Overall System Prep
This information should have been filled out with the customer live during the Activation Introduction. If it wasn’t configured then, but instead sent by the customer after the call, use this table to identify where the customer’s details impact the system (last column).
Company Name: How name should appear on forms Setup > Company > Company Information Legal Name: Legal name, if different from above Setup > Company > Company Information
UEN: Unique Entity Number Setup > Company > Company Information
BRN: Business Registration Number Setup > Company > Company Information
Web Site: URL for website Setup > Company > Company Information
Logo: Company logo to be displayed in NetSuite and on forms Setup > Company > Company Information
County/State/Province*
:Company’s state/province the way it should appear on forms Setup > Company > Company Information
Return Email Address*: Used when emailing forms and reports. If nothing is selected, the original Admin’s
email address will be used Setup > Company > Company Information
EIN: Employer Identification Number Setup > Company > Company Information
SSN or TIN: If business is proprietorship or if you don’t have an EIN, enter tax ID number or SSN Setup > Company > Company Information
First Fiscal Month*: First month of fiscal year Setup > Company > Company Information
Time Zone: Default time zone for system Setup > Company > Company Information
Address: Address as it should appear on forms Setup > Company > Company Information, Addresses tab
Return Address: Address for receiving returned orders Setup > Company > Company Information, Addresses tab
Shipping Address: Address for receiving shipments Setup > Company > Company Information, Addresses tab
*Required
Record to Report
This information should have been captured during the Activation Introduction with the customer. Use this table to identify where the customer’s details impact
the system (last column).
Accounting Periods: Accounting period format for the year [Calendar Month / 4 Weeks / 4-4-5Weeks]
Setup > Accounting > Manage Accounting Periods. When
setting up a new accounting period, select the first fiscal
month (above), the fiscal year-end & the period format listed
here.
Tracking a Budget: Will budgets be tracked in NetSuite? [Yes / No] If no, can skip budget import / setup in process walkthrough. No impact to system config.
Design to Build
This information should have been captured during the Activation Introduction with the customer. Use this table to identify where the customer’s details impact the system (last column).
Tracking Inventory: Do you track inventory items? [Yes / No]
Setup > Company > Enable Features, Items & Inventory tab > Inventory. If inventory is not tracked, this box can be unchecked. If inventory is tracked, ensure this box is checked.
If no, can skip inventory transactions during process
walkthroughs.
Multi-Location
Inventory:
Is inventory tracked in multiple
locations? [Yes / No]
Setup > Company > Enable Features, Items & Inventory tab >
Multi-Location Inventory. If inventory is not tracked in
multiple locations, this box can be unchecked. If inventory is
tracked in multiple locations, ensure this box is checked.
Costing: What costing method is used for the inventory you sell? [Average / FIFO / LIFO / Group Average]
Setup > Accounting > Accounting Preferences >
Items/Transactions tab. Select the correct costing method in
the Inventory Costing Method field within the Cost
Accounting section.
Lead to Quote
This information should have been captured during the Activation Introduction with the customer. Use this table to identify where the customer’s details impact the system (last column).
Lead Tracking: Will leads be tracked in the system (as opposed to just customers)? [Yes / No]
Setup > Company > Enable Features > CRM tab. If leads are
not tracked, the Sales Force Automation feature can be
unchecked. If leads are tracked, ensure the Sales Force
Automation feature is enabled. If no, the lead process can be
skipped during process walkthroughs.
Quotes / Estimates:
Will quotes/estimates be provided to
prospects/customers before a sales
order is created?
[Yes / No]
Setup > Company > Enable Features > Transactions tab. If
estimates/quote are not required, the Estimates feature can
be unchecked. If estimates/quotes are required, ensure the
Estimates feature is enabled. If no, the estimate/quote
process can be skipped during process walkthroughs.
Order to Cash / Return to Credit
This information should have been captured during the Activation Introduction with the customer. Use this table to identify where the customer’s details impact the system (last column).
Sales Tax: Is sales tax charged on items? [Yes / No] If yes, move to next question. If no, skip tax nexus. configuration and tax discussions during process walkthroughs.
Nexuses*: Which nexuses do you collect and paytaxes in?
Country: [US / Canada]
State/Province/Count: [List All Here]
Ensure that all required nexuses are in the system at: Setup >
Accounting > Nexuses. If any are missing, add them to the list.
If any new nexuses are added to the list, ensure an associated
Tax Control Account exists at: Setup > Accounting > Tax
Control Account.
Fulfillment:
Do you have a fulfillment step for your
items? If yes, should it be a one-step
process or a 3-step process?
[Pick, Pack, Ship / Single Step / None]
Setup > Company > Enable Features > Transactions tab. If no fulfillment process is required, the Advanced Shipping feature can be disabled within the Shipping & Receiving section. If fulfillment is required, ensure that the Advanced Shipping feature is enabled. If multi-step fulfillment is required, ensurethe Pick, Pack and Ship preference is enabled. If the fulfillment is a single step, the Pick, Pack and Ship feature should be unchecked. If fulfillment is required on some items and not for other items, ensure the proper fulfillment features are enabled, and for items that should not be
fulfilled, uncheck the Can Be Fulfilled/Received box on the item record.
*Additional Tax Setup Detail
Step 1: Setup Tax Nexuses
Nexuses are a part of the NetSuite Advanced Taxes feature, which is required for NetSuite OneWorld (Note: Starter is OneWorld Enabled, meaning it’s technically running
NetSuite OneWorld). The first nexus is automatically created based on the County/State/Province selected under Setup > Company > Company Information. Additional nexuses are created based on the state selected on subsidiary records. If your customer charges tax in any states outside of the one selected on the Company Information page or on a
subsidiary record, you must add that state as a nexus. To add a nexus, navigate to: Setup > Accounting > Nexuses > New. Note, the creation of tax nexuses automates the creation of Tax Control Accounts, which are accounts where amounts computed for indirect taxes are posted. To review Tax Control Accounts, navigate to: Setup > Accounting >
Tax Control Account. Also note that upon the creation of tax nexuses, a Tax Agency Vendor is automatically generated. To view tax agency vendors, navigate to Lists >
Relationships > Vendors and look for vendors titled “Tax Agency State Abbreviation.”
Step 2: Import State Sales Tax Tables
Next, import sales tax tables to bring in tax groups and tax codes. To import state sales tax, navigate to Setup > Accounting > Use State Sales Tax Tables. Select all of the states in which you have nexuses for (including the state that had an auto-generated nexus) and click Save. When the import is finished, Administrators should receive an email.
Review the tax codes (Setup > Accounting > Tax Codes) and tax groups (Setup > Accounting > Tax Groups) that were created as a result of the import.
Step 3: Setup Tax Preferences
To setup tax preferences, navigate to Setup > Accounting > Set Up Taxes. Confirm these preferences with the customer during the Design to Build process walkthrough with the
customer. Ensure the appropriate tax agency is applied to each nexus. Ensure the “Enable Tax Lookup on Sales Transactions” box is checked, which allows the system to apply
the correct tax code based on the customer’s ship to address.
Step 4: Create Tax Schedules
Tax schedules are required in accounts with the Advanced Taxes feature enabled. Tax schedules determine how NetSuite calculates taxes for items in each nexus. In the US and Canada, some goods and services are not taxable in certain states, which makes tax schedules useful. To setup new tax schedules navigate to Setup > Accounting > Tax
Schedules > New. A tax schedule should be created for each group of items that handles taxes differently depending on nexus. For example, Services may not be taxable in
Colorado, but taxable in New Mexico. In that case, you would create a tax group where Product = “Services” and taxable is checked next to NM, but not next to CO. If some
items are not taxable at all (not taxable in any nexus), create a Tax schedule where Product = “Non-Taxable.”
Step 5: Assign Tax Schedules to Items
Tax schedule is a required field on every inventory, non-inventory, other charge, and service item record. Select the appropriate tax schedule on the item record by navigating to
Lists > Accounting > Items > New > Accounting tab.
Step 6: Mark Customers Taxable
In order for taxes to be included on sales transactions, the customer must be selected as taxable. To mark a customer taxable, navigate to Lists > Relationships > Customers >
New > Financial tab > Taxable checkbox. Note that on the sales transaction, a shipping address with a valid zip-code must be selected to assign the correct tax group / code to the transaction.
Procure to Pay / Return to Debit
This information should have been captured during the Activation Introduction with the customer. Use this table to identify where the customer’s details impact the system (last column).
Electronic Payments: Will you require generating electronic
payment files for vendor payments? [Yes / No] If no, can skip the following questions/setup and discussions during process walkthroughs.
Required for Electronic
Payment:
How many GL accounts will process electronic payment transactions be
posted to?
[Enter Number Here]
A Company Bank Details record should be created for the number of GL accounts required. Add this number of lines to the Electronic Bank Payments Setup table in the data migration plan & procedures document.
Approval:
Do payment batches require approval before being sent to a bank?
Approval can be set based on payment limit for each bill, a payment limit for each vendor, or a total payment limit for a batch.
[Yes / No]
If yes, navigate to: Payments > Setup > Electronic Payments Preferences and ensure that the EFT Payment Batch Approval Routing box is checked. If no, ensure that this box is unchecked. If yes, gather details about what approval is based on for each GL account that requires electronic payments (see Electronic Payments table in data migration document).