboards, which is changing the portlets on the dashboard. Note: If an existing saved search has been made available as a dashboard view, you can select that search to customize your dashboard view, instead of creating a new one. These searches are available from a View dropdown. See Selecting an Existing Saved Search as a Custom View.

To create a custom view for list portlets on dashboards: 1.

In the List portlet displaying the dashboard list you want to customize, click the Customize View or Edit View link. If the dashboard view of this record type has not been previously customized, the Customize View link displays; if it has, the Edit View link displays.

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2.

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In the Search Title field, enter a different name for your custom view, if desired. Default search title is Custom Basic View, for example, Custom Item Basic View.

3.

4.

5.

On the Results subtab: a.

Select a different field to use for sorting, if desired.

b.

Add, remove, and move fields as desired.

c.

Enter custom labels for fields as desired. Default label is field name.

On the Available Filters subtab: a.

Add, remove, and move fields to be displayed as filter dropdowns on the list page.

b.

Enter custom labels for filter dropdowns as desired. Default label is field name.

c.

Leave the Show in Footer setting as Yes for all fields. If you change this setting to No, the filter dropdown does not display.

When you have finished making changes, click Save. This customized view is now used to display the selected record type in List portlets. Note that you also can do the following:

• Click More Options to display a full saved search definition page, where you can edit other options, such as filter criteria. (Note that if you make changes to other options on this page, these settings are preserved when you return to the simple customization page, even though they are no longer visible.)

• Click Cancel to return to the page displaying the List portlet, with no changes.

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• Click Restore Defaults to return to the page with the List portlet that uses your previously defined preferred search settings, if any, or system-defined defaults. (Note that this button only displays after you have customized the list view.)

Selecting an Existing Saved Search as a Custom View An administrator or another user with the Publish Search permission can set an existing saved search to be available as a list view, a sublist view, and a dashboard view. This setting allows you to select this search from a View dropdown to customize your view, instead of clicking Customize View and creating your own. If a View dropdown is not displayed, it means that no saved searches of that record type have been set as available for that type of view. The following screenshot shows the View dropdown for a dashboard view:

For information about how saved searches are set to be available as custom views, see the help topic Using a Saved Search as a View.

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Chapter 4 Working with Your Calendar and Activities NetSuite’s calendar and activities features help you to make effective use of your work time. Use the calendar to manage your activities, including events, tasks, and phone calls. You must set preferences before you start using your calendar, and working with activity records in NetSuite. For more information, see “Setting Preferences for Activities” on page 24. The calendar displays on the Activities tab in your NetSuite account. Read “Using Your Calendar” on page 64 to learn how to set preferences for sharing your calendar with others in your organization, and how to synchronize your calendar using NetSuite for Outlook. When you use the Time Tracking for CRM feature, you can track time on tasks, phone calls, events and cases. Tracking time on these activities can help you become more aware of how much time is spent on certain projects. The topics below provide more information about working with your calendar and activities:

•

“Working with Events” on page 69 describes how to create and edit events, as well as how to track time on event records.

•

“Working with CRM Tasks” on page 85 describes how to create CRM tasks and Project tasks, as well as how to track time on CRM tasks.

•

“Working with Phone Calls” on page 91 describes how to schedule phone calls, track time on phone calls, and use telephony with NetSuite.

Using Your Calendar NetSuite enables you to manage your schedule by using a customizable calendar. Events you create in NetSuite automatically display on your calendar. To display tasks and phone calls on your calendar, check the reserve time box on task and phone call records, and then enter the start and end times. Read the following topics for information about how to set up and use your NetSuite calendar:

•

“Setting Your Calendar Time Zone” on page 65 describes how to share events and meetings with your co-workers across the country or around the world.

•

“Setting Calendar Preferences” on page 65 describes how to make appointments visible on your calendar, and how to share your calendar with other NetSuite users in your organization.

•

“Navigating Your Calendar” on page 67 describes how to best navigate the calendar page.

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“Synchronizing Your Calendar” on page 68 describes how to use the NetSuite for Outlook client for viewing your appointments and making changes to your schedule without logging in to NetSuite. You must use the Outlook Integration feature, to take advantage of this functionality.

Setting Your Calendar Time Zone The first step in setting up your NetSuite calendar is to make sure your calendar reflects the time zone in which you work. The time zone you choose affects your calendar and events, and affects data returned by reports and searches for date fields with timestamps.

To set your Calendar Time Zone: 1.

Go to Home > Set Preferences.

2.

On the General subtab, in the Time Zone field, select your time zone

3.

Click Save.

The next step in setting up your calendar is Setting Calendar Preferences.

Setting Calendar Preferences Before you begin working with your calendar, you must set preferences for how you want to use your calendar. These preferences determine the following about your calendar:

•

privacy settings

•

calendar display

•

sharing

Prior to setting your calendar preferences, set the time zone to make sure your calendar reflects the time zone in which you work. For more information, see Setting Your Calendar Time Zone.

To set your calendar preferences: 1.

Click the Activities tab.

2.

In the page header, click Calendar Preferences to view the Personal Calendar Setup page.

3.

In the Title field, enter a name for this calendar. You are the only person who can see this title. If you give others access to your calendar, they see your name when viewing your availability.

4.

Use the Sharing field to set preferences for access to your calendar. Note that you can choose a different Event Access setting on individual event records.

• Public – This gives everyone in your company access to your calendar. • Private – This restricts everyone in your company from seeing your calendar.

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• Defined Below – This allows you to select who can view and schedule appointments on your calendar using the Calendar Access subtab. 5.

If you choose Defined Below in the Sharing field, click the Calendar Access subtab to select the names of people you want to have access to your calendar.

6.

Click Preferences to choose a default view for your calendar, your time preferences, and whether or not to show phone calls and tasks on your calendar.

7.

After you have set all of your preferences, click Save.

Calendar Access Use the Calendar Access subtab to define how your events appear when others in your NetSuite account view your calendar.

• In the Grant Access to column, select who should have access to your calendar. Note that only NetSuite users with login access to your account appear in this list.

• In the Access Level field, choose one of the following access levels: •

View – This person can see events you mark public and busy times for events you mark busy.

•

Edit – This person can see, change and remove events you mark public and see busy times for events you mark busy. They cannot delete events on your calendar.

•

Full – This person has view and edit access to public events on your calendar. Those with Full access can delete events on your calendar.

• Click Add. Note: Private events are not shown even to those with access to your calendar. To grant access to your private events, check the Can Access Private Events box for the selected NetSuite user.

Preferences The options on the Preferences subtab determine how the calendar displays when you are logged in to NetSuite. You can choose a daily, weekly, or monthly view, and designate a start and end time for your calendar day.

• In the Default View field, choose to display your calendar in a daily, weekly or monthly format. You can always change the view on the calendar by clicking Day, Week or Month in the calendar.

• Check the Display Non-blocking Phone Calls in Calendar box if you want phone calls that do not reserve time to show on your calendar.

• Check the Display Non-blocking Tasks in Calendar box if you want tasks that do not reserve time to show on your calendar.

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Note: Tasks and phone calls that do not reserve time show first on your calendar on the day for which they are scheduled.

• In the Daily section, in the Start Time field, select the time your calendar day begins. In the End Time field, select the time your calendar day ends. This can be the start and end of the work day.

• In the Time Increments field, select how you want to display time on your calendar's daily view. Now you can begin using your calendar. When you or others go to your calendar, your calendar appears according to your settings on the Preferences subtab.

Navigating Your Calendar Your Calendar page includes a monthly calendar on the left and a list of calendar events in the center. You can view your calendar by day, week or month. To see your calendar, go to Activities > Scheduling > Calendar. At the top of the page, click Calendar Preferences to set a default view for your calendar. For more information, see “Setting Calendar Preferences” on page 65.

The figure above illustrates actions you can complete with the calendar. The numbered options below correspond with the numbers in the figure above: 1.

On the left side of the page, in the small monthly calendar, click Today to see all events scheduled for today.

2.

Click the arrows at the top of the small monthly calendar to view your events for the previous or next month.

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3.

In the center of the page, in the daily view, click a time to create an event beginning at that time.

4.

In the center of the page, click an event to view the event's record.

5.

In the small monthly calendar on the left, click Day, Week or Month to change the calendar view in the center of the Calendar page.

6.

In the small monthly calendar on the left, click the date to view events for that day.

7.

At the bottom of the page, click New Event to create a new event.

8.

At the bottom of the page, click Print to print the events listed in the center of the page.

Calendar Icons Icons denote the status of your events. Color icons denote your response to the events on your calendar.

•

A green circle with a check shows next to an event you have accepted.

•

A white circle shows next to an event to which you have not yet responded.

If you decline an event, it will not show on your calendar. Other icons show if an event has a reminder or is recurring.

Displaying Your Calendar You can display the Calendar Activities portlet on your NetSuite Home page. This is useful if you want to see your Activities for the day on the Home page when you log in to NetSuite.

To show the Calendar Activities portlet on the Home page: 1.

Go to Home > Customize This Page.

2.

In the Add Content panel, click Activities to make the portlet appear on your Home page.

3.

Click Setup in the portlet to set your preference to display Today’s Activities or Today’s and Upcoming Activities.

Synchronizing Your Calendar With synchronization, you can quickly and easily import and update your contacts, calendar events, and tasks between NetSuite and Microsoft® Outlook®, Palm™, and BlackBerry™ devices. Currently, you have two options for synchronization:

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NetSuite for Outlook 2.0 — This client provides bidirectional synchronization of contact, event, task, and phone call records between NetSuite and Outlook, as well as the ability to save Outlook messages to NetSuite records. You can download this client from NetSuite and run it as an Outlook Add-In. For information about using NetSuite for Outlook 2.0 for synchronizations, see “Using NetSuite for Outlook 2.0” on page 116.

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NetSuite for Outlook 1.0 — With this client you must use Intellisync to synchronize NetSuite and Outlook contact, event, and task records. Note that this client only supports synchronizing small numbers of records at one time. You can download Intellisync from Netsuite. For information about using Intellisync, see “Synchronization with Intellisync” on page 154.

Working with Events In NetSuite, you use event records to reserve time on your calendar for appointments and meetings. When you create an event, you are the owner. If you are invited to an event and you accept, then you are an attendee. You can click on an event displayed on your calendar to see more information about it, such as the location and a list of the people invited.

Read the topics below to learn more about working with events:

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“Scheduling Events” on page 70 describes how to create new event records and how to use the Scheduler portlet to schedule events.

•

“Inviting Others to Events” on page 74 describes how to send an email invitations with details about the event, including the date, time and location.

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“Setting Up Recurring Events” on page 75 describes how to create a record for an event that occurs on a regular basis, such as a weekly or monthly meeting.

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“Using Resource Records on Events” on page 76 describes how to use event records to reserve certain resources, such as a conference room, or a speaker phone.

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“Tracking Time for Events” on page 78 describes how to keep track of time spent on events for reporting purposes and billing. Note that you can only track time on events if you use the Tracking Time for CRM feature.

•

“Responding to Event Invitations” on page 79 describes how to accept, decline, or mark an event invitation as tentative.

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•

“Setting Up Event Reminders” on page 81 describes the different types of event reminders and how to set them up when you edit an event record, or respond to an event invitation via email.

•

Cancelling or Deleting Events describes the difference between canceling and deleting events, as well as how to cancel one-time and recurring events.

Scheduling Events You can schedule an event through an event record or by using the Scheduler portlet. The Scheduler is convenient when organizing an event for a group. You can click the link to the event on your calendar to make changes if necessary.

Creating a New Event Record Use an event record to send an email invitation, attach a document for discussion, and to reserve a resource such as a conference room. When you create an event, you are automatically designated the organizer. Only the person selected as the organizer can make scheduling changes to the record. It is possible to change the organizer on public events only if you are one of the following:

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an administrator

•

the event's organizer

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you have edit permission to the event's calendar

Note that you can only change the owner on private or busy events if you are the owner.

To create a new event record: 1.

Go to Activities > Scheduling > Events > New. You can also click a time on your calendar when it is in Daily view mode to display a new event record.

2.

Under Primary Information: a.

You can select a Custom Form (optional).

b.

In the Title field, enter the subject or title for this event.

c.

Fill in the Location field, and select the date of this event.

d.

Select whether the status of the event is Confirmed, Tentative or Canceled.

e.

In the Event Access field, select how you want this event to appear on your calendar.

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Public – This event and its information appear to everyone with access to the calendar.

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Private – This event appears only to you and to invitees with access to the calendar. For more information, see Event Scheduling Notes.

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Show as Busy – This event appears as a busy time slot to everyone with access to the calendar. No other information about this event is displayed.

In the Organizer field, select the person who is organizing this event. The event organizer is automatically set as an accepted attendee for this event.

Under Date and Time: a.

Select a date for the event.

b.

Check the All Day box, if this event will last the entire day. When you check this box, the start and end times fill in automatically based on your calendar preferences.

c.

Check the Reserve Time box if you want to reserve time on your calendar for this event. Events that do not reserve time appear first on your calendar on the day they are scheduled. These can include events such as birthdays or anniversaries.

4.

d.

Select the start and end times for this event. If the selected time slot conflicts with any existing events, a popup warning displays on the screen.

e.

In the Reminder Type field select the type of reminder you want to receive. In the Reminder field, select a time before the event when you want to be reminded. For more information, see Setting Up Event Reminders when Creating or Editing Events.

On the Attendees subtab, invite other people to the event. In the Send Invitation to column, select a name from the list. For more information, see Inviting Others to Events.

5.

On the Resources subtab, you can reserve the necessary resources for this event such as a conference room or presentation materials. For more information, see Reserving Resources for Events. The availability of those individuals and materials you have selected on the Attendees or Resources subtabs shows on the Availability subtab. Click the arrows next to the date to view the availability on other days. The window of time shown on this subtab is the same as the Daily start and end times set in your calendar preferences.

6.

Click the Recurrence subtab, if the event will happen again. For more information, see Setting Up Recurring Events.

7.

When you have finished entering all of the information for this event, click Save.

The following are optional settings on the event record:

•

On the Message subtab, enter any messages or notes for this event. This message appears under the event title in the email sent to the people invited.

•

On the Related Records subtab:

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• Select a company if this event is related to a customer, vendor, partner, or other name. The event record is attached to the entity record.

• The Contact field lists the contacts for the entity you have selected. Select the contact with whom this event is associated, if any.

• If this event pertains to a support case, select the case number in the Support Case field. The event record is attached to the case record.

• If this event is related to a transaction, select the transaction number. The event is listed on the Events subtab of the transaction record.

•

Use the Time Tracking subtab, if you use the Time Tracking for CRM feature and want to track time for this event. For more information, see Tracking Time for Events.

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Click the Communication subtab to attach a file to this event. For more information on attaching files, see Attaching Files to Records.

Using the Event Scheduler Portlet The Scheduler portlet is a quick way to enter event records. The Scheduler allows you to select people to invite, and see their availability directly on the Activities tab in NetSuite. It is useful for creating an event to which you invite people who belong to a group. When you select the group in the View Group list, the list of group members displays in the Scheduler. After you set the date and time, click Create New Event to create the event record.

To schedule an event by using the Event Scheduler portlet: 1.

Display the Scheduler portlet on the Activities tab. If the Scheduler portlet is not displayed on your Activities tab, click Customize this Page (at the top of the page), and then click Scheduler in the Add Content panel.

2.

In the View Group field, select the group for which you want to schedule an event.

3.

Select the date of the event. The earliest available time slot for everyone in the group is highlighted.

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Click on a time slot for the event.

5.

Drag the slider bars, under the time, to set the duration of the event.

6.

Clear the boxes next to the group members you do not want to invite to the event.

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The organizer is not invited to the event by default. 7.

Click Add Invitees or Add Resources to include people or resources that are not a part of the group you selected.

8.

Click Create New Event.

9.

Enter the title and other information concerning the event.

10.

Click Save.

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Event Scheduling Notes As you are scheduling events, be aware of the following: Calendar Hot Keys for Events You can use keyboard shortcuts to quickly set dates on events and transactions. In NetSuite date fields, use the following keyboard shortcuts to quickly change dates:

•

Press Shift + t to enter tomorrow's date.

•

Press p to enter the end of the current period (if you use accounting periods).

•

Press t to enter today's date.

•

Press y to enter yesterday's date.

•

Press m to enter the end of the month.

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Press the Plus key (+) to move forward one day.

•

Press the Minus key (-) to move back one day.

Warning for Conflicting Events On an event record, when you select start and end times that conflict with an existing event, NetSuite displays a warning that clearly indicates the name and time of the conflicting event.

Marking Events as Private An event marked as private can only be viewed by the owner of the event and its attendees. Private events do not show on the calendar, and they appear as Busy when checking availability on event records. If you have checked the Can Access Private Events box for one or more users, these users see private events.

Note: Only the owner of a private event can delete it. Even those with the Administrator role cannot delete private events from another user’s calendar. These events must be deleted through the Delete Events mass update.

Inviting Others to Events Use the Attendees subtab on the Event record to invite people to an event. If the people you invite are in your company, the event appears on their NetSuite calendars.

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To invite attendees to an event: 1.

On the event record, click the Attendees subtab.

2.

In the Send Invitation to column, select the name of the person or group you are inviting to this event. The Availability field is automatically filled by NetSuite. When those invited are not in your company, this field always says Available. If the person or group is in your company, their availability depends on whether they have conflicting events in their NetSuite calendars. You can view availability on the Availability subtab.

3.

The Response column defaults to the status, No Response when you add an invitee. When those invited receive the invitation to the event, they can accept, decline, or tentatively accept the invitation. Their status displays here, on the event record. For more information, see Responding to Event Invitations.

4.

In the Attendance column, select whether each person's attendance is optional or required.

5.

In the Email column, check the box next to each person to whom you want to send an email invitation. Check the Notify Attendees by Email box to send email to attendees in the list based on your preference for sending invitation email. For more information, see Setting Preferences for Activities.

6.

Click Add.

7.

Repeat these steps for each person or group you want to invite.

8.

When you have added everyone you want to invite, click the Availability subtab to see if they are all available at this time, or click Save if you are finished with this event.

You can restrict the contacts that appear in the Send Invitation To column by setting the Restrict Invitees to Employees preference at Home > Set Preferences > Activities. If you check this box, only employees appear in the Send Invitation To column.

Setting Up Recurring Events If an event occurs on a regular basis, such as weekly, monthly, or the first Tuesday of the month, you can set a recurrence pattern for the event. The event will display on the calendar on the dates when it occurs.

To make an event occur more than once: 1.

On the event record, click the Recurrence subtab.

2.

Select how often this event should occur:

•

Daily – Enter the interval between days if this event is every day or every few days, or select every weekday if this event is every day except Saturdays and Sundays.

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Enter 1 as the interval if this event is every day, for example, or enter 2 if the event is every other day.

• Weekly – Enter the interval between weeks, and select the day of the week this event repeats on.

• Monthly – If this event occurs on the same day of every month or every few months, enter the date the event repeats, and select the interval between months. If this event occurs on the same day of the week every month or every few months, select the week, the day of the week, and enter the interval between months.

• Yearly – If this event occurs once a year, select the month and day of the event, or select the week, day and month. 3.

In the End By field, set the date this event stops recurring.

4.

If the event continues indefinitely, check the No End Date box.

5.

If you need resource materials for this event, click the Resources subtab. Otherwise, click Save to save the event.

Invitees can choose to decline either the entire series of events or specific dates in the series.

Using Resource Records on Events Resources can be anything from conference rooms to speaker phones that you use within your company for meetings, and conferences. In NetSuite, you create resource records to reserve these items. You must use the Resources subtab on the event record to reserve a resource for an event. If someone else creates an event for the same time, and attempts to reserve the same resource, the availability shows as busy.

Creating a Resource When you create a resource record, you are also creating a calendar associated with the resource. If the resource is public, then any NetSuite user in your account can select the resource on the calendar page, and see when the resource is booked for a given day, week, or month.

To create a resource record: 1.

Go to Activities > Setup > Resources > New.

2.

In the Name field, enter a name for this resource. This name appears in the list on the Resources subtab of event records.

3.

The Owner field displays your name by default as the creator of this resource record. You can select another user to be responsible for this resource record.

4.

Enter a brief description of this resource in the Description field.

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Check the Private box if you only want the owner to be able to view the resource calendar.

6.

The Title field displays the name of the resource. You can edit this field to have a different title.

7.

In the Daily Start Time and Daily End Time fields, select the time this calendar day begins and ends.

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This can be the start and end of the work day, or any time you want to see events on this resource calendar. 8.

Click Save.

Now you can reserve this resource when you schedule events. For more information, see “Reserving Resources for Events” on page 78.

Setting Calendar Preferences for a Resource After you create a resource record, you can select the resource in the Calendar list on the calendar to check for availability.

Make changes to the resource record and its calendar preferences by going to Activities > Setup > Resources, and clicking Edit next to a resource. The following fields display on the Calendar Preferences subtab of the Resource record:

•

Title – The resource name entered in the Name field appears here as the name of the calendar.

•

Daily Start Time and Daily End Time – Select the time that this calendar should begin showing events, and the time when this calendar should stop showing events.

•

Default View – Choose to display this calendar in a daily, weekly or monthly format.

•

Daily Time Increments – Select the increments of time for this calendar's daily view.

•

Sharing – Choose a level of access for this calendar. Note that you can still specify on event records how you want events to appear on this calendar.

• Public – This gives everyone in your company access to this calendar. • Defined Below – This restricts everyone in your company from seeing this calendar except the people you select in the section below. Give certain individuals access to this calendar by selecting a name in the User column. Only NetSuite users with login access appear in this list. In the Access Level column, choose the level of access for each person who is allowed to see this calendar:

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•

None – This person cannot access this calendar.

•

View – This person can see events marked public and busy times for events marked busy.

•

Edit – This person can see, change and remove events marked public and see busy times for events marked busy.

•

Full – This person has complete access for viewing and editing this calendar.

Note: Private events are not shown even to those with access to this resource calendar. To grant access to private events, check the Can Access Private Events box for the selected user.

Reserving Resources for Events Reserving resources is similar to inviting attendees. You must create resource records at Activities > Setup > Resources > New before you can reserve them for events.

To reserve a resource for an event: 1.

On the event record, click the Resources subtab.

2.

In the Resource column, select the resource you need to reserve. The resource availability for the time of this event shows in the Availability column.

3.

Click Add. You can view the availability of the resource for other times on the Availability subtab after you have added the resource.

Tracking Time for Events Time Tracking for CRM enables you to keep track of time spent on events with the option to bill that time to customers. To use Time Tracking for CRM, someone with administrator access needs to go to Setup > Company > Enable Features, and on the Employees subtab, check the Time Tracking for CRM box.

To track time on event records: 1.

Go to Activities > Scheduling > Events.

2.

On the Events list, click the event for which you want to track time.

3.

On the Event record, click the Time subtab. Your name is selected in the Employee column by default. Other employees, as well as vendors, can be selected here.

4.

In the Date column, set the date for which you want to track time.

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Select the customer or project that this time pertains to in the Customer: Project column. This is the customer that is billed if you choose to make this time billable.

6.

In the Billable column, check the box if you want the time for this employee to be billed back to the customer.

7.

Select the service item that this time pertains to in the Service Item column.

8.

If you track departments, classes or locations, make selections for each field that this time is associated with.

9.

In the Duration column, enter, time or calculate the amount of time spent on this event.

10.

In the Memo column, enter a note explaining what was accomplished during this time.

11.

Click Add.

If you checked the Billable box, you can now bill this customer for this time on the Billable Time subtab when you create an invoice. View reports for time spent on cases, tasks and events on the Reports tab, under the Project/Time Tracking heading. All employee names are listed on the Time subtab by default.

Note: For instructions for limiting employees’ ability to enter time records, see the help topic Restricting Employee Time Tracking Entries.

Responding to Event Invitations When you are invited to an event, you can choose to accept or decline the invitation or mark it as tentative. Unless the event organizer selects a response for you on the event record, your status is “No Response” until you respond.

To respond to an event invitation choose one of the methods listed below:

•

Email Click the Accept, Tentative or Decline link displayed in the email invitation you receive. You do not need to log in to NetSuite to respond to the event with this method. Note that you do not have the option to set up an event reminder with this method.

•

Events List Go to Activities > Scheduling > Events. This is useful when you have several events to respond to. To accept all events at one time, click Accept All at the bottom of the event list. To respond to individual events, click Edit next to the event, and then click the appropriate button on the event record.

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Calendar Go to the Activities tab to see your calendar, or go to Activities > Scheduling > Calendar. Click the event in the calendar to display the event record, and then click the appropriate button to respond.

•

Calendar Activities Portlet Go to the Calendar Activities portlet on your Home tab. Click the event in the portlet to display the event record. Click the appropriate button on the event record.

•

Reminders Portlet Go to the Reminders portlet on your Home tab. To display events in the Reminders portlet, click setup, and then check the box next to Event Invitations to respond to. Click the event link in the portlet to display the event record. Click the appropriate button on the event record.

Note: To display the Calendar Activities or Reminders portlet on your home page, click the Customize this Page link at the top of the Home tab, and then select Activities or Reminders from the Add Content panel. Listed below are the available responses for an event invitation:

•

Quick Accept — Accept the event without responding to the event organizer or setting a reminder. For more information, see “Quickly Accepting Event Invitations” on page 81.

•

Accept — Agree to go to the event. With this option you have the option to send an email response to the event organizer.

•

Tentative — Wait to respond to this event.

•

Decline — Defer from going to this event. With this option you also have the option to send an email response to the event organizer. If the status for an event is Declined, the event is removed from your calendar.

•

Decline This Date — Decline only this occurrence of a recurring event.

Unless you click Quick Accept in NetSuite, when you respond to the event, a popup window opens. Here, you can email your response to the event organizer, and set your personal reminder for this event. For more on setting up event reminders, see Setting Up Event Reminders. If you choose not to send an email when you respond to the event invitation, the event organizer can still see the status for each invitee on the event record. People with permission to see the event's record can also see the status of those invited.

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To set default preferences for events, see “Setting Preferences for Activities” on page 24.

Quickly Accepting Event Invitations If you receive several event invitations on a daily basis, you can quickly accept your events by clicking the Quick Accept button on event records. Using the Quick Accept button:

•

Accepts the event without asking you to set a reminder or respond to the event organizer.

•

Marks the event accepted.

•

Makes the event appear on your calendar.

To quickly accept an event, open the event record, and click Quick Accept. If you accept your events from the email invitation, you can click the Accept the event link at the bottom of the email message to quickly accept the event.

Setting Up Event Reminders Event reminders are sent either as email messages, or they appear as popup messages in NetSuite. Reminders show the day, date, time, title and location of the upcoming event. Event reminders are helpful when an event record is scheduled far in advance of the event taking place. When you receive a popup reminder, you can choose from the following:

•

Click Dismiss to close the window

•

Click Go to Event to open the event record in a new window.

•

Click Snooze to select the amount of time before you want to be reminded again.

By default, reminders are set to include audio. You can change this preference, and set other preferences for event reminders, at Home > Set Preferences, on the Activities tab. For more information, see “Setting Preferences for Activities” on page 24. You set event reminders when you create or edit an event, or when you accept or tentatively accept an event invitation. For instructions, see the following:

•

Setting Up Event Reminders when Creating or Editing Events

•

Setting Up Event Reminders when Responding to Event Invitations

Setting Up Event Reminders when Creating or Editing Events NetSuite offers different options for event reminders. You can choose to receive your reminder in an email message, or in a popup window when you are logged in to NetSuite. Note that others invited to the event can set their own reminders when they accept or tentatively accept the event invitation.

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To ensure that you receive your reminder at the correct time, make sure the clock on your computer is set to your time zone, and then go to Home > Set Preferences to set the same time zone in NetSuite.

To set up event reminders when creating or editing an event: 1.

Go to Activities > Scheduling > Events.

2.

Click Edit next to an event in the list, or click New Event.

3.

In the Reminder field, select the amount of time in advance of the event that you would like to be reminded.

4.

In the Reminder Type field, select how you want to be reminded. Popup reminders pop up in a window at the designated time if you are logged into your NetSuite account. Email reminders are sent to the email address you use to log in to NetSuite.

5.

Click Save.

Note: If you select None in either the Reminder field or the Reminder Type field, you will not receive a reminder.

Setting Up Event Reminders when Responding to Event Invitations To set a reminder when you respond to an event invitation, you must log in and accept the invitation in your account. You cannot set reminders when using the links included in the email invitation.

To set up event reminders when responding to an event invitation: 1.

Log in to your NetSuite account.

2.

On the Home page, click the link in the Reminders portlet to respond to the event invitation. The event record appears in view mode with buttons to respond to the invitation. For a complete list of ways in which to respond to an event invitation, see “Responding to Event Invitations” on page 79.

3.

Click Accept to accept the invitation, or click Tentative to tentatively accept the invitation. A window pops up where you can choose to email the event organizer and set your reminder for the event.

4.

Choose whether to send the event organizer an email including your response. If you decide to email the organizer, you can add your own message to the email.

5.

In the Reminder field, select the amount of time before the event's start time that you want to receive a popup or email reminder.

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In the Reminder Type field, select which kind of reminder you want to receive: popup, email or none.

Note: If you select None in either the Reminder field or the Reminder Type field, you will not receive a reminder. 7.

Click OK.

Your event now shows on your calendar with a reminder icon. Note that if you decline an event invitation, you are not given the option to set a reminder. The event does not show on your calendar.

Cancelling or Deleting Events Only an event’s organizer can cancel or delete an event. When cancelling an event, you can use the event record to alert attendees and to update the event’s status. If your event is recurring, you can choose to cancel one instance or cancel the entire series of events. To cancel an event, edit the event record. In the Status field, select Canceled, and click Save. Canceled events are shown as “Canceled” on the calendar. Deleted events are not shown on the calendar.

Note: To edit events from the calendar, you must have checked the Edit Activities from Calendar box on the Activities subtab at Home > Set Preferences.

Cancelling a One-Time Event You can cancel an event from the Events list, or from your calendar.

To cancel a one-time event: 1.

Go to Activities > Scheduling > Events, or click the name of the event on your calendar. If you accessed the event from the Event list, click Edit next to the event you want to cancel.

2.

In the Status field, select Cancelled.

3.

To notify those invited to the event, check the Notify internal attendees by email box on the Attendees subtab.

4.

Click Save.

Cancelling a Recurring Event Use the calendar to cancel a recurring event. Click the event in the calendar to open the entire series for editing.

To cancel a recurring event: 1.

Click the name of the event from your calendar.

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Click Edit This Date if you want to only cancel the event for one occurrence. Click Edit to cancel every occurrence of the event.

3.

In the Status field, select Cancelled.

4.

On the Attendees subtab, check the Notify internal users by email box to send email to everyone invited to the event updating them on the status.

5.

Click Save.

If you do not need to notify those invited and want to remove the event from your Events list, you can simply delete the event.

Deleting an Event You must be the organizer to delete an event. Note that when you delete an event, the attendees are not notified, and the event is removed from the calendar.

To delete an event: 1.

Go to Activities > Scheduling > Events, or click the event on your calendar.

2.

If you accessed the event from the Event list, click Edit next to the event you want to cancel.

3.

On the event record, click Delete.

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Working with CRM Tasks In NetSuite, tasks are records used to track work items that need to be completed within a certain time. Tasks can be assigned to you or to another person in your organization. NetSuite allows you to create two different types of tasks: CRM Tasks and Project Tasks.

CRM Tasks You can create a task record and assign it to an employee for completion or create a task, and then assign it to yourself as a reminder.

Each record contains details about the work that needs to be completed. A task shows on your list of tasks until you mark it Completed, or you delete it. For more information, see “Creating CRM Task Records” on page 86. You can also assign tasks to partners. Check the Assign Tasks to Partners box at Setup > Company > General Preferences. Next, go to Lists > Partners, click the partner record you want to work with, and then check the Assign Tasks box on the partner’s record. To help you manage your time, you can track time on task records. To do this, an administrator must enable the Time Tracking for CRM feature on the Employees subtab at Setup > Company > Enable Features. For more information, see “Tracking Time on CRM Tasks” on page 88. CRM tasks may be associated with a project, but are not considered part of the project’s schedule unless they are explicitly included using the Include CRM Tasks in Project Totals check box. For information about displaying CRM Tasks and Project Tasks on your dashboard, see “Tasks and Project Tasks Portlets on Your Dashboard” on page 90.

Project Tasks Use project task records instead of CRM task records to track information for projects. For more information, visit the Help Center and read the topic, Advanced Project Tasks.

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You can create a project task record only if you use the Advanced Projects feature. Each project task represents an individual work item that must be completed to finish a project, and can only be created on a project record. Project tasks are used to facilitate project planning.

Creating CRM Task Records Create a new CRM task record to track work items that need to be completed. You can use the Import Assistant to import CRM tasks from another system into NetSuite. For more information, see the help topic, Tasks Import. To track tasks associated with projects, use Project Task records.

To create a CRM task: 1.

Open a new task record by doing one of the following:

• Go to Activities > Scheduling > Tasks > New. • Click Task in the Create New bar at the top of most Overview pages. 2.

In the Primary Information field group:

• Select the form you want to work with in the Custom Form field. • Enter a title for the task. The title should describe the task. • In the Assigned To field, select the employee who is assigned to the task. Your name appears in this field by default. Note: In NetSuite OneWorld accounts, employees from all subsidiaries show in this field.

• Check the Notify Assignee by Email box to send an email notification to the person who is assigned to the task. This email informs the person that a task has been created or edited and assigned to him or her. If this person's record does not include an email address, no message is sent.

• Select the appropriate level of priority for this task. • Use the Insert Before field to change the order of tasks. Select a task from the list that the new task should be placed above.

• Select a status for this task. Only someone with permission to edit the task record is allowed change the status.

• (Optional) Check the Private Task box if you want only you or the person in the Assigned To field to see this task. 3.

In the Date and Time field group:

• Set the start date for this task. • In the Due Date field, enter the date when this task should be completed.

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• After the task is finished, fill in Date Completed field. • (Optional) Check the Reserve Time box to turn the task into a scheduled task which can be displayed on the calendar. When you check this box, the Start Time and End Time fields become required fields.

•

Enter the start and end times in the From and To fields. Note: Use the Availability subtab to view when the person assigned to the task is available. To set a preference for CRM Tasks to display on your calendar, go to Activities > Scheduling > Calendar > Calendar Preferences > Preferences subtab. Check the Display Non-blocking Tasks in Calendar box.

•

In the Reminder Type field, choose a type of reminder for scheduled tasks (that appear on the calendar): None – No reminder is triggered. Email – An email reminder is sent to the email address on the employee record for the person selected in the Assigned To field. Popup – A popup reminder opens when the person assigned to this task is logged in to NetSuite.

•

In the Reminder field, select a time before the task begins when you want to see the reminder. Note: You must select both a reminder type and a reminder time to trigger the reminder. The person assigned to this task can edit the task record to change the reminder settings.

4.

Review and edit other subtabs as necessary. Messages subtab

5.

In the Notes field, enter notes or a description about this task. These comments appear in the email message sent to the person this task is assigned to. Related Records subtab

• Select a company if this task is related to a customer, vendor, partner, or other name.

• The Contact field lists the contacts for the company you have selected. Select the contact associated with the task.

• If this task pertains to a support case, select the case number in the Support Case field.

• If this task is related to a transaction, select the transaction number. • Select and add multiple companies and contacts associated with this task.

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For example, the contact who requested the task or requires reporting on this task can show on the Related Info subtab. Other companies affected or involved with the task can be added here on the Contacts subtab. Availability subtab Click the Availability subtab to review availability of the user assigned to the task. Communication subtab

• Click the User Notes subtab to add any notes concerning this event. • Click the Files subtab to attach a file to this event. For more information on attaching files, see Attaching Files to Records. Time subtab If you have enabled either the Time Tracking for CRM or Advanced Projects feature, you can track time for this task. For more information, see Tracking Time on CRM Tasks. 6.

After entering information on these subtabs, click Save.

You can change or update information for existing tasks by clicking Edit next to a task from the tasks list. As you work on your tasks or complete them, update the status of the tasks. If the tasks are not marked private, others can see your progress and know what you are working on. This facilitates communication between departments within your company.

Tracking Time on CRM Tasks You can enter time transactions to track the amount of time spent on each task. To track time on tasks you must enable the Time Tracking for CRM feature. With Time Tracking for CRM, you can track time on tasks, phone calls, events and cases. Tracking time on these activities can help you manage your company by being aware of how much time is spent on certain activities. To enable this feature, go to Setup > Company > Enable Features > Employees and check the Time Tracking for CRM box.

To track time on CRM tasks: 1.

Click Edit next to an existing task record at Activities > Scheduling > Tasks. For information about entering task records, see Creating CRM Task Records.

2.

Click the Time Tracking subtab on the task record.

Important: If you use the Advanced Projects feature, you can include CRM tasks in project totals. Note, however, that you must use project task records to track tasks associated with specific projects.

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The fields below display on the Time Tracking subtab only when you use the Advanced Projects feature.

a.

Initial Time Budget – Enter your first estimate of the time this task requires. Later, you can increase or decrease your time estimate in the Current Time Budget field. By maintaining an initial time estimate in this field, you can compare your initial estimate to your current estimate. If you entered a time estimate on a project task template, that amount shows in this field.

b.

Current Time Budget – If your estimate of the time required by this task increases or decreases from your original estimate, enter the revised estimate in the Current Time Budget field.

c.

Actual Time – This field shows the total amount of time entered against this task.

d.

Time Remaining – This field shows the estimated remaining amount of time for this task. Time remaining is calculated as (Initial Time Budget - Actual Time). If you have entered a Current Time Budget to update your Initial Time Budget, then the time remaining for the task is calculated as (Current Time Budget - Actual Time).

e.

Percent Time Complete – This field shows the calculated total of work that has been completed to date, in percent format. The percent complete is calculated as (Actual Time * 100%) / Initial Time Budget. If you have entered a Current Time Budget figure, then the percent complete is calculated as follows (Actual Time * 100%) / Current Time Budget.

f.

Percent Complete – Enter an estimate of how much of the total amount of work for this task is already completed. For example, if half the work toward completion is done, enter 50%. The percentage you enter in this field overrides the auto-calculated figure in the Percent Time Complete field and is used for task calculations.

4.

The columns listed below are available for tracking time on all CRM task records.

• In the Employee column, select the employee for whom you want to track time. Employee names are listed in this column by default. Administrators can control which names show for certain roles in this list by going to Setup > Users/Roles > Manage Roles.

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• In the Date column, enter the date for this time entry. • In the Duration column, enter time or calculate the amount of time this employee worked on this task in hours.

• In the Customer:Project column, select the customer or project associated with the time entry.

• Checking the box in the Billable column allows you to bill the customer for this time at Transactions > Sales > Create Invoices on the Billable Time subtab.

• In the Payroll Item column, select the payroll item to pay this employee for this time entry.

• In the Service Item column, select the service item associated with this task. To create a new service item, select New.

• In the Memo column, write a brief description about what this employee did during this time.

• If you track departments, locations or classes, select the corresponding information for this time. 5.

Click Add.

6.

Repeat this process to track time for additional customers or employees for this task.

7.

Click Save.

For instructions on limiting employees’ ability to enter time records, see Restricting Employee Time Tracking Entries in the Help Center. Employees can also use the Employee Center to track their time. For more information, see Giving an Employee Access to Time Tracking in the Help Center. You can view Employee time on the Reports page under the Time & Billables heading.

Tasks and Project Tasks Portlets on Your Dashboard NetSuite provides two portlets to help you manage tasks. You can add a portlet to show CRM tasks and, if the Advanced Projects feature is enabled, a portlet to display project tasks.

Tracking CRM Tasks Use the Tasks portlet on your Home page to track work you need to complete on CRM tasks. If you use the Direct List Editing feature, you can change a task’s status to Completed in the Tasks portlet. Changes made to a task in the portlet are automatically changed on the task record. You can also click Edit next to a task in the Tasks portlet to update the information on a task record. By default, the Tasks portlet displays each task’s due date, title, company involved, priority, and status. To change the displayed fields, click Customize View at the bottom of the portlet, or choose from the View field, if available.

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You can also:

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Choose an option in the Quick Sort field to change the order in which tasks appear.

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Click Quick Add to create a new task quickly. Click New Task to enter a new task record.

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Click Set Up to set the number of tasks that show in the portlet.

•

Click Refresh to update the portlet after you update or complete tasks.

For information about working with CRM tasks, see Working with CRM Tasks.

Displaying Advanced Projects Tasks If you use Advanced Projects, add the Project Tasks portlet to display project tasks on your dashboard. The portlet shows project tasks assigned to all resources and provides quick access to project task information. If you use the Direct List Editing feature, you can change a project task’s status in the Project Tasks portlet. Changes made to a task in the portlet are automatically changed on the task record. You can also click Edit next to a task in the Tasks portlet to update the information on a project task record. By default, the project tasks portlet displays the project, task ID, task name, estimated work, actual work, start date, and end date for each task. To change the displayed fields, click Customize View at the bottom of the portlet, or choose from the View field, if available. Use the portlet filter options to select the range of tasks to display in the portlet. Filter selections are sticky changes, meaning your selections are saved until you change them.

•

Assignee - Display all project tasks or only tasks assigned to a specific resource or group of resources. You can also select to display unassigned tasks.

•

Priority - Select to view project tasks by importance.

•

View - Create a custom database view if you want to limit the project tasks displayed in the portlet to a segment of all project tasks.

•

From-To - View a range of tasks based on the project task column selected. For example, if you select to sort by task name, you can then select a range of task names to display on the portlet.

For information about working with project tasks, see Advanced Project Tasks.

Working with Phone Calls Use phone call records to document business calls. Phone call records include information about the call, such as the organizer and the date completed. You can also display phone calls on your NetSuite calendar, and link the phone call to another record type such as company, contact, or support case. After a phone call is linked to another record type, the phone call appears on the Activities subtab of that record.

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For more information about working with phone calls, see the following:

•

“Scheduling or Logging Phone Calls” on page 92 describes how to create phone call records in NetSuite.

•

“Tracking Time on Phone Calls” on page 94 describes how to use phone call records in NetSuite to track time spent on each call. Note that you must use the Time Tracking for CRM feature to take advantage of this functionality.

•

“Using Telephony Integration” on page 95 describes how to make outbound calls directly from records in your NetSuite account.

Scheduling or Logging Phone Calls You can use phone call records to schedule calls and list them in order of the due date and priority. Or, you may simply use phone calls to document customer feedback whenever a customer calls you. NetSuite stores the information on a record in the Phone Call list, on the customer record who calls and on the contact's record who called for the customer. When you receive a phone call from a customer, for example, go to the customer record, click Call in the New bar at the top of the record, and enter the details and reason the customer is calling.

To schedule or log a phone call: 1.

Go to Activities > Scheduling > Phone Calls > New.

2.

If you have created a custom form you want to use for this record, select that form in the Custom Form field. Click Customize Form to create a new custom form.

3.

In the Subject field, enter the main subject of the discussion.

4.

In the Organizer field, select who is responsible for making the call. Your name fills here by default.

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In the Phone Call Date field, enter the date the call is scheduled for.

6.

Check the Reserve Time box to schedule this phone call on the calendar.

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If you want phone calls that reserve time on your calendar, check the Display Nonblocking Phone Calls in Calendar box at Activities > Scheduling > Calendar > Calendar Preferences. 7.

If you are scheduling this call, select the start and end times in the From and To fields. Use the Availability subtab to see when the organizer (you) and all added participants with NetSuite records are available.

8.

In the Date Completed field, enter the actual date this call was completed if different from the scheduled date.

9.

In the Phone Number field, you can enter the number dialed to make this call if it is different from the number of the participant(s) selected below.

10.

In the Status field, select whether this phone call is Scheduled or Completed.

11.

Check the Private Phone Call box to only display this call in your list of calls.

12.

If this is a scheduled call, select the type of reminder you want to receive:

• None – No reminder is triggered. • Email – An email reminder is sent to the email address on the employee record for the person selected in the Organizer field.

• Popup – A popup reminder opens when the organizer is logged in to NetSuite. You must also select a reminder time to set the reminder. 13.

In the Reminder field, enter the time increment before the time set in the From field that a reminder should be triggered. You must also select a reminder type in order to set the reminder.

14.

In the Notes field, enter notes or a description of the content of the phone call.

15.

On the Related Info subtab, select a company if this call is related to a customer, vendor, partner, or other name. The Contact field lists the contacts for the entity you have selected.

16.

In the Contact field, select the contact with whom this call is associated.

17.

If this call pertains to a support case, select the case number in the Support Case field.

18.

If this call is related to a transaction, select the transaction number.

19.

On the Participants subtab, you can add listings for those participating in the call. Choices available from Participant dropdown. Available choices include employees, customers, partners, vendors, and other names.

20.

Attach files relating to this call on the Files subtab.

21.

Click Save.

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Your phone call is now documented. If the phone call was set as completed when it was created, it remains in the tasks list until it is marked Completed. To mark a phone call Completed, go to Activities > Scheduling > Phone Calls, and click Completed next to the phone call that has already been placed.

Tracking Time on Phone Calls Tracking time on phone calls can help you manage your company by being aware of how much time is spent on the phone. To track time, someone with the Administrator role must go to Setup > Enable Features > CRM, and click the Time Tracking for CRM box. With Time Tracking for CRM, you can track time on tasks, phone calls, events and cases.

To track time on phone calls: 1.

Go to Activities > Scheduling > Phone Calls.

2.

Click New to create a new phone call to track time, or click Edit next to the call you want to track time for.

3.

Click the Time Tracking subtab. Your name appears in the Employee column.

4.

In the Date column, enter the date for this time entry.

5.

In the Customer:Project column, select the customer or project this call applies to. If you check the Billable box, someone with the Accountant role can bill this customer for this time at Customers > Sales > Create Invoices on the Billable Time subtab.

6.

In the Billable column, check the box if you want to be able to bill this time to the customer.

7.

In the Service Item column, select the service item associated with this call. To create a new service item, select New.

8.

In the Payroll Item column, select the payroll item to pay this employee for this time entry.

9.

If you track departments, locations or classes, select the corresponding information for this time.

10.

In the Duration column, enter, time or calculate the amount of time this employee worked on this call in hours.

11.

In the Memo column, write a brief description about what this employee did during this time.

12.

Click Add.

13.

Repeat this process to track time for additional customers or employees for this call.

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When you have finished entering information for this call, click Save.

Employees still need to enter their time in the Employee Center.

Note: For instructions for limiting employees’ ability to enter time records, see the help topic Restricting Employee Time Tracking Entries.

Using Telephony Integration NetSuite provides two options for integrating NetSuite with a telephone system. Each requires different technology for implementation:

•

Telephony Application Programming Interface (TAPI) – for placing outbound calls with NetSuite. With TAPI you can click on the phone icon next to a phone number and your phone system will automatically dial the number. Note that TAPI only works on Windows operating systems (not Mac or Linux). For more information, see Setting Up TAPI Telephony Integration.

•

Use Computer Telephony Integration (CTI) – for receiving and routing inbound calls. As calls come in, the CTI application queries customer information in NetSuite and presents it to the sales or support rep in a browser window using Screen Population technology. The representative has the required information on screen when speaking with the customer. For more information, see Setting Up CTI Telephony Integration.

To integrate your NetSuite account with either TAPI or CTI technology, the account administrator must first enable the Telephony Integration feature at Setup > Company > Enable Features, on the SuiteFlex subtab. Then, each user who plans to use Telephony Integration must go to Home > Set Preferences and follow the directions provided on the Telephony subtab. For instructions on making calls automatically from NetSuite records, see Making Calls From NetSuite. If your account includes the ODBC Connections for Advanced Reporting feature, you can set up a telephony view to use for reporting. See Setting Up a Telephony View.

Setting Up TAPI Telephony Integration Telephony Application Programming Interface (TAPI) must be set up individually on each user’s PC. You must have a TAPI compliant phone and software such as Artisoft’s® TeleVantage. To set up TAPI integration, the account administrator must first enable the Telephony Integration feature at Setup > Company > Enable Features, on the SuiteFlex subtab. Next, each user must download and install the driver available at Home > Set preferences on the Telephony subtab. After downloading the driver, enter the name of the TAPI enabled phone.

Note: Two versions of TAPI are available, TAPI 2.x and TAPI 3.x. NetSuite supports both TAPI versions.

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To set up telephony integration with a TAPI device: 1.

Go to Home > Set Preferences.

2.

On the Telephony subtab, in the Telephony Option field, select TAPI.

3.

Follow the steps to install the required drivers for Telephony Integration.

4.

In the TAPI Device field, enter the device that controls communication with your phone. If you do not know the name of your TAPI device, you can use a sample program at www.exceletel.com to find this information.

5.

In the Prefix to Dial Out field, enter any numbers that must be dialed before dialing a phone number in your phone system. For example, you may need to dial 9 or 1 before a number.

6.

Click Save.

If you have trouble locating the name of your TAPI device or receive an error message that it could not be found, try the following troubleshooting tips:

•

If the name of your TAPI device ends with extension.tsp, try leaving out this extension when entering the name in NetSuite.

•

The TAPI Device field is case-sensitive and must match your device name exactly.

•

Download a sample program here to test dialing from your phone. From the exceletel Web page, click the EXE link to download the etQuickDial program. When the program has downloaded, open the program and view all TAPI-enabled devices on your computer in the Active field. Select the device you are using, and check the Active box. Then enter a phone number to dial and click Dial to make sure the call is initiated from your device correctly.

To learn how to initiate and end calls, see Making Calls From NetSuite.

Setting Up CTI Telephony Integration To use Computer Telephony Integration (CTI), you must set up an account with one of our partners, Contactual or Five9. Software provided by these partners uses VoIP to work with your NetSuite account to provide click-to-call for out bound calls and Screen Population (Screen Pop) technology for incoming calls. To set up your account for CTI, an account administrator must go to Setup > Company > Enable Features. On the SuiteFlex subtab, check the boxes next to Telephony Integration and Web Services.

To set up telephony integration with CTI: 1.

Go to Home > Set Preferences, and click the Telephony subtab.

2.

In the Telephony Option field, select CTI.

3.

In the CTI URL field, enter the URL corresponding to the partner you have chosen:

• Contactual – http://www.contactual.com/c2d.php?phone={phone}

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• Five9 – http://localhost9999/ agentServlet?cmd=makeCall&numberToCall={phone} 4.

Click Save.

Note: See Contactual or Five9’s documentation for more information on setting up partner software to work with NetSuite. To learn how to initiate and end calls, see Making Calls From NetSuite.

Making Calls From NetSuite When you use the Telephony Integration feature, you can initiate calls from the following pages in NetSuite:

•

Relationship record lists

•

Phone call list

•

Phone call records

•

Relationship records

•

Saved search results that include phone numbers

•

Subtab lists on records that include phone numbers

•

Any record, list or saved search with a phone custom field

To make a call, just click on the phone icon, or underlined phone number from a list or record. To end the call, you can simply hang up the phone, or you can click the next phone number to end the current call and begin the next call. For example, you go to Activities > Scheduling > Phone Calls > Search and click New Saved Search to create a search of the phone calls that need to be completed today. From your list of results, you click the phone icon next to the first phone number in the list. Your phone then rings to signal the call is ready. When you pick up the receiver, the phone number is dialed, and your call is connected. To end the call, you click the phone number of the next customer and continue with the process.

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Working with Email

NetSuite allows you to send information using your NetSuite account and can track all communication between you and those you do business with. Whether through email, letters or over the phone, all of the information you need to know can be planned and executed through NetSuite. Read the following topics for more information:

•

“Sending Email from NetSuite” on page 98

•

“Working with Email Templates” on page 104

You can also install NetSuite’s Outlook integration client which allows you to save messages from your Outlook mail account to NetSuite records. Two versions of this client are available. For more information, see:

•

“Using NetSuite for Outlook 1.0” on page 145

•

“Using NetSuite for Outlook 2.0” on page 116

For a complete list of accepted top level domains you can use for setting up your email address, see the Internet Assigned Numbers Authority Web site.

Sending Email from NetSuite You can send email to the people you do business with directly from the NetSuite application. For information about sending email from NetSuite, see the following:

•

Sending Email to Contacts

•

Sending Email Directly from Lists and Records

•

Emailing Transactions

•

Sending Search and Report Results Email

•

Customizing Email Signatures and From Fields

•

Using Variable Envelope Return Paths

Email sent from NetSuite uses one of the following as the From address:

•

the email address set in the From Email Address field at Home > Set Preferences > General under User Profile, or

•

if there is no from email address entered on the Set Preferences page, the employee’s login email address

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When the recipient replies to the email message, this reply is sent to the email address used to send the original message.

Sending Email to Contacts You can choose to email a contact from the following types of records:

•

Contact

•

Customer

•

Lead

•

Prospect

•

Vendor

•

Company

•

Other Name

•

Partner

•

Opportunity

To send email to a contact: 1.

On the record for the company, customer, partner, vendor or opportunity whose contact you want to send an email message to, click the Messages subtab.

2.

Click Email.

3.

In the popup window, on the Recipients subtab, select the contact you want to email in the Recipient field. His or her email address should fill in.

4.

In the Copy Others column, select others you want to include in this message.

5.

In the Email field, enter an email address if one does not fill in.

6.

Check the Cc box to copy this contact, or check the Bcc box to blind copy the contact.

7.

Click Add for each contact you want to copy.

8.

Click the Message subtab.

9.

To use an email template in this message, select a template you have uploaded to NetSuite. For more information on creating email templates, see Creating New Email Templates.

10.

Check the Update box to update your template with any edits you make in the Message field.

11.

In the Subject field, enter a mandatory subject for this message.

12.

In the Message field, enter your email message.

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If you selected a template, you can edit the message in this field. 13.

Click the Attachments subtab.

14.

Check the Zip Attachments box to compress the files you are sending.

15.

In the Attach Document Template field, select a letter template to format your attachment.

16.

To attach a statement to this message, check the Include Statement box, and select the date of the statement.

• In the Start Date field, you have the option of entering the date of the oldest transaction you want to appear on the statement.

• In the Type field, you can select the type of statement to attach. • You can enable the Show Only Open Transactions option to include only open transactions in the attached statement. If you enable this option and do not enter a start date, the statement includes all open transactions in the customer's history. 17.

In the Attach File column, select the file from your file cabinet you want to attach to this message. Select New to upload a new file from your hard drive.

Note: Email attachments must be 5MB or smaller. 18.

Click Add after each attachment you want to add.

19.

Click Send, or if you use Mail Merge, click Merge & Send.

This message is saved on the Messages subtab for each contact receiving the message. If contacts for your customers, vendors or partners reply to the email you send from NetSuite, that reply is both sent to the email address you log in with and automatically saved to the Messages subtab of the contact record and customer, vendor or partner's record. You can also save messages you receive. For example, if you receive a phone call from a customer contact, you can record the message of the call on the customer's record. See the help topic Saving Messages from Contacts for more information.

Note: If you use the UK Edition, in order to comply with UK law, your business address and VAT number are included in the footer of all email you send to those outside of your company.You can click View History to view all messages sent to and from contacts.

Sending Email Directly from Lists and Records In NetSuite, you can send email to the people you do business with, by sending email directly from NetSuite lists and records, using your personal email account.

Important: These messages are not saved in NetSuite, and you cannot receive replies to these messages in NetSuite.

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To send email from a list: 1.

On the Lists tab, under the Relationships heading, select the type of record for the person to whom you want to send an email (such as customer or vendor).

2.

If the email address is not already showing in the list, make a selection in the View filter at the footer of the list to display a list with an Email column. (For example, the All view and the Basic view include an Email column.)

3.

Click the icon next to an email address. This opens a new message window in your personal email account with the To field completed.

4.

Enter a subject and message text, and click Send. Then you can continue working in NetSuite.

To send email from a record: If you are sending email from a record other than the contact record, you must have a contact and a valid email address selected on the Contacts subtab. 1.

On the record, click the icon next to an email address for a contact. This opens a new message window in your personal email account with the To field completed.

2.

Enter a subject and message text, and click Send. Then you can continue working in NetSuite.

Emailing Transactions There are several ways to email a transaction. You can send copies of transactions through email in any of the following ways:

•

Select Save & Email in the Save button dropdown.

By default, clicking Save & Email immediately saves and emails the transaction to the email address on the customer or vendor record (for customers or vendors of type individual) or the primary contact’s email address (for customers or vendor of type company).

•

Click the Email button when viewing a transaction. After saving a transaction, you are shown the transaction form in view mode. You can click the Email button to email the transaction to the primary contact (for records of type company) or the customer or vendor (for records of type individual).

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If you want to modify the email before you send it, an administrator can go to Setup > Company > Printing, Fax & Email Preferences. On the Email subtab, enable the Use Popup for Main Transaction Email Button preference. Leave this preference disabled if you want to send email immediately upon clicking the Email button.

•

Check the To Be Emailed box. When filling out the transaction form, click the Messages subtab. Check the To Be Emailed box, and enter the email address you want to send the form to. Separate multiple email addresses with semicolons.

If you want to remove the email buttons to prevent the accidental emailing of transaction forms, you can customize the buttons that are shown on your transaction forms. For information on hiding buttons on forms, see Configuring Buttons and Actions.

Setting Preferences for Receiving Copies of Emailed Forms You can choose which employees in your company receive copies of emailed transaction forms. For example, you could choose to have sales managers receive copies of all transactions, or you might set up an email address to archive all your emailed transactions. To choose who receives copies of emailed transactions: 1.

Click the Setup tab.

2.

On the Setup page, under the Company heading, click Printing, Fax & Email Preferences.

3.

Click the Email subtab.

4.

In the Transactions section, do the following:

• Check the Customers Default to Email Transactions box, so that when you enter

• • • • •

new customer records, they have the To Be Emailed box checked by default. This means your customers receive emails when you each time you submit transactions for them. Check the Vendors Default to Email Transactions box, so that when you enter new vendor records, they have the To Be Emailed box checked by default. Clear the Send To All Administrators box, if you do not want NetSuite users with the Administrator role to receive a copy of emailed transactions. In the CC field, enter email addresses you would like to receive copies of emailed transactions. You can enter multiple addresses by separating them with commas. In the From Address for Emailed Forms list, select the email address you want to show in the From field of e-mail you send with NetSuite. Check the box next to Popup For Main Transaction Email Button so that when you click the Email button on a transaction, an email form opens, allowing you to modify the recipients and email text. If this preference is disabled, when you click the Email button on a transaction, the transaction email is sent immediately.

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Click Save.

Now, when transactions are emailed, only the people you choose here receive copies of the forms.

Sending Search and Report Results Email You can send other users email containing results from searches and reports of NetSuite data. An Email button is available on most report and search results pages.

•

For information about sending email directly from a report results page, see the help topic Emailing a Report.

•

For information about sending email directly from a search results page, see the help topic Emailing Search Results.

If you are an administrator or have at least Create level of the Publish Search permission, you can enable system-generated search email messages on the Email subtab of a saved search page. You can use saved search email to share complete search results with other users, to schedule long-running searches for low usage times, and to alert targeted users about changes to their important records. For more information, see the help topic Sending Saved Search Email.

Attaching Files to Email Messages You can attach file cabinet documents to email messages sent through NetSuite.

Note: You cannot attach files from the Attachments to Send and Attachments Received folders. If you want to attach files from these folders to records or transactions, you must move them to another folder. For more information, see Moving and Copying File Cabinet Files.

To attach a file to an email message: 1.

On the Email Message popup, click the Attachments subtab.

2.

Check the Zip Attachments box if you want to compress the files you are attaching.

3.

In the Attach File column, select the file and click Add. You can attach files up to 5 MB in size.

4.

Repeat this for each file you want to attach.

5.

When you are finished composing your email, click Merge & Send.

Customizing Email Signatures and From Fields You can set up an email profile to determine the following for email you send through NetSuite:

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•

the name that appears in the From field

•

the From email address

•

a custom signature

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To set up your email profile: 1.

Go to Home > Set Preferences, in the User Profile area of the General subtab.

2.

In the Nickname field, enter the name you want to appear in the From field on email you send.

3.

In the Signature field, enter an email signature. You can enter up to 150 HTML characters in this field.

4.

In the From Email Address field, enter the email address you want to appear in the From field on email you send.

5.

Click Save.

To include your email signature, you must include the tag in the email message. You can also place this tag in email templates. If you do not enter a nickname or a From address, your login email address appears in the From field.

Using Variable Envelope Return Paths With the Capture Email Replies feature, email sent from lists, records and transactions is automatically saved to the contact record and the record of the associated entity before being sent to your login email address. This is accomplished through the use of variable envelope return paths, or VERPs. VERPs route email messages to NetSuite’s servers so that they can be recorded in NetSuite and then forwarded to the recipient. The sender and recipient addresses are not changed or hidden by VERPs. The use of VERPs is considered a best practice measure and complies with the mass email policies of large ISPs and email providers.

Working with Email Templates Email templates are HTML or text documents you create to use when you do the following:

•

Send email from records

•

Send email from transactions

•

Send automatic notifications to those who submit online forms

•

Send notification email to sales reps when a lead, prospect, or customer submits an online form

•

Send bulk email with the mail merge feature

If you use NetSuite or NetSuite CRM, email templates also are used when you do the following:

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Perform mail merge operations

•

Send notification to customers who submit cases

•

Send notification employees who have been assigned a case

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Creating a New Email Template: You can use an email template to generate personalized email messages that you can send to the people with whom you do business. Before you use an email template, you must create a template record. You can prepare your template file outside of NetSuite using an HTML editor or you can create it directly on the template record. These templates are available at Documents > Templates > Email Templates. For information, see Creating New Email Templates.

Modifying a System Email Template: In addition to creating new email templates for various purposes, administrators and other users with the Set Up Company permission can modify the standard email templates for system-automated email used in case management and user notifications. These templates are available at Setup > Company > System Email Templates. For information, see Customizing Templates for System-Automated Email.

Using CRMSDK Tags: Each email template can contain CRMSDK tags that refer to specific information relating to the email recipients. When NetSuite generates an email message with a template, the CRMSDK tags are replaced with the information that corresponds with the recipient's record. For example, you can list the company's name and address in the heading of a letter. To do this you insert the CRMSDK tags that correspond with each line in the address above the greeting. You also can include CRMSDK tags in the subject of email you send. Below is a sample email template that incorporates CRMSDK tags. The example is an email message sent out to new leads by their sales reps.

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, Dear , My name is , a sales representative for Wolfe Electronics in the area. Thank you for your interest in Wolfe Electronics. If you need any assistance in placing an order or if you need information about any of our products, please feel free to call me at 408-555-3652. Sincerely, Wolfe Electronics

When the email message is generated by NetSuite, the CRMSDK tags are replaced with information from the lead record. Tom Wetteland TRS Van Lines, Ltd. Suite 12 3810 Castleberry Rd. San Diego, CA 92110 Dear Tom, My name is Krista Barton, a sales representative for Wolfe Electronics in the San Diego area. Thank you for your interest in Wolfe Electronics. If you need any assistance in placing an order or if you need information about any of our products, please feel free to call me at 408-555-3652. Sincerely, Krista Barton Wolfe Electronics

For more information and a list of tags, see Using CRMSDK Tags.

Creating New Email Templates Email templates can be created either outside of NetSuite in a simple word processing application or can be entered directly on the Template subtab of email template records. If you create an email template outside of NetSuite, save your template as a plain text (.txt) or an HTML (.html or .htm) file.

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When you select an email template in the Send Email popup on a record, the text from your template appears in the Message field. You can modify the template message before you send the email message. If you do not prepare your template file beforehand, you can compose the message in the Template field of the email template record.

Note: If you use the UK Edition, in order to comply with UK law, your business address and VAT number are included in the footer of all email you send to those outside of your company. You do not have to add this information to your template.

To create an email template record: 1.

Go to Documents > Templates > Email Templates > New.

2.

Enter a name for this template.

3.

In the Description field, you can enter information about this template.

4.

On the Template subtab, in the Subject field, enter the subject of the email.

5.

Do one of the following:

• Select File if you have created the email template beforehand, and select the template file. Select New if you have not already uploaded your template file to your file cabinet.

• Select Text Editor if you have not yet created your email template. Compose your template in the rich text field. If you are pasting template text, and your template file contains HTML, you must click the HTML Source Code link to ensure that CRMSDK tags are properly included. Select a field in the Insert Field dropdown to have NetSuite place the corresponding CRMSDK tag in your template. 6.

On the Restrict Access subtab, check the Private box if you do not want others in your company to use this template.

7.

If you want this template to only be used by members of a specific group, select that group in the Restrict to Group field.

8.

On the Marketing subtab, check the Add Unsubscribe Link to Message Footer box if you want to have a link to the Campaign Subscription Center added to the footer of email messages sent with this template.

9.

Check the Add Company Address to Message Footer box if you want your company’s address shown in the footer of email sent with this template.

10.

Select the campaign email domain you want to use for this email template. Campaign domains replace any reference to netsuite.com in the email message you send with templates. This is required if you send more than 10,000 email each month through campaigns or email merge operations.

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Select the campaign subscription associated with this email template. You can create new campaign subscription categories at Setup > Marketing > Campaign Subscriptions > New.

12.

Click Save.

Customizing Templates for System-Automated Email Administrators, and other users with the Set Up Company permission, can modify templates for the following automated email notifications:

•

Automatic Case Closure Notification

•

Case Assignment Support Notifications

•

Case Escalation Notifications

•

Case Update Support Notifications

•

Customer Center Access Email

•

Messages to Customers

•

Messages to Employees

•

New Case Customer Notifications

•

Partner Center Access Email

•

User Access Email

System email templates can contain CRMSDK tags that refer to specific information in your NetSuite data. When NetSuite generates an email message using a template, the CRMSDK tags are replaced with the information that is sourced from the recipient's record. For more information, see Using CRMSDK Tags.

To customize a template for system email: 1.

Go to Setup > Company > System Email Templates.

2.

Click Edit next to the type of email you want to change.

3.

(Optional) Enter a description of this template.

4.

If you have enabled the Multi-Language feature, multiple language subtabs are available on the Templates subtab. Click the subtab for the language of the template you want to edit.

5.

Edit the Subject text if desired.

6.

In the Create Template From field, choose whether to modify template text and tags in the text editor or to substitute an uploaded file.

• To use a file, choose the File option button, and: click the Add New button to upload a file to the file cabinet, or click the Open button to open an existing file cabinet file.

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• To modify the existing template in the text editor, choose the Text Editor button, and edit text and tags in the field below. Use the Following fields to display tags for inclusion on the template:

7.

•

Select a record type in the Field Type dropdown. This selection determines options in Select Field dropdown.

•

Select a field in the Select Field dropdown. This selection determines the tag that displays in the Tag field.

•

You can use the tag displayed in the Tag field by placing it between angle brackets in your template to have the tag replaced with information from each recipient's record.

If you do not want the customized template to be used for all users, click the Restrict Access subtab.

• If you want to be the only user for this template, check the Private box. • If you want to restrict the use of this template to a group of employees, select the group in the Restrict To Group field. (Note that you can create a new group record at Lists > Groups > New.) 8.

Click Save.

Using CRMSDK Tags The table on the next page includes the CRMSDK tags recognized by NetSuite. The entries in the Field column refer to fields on CRM records you can reference in your templates. An "x" marks the records that include each field. For example, if you want to insert your customer's name in the greeting of an email template, you would write Dear . CRMSDK tags have different formats depending on where they are used. CRMSDK tags should always be capitalized.

•

Marketing campaign email – enclose the tag in angle brackets (< and >)

•

Email templates – enclose in angle brackets (< and >)

•

Fax templates – enclose in angle brackets (< and >)

•

PDF templates – enter without brackets

•

Letter templates – automatically formatted by Microsoft® Word

In general, the kinds of tags you apply to a template must match the record you are sending your message to. For instance, you cannot use a template to send an email to a partner if the template includes a tag that refers to the Sales Rep field. However, if you are creating a template for communicating with contacts, you can refer to fields on the parent record each contact is associated with. For example, you can include the name of

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the sales rep assigned to a customer in a message sent to that customer's contact person. Additionally, fields that you can use in templates created for contacts that do not appear on the contact record are marked with a "†". When you include the NLFIRSTNAME and NLLASTNAME tags in an email template used to send notification email to those who submit online forms, these tags is replaced according to these rules:

•

If the recipient is a customer of the type Individual, the first and last name on the customer record are used.

•

If the recipient is a customer of the type Company, the primary contact’s first and last name are used.

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Field

Cust:Projec t

Vendor

Partner

Employee

Contact

Tag

Auto Name

x

x

x

x

x

NLAUTONAME

Company Name

x

x

x

x

Name

x

x

x

x

Sales Rep

x

Phone

x

x

Alt. Phone

x

x

Fax

x

x

x

Email

x

x

x

Contact First Name

x

Contact Last Name

x

x

x

111

NLCOMPANYNAME x

NLENTITYID

†

NLSALESREP

x

NLPHONE NLALTPHONE

x

NLFAX

x

NLEMAIL

x

x

NLFIRSTNAME

x

x

NLLASTNAME

x

NLMIDDLENAME

Contact Middle Initial

x

x

Promotion Code

x

†

NLREFERRALCODE

Partner

x

†

NLPARTNER

Child Of, Subpartner Of, Company

x

x

NLCOMPANY

Child Of

x

Address Line 1

x

x

x

x

x

NLADDRESS1

Address Line 2

x

x

x

x

x

NLADDRESS2

City

x

x

x

x

x

NLCITY

State/County

x

x

x

x

x

NLSTATE

Zip/Postal Code

x

x

x

x

x

NLZIPCODE

Country

x

x

x

x

x

NLCOUNTRY

Account Number

x

x

x

†

NLACCOUNTNUMBER

Terms

x

x

†

NLTERMS

Balance

x

NLBALANCE

Days Overdue

x

NLDAYSOVERDUE

Overdue Balance

x

NLOVERDUEBALANCE

Sales Rep Nickname

x

NLSALESREPNICKNAME

Signature

x

NLSIGNATURE

x

NLPARENT

Salutation

x

Department

x

NLDEPARTMENT

Class

x

NLCLASS

Location

x

NLLOCATION

Supervisor

x

Alt. Email

x

NLSALUTATION

x

NLSUPERVISOR

x

NLALTEMAIL

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Cust:Projec t

Field

Vendor

Contact

Tag

Office Phone

x

NLOFFICEPHONE

Home Phone

x

NLHOMEPHONE

Mobile Phone

x

NLMOBILEPHONE

Title/Subject

x

NLTITLE

Partner Code

Partner

Employee

x

112

NLPARTNERCODE

Inserting Tags for Names When you are creating an email template for customers, you can use the following tags:

•

NLENTITYID – This tag inserts the information entered in the Customer ID field. To add this field to a template, select Name in the Insert Field.

•

NLCOMPANYNAME – This is the information entered in the Company Name field on the customer record. To add this field to a template, select Company Name in the Insert Field.

•

NLFIRSTNAME – This is the information entered in the first name field. This only applies to customers who are individuals. To add this field to a template, select First Name in the Insert Field.

•

NLLASTNAME – This is the information entered in the last name field. This only applies to customers who are individuals To add this field to a template, select Last Name in the Insert Field.

•

NLCONTACT – This is the name of the customer’s primary contact. Select Contact (Primary) in the Insert Field

When you are creating a template for contacts, you can use the following:

•

NLENTITYID – This tag inserts the information entered in the Contact ID field. To add this field to a template, select Name in the Insert Field.

•

NLCOMPANY – This is the information in the Customer ID field on the customer record this contact is the primary contact for. To add this field, select Parent Entity in the Insert Field.

•

NLFIRSTNAME – This is the information entered in the first name field on the contact record. To add this field to a template, select First Name in the Insert Field.

•

NLLASTNAME – This is the information entered in the last name field on the contact record. To add this field to a template, select Last Name in the Insert Field.

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CRMSDK Tags for Case Messages The following tags can be used to add case information to an email case response. These tags can be used in addition to the CRMSDK tags that refer to the customer who entered the case. Field

Tag

Subject

NLTITLE

Case Number

NLCASENUMBER

Company Name

NLCOMPANYNAME

Support Rep Assigned

NLASSIGNED

Priority

NLPRIORITY

Contact Name

NLCONTACT

Status

NLSTATUS

Origin

NLORIGIN

Message History (Non-Internal)

NLCASEHISTORY

Message History (Internal or External)

NLCASEHISTORYEMP

Most Recent (Non-Internal) Message

NLCASELASTMESSAGE

Most Recent Message (Internal or External)

NLCASELASTMESSAGEEMP

Creation Time

NLSTARTTIME

Creation Date

NLSTARTDATE

Type

NLCATEGORY

Recent Escalation Message

NLESCALATIONMESSAGE

Link to Customer Center

NLCASEURL

Name of User who Logged In

NLUSERNAME

Company Logo

NLCOMPANYLOGO

Signature

NLSIGNATURE

CRMSDK Tags for Transactions The following tags can be used to include transaction information in email messages you send. Field

Tag

Bill To

NLBILLADDRESS

Class

NLCLASS

Consolidated Balance

NLCONSOLBALANCE

(Consolidated) Overdue

NLCONSOLOVERDUEBALANCE

(Consolidated) Days

NLCONSOLDAYSOVERDUE

Currency

NLCURRENCYNAME

Date

NLTRANDATE

Date Created

NLDATECREATED

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Field

Tag

Days Open

NLDAYSOPEN

Department

NLDEPARTMENT

Exchange Rate

NLEXCHANGERATE

Expected Close Date

NLEXPECTEDCLOSEDATE

Forecast Type

NLFORECASTTYPE

ID

NLID

Include in Forecast

NLINCLUDEINFORECAST

Include in Forecast: High

NLINCLUDEINFORECASTHIGH

Include in Forecast: Low

NLINCLUDEINFORECASTLOW

Project

NLJOB

Last Modified Date

NLLASTMODIFIEDDATE

Lead Source

NLLEADSOURCE

Location

NLLOCATION

Main Entity

NLENTITY

Memo

NLMEMO

Open Status

NLOPENSTATUS

Partner

NLPARTNER

Probability

NLPROBABILITY

Sales Group

NLSALESGROUP

Sales Rep/Employee

NLSALESREP

Ship To

NLSHIPADDRESS

Status

NLDOCUMENTSTATUS

Total

NLTOTAL

Transaction #

NLTRANID

Type

NLTYPE

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Custom Field Tags To determine the tags to use for custom fields, an administrator can go to Setup > Entity Fields. Hold your mouse pointer over the field you want to include in your template. At the top of the page, the Web address for this page appears in your browser. At the end of the address is the field tag. For example, the tag may look like this: NLCUSTENTITY5

Inserting Default Values When creating email, fax, and marketing email templates, you can insert a default value to use when the record has no data entered in the field you reference. CRMSDK tags with default values should take the following form:

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If, for example, you were to include the first name of a contact to appear in the greeting, you might enter If a contact's record does not include a first name, the greeting reads "Dear friend," To set a default for a tag in a PDF template, click the Options tab in the Field Properties dialog. Enter the default value in the Default field.

9. 10.

Check the Consolidated Statement box if you want to apply payments, deposits, and credit only the through the top level customer in a customer-subcustomer hierarchy. Keep this box clear if you want to be able to apply payments, deposits, and credits to any open invoice entered for any customer or subcustomer in a customer hierarchy. This preference is only available if you have enabled the Consolidated Payments feature.

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Chapter 6 Outlook Integration NetSuite has developed Windows-based client applications to synchronize the records you create in NetSuite with Outlook, as well as your BlackBerry device. For more information about these clients, see the following:

•

“Using NetSuite for Outlook 2.0” on page 116 discusses how to use the latest version of the Outlook Integration client to synchronize records and calendar events between Outlook and NetSuite, attach Outlook email messages to NetSuite records and synchronize records and events between Outlook and your BlackBerry.

•

“Using NetSuite for Outlook 1.0” on page 145 describes how you can use NetSuite for Outlook 1.0 to save email messages to NetSuite contact, customer, case and opportunity records. (Intellisync is for use with the NetSuite for Outlook 1.0 client; it is not necessary if you use NetSuite for Outlook 2.0.)

•

“Synchronization with Intellisync” on page 154 explains how to use Intellisync for basic synchronization of contact, task, and event records with Outlook, as well as Palm, and BlackBerry devices.

Using NetSuite for Outlook 2.0 NetSuite for Outlook 2.0 is compatible with Microsoft Outlook 2003 and 2007, and operating systems: Windows XP and Vista. The client is only compatible with the Microsoft Exchange email server. For information about using NetSuite for Outlook 2.0, see the following:

•

NetSuite for Outlook Version 2.0 Overview

•

Prerequisites for NetSuite for Outlook 2.0

•

Downloading and Installing NetSuite for Outlook 2.0

•

Logging in to NetSuite for Outlook 2.0

•

Synchronizing Records for NetSuite and Outlook 2.0

•

Record Sharing Between Outlook and NetSuite

•

Saving Messages with NetSuite for Outlook 2.0

•

Setting Options for NetSuite for Outlook 2.0

•

Troubleshooting NetSuite for Outlook 2.0

NetSuite for Outlook Version 2.0 Overview With NetSuite for Outlook it is no longer necessary to manage your email, calendar, tasks, and contacts in Microsoft Outlook® separately from your NetSuite account.

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This feature allows employees who prefer to use Outlook to manage email, contacts and calendar events to synchronize those records with corresponding records in NetSuite. They can also save messages received in Outlook to contact records in NetSuite. Because this feature synchronizes records between Outlook and NetSuite it allows visibility of up-to-date information in the NetSuite application, and allows all members of your organization to make informed business decisions.

What is NetSuite for Outlook 2.0? NetSuite for Outlook is the client application you use to synchronize events, tasks, calls, and contacts between Outlook and Netsuite. When you set up the client, you can create a synchronization schedule and set filters for your records. You can also use the client to resolve synchronization conflicts. For example, you may have a meeting scheduled for 10:30 in your NetSuite calendar, but in your Outlook calendar that meeting is scheduled for 10:00. When you run the NetSuite for Outlook client, you are alerted by a pop up window which allows you to choose the correct time for the meeting.

Who Uses NetSuite for Outlook 2.0 and Why? The following members of your organization can benefit from NetSuite for Outlook:

•

Sales managers and sales reps - A sales manager who is constantly on the road visiting customers and attending meetings always carries a Blackberry and uses it to determine the time and location of the next meeting. Because the calendar is up-todate on the Blackberry and in NetSuite, it is possible to check availability and schedule additional meetings with customers on location without logging in to NetSuite. When travel plans change, a sales rep can display the weekly view of the NetSuite calendar and see the number of events to be rescheduled. After updating events in NetSuite, the sales rep can log into Microsoft Outlook to catch up on email, and initiate the NetSuite for Outlook 2.0 synchronization process. Even without logging into NetSuite, all events and contacts are synchronized.

•

Support representative - A support rep who works with customers on cases over the phone or by email can capture email from Outlook and save it to cases in NetSuite. By performing a sync of all the cases assigned to the support rep, it is possible to attach email to corresponding cases. In a later synchronization, all the saved email is synced onto case records in NetSuite and available to everyone who has access to the cases.

•

Administrative assistant - An executive assistant frequently needs to schedule meetings for the CEO in the NetSuite calendar. To help keep the NetSuite calendar and the Outlook calendar coordinated, a synchronization schedule can be set to occur every hour. When necessary, synchronization can be manually initiated.

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Prerequisites for NetSuite for Outlook 2.0 Before you install and begin using NetSuite for Outlook 2.0, please read the prerequisites below. If you have previously used Intellisync for synchronization, you must complete Step 4 to install the NetSuite for Outlook 2.0 client successfully.

To prepare for using NetSuite for Outlook 2.0: 1.

Enable the Outlook Integration feature in NetSuite. An administrator, or another user with the Setup Enable Features permission, can go to Setup > Company > Enable Features. On the SuiteFlex tab, check the Outlook Integration box.

2.

Confirm that your role in NetSuite has full permission for both Outlook Integration, and Web Services. Note: An administrator can define user roles in two separate areas in NetSuite: Setup > Integration > Web Services, and Setup > Users/Roles > Manage Roles. If the role is defined in both places, then the role defined at Setup > Integration > Web Services takes precedence.

3.

Mark the Disable Mandatory Custom Field Validation field at Setup > Web Services Preferences. This action allows synchronization for records with mandatory custom fields.

4.

If you are currently using Intellisync, NetSuite’s previous option for synchronization, you should back up all previously synchronized contacts, upcoming or recurring tasks, and upcoming or recurring events that exist in your Outlook account. Complete all of the steps below before installing the NetSuite for Outlook client. a.

Uninstall Intellisync.

b.

In Outlook, create a backup folder for each of the following record types: Events, Contacts, and Tasks.

c.

Copy and paste all records into the corresponding backup folder. For example, click on your events folder in Outlook. Select all of the event records, and then copy and paste them in the backup folder you created in Step 4b above. Note: The first time you synchronize records, the NetSuite for Outlook client creates additional folders in Outlook. When you backup your Outlook records, you are preserving the original data for your own reference.

d.

Close Outlook.

After you have completed these steps, you are ready to install. See Downloading and Installing NetSuite for Outlook 2.0.

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Downloading and Installing NetSuite for Outlook 2.0 Before you can begin using NetSuite for Outlook 2.0, follow the steps below to successfully download and install the client. Note that you can install the client software on more than one computer. For more information, see Using a Secondary Installation of NetSuite for Outlook 2.0.

To install NetSuite for Outlook 2.0: 1.

Close Outlook if you currently have it open.

2.

If necessary, uninstall the previous version of NetSuite for Outlook from your computer. Note: After you uninstall, a backup folder is created in Outlook. This folder contains data from your primary Outlook folder.

3.

In NetSuite, go to the Home page. In the Settings portlet, choose Set Up Outlook Integration, and click the link to download and install the NetSuite for Outlook 2.0 client.

4.

Follow the steps provided in the setup wizard.

5.

After the setup wizard has completed, Outlook reopens.

6.

A dialog window opens for you to specify the root Outlook folder available for synchronization with NetSuite. All subfolders and items in this folder are available for synchronization with NetSuite. To make sure all data is saved, select the highest level folder, which is usually Personal Folders. Note that it is possible to change this location later; see Setting NetSuite for Outlook General Options.

7.

After you have specified a folder, the NetSuite for Outlook Assistant opens to guide you through required setup tasks. Click on the Assistant window to start the process.

NetSuite for Outlook Assistant

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•

During the Connection Settings step, the Assistant verifies your internet connection. If the connection cannot be verified, a dialog opens where you can specify connection settings. For more information, see Defining NetSuite for Outlook Connection Settings.

•

The NetSuite for Outlook Registration step opens a login dialog where you need to enter your NetSuite account number, user name, and password. Your account number is displayed in NetSuite at Support > Customer Service > Contact Support by Phone. For more information, see Logging in to NetSuite for Outlook 2.0.

•

The Filter Settings step opens a dialog where you can limit the NetSuite records that Outlook can access, so NetSuite for Outlook client can run more quickly. For more information, see Setting Up Synchronization Filters.

•

Note: When you synchronize events with NetSuite for Outlook, the default date filter excludes events that occurred prior to today’s date. If you want to sync all events in your calendar, you must remove the date filter on event records in NetSuite for Outlook prior to running synchronization.

•

The Synchronization Schedule step opens a dialog where you can define a time-based interval for automatic synchronizations to occur, and access filter settings. For more information, see Scheduling Automatic Synchronizations.

•

The Advanced Settings step opens a dialog where you can check the Save mail to NetSuite records on exact match of email address box to save all messages to NetSuite automatically whenever you click the NetSuite for Outlook Save Mail button. For more information, see Setting NetSuite for Outlook General Options.

•

The First Synchronization step performs an initial synchronization of NetSuite and Outlook records.

•

The first synchronization can take up to an hour, depending on how many records you have set to synchronize. For more information, see Synchronizing Records for NetSuite and Outlook 2.0.

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After you have gone through the NetSuite for Outlook installation and setup process, the following tools are available in Outlook:

• NetSuite for Outlook icon in your taskbar You can use this icon in your system tray to initiate synchronization and to set up your filter criteria and synchronization preferences.

•

Left-click this icon to start a synchronization. For information, see Synchronizing Records for NetSuite and Outlook 2.0.

•

Right-click this icon to open an options dialog where you can set preferences and manage your filter criteria. For information, see Setting Options for NetSuite for Outlook 2.0.

• Save Mail button in your Outlook mailbox toolbar Use this button NetSuite account.

to save messages received in Outlook to your

An advanced preference determines how this button works. For information, see Setting NetSuite for Outlook Advanced Options.

• Save & Send button in your Outlook outgoing email message taskbar Use this button your NetSuite account.

to save messages you are sending from Outlook to

For more information, see Saving Messages with NetSuite for Outlook 2.0.

Using a Secondary Installation of NetSuite for Outlook 2.0 You can install the NetSuite for Outlook client using the same Netsuite account and role, on two computers running Microsoft Outlook. The first installation of NetSuite for Outlook on a computer such as your workstation, is the primary installation. A secondary installation of the client with the same NetSuite login credentials may occur on your laptop, for example. The purpose of a secondary installation is to help you perform operations in Outlook such as creating shared records (events, phone calls, tasks, contacts), and saving emails to records (customers, opportunities, cases). You can perform standard operations on the secondary installation, but you cannot synchronize records.

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The table below compares the operations available in primary and secondary installations of NetSuite for Outlook 2.0. Operation

Primary Installation

Secondary Installation

Create/edit/delete/share Contacts, Events, Tasks, Phone Calls

Y

Y

Save emails to NetSuite records

Y

Y

Estimate the number of records flagged for synchronization

Y

Y

Synchronization

Y

N

Conflict Resolution

Y

N

Confirm Deletion

Y

N

Important: There can only be one primary installation at a time. Installing NetSuite for Outlook 2.0 twice on the same computer results in duplicate records.

Logging in to NetSuite for Outlook 2.0 The NetSuite for Outlook - Registration dialog window displays whenever you need to log in, creating the connection between your NetSuite account and Outlook. An internet connection is required for this login. You are required to log in to NetSuite for Outlook in the following cases:

•

During the setup process after installation.

•

To download updates to NetSuite for Outlook.

•

When you synchronize NetSuite and Outlook records.

•

When you define synchronization filters.

To log in to NetSuite for Outlook 2.0: 1.

Outlook must be running on your computer.

2.

In the Account field, Enter your NetSuite account number. Your account number is displayed on the NetSuite for Outlook 2.0 setup page, and also at Support > Customer Service > Contact Support by Phone.

3.

In the User Name field, enter the email address you use to log in to NetSuite. If you need to change values previously entered in the Account and User Name fields, see Setting NetSuite for Outlook General Options.

4.

In the Password field, enter your NetSuite password.

5.

Click Login.

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Synchronizing Records for NetSuite and Outlook 2.0 After your first synchronization, records are synchronized automatically, depending on the frequency preferences you set. To begin synchronization manually, just left-click the NetSuite for Outlook icon in the system tray. You also can right-click the icon and choose Synchronize Now. Your first synchronization can take up to an hour, depending on how many records you have set to synchronize. Synchronization is taking place when the NetSuite for Outlook icon in your system tray is spinning. You can choose to see how much progress has been made by right-clicking the system tray icon and choosing Show Progress. The NetSuite for Outlook 2.0 Synchronization popup window (pictured below) opens showing what stage of synchronization is currently in progress. To hide this progress window, just close it, and synchronization continues.

The following sections provide more information about synchronizing records between NetSuite and Outlook.

•

Synchronizing Events

•

Synchronizing Tasks

•

Synchronizing Phone Calls

•

Synchronizing Contacts

•

Synchronizing Records from Your BlackBerry

•

Setting Options for Conflict Resolution

•

Record Sharing Between Outlook and NetSuite

Note: For optimal performance, limit the number of synchronized records to 5,000. You can set your synchronization filters to limit the number of records. See Setting Up Synchronization Filters.

Synchronizing Events The default filter setting synchronizes all events that you created in NetSuite, and events to which you are invited. When you create an event, you automatically become an attendee.

•

To limit NetSuite events synchronized with Outlook, define filters in NetSuite for Outlook. For information, see Setting Up Synchronization Filters.

•

To limit Outlook events synchronized with NetSuite, disable event record sharing in Outlook. For information, see Record Sharing Between Outlook and NetSuite.

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The NetSuite for Outlook client synchronizes events that you created on your BlackBerry and synchronized to Outlook. These events are automatically flagged for synchronization. For more information about synchronization with your BlackBerry, see Synchronizing Records from Your BlackBerry. Note: Events created in Outlook prior to installing the NetSuite for Outlook 2.0 client are not shared. These events are not available for synchronization to NetSuite. For more information, see Record Sharing Between Outlook and NetSuite. Attendees Currently, NetSuite for Outlook 2.0 does not synchronize attendees on event records between NetSuite and Outlook. Event Filters When you setup the date filter for events, recurring events that occur before the start date specified in the filter do not synchronize from NetSuite to Outlook. Make sure you setup the date filter to include the first date of a recurring event. Events and Time Zone Your time zone setting in Outlook and time zone setting in NetSuite must match for events to synchronize correctly between applications. For example, if an event in Outlook lasts from 8:00 p.m. to 10:00 p.m. Pacific Time (PT) and your NetSuite account is in Eastern Time (ET), the event will not synchronize because it is seen as a multi-day event from 11:00 p.m. to 1:00 a.m. ET. All Day Events In Outlook, an all-day appointment displays your time as busy when viewed by other people, but an event or annual event displays your time as free. An event is an activity that lasts 24 hours or longer. In NetSuite, an event is something you attend or spend time doing. Each event shows on your calendar after you create it. If the event lasts the entire day, you must check the All Day box. If this box is checked, the start and end times fill in automatically. Creating an all-day event in Outlook is different from creating an all-day event in NetSuite. Note the following:

•

When you clear the Reserve Time box on events created in NetSuite, they are saved in Outlook as events with StartTime=0:00 and EndTime=0:00.

•

When you check the All day event box on an Outlook event record and synchronize with NetSuite, the new event created in NetSuite starts at 12:00 a.m., and ends at 11:59 p.m. It does not have the All Day box checked, and Event Access is set to Private.

•

When you check the All Day box on a NetSuite event record and synchronize with Outlook, the new event in Outlook is set to match the start and end time of your daily calendar view and does not have the All day event box checked.

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In NetSuite, you can set your daily calendar to display the start and end time of your choice. 1.

Go to the Activities tab.

2.

Click Calendar Preferences in the right side of the header.

3.

On the Personal Calendar Setup page, click the Preferences subtab.

Multi-Day Events Events spanning multiple days can be created in Outlook but cannot be created in NetSuite. For this reason, multi-day events in Outlook do not synchronize to NetSuite. Recurrent Events NetSuite for Outlook 2.0 supports synchronization of recurrent events. The recurrent pattern in Outlook differs from the recurrent pattern in NetSuite. NetSuite for Outlook 2.0 synchronizes only recurrent fields supported by NetSuite’s recurrent pattern. The following Outlook recurrent fields are ignored:

•

Duration

•

Range of recurrence: End after X occurrences

Event Reminders Reminders are available for both NetSuite events and Outlook events. For NetSuite reminders, you can choose either a popup window or an email. Outlook reminders always display in a popup window. When you synchronize events, NetSuite for Outlook handles reminders as described below.

•

When you synchronize an event in NetSuite with Outlook:

• The Outlook event sets a reminder using the time in the Reminder field, but does not save the Reminder Type.

• The Outlook event does not have a reminder, if the event in NetSuite has a reminder type of None.

•

When you synchronize an Outlook event with NetSuite:

• NetSuite applies your default Reminder Type to the event record. If your default Reminder Type is None, no reminder is set in NetSuite. You can set the default Reminder Type in NetSuite at Home > Set Preferences on the Activities subtab.

• NetSuite uses the closest possible value for the event reminder time set in Outlook. This is because Outlook events have some different values from NetSuite events for reminders. For example, if the Outlook event reminder is set to 11 hours, the synced NetSuite event reminder is set to 8 hours.

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Calendar Event Access The settings for showing an event on the calendar differ in behavior between NetSuite and Outlook. Outlook Show Time As

NetSuite Event Access and Status

Free

Event Access = Private Status = Confirmed

Tentative

Event Access = Show as Busy Status = Confirmed

Busy

Event Access = Show as Busy Status = Confirmed

Out Of Office

Event Access = Show as Busy Status = Confirmed

The following logic is used when events are synchronized from NetSuite to Outlook: Outlook Show Time As

NetSuite Event Access and Status

Free

Event Access = Private Status = Confirmed

Busy

Event Access = Show as Busy Status = Confirmed (see notes below)

Busy

Event Access = Public Status = Confirmed

Notes:

•

In NetSuite, when you create an event where Event Access is set to Show as Busy, the second time you synchronize the event with Outlook, the Event Access setting is changed to Public. This change results from the synchronization logic.

•

In NetSuite, private means that the event is not visible to others and the time slot does not appear as busy. Because private events are handled differently in NetSuite and Outlook, note the following:

• In Outlook, a private event can be synchronized to NetSuite, but the event does not appear as private in NetSuite. The event status is Show as Busy.

• In NetSuite, an event marked as private shows in Outlook as an event with the time slot marked Show As Free. Status and Reserve Time When events are added to NetSuite from Outlook:

•

The Status field is set to Confirmed by default.

•

The Reserve Time box is checked by default.

When events are added to Outlook from NetSuite, information for Status and Reserve Time are not saved in Outlook.

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Synchronizing Tasks By default, you can synchronize all NetSuite tasks that are assigned to you.

•

To limit NetSuite tasks to be synchronized with Outlook, define filters in NetSuite for Outlook. For information, see Setting Up Synchronization Filters.

•

To limit Outlook tasks to be synchronized with NetSuite, unshare task records in Outlook. For information, see Record Sharing Between Outlook and NetSuite.

Tasks in Outlook Tasks created in Outlook must have values for both Start Date and Due Date in order to be synchronized to NetSuite. Tasks without values for both of these fields are not synchronized. Note that after you create a task in NetSuite, and synchronize with Outlook, the name in the Task Owner field in Outlook is the person logged in to Outlook. Recurring Tasks Recurring tasks created in Outlook do not synchronize with NetSuite because NetSuite does not currently support recurring tasks. Date Completed and % Completed The Date Completed for tasks in NetSuite is not saved in Outlook after synchronization. Likewise, the % Completed for tasks in Outlook is not saved in NetSuite after synchronization. Task Reminders Reminders are not available on Tasks in NetSuite. You can set the appropriate reminder for a task in Outlook after synchronization is complete. Task Status Tasks in Outlook have different options for the Status field than in NetSuite. Use the chart below to see how task statuses in Outlook are set in NetSuite when synchronized. Task Status in Outlook

Task Status in NetSuite

Not Started

Not Started

In Progress

In Progress

Completed

Completed

Waiting on Someone Else

In Progress

Deferred

In Progress

Synchronizing Phone Calls By default, you can synchronize all phone calls either you have organized or in which you are a participant. Note the following details about synchronizing phone calls:

•

To limit NetSuite phone calls to be synchronized with Outlook, you can define filters in NetSuite for Outlook. For information, see Setting Up Synchronization Filters.

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•

All phone call records created in Outlook are always shared with NetSuite. You cannot disable record sharing on phone call records in Outlook.

•

Recurring phone calls entered in Outlook are not synchronized to NetSuite.

You can create a new phone call in Outlook in the same manner that you create an ordinary Outlook record. Choose File > New > Phone Call, or click the New command bar and choose Phone Call. The new phone call is created in the Calendar folder. Phone Calls Without Time Set Phone calls created in NetSuite that do not have the Reserve Time box checked are created as events in Outlook that show at the top of the calendar for the day of the call but do not block off time on the calendar. These phone call events have a status in Outlook of Free, and have a StartTime=0:00 and EndTime=0:00. Even untimed calls in NetSuite may have a reminder set in Outlook after synchronization if you have a default reminder preference set in Outlook. To change this preference, go to Tools > Options, Preferences tab, Calendar section, where you can uncheck the Default Reminder box or change the time interval for the reminder. Timed Phone Calls Phone calls created in NetSuite that have the Reserve Time box checked are created as events in Outlook that block off time on the calendar and have a status of Busy. The start time and end time from the call in NetSuite are used in Outlook. All Day and Multi-Day Phone Calls Phone calls created in Outlook and marked as All Day are created in NetSuite with the Reserve Time box unchecked, and with start and end times of 12am and 11:59pm. Outlook All Day phone calls have a status of Free by default, and Outlook phone calls with a status of Free are created with the Reserve Time box unchecked in NetSuite. Outlook phone calls with a status of Busy, Tentative, or Out of Office are created in NetSuite with the Reserve Time box checked. Note: Phone calls that span more than one day, and recurring phone calls created in Outlook do not synchronize to NetSuite. NetSuite does not support these types of phone call records.

Synchronizing Contacts NetSuite for Outlook synchronizes contact records based on the synchronization filters you set. For information, see Setting Up Synchronization Filters. You can limit the contact records that synchronize from Outlook to NetSuite by opening the contact record in Outlook and clicking the Share bar at the top of the record to stop sharing with NetSuite. For more information, see Record Sharing Between Outlook and NetSuite. Contacts shared with NetSuite have a unique icon

in your Contacts list in Outlook.

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Contact First and Last Names If a contact in NetSuite is created with a name entered in the Contact field but does not have a first and last name entered in the Name field, the contact is synchronized to Outlook without a name. Associating a Contact with a Customer in Outlook To associate a contact with a customer in Outlook, click the sales book icon next to the Customer field, and select or enter a customer name. When you associate a contact with a customer in Outlook, the customer must be a company as opposed to an individual, or the contact record is not synchronized with NetSuite the next time you run NetSuite for Outlook. This means that data you enter on the contact record in Outlook does not appear on the record in NetSuite, and vice versa.

Note: Shared Outlook records that do not match NetSuite for Outlook filter rules are deleted when you check the Delete synched records in Outlook that no longer match filter criteria box. This box is checked by default. For more information, read Setting Up Synchronization Filters. Synchronizing Contacts in OneWorld When you create a new contact in Outlook for synchronization to NetSuite OneWorld, a subsidiary must be assigned to the contact record. Contact records created in Outlook are assigned to a subsidiary based upon the customer record to which they are attached, or the role with which you are logged in to use the client. There are two ways to assign a NetSuite OneWorld subsidiary to a contact record created in Outlook:

•

Select a customer on the contact record in Outlook. When it is synced, the contact is associated with the customer’s subsidiary.

•

Log in to NetSuite for Outlook with a role that has access to only one subsidiary. If your role has access to more than one subsidiary, NetSuite cannot determine the correct subsidiary, and the contact record will not be synchronized with your NetSuite account.

The Category Filter for Contact and Customer Records Use the Category synchronization filter to create rules that limit the contact and customer records available for synchronization based on the category to which they belong.

•

Create categories for contact records at Setup > Sales > CRM Lists.

•

Create categories for customer records at Setup> Accounting > Accounting Lists > Customer Category.

For more information about synchronization filters, see Setting Up Synchronization Filters.

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Outlook Contacts Must Be in Default Contacts Folder NetSuite for Outlook 2.0 only synchronizes contacts in the default Outlook Contacts folder according to the following rules:

•

Contacts must be created in this folder, or directly synced to this folder from NetSuite. Contacts created in other folders are not available for synchronization or for sharing with NetSuite.

•

Contacts that you create in another folder and then move to the default Contacts folder still are not available for synchronization after being moved.

•

Synchronized contacts that are moved from the default Contacts folder to another folder after synchronization, are inactivated as a result of the next synchronization.

For more information, see Record Sharing Between Outlook and NetSuite.

Synchronizing Records from Your BlackBerry The NetSuite for Outlook client synchronizes events that you created on your BlackBerry and synchronized to Outlook. The client does not synchronize events directly from your Blackberry to NetSuite. Events that have been synchronized from your BlackBerry to Outlook will be marked as “Shared” in Outlook by default, and will be synchronized with NetSuite during your next synchronization. Tasks and contacts that you create in your BlackBerry and synchronize to Outlook are marked as “Not Shared” by default in Outlook. You can enable or disable record sharing from the actions menu in Outlook. For more information, see Record Sharing Between Outlook and NetSuite.

Record Sharing Between Outlook and NetSuite Disabling Record Sharing One Record at a Time You can choose not to share a contact, task, or event record that is synchronized between NetSuite and Outlook. To do this, simply open the record in Outlook, and click the green “Shared With NetSuite” bar at the top of the record.

When you disable record sharing, the connection between that record in NetSuite and the same record in Outlook is broken. Contact records that are not shared are made inactive the next time you synchronize with NetSuite. All other record types that are not shared are flagged for deletion. If you set the preference, Always ask me before deleting records in NetSuite in Advanced Options, you are asked to confirm the deletion. For more information, see Restoring Records Deleted in Outlook. You can restore the connection between a contact record in Outlook and the same record in NetSuite after you have disabled sharing in Outlook, and the record has been inactivated in NetSuite. Simply, share the contact in Outlook and activate the same contact in NetSuite. After the next synchronization, the link between these contacts will be restored.

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Bulk Enabling and Disabling Record Sharing You can enable or disable sharing for a set of events, tasks or contacts that you created in Outlook.

To enable or disable sharing on a set of Outlook records: 1.

Select the record type you want to work with. For example, calendar, tasks, or contacts.

2.

Click the View menu in Outlook, set the Current View to Outlook Data Files, or a list view.

3.

Select a set of records.

4.

In the Actions Menu, select Enable Sharing or Disable Sharing.

Saving Messages with NetSuite for Outlook 2.0 The Save Mail options in NetSuite for Outlook, allow you to save email messages on customer, contact, opportunity, and case records. For example, if you receive an email from a customer contact, you can save the message on the contact record. You can also save a new message to a NetSuite record at the same time as you are sending it from Outlook, by using the Save and Send options.

•

Save Mail to SalesBook - This option allows you to save email messages to NetSuite in bulk when you run the NetSuite for Outlook client to synchronize records. You can only save messages to records that have been synchronized with NetSuite and are shared in Outlook. You do not need an internet connection to use this option because the synchronization does not occur until you run the NetSuite for Outlook client. For more information, see Saving Mail to the SalesBook.

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Save Mail to NetSuite - This option saves Outlook messages directly to Netsuite records via Web Services technology, without synchronization. When you choose Save Mail to NetSuite, you can also create a new contact record using the NetSuite for Outlook client. You need an internet connection to use this option, because you must log in to the client. For more information, see Saving Mail to NetSuite.

Using Outlook 2003 If you use Outlook 2003, you must set the mail format in Outlook before you can save messages to NetSuite. In Outlook, go to Tools > Options. Click on the Mail Format tab and set the following:

•

Compose in this message format: HTML

•

Clear the Use Microsoft Office word 2003 to edit e-mail messages box.

•

Clear the Use Microsoft Office word 2003 to read Rich Text e-mail messages box.

Click OK to close the options window. You are now ready to save your Outlook messages to NetSuite.

Saving Mail to the SalesBook The SalesBook displays records that you have already synchronized between Outlook and NetSuite. When you use the Save Mail to SalesBook option, select the record to which you want to attach a message. The next time you run the NetSuite for Outlook client, the email message is attached to the NetSuite record.

To save an email message using the SalesBook: 1.

Select a message in Outlook.

2.

Click Save Mail, and then choose Save Mail to SalesBook.

3.

In the SalesBook window, select the NetSuite record(s) where you want to save the email message. Note: When you select All Items in the Show field of the SalesBook, the name column displays the record’s ID. If you use Auto-Generated Numbers for customer records, this value may be different than the customer name.

4.

After you run a synchronization process, the email message is saved in NetSuite and displays under the Messages subtab on the Netsuite record.

To save a new email message at the same time as you are sending it from Outlook, open a new message window in Outlook, click Save & Send, and then choose Save & Send to SalesBook.

Saving Mail to NetSuite The Save Mail to NetSuite option allows you to create a new contact record, or search for an existing contact, customer, opportunity or case record in your NetSuite account.

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To save an email message using the Save Message to NetSuite window: 1.

Select a message in Outlook.

2.

Click Save Mail, and then choose Save Mail to NetSuite.

3.

Log in using the NetSuite for Outlook 2.0-Registration window. The Save messages to NetSuite window appears.

4.

Enter information in any of the fields in the Search in NetSuite section.

• Click Create New Contact to create a new record in NetSuite. The New Contact window displays where you can enter information about your contact, and then select the contact in the list. Note: If you use custom fields on contact records, you must create contacts manually in NetSuite.

• Click Find Matches to initiate a search for records, and then select a record from the list. 5.

Click Save to NetSuite

The email message is now saved to the record in NetSuite. To save a new email message at the same time as you are sending it from Outlook, open a new message window in Outlook, click Save & Send, and then choose Save & Send to NetSuite. Note the following:

•

When an email message is sent to more than one person, only the first person in the list shows in the To field in NetSuite. All other recipients are shown in the Cc field.

•

When a message contains an attachment, the attachment is automatically saved in NetSuite with the message. Only attachments less than 10MB are allowed.

•

When you use the SalesBook, and you have the Save mail to NetSuite records on exact match of email preference enabled, note that the message is only saved to NetSuite records that match the recipient’s email address. For more information, see Setting NetSuite for Outlook Advanced Options.

Setting Options for NetSuite for Outlook 2.0 You can customize the settings, preferences and filter criteria for the records you want to download to Outlook in the Options screen of the NetSuite for Outlook client.

To set NetSuite for Outlook options: 1.

In the task bar of your system tray, right-click the

2.

Select Options.

icon.

You can set any option listed in the left pane of the Options window by clicking the appropriate icon.

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For more information about setting each of the options available, read the topics below:

•

Setting NetSuite for Outlook General Options

•

Setting Synchronization Options

• Scheduling Automatic Synchronizations • Setting Up Synchronization Filters •

Setting Options for Conflict Resolution

• Restoring Records Deleted in Outlook •

Checking for NetSuite for Outlook Updates

•

Using the Option Window to Contact Technical Support

•

Defining NetSuite for Outlook Connection Settings

•

Setting NetSuite for Outlook Advanced Options

Setting NetSuite for Outlook General Options You can change the root Outlook folder, and the NetSuite account you use for synchronization on the General page of the Options dialog. Warning: To avoid losing data synced to Outlook from NetSuite, verify your role and account number before changing your login information. You can overwrite synchronized records and messages if you change the NetSuite account or role you use with the NetSuite for Outlook client.

To set General Options for NetSuite for Outlook: 1.

Right-click the

2.

The Location section displays the root Outlook folder available for synchronization with NetSuite. All subfolders and items in this folder are available for synchronization.

3.

The Account section displays the NetSuite account used for integration and synchronization. For information, see Logging in to NetSuite for Outlook 2.0. To set other options, choose from the list in the left pane of the dialog.

icon in your task bar, and click Options.

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Setting Synchronization Options You can set a preference for when you want to run NetSuite for Outlook, and you can set filters to determine which records should synchronize down from NetSuite to Outlook. When synchronization occurs, records in your NetSuite account are updated with data from the corresponding records in Outlook.

Scheduling Automatic Synchronizations You can start synchronization anytime by clicking on the icon in your taskbar, or you can schedule synchronization to occur automatically.

To schedule automatic synchronization: 1.

Right-click the

2.

Click Options.

3.

Click the Synchronization icon in the left pane of the dialog.

4.

In the Autorun section, you can choose how often Outlook and NetSuite should synchronize automatically. Move the slider to choose from the following intervals:

icon in your task bar.

• Once per Hour • Once per 12 Hours • Once per Day • Once per Week

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Setting Up Synchronization Filters NetSuite for Outlook provides options for you to limit the records available for synchronization. Note that synchronization filters only control which records are synchronized from NetSuite to Outlook.

•

Create your own filters by Completing the NetSuite for Outlook Filter Dialog.

•

Accept the in NetSuite for Outlook 2.0 Default Synchronization Filters.

Important: To prevent slow performance, set up your filter criteria to sync less than 5,000 records. Filters limit NetSuite records only. When an Outlook record is shared with NetSuite, that record is always synchronized with NetSuite. Changes you make to the record in Outlook are synchronized with the record in NetSuite. In the Filter section of the Synchronization page, you can check the Delete synched records in Outlook that no longer match filter criteria box, to delete shared Outlook records that do not match NetSuite for Outlook filter rules. By default, this box is checked. You can also disable record sharing in Outlook. For more information, see Record Sharing Between Outlook and NetSuite.

Click Customize, to open the Filter dialog window. Here, you can set rules for the types of records you want to synchronize from NetSuite to Outlook. Note the following conventions when setting your filter criteria:

• Contact, event, task, and phone call records - Filters limit the number of records that are synchronized between NetSuite and Outlook. Outlook messages can be attached to these records.

• Customer, opportunity, and case records - Filters only limit the number of NetSuite records to which Outlook messages can be attached. The client does not synchronize these types of records.

Completing the NetSuite for Outlook Filter Dialog In the Filter dialog window, you can define rules to filter records for synchronization from NetSuite to Outlook.

To set up filters: 1.

On the left side of the filter window, click the type of record for which you want to set filter criteria. The record type’s default filter rules, or the rules you set, are displayed.

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• The left dropdown for each rule lists the record type’s fields. • The middle dropdown lists the operators: is, is not, in, is null, is not null. • The right field may be a dropdown that lists possible values for the selected field, or a text box where you can enter a value. List of values for the selected field. Use the plus or minus buttons to add or remove rules.

List of fields on selected record type.

List of operators for use in filter criteria. 2.

Make changes to rules as necessary. a.

To make changes to a rule, select from one of its dropdown lists or enter a value in its text box.

b.

To remove a rule, click the minus (-) button next to it

c.

To add a rule, click the plus (+) button in the upper right corner. Note: Rules are always applied using “AND” logic, meaning that a record must match all rules in order to be included for synchronization.

3.

When you have finished setting filters for a record type, click a different type of record on the left to make changes to its rules.

4.

If you do not want to synchronize any records of a certain record type, click the record type in the left pane, and check the Do not synchronize this record type box.

5.

When you have finished defining filter rules, click the Estimate button to see the number of records available for synchronization. The total number of all records to sync should be less than 5,000.

6.

If you need to further limit the number of records, click a record type and modify rules again.

7.

You can click the Reset button to apply the default filter settings to a record type.

8.

When your rules are complete, click OK to save them and close the NetSuite for Outlook Filter dialog.

Default Synchronization Filters The synchronization filters described below are applied by default. You can see these filters the first time you open the NetSuite for Outlook Filter dialog.

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Contacts – You must be the assigned company sales rep, and the contact must be marked private.

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Customers – You must be the assigned company sales rep.

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Tasks – The task must be assigned to you, the due date must be the day you installed the client or later, and the status must not be completed.

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Events – You must be an attendee, and the start date must be the day you installed the client or later.

•

Phone Calls – You must be the organizer, and the call date must be today or later.

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Opportunities – You must be the sales rep on the transaction.

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Cases – The case must be assigned to you, and the stage must not be closed.

Setting Options for Conflict Resolution Sometimes records are changed in both your Outlook account and your NetSuite account between synchronizations. For example, you may change the address on a contact record in NetSuite, and change the phone number on that same contact record in Outlook. When information is changed on the same record in both accounts, a conflict occurs during synchronization. You can choose an option so that NetSuite for Outlook manages records with conflicting data the same way for every synchronization.

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To choose an option for conflict resolution: 1.

Right-click the NetSuite for Outlook client icon in your task bar.

2.

Choose Options.

3.

In the NetSuite for Outlook 2.0 - Options window, click the Conflict Resolution icon.

4.

Choose from the following options:

• NetSuite records always overwrite Outlook records - Give preference to the records in NetSuite, and never display the Conflict Resolution window.

• Outlook records always overwrite NetSuite records - Give preference to the records in Outlook, and never display the Conflict Resolution window.

• Always ask me whenever there are conflicting records - Always display the Conflict Resolution window, so you can choose which records take preference. 5.

Click Apply, and then click OK to save your selection.

The Conflict Resolution window is only displayed if you have selected the option, Always ask me whenever there are conflicting records. In this case, the following alert icon displays when conflicts are found during synchronization.

Click on the alert to display the conflict resolution window, and choose which records to overwrite.

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The option buttons at the top apply your selection to all records in the list.

Click the view details link to see the list of fields in NetSuite and Outlook that have conflicting data.

These option buttons apply only to the specific record in the list.

Restoring Records Deleted in Outlook If you synchronize Outlook records with NetSuite, then later delete the records from Outlook, the next time you run a synchronization, these records are deleted from NetSuite. For a chance to prevent records from being deleted, set the Always ask me before deleting records in NetSuite preference in Advanced Options. Then, when the NetSuite for Outlook client detects synced records that have been deleted from Outlook, a popup alert is displayed. You can use the Confirm Synchronization window to indicate whether or not to delete records.

The Confirm Synchronization window allows you to do the following:

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Show: Use this list to display the type of changes that were made to Outlook records.

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Undo: Click this button to restore the deleted records to Outlook from NetSuite. Note: For an Outlook record not shared with NetSuite, clicking Undo means the record is not deleted from NetSuite. Since the record is not shared, a duplicate of the record is created in Outlook after the next synchronization.

•

Resume Synchronization: Click this button to continue with the synchronization and delete the records from NetSuite.

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For more information, read Setting NetSuite for Outlook Advanced Options.

Checking for NetSuite for Outlook Updates To open the Update page of the NetSuite for Outlook - Options dialog, right-click the icon in your task bar, click Options, and then click the Update icon in the left pane of the dialog.

In this dialog, you can set options to check for NetSuite for Outlook updates.

Using the Option Window to Contact Technical Support You can send an email to NetSuite customer support by using the Options window in the NetSuite for Outlook client. The client log file generated from your last synchronization is automatically attached to the message. For more information about capturing log files, see Troubleshooting NetSuite for Outlook 2.0.

To contact NetSuite customer support using the Options window: 1.

Choose the subject of your email from the list.

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You can enter your comments in the Comments field.

3.

Click Send Feedback to open an Outlook email message window.

4.

Click Send in the message window to send an email to [email protected].

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Defining NetSuite for Outlook Connection Settings To open the Connection page of the NetSuite for Outlook - Options dialog, right-click the icon in your task bar and click the Connection icon in the left pane of the dialog.

In this dialog, you can indicate the settings that NetSuite for Outlook should use for an internet connection during login. By default, Internet Explorer settings are used.

Setting NetSuite for Outlook Advanced Options To set advanced options, right-click the icon in your task bar and click the Advanced icon in the NetSuite for Outlook - Options dialog.

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You can check the Save mail to NetSuite records on exact match of email address box to save all messages to NetSuite automatically when you click the Save Mail or the Save & Send button In Outlook. If you clear this box, the Save Mail and the Save & Send buttons provide dropdown lists for selecting the correct record when there is more than one match based on email address.

• When receiving mail, click the Save Mail button to save the message to your contact record and to customer or contact records that match the sender’s email address.

• When sending mail, click the Save & Send button to save the message to customer or contact records with the same email address as the recipient. Note: If you have the Email Case Capture feature enabled in NetSuite, email from NetSuite cases is automatically saved in NetSuite.

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You can check the Always ask me before deleting records in NetSuite box to display the Confirm Synchronization window each time the client detects that a record has been deleted in Outlook. For more information, see Restoring Records Deleted in Outlook. If you choose not to check this box, records deleted in Outlook are also deleted in NetSuite when you run the synchronization client.

•

You can clear the Display mail processing buttons box to turn off the Save Mail button in your Outlook mailbox toolbar and in your Outlook outgoing email messages taskbar. Note: To save emails to records, you must check this box.

Troubleshooting NetSuite for Outlook 2.0 The information below provides guidance for troubleshooting, and capturing useful data to give NetSuite customer support if needed.

•

Capturing SOAP Messages for Troubleshooting Simple Object Access Protocol (SOAP), is a protocol specification for exchanging information between NetSuite and Outlook. Use the NetSuite for OutLook 2.0 Options window to contact Customer Support, and automatically attach SOAP files to your message.

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To capture SOAP messages on a computer running Windows operating system: 1.

Right click on the NetSuite for Outlook icon in your taskbar, and select Options.

2.

Select Technical Support in the left pane of the Options window.

3.

Check the Generate SOAP files for debugging purposes box.

4.

Use the NetSuite for Outlook client to reproduce the error. All the data required for troubleshooting is automatically captured.

5.

Click Send Feedback to send a log file and SOAP files to NetSuite Customer Support.

Your email message and attachments are sent to [email protected].

Recovering NetSuite for Outlook 2.0 after Outlook Crashes If Microsoft Outlook crashes, it may cause the NetSuite for Outlook 2.0 client to be disabled. To enable the client after a crash, follow the steps below.

For Microsoft Outlook 2003: 1.

Open Outlook. Go to Help > About > Disabled Items. If Outlook has disabled the NetSuite for Outlook client, it is listed in the Disabled Items window.

2.

Select the client in the list, and click Enable.

3.

To verify that the NetSuite for Outlook 2.0 client is still active, go to Tools > Options.

4.

Click the Other tab.

5.

Click the Advanced Options button.

6.

Click the COM Add-Ins button.

7.

Select NetSuite for Outlook.

8.

Select NetSuite for Outlook Ribbon Helper.

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For Microsoft Outlook 2007: 1.

Open Outlook. Go to Help > Disabled Items. If Outlook has disabled the NetSuite for Outlook client, it is listed in the Disabled Items window.

2.

Select the client in the list, and click Enable.

3.

To verify that the NetSuite for Outlook 2.0 client is still active, go to Tools > Trust Center.

4.

Select Add-Ins.

5.

Select COM Add-Ins from the dropdown at the bottom.

6.

Click on the Go button.

7.

Select NetSuite for Outlook.

8.

Select NetSuite for Outlook Ribbon Helper.

Forcing NetSuite for Outlook to Start After installation, if you are unable to start the NetSuite for Outlook application, follow the steps below to resolve the problem.

To force NetSuite for Outlook to start: 1.

Close Outlook.

2.

Click the Start menu.

3.

Select Run.

4.

In the Open field type the following: Outlook.exe /resetfolders

Using NetSuite for Outlook 1.0 NetSuite for Outlook 1.0 client options allow you to automatically save email threads in Microsoft Outlook that are associated with relationship records in NetSuite. Two options are available:

•

Support for Microsoft Outlook 2002 and 2003, and Windows XP.

•

Support for Microsoft Outlook 2007 and Windows Vista.

To select a client option, click Set Up Outlook Integration in the Settings portlet on the Home tab. At the bottom of the page is a link to download NetSuite for Outlook 1.0.

Note: NetSuite for Outlook 1.0 does not have specific email server requirements, as it does not interact with the email server. You cannot use NetSuite for Outlook with Outlook on Mac, Outlook Express, or Webmail.

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Downloading and Installing NetSuite for Outlook 1.0 Before you can begin using the Outlook Integration feature, you need to download and install one of the two available clients:

•

The Outlook 2002 and 2003 Integration Client supports Windows XP.

•

The Outlook 2007 Integration Client supports Windows XP and Windows Vista.

Note: This topic applies to NetSuite for Outlook 1.0 clients only. For instructions applicable to NetSuite for Outlook 2.0, see “Using NetSuite for Outlook 2.0” on page 116.

To set up NetSuite for Outlook 1.0: 1.

Ensure that NetSuite’s Outlook Integration feature is enabled. An administrator, or another user with the Setup Enable Features permission, should go to Setup > Company > Enable Features, and on the SuiteFlex tab, check the Outlook Integration box.

2.

Close Outlook if you currently have it open.

3.

In NetSuite, go to the Home page, Settings portlet, and select Set Up Outlook Integration.

4.

On the setup page: For Outlook 2002 or 2003: a.

Click Download the Installer for Outlook 2002 and 2003 Integration Client.

b.

Save the NetSuiteForOutlook.exe file to your local machine, then run it.

c.

Follow the steps provided in the setup wizard. Important: The Outlook 2002 and 2003 Integration Client does not support Windows Vista.

For Outlook 2007: a.

Click Download the Installer for Outlook 2007 Integration Client.

b.

Save the NetSuiteForOutlook.zip file to your local machine.

c.

Extract all files from the .zip file.

Note: The o2007pia.msi file is a setup package from Microsoft that installs the Primary Interop Assembly (PIA) for Outlook 2007. The connector depends on the PIA, which may have already been installed with the main Office/Outlook setup. It shows up as the “.NET Programmability” component under Outlook in the advanced view of Office setup. d.

(For Vista users only) Right-click the NetsuiteForOutlook2007.exe file and choose “run as administrator”.

e.

Follow the steps provided in the setup wizard.

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Reopen Outlook. When you reopen Outlook, you will see two new buttons available in the toolbar:

• Save in NetSuite - You can use this button to save messages you have received in Outlook to your NetSuite account.

• NetSuite Options - You can use this button to log in, set preferences, and set up your NetSuite address book. If you do not see these buttons, see the following FAQ: I have just installed Outlook Integration, so why don’t I see the NetSuite buttons in Outlook?

Logging In and Setting Preferences for Outlook Before you begin saving messages in NetSuite through Outlook, you need to log in to your session and set your preferences for using Outlook with NetSuite. To log in to NetSuite through Outlook, you must have a default role selected on your Choose Role page in NetSuite. You are using this role through Outlook when you log in and have access to the same contacts, customers and opportunities.

Note: This topic applies to NetSuite for Outlook 1.0 clients only. For instructions applicable to NetSuite for Outlook 2.0, see “Synchronization with Intellisync” on page 154. If you have not already installed the Outlook client, see Downloading and Installing NetSuite for Outlook 1.0.

To log in to NetSuite through Outlook: 1.

In Outlook, click NetSuite Options to open the dropdown menu.

2.

Select Set Login Values...

3.

In the NetSuite Login popup, enter the email address and password you use to log in to your NetSuite. If you use more than one NetSuite account, use the email and password for the account you want to save messages in.

4.

In the Account field, enter the account number for the account you want to save messages in. You can find your account number on NetSuite’s Set Up Outlook Integration page, available from the link in the home page’s Settings portlet. The account number will automatically fill in when you log in to NetSuite in the future.

5.

Check the Save values and login automatically box to have your email address, password, and account number saved in Outlook. If you check this box, you will be automatically logged in to NetSuite when you save a message to NetSuite.

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If you do not save your login values and do not log in when you first open Outlook, you can log in when you first save a message to NetSuite.

To set preferences: 1.

Clear the Display Confirmation... box to avoid seeing the confirmation log after a message is saved to NetSuite.

2.

Check the Save Attachments by Default box to save a message's attachments every time a message is automatically saved to NetSuite.

3.

Check the Save to Opportunities box to have the option to save messages to opportunity records in NetSuite.

4.

Check the Save to Cases box to have the option to save messages to case records in NetSuite.

Note: If you have the Email Case Capture feature enabled, email resulting from NetSuite cases is automatically saved in NetSuite. 5.

Select the maximum number of records you want displayed in results when you search for records in NetSuite to attach a message to.

6.

Check the Remind me about queued messages at Startup box to have Outlook search for messages waiting to be saved to NetSuite from your last session or when you were offline whenever you open Outlook.

7.

In the Logging section, select how specific you want your message logs. Message logs provide a history of the messages you have saved in NetSuite. Minimum is the most general, and Verbose is the most specific.

8.

In the Default Type field under Entity Preferences, select the default record type you want to search when saving a message to NetSuite. You can select Contacts, Customers, or Both.

Note: We recommend leaving the default as Contacts for the best performance. 9.

Check the Only Search NetSuite Address in Outlook for initial match box to have Outlook look for matches only in your NetSuite address book. If a match is not found, the Save Message to NetSuite window pops up, where you can manually search for records in your account.

Note: We recommend checking this box to find matches more quickly. 10.

Check the Automatically save in NetSuite if exact match is found box to have a message automatically saved when there is an exact match for the record in your NetSuite Address Book.

11.

Click OK to save your preferences.

Now that you have set your preferences, you can upload the contacts from your NetSuite account into a NetSuite Address Book in Outlook. This speeds up the process of saving

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messages to NetSuite from Outlook. For information, see Your Outlook NetSuite Address Book.

Your Outlook NetSuite Address Book When you use the Outlook Integration feature, creating a NetSuite Address Book can speed up the process of saving messages in Outlook to your NetSuite account. If you have not already done so, log in to NetSuite through Outlook before setting up your NetSuite Address Book.

Note: This topic applies to NetSuite for Outlook 1.0 clients, not to NetSuite for Outlook 2.0.

To create or update your NetSuite Address Book: 1.

In Outlook, click NetSuite Options... to open the dropdown menu.

2.

Select Update Address Book...

3.

Select the contact categories containing the contacts you want to upload, and click Update Address Book. You can upload up to 1,000 contacts. Press and hold CTRL to select more than one category. If you have recently created or edited a category, click Update Categories to refresh your categories list.

Note: If you currently have contacts in your NetSuite Address Book, updating the address book replaces your current contacts with the contacts from the categories you have selected. You will see a status bar window while Outlook connects to NetSuite and loads your contacts into the address book. When the status window closes, all contacts from the categories you selected have been uploaded into your NetSuite Address Book in Outlook. You can go to NetSuite Options > Open Address Book to view the uploaded contacts. Once you have set up your address book, you can begin saving messages. For information, see Saving Messages with NetSuite for Outlook 1.0.

Saving Messages with NetSuite for Outlook 1.0 With the Outlook Integration feature, you can save both messages that you are sending and messages that you have received. These messages are saved on the customer or contact record with a matching email address, based on the preferences set at NetSuite Options > Preferences.

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Note: This topic applies to NetSuite for Outlook 1.0 clients only. For instructions applicable to NetSuite for Outlook 2.0, see Saving Messages with NetSuite for Outlook 2.0.

To save a message to customer or contact records in NetSuite: 1.

If you are sending a message you want to save, click the Send and Save button with the NetSuite logo when you are ready to send the message. If you want to save a message you have received, select the message in Outlook, and click the Save in NetSuite button. You can also right click on a message and select Save in NetSuite in the menu.

2.

The following options occur when you choose to save a message:

• If the sender or recipient of the message is in your address book and you have enabled the Automatically save in NetSuite if exact match is found preference, the message is saved in NetSuite on that person’s record, and no popup is shown.

• If the person is in your address book but you do not have the above preference enabled, a Save Message to NetSuite window pops up with search results for contacts that match the sender or recipient of the message.

• If the contact is not in your address book, you can use the search fields in the Save Message to NetSuite popup to find the contact you want to save the message to, and click Find Matches. If you have not logged in to your NetSuite account from Outlook yet, you will be prompted to do so using your login email address, password, and account number. You can find your account number on NetSuite’s Set Up Outlook Integration page, available from the link in the home page’s Settings portlet. 3.

When matches in NetSuite are found, they are listed in a popup. Check the box next to each record you want to attach this message to.

4.

If this message has attachments, click the Attachments tab.

5.

Check the box next to each attachment you want to save with the message. Messages save on the Files subtab of each record you save this message to and in the Attachments to Send or Attachments Received folders of the File Cabinet. You save up to 5MB for each attachment and a total of 10MB for each message.

6.

Click Save to NetSuite.

7.

If you have chosen to see confirmation messages, click OK in the confirmation popup.

Your results are logged in the Results window that pops up, and your message has been saved in NetSuite.

To save a message to opportunity records in NetSuite: 1.

Click NetSuite Options..., and select Preferences... to make sure you have checked the Save to Opportunities box.

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If you are sending a message you want to save, click Send and Save. If you are saving a message you have received, select the message, and click Save in NetSuite.

3.

In the Save Message to NetSuite popup, click the Opportunities tab.

4.

If the opportunity you want to save to is not shown in the results list, enter the opportunity’s title, sales rep, customer or number, and click Find Matches.

5.

In the results list, check the box next to each opportunity you want to save this message to. The message will be saved in the Messages subtab of each opportunity you select.

6.

If this message has attachments, click the Attachments tab.

7.

Check the box next to each attachment you want to save with the message. Messages save on the Files subtab of each record you save this message to and in the Attachments to Send or Attachments Received folders of the File Cabinet. You save up to 5MB for each attachment and a total of 10MB for each message.

8.

Click Save to NetSuite.

9.

If you have elected to see confirmation messages, click OK in the confirmation popup.

Your results are logged in the Results window that pops up, and your message has been saved in NetSuite.

To save a message to case records in NetSuite: 1.

Click NetSuite Options..., and select Preferences... to make sure you have checked the Save to Cases box.

2.

If you are sending a message you want to save, click Send and Save. If you are saving a message you have received, select the message, and click Save in NetSuite.

3.

In the Save Message to NetSuite popup, click the Cases tab.

4.

If the case you want to save to is not shown in the results list, enter the case’s subject, number, company, assigned employee, and click Find Matches.

5.

In the results list, check the box next to each case you want to save this message to. The message will be saved in the Messages subtab of each case you select.

6.

If this message has attachments, click the Attachments tab.

7.

Check the box next to each attachment you want to save with the message. Messages save on the Files subtab of each record you save this message to and in the Attachments to Send or Attachments Received folders of the File Cabinet. You save up to 5MB for each attachment and a total of 10MB for each message.

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8.

Click Save to NetSuite.

9.

If you have elected to see confirmation messages, click OK in the confirmation popup.

Your results are logged in the Results window that pops up, and your message has been saved in NetSuite.

Troubleshooting with NetSuite for Outlook 1.0 

What versions of Outlook are supported for integration? The existing Outlook integration client supports Microsoft Outlook 2002 and 2003, and Windows XP. You now also have the option to download an upgrade to the existing client, to support Microsoft Outlook 2007 and Windows Vista. The instructions for using both clients are basically the same; you just select one of them from the download page.



I have just installed Outlook Integration, so why don’t I see the NetSuite buttons in Outlook? The Outlook integration client was not enabled after installation. You need to enable it manually. In Outlook, go to Tools > Options. On the Other tab, click the Advanced Options button. In the Advanced Options dialog, click the COM Add-Ins button. In the COM Add-Ins dialog, check the box next to NetSuite for Outlook. (If NetSuite for Outlook is not listed, click the Add button, and enter the following path in the Add-In dialog: C:\Program Files\NetSuite\Outlook\NSAddinShimS, then click OK.) After you have checked NetSuite for Outlook, click OK. If you receive an error on load, uninstall NetSuite for Outlook (from Add/Remove Programs in the control panel), browse to C:\Program Files\NetSuite\Outlook and delete NSAddinShimS, and reinstall Outlook Integration (from Set Up Outlook Integration in the Settings portlet on your NetSuite home page). Also see the related FAQ topic: Why are my Outlook Integration buttons missing? Check to make sure that the NetSuite add-in is properly enabled. First, in your Outlook Inbox, go to Help > About Microsoft Outlook, and click Disabled Items. To enable the NetSuite add-in, select the item, and click Enable. Next, in your Outlook Inbox, go to Tools > Options, and click the Other tab. Click Advanced Options, and click Add-In Manager. Check the box next to the NetSuite Add-in, and click OK.



I have already been using Outlook Integration, but why have the NetSuite buttons now disappeared? Outlook may have not fully shut down the last time you closed it. Fully shut down Outlook and try to restart it again. If this still does not work, shut down Outlook and open your Task Manager to stop any Outlook processes. When this is finished, reopen Outlook.

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Why am I getting login errors when I try to save messages? Log in to NetSuite and make sure you have selected Default Role on the Change Role page. This tells Outlook which role to use for record permissions. Then, in Outlook, go to NetSuite Options > Set Login values to make sure you have entered the correct email address, password, and account number. You can find your account number on NetSuite’s Set Up Outlook Integration page, available from the link in the home page’s Settings portlet.



Why am I getting an error about generating an xml document? In Outlook, if you disconnect the NetSuite for Outlook Add-In, you must close and restart Outlook before reconnecting the add-in to avoid this error. The NetSuite for Outlook Add-In can be reconnected at Tools > Options > Other > Advanced Options > COM Add-Ins. After you have restarted Outlook, check the NetSuite for Outlook Add-In box, and click OK.



Why can’t I see the NetSuite Address Book from my Outlook Address Book? If you have recently updated your NetSuite Address Book for the first time, it may take a while for the NetSuite Address Book to show as an option in your Outlook Address Book window. To access the NetSuite Address Book immediately, go to NetSuite Options > Open Address Book.



Why am I receiving an error that I don’t have the correct permissions? Your NetSuite role must have permissions for both Web Services and Outlook Integration in order to use the Outlook Integration feature. Contact your administrator to have them give you both permissions in NetSuite at Setup > Manage Roles.



Why am I receiving an error that the record already exists when I try to save a message and multiple attachments to NetSuite? One or more of the attachments has a file name that duplicates the name of a file already in NetSuite. You can either rename the attachment(s) or save the message without the attachment(s).



Why am I getting a server error? Both Web Services and NetSuite need to be working correctly for successful integration. If a database is temporarily down, you may get an error citing a server issue. After allowing time for the error to resolve itself, you can try to save the message again.



Why wasn't an employee message saved in NetSuite? To prevent the saving of automated email messages, you cannot save email messages to the sender's employee contact record.

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Synchronization with Intellisync Intellisync is a desktop solution that enables Microsoft® Windows® users to synchronize with NetSuite. You can use Intellisync to update your contacts, events, and tasks in Microsoft® Outlook® and Palm™ and BlackBerry™ devices to match records in your NetSuite account.

Important: NetSuite for Outlook Version 2.0 is now available to provide bidirectional synchronization between Outlook and NetSuite. If you are using NetSuite for Outlook 2.0, you do not need to use Intellisync for synchronization. For information, see Using NetSuite for Outlook 2.0.

•

Before you can begin synchronization with Intellisync, you need to complete some preliminary setup in NetSuite. See Prerequisites for Intellisync.

•

To download and set up Intellisync for use with a Blackberry, see Setting Up Synchronization for a BlackBerry Device.

•

To download and set up Intellisync for use with any other device, see Setting Up Intellisync Synchronization.

After you have downloaded and set up Intellisync, you can synchronize your contacts, tasks, and events.

To start a synchronization with Intellisync: 1.

Open the Intellisync client on your computer, and click Sync. (To synchronize with a BlackBerry device, initiate your sync in BlackBerry Desktop.)

2.

When prompted, enter your NetSuite login password to begin the sync.

For details about how Intellisync maps fields during synchronizations, see the following topics: Intellisync Contacts Mappings, Intellisync Events Mappings, and Intellisync Tasks Mappings. Please note that a significant amount of time is required to synchronize large amounts of data, such as your initial sync. The synchronization client may appear as if it is not responding due to the length of the initial sync. However, please be patient and allow the client to finish. After you complete your initial sync, future syncs require significantly less time. Note that Intellisync is recommended only for synchronizations of less than 100 contacts. For syncs of 100 or more contacts, we suggest that you use NetSuite for Outlook 2.0. Alternatively, you could store external contacts in a CSV file and use the NetSuite Import Assistant to import them. For information, see Importing CSV Files with the Import Assistant.

Prerequisites for Intellisync Before you download and install Intellisync and begin synchronizations, you need to ensure the following tasks are completed.

•

Enabling NetSuite’s Synchronization Feature

•

Selecting a Default NetSuite Role

•

Setting NetSuite Calendar Preferences

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Setting Up NetSuite Contact Categories

Then you can download and set up Intellisync. For information, see Setting Up Intellisync Synchronization, or for a Blackberry, see Setting Up Synchronization for a BlackBerry Device.

Enabling NetSuite’s Synchronization Feature In order to use Intellisync to synchronize Outlook and NetSuite records, NetSuite’s synchronization feature must be enabled. To enable this feature, an administrator or another user with setup permissions should go to Setup > Company > Enable Features, and on the SuiteFlex tab, check the Synchronization box.

Selecting a Default NetSuite Role When you set up the synchronization client, you are required to enter your NetSuite account number and your login email address. Intellisync syncs to the data in your default role for this account. If you have more than one role, be sure that you have selected one role as the default, and that you use the default role to log in before you sync.

•

You probably want to choose the role with access to the most customer, contact, case, and/or opportunity records as the default to be used for synchronizations.

•

If you have more than one assigned NetSuite role, a Change Role link appears in the upper right of your NetSuite page. Click this link to go to a Choose Role page, where you can select a default role.

•

If you are not sure whether you have multiple assigned roles or you cannot access the Choose Role page, check with your NetSuite administrator for help.

Setting NetSuite Calendar Preferences Before synchronizing your data, your calendar preferences must be set up. To do this set up, go to the Activities tab and click the Calendar Preferences link in the upper right corner. For more information, see Setting Calendar Preferences. If you have previously set up calendar preferences, you do not need to set them up again.

Setting Up NetSuite Contact Categories NetSuite allows you to assign a category on each contact record. In order to synchronize a contact, it must be assigned a category that is defined as available for synchronization. To ensure contacts are set up for syncing: 1.

Review contact records to see the assigned category. To see a list of contacts, you can go to Leads > Relationships > Contacts and/or Customers > Relationships > Contacts.

2.

If contact records are assigned one or more categories, review each contact category record to see if it is marked as available for sync. a.

Go to Customers > Other > CRM Lists

b.

Click the Edit link next to the contact category.

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If the Sync box is not checked, check it and save.

If contact records are not assigned a category, you can create a new contact category and mark it available for syncing: a.

Go to Customers > Other > CRM Lists > New.

b.

Enter a name for the contact category.

c.

Check the Sync box.

d.

Click Save.

Now you need to assign all contact records without a category, to the new contact category. You can use the mass update function. a.

Go to Customers > Other > Mass Updates.

b.

On the Mass Updates list, expand Contact Management and select Add Contact Category.

c.

On the Mass Update page, make sure the new contact category is selected in the dropdown next to the title.

d.

Set other fields as desired. For example, if you want to assign the category to a subset of records, you can set criteria.

e.

Click the Preview button to see a list of all contacts. The ones that will be updated are checked. Clear the box next to any records you do not want updated.

f.

Click Perform Update to finish the mass update.

Setting Up Intellisync Synchronization Once you have completed the steps in Prerequisites for Intellisync, you can prepare the Intellisync client by completing the following tasks.

•

Downloading Intellisync

•

Setting Up Intellisync

Once you have completed these setup tasks, you can begin synchronizations. Note that slightly different steps are required for syncs with a Blackberry. For information, see Setting Up Synchronization for a BlackBerry Device

Downloading Intellisync Netsuite provides links for you to download and install Intellisync. 1.

Go to the Home page Settings portlet and click Set Up Synchronization.

2.

On the Set Up Synchronization page, choose the client for the application you want to synch with. A popup window appears.

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Choose to save this program to disk. A save window appears.

4.

Choose where you want to save this application.

5.

Click Save. The NetSuitePumaSync.exe file saves. Installing Intellisync

6.

When the file is saved, open the synchronization file. This file is named NetSuitePumaSynch_Outlook.exe or NetSuitePumaSynch_Palm.exe. The InstallShield Wizard for Intellisync begins. The InstallShield Wizard uninstalls previous versions of the client that are on your hard drive.

7.

Accept the defaults, and install Intellisync. The Intellisync for NetSuite icon appears on your desktop.

Setting Up Intellisync After you download the Intellisync client, you need to set it up. 1.

Click the Intellisync icon. Intellisync for NetSuite window pops up.

2.

Click Setup to specify your synchronization settings. The Configuration Settings window pops up.

3.

In the Company Name field, enter or paste your NetSuite account number. You can find your account number on the Set Up Synchronization page. (Open this page by clicking the Set Up Synchronization link in the Home page’s Settings portlet.)

4.

In the User ID field, enter the email address you use to log in to NetSuite.

5.

If you are setting up the client for Outlook or BlackBerry, leave the Password field blank. Whenever you perform a synchronization, you are prompted for your password. If you enter your password in the Password field during setup, it is encrypted and stored locally on your system, and you are not prompted for it each time you sync. NetSuite does not recommend this for the Outlook and BlackBerry client.

6.

If you are setting up the Palm client, enter your NetSuite password in the Password field. The password is encrypted and stored locally on your system, and you are not prompted for it each time you sync.

7.

If you need to configure Proxy Server settings, please see your local network administrator.

8.

Click Configure Applications...

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Setting Up Events for Intellisync 1.

Select Events. The Choose Application window pops up.

2.

Under Available Applications:, select the program you use for your calendar.

3.

Under Operation, choose Synchronize.

4.

Under Folder Name:, click Browse. The Choose Event(s) Folder window pops up.

5.

Click Add to enter a new folder or select the appropriate folder.

6.

Click OK.

Note: If you use Intellisync to export an event from Outlook to NetSuite, then open the event in NetSuite and make changes, when you use Intellisync to resync, the NetSuite event definition overwrites the event in Outlook. Setting Up Contacts for Intellisync 1.

Select Address Book. The Choose Application window pops up.

2.

Under Available Application:, select the program you use to keep your contacts.

3.

Under Operation, choose Synchronize.

4.

Under Folder Name:, click Browse. The Choose Address Book Folder(s) window pops up.

5.

Click Add to enter a new folder or select the appropriate folder.

6.

Click OK.

Setting Up Tasks for Intellisync 1.

Select ToDo's. The Choose Application window pops up.

2.

Under Available Applications, select the program you use for your calendar.

3.

Under Operation, choose Synchronize.

4.

Under Folder Name:, click Browse. The Choose ToDo's Folder window pops up.

5.

Click Add to enter a new folder or select the appropriate folder.

6.

Click OK.

7.

On the configuration window, click OK.

8.

On the configuration settings window, click Save.

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Setting Up Synchronization for a BlackBerry Device Once you have completed the steps in Prerequisites for Intellisync, you can prepare your Blackberry and the Intellisync client by completing the following tasks.

•

Downloading Intellisync for Blackberry

•

Setting Up Intellisync for Blackberry

•

Setting Up Blackberry Desktop

Once you have completed these setup tasks, you can begin synchronizations. You should initiate your sync in BlackBerry Desktop. Note that slightly different steps are required for syncs with devices other than a Blackberry. For information, see Setting Up Intellisync Synchronization

Downloading Intellisync for Blackberry 1.

Uninstall BlackBerry Desktop. You can reinstall BlackBerry Desktop after you have set up Intellisync.

2.

Delete the folder containing your existing BlackBerry configuration. This folder is usually at C:\Documents and Settings\ Internet Options.

2.

On the General tab, in the Temporary Internet Files or Browsing history section, click Settings. a.

In the Check for newer versions of stored pages section, select Automatically. Warning: Do not choose the Never option. The Never option does not significantly improve performance but can create security issues by delivering Web pages that contain expired data.

3.

4.

b.

In the Temporary Internet files folder section, set Amount of disk space to use: to 50MB.

c.

Click OK.

Click the Security tab. a.

Click the Trusted Sites icon, and then click the Sites button.

b.

Enter the address http://*.netsuite.com and click Add.

c.

Click OK.

Click the Privacy tab. The Settings section should not require any changes.

• We recommend setting the slider to Medium or Medium High. Setting privacy to High will require that you manually enter https:// system.netsuite.com, https://checkout.netsuite.com, and http:// www.netsuite.com as allowed sites by clicking the Sites button. 5.

In the Pop-up Blocker section, if the Block pop-ups box is checked, click Settings. a.

Enter the address system.netsuite.com, and click Add.

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Click Close.

Click the Advanced tab. a.

Under the HTTP 1.1 section ensure that both the Use HTTP 1.1 and Use HTTP 1.1 through proxy connections boxes are checked. These settings guarantee that all content on a page is delivered as rapidly as possible.

b.

Under the Security section, clear the box for Do not save encrypted pages to disk. If you must ensure that none of your cached content is ever accessible, check the Empty Temporary Internet Files folder when browser is closed box instead. This will cause NetSuite to perform more slowly upon login, but all subsequent pages will perform well.

7.

Click Apply, and then click OK.

Caching Pages in Firefox To cache pages in Firefox: 1.

In the browser heading, go to Tools > Options.

2.

Click the Advanced icon.

3.

In the Cache section, edit your settings to “Use up to: 50 MB of disk space for the cache.”

4.

Click OK. Close all open browser windows after changing your settings, and then open a new browser window before logging back in to your NetSuite account. If you encounter JavaScript errors after making these changes, hold down the CTRL key on your keyboard while clicking the Refresh button in your browser. This forces an update of your cached JavaScript files. If this change does not result in performance improvements, you can check to see whether the caching of secure pages currently is enabled.

Enabling Caching of Secure Pages in Firefox Note that client performance can be adversely impacted because of the default setting in FireFox not to cache secure pages.

To enable caching in FireFox for secure pages (https://system.netsuite.com): 1.

Open a FireFox browser window.

2.

In the address bar, type the text below, and then click Go: about:config

3.

Scroll down to the preference browser.cache.disk_cache_ssl.

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Right-click on the preference line and select Toggle, to set the Value to “true.” FireFox now caches secure pages, including all https://system.netsuite.com pages. By caching these pages, FireFox can load pages more quickly.

Clearing Browser Cache Sometimes you may experience temporary performance issues due to the contents of your browser cache (temporary internet files). If you have never cleared cache before, it may take 5 minutes or longer to clear your cache files the first time. Subsequent attempts to clear cache should take less than 1 minute if done on a regular basis. Because this process takes a very short amount of time, you may want to clear cache as needed whenever you notice slow performance or multiple Java script errors (Errors on Page) while working in NetSuite.

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