Version 2012 Release 2 Release Notes

(1)

Version 2012 Release 2 Release Notes

Revision Date: July 17, 2012 PDF File Version: v3

This document summarizes the changes to NetSuite between Version 2012 Release 2 and the previous release.

These release notes are subject to change. Please review the Documentation Revision History help topic in the Version 2012 Release 2 Help Center for a list of the changes made in this build of the release notes.

The Version 2012 Release 2 enhancements and changes listed in this document are not available to NetSuite customers until they are upgraded to Version 2012 Release 2. Please check the version number at the bottom of your Home page if you are unsure which NetSuite version you are using.

(2)

Version 2012 Release 2 Release Notes 2

Click links in the following table for details about product changes:

Product Section Summary

NetSuite SuiteApps (Bundles) Released by NetSuite

Withholding Tax, SuiteSocial Enhancements

User Interface Changes Dashboard Charting Enhancements, Upgrade of Standard Forms to Include Form Layout Enhancements, QuickViews on Sublist Records

Administration My Login Audit Portlet, Login Audit Trail Search Enhancements, Password Strength Checker, Log System Notes on Update Only Preference, All ISO Currencies Supported, Configurable Currency Symbol Format, Decimal Precision Change for Hungarian Currency, Direct List Editing Feature Name Changed to Inline Editing

Customer Relationship Management (CRM)

Online Form Enhancements, Box.NET Integration, Setting Case Statuses to Show Awaiting Support Reply, Tracking Case Responses by Email Address

Customer Transactions Purchase Card Data (Level II and III) Processing, Single- Use Coupon Codes, Changes to the Promotion Record, New Coupon Code Field on Transactions, Changes to the Currency Field on Vendor and Customer Records, Transaction Numbers for Customer Deposits and Payments, Electronic Trade Documents (ETD) for International FedEx Shipments

Enterprise Resource Planning (ERP)

Cost Accounting Status Field on Item Records, Bill of Materials (BOM) Effectivity Dating, Hide the Members Subtab on Assemblies, Closing Transfer Orders, Manufacturing Work in Progress (WIP), Lead Time and Safety Stock Level Per Location, Cycle Counting, Advanced Bin/Numbered Inventory Express Entry.

Update Fields During Bulk Processing, Commissions Enhancements, Workflow for Expense Reports, Support for Other Payroll Solutions, Multi-Currency Vendors, Advanced Revenue Commitments, Adjustment Period Changes, Non-reimbursable Expenses

NetSuite OneWorld

Multiple Fiscal Years for OneWorld, Intercompany Inventory Management

NetSuite Ecommerce

Web Site Password Recovery Email, Multiple PayPal Accounts

(3)

Version 2012 Release 2 Release Notes 3

SuiteCloud Platform

General SuiteCloud Platform SuiteFlex Renamed to SuiteCloud

SuiteBundler Support for Before Uninstall Bundle Scripts, Settable Sender for Bundle Messages

SuiteBuilder - Customization Optimistic Locking of Custom Records, Enable Inline Editing Option for Custom Records, Support for Custom Payroll Forms and Fields

SuiteAnalytics (Dashboards, Reporting and Search)

Scheduling Time of Day for Reports and Saved Search Email, Enhanced Multi-Select Options for Footer Filters CSV Import Support for New Record Type Imports, Automated CSV

Imports with SuiteScript

SuiteFlow (Workflow Manager) Multiselect Fields Supported in Set Field Actions, Execute Multiple Actions on Single Condition, Bcc Field Added to Send Email Action

SuiteScript New SuiteCloud IDE, Governance Applied to

nlapiLogExecution(type, title, details), Client SuiteScript Governance Enforced, Update to nlapiSubmitField(type, id, fields, values, doSourcing), Inline Editable Fields Available in the SuiteScript Records Browser, Business Logic Now Enforced on Account Record When Using SuiteScript, New SuiteAnalytics API, Search Filter Expressions Supported, New Error Code for Search Timeouts, Load and Re-execute Searches Without Specifying the Record Type, Campaign Subscription Sublist Exposed to SuiteScript, Update to Custom Plug- in Type Deployment Model, Support for Microsoft Internet Explorer Trusted Certification Authorities, Records Exposed to SuiteScript, API Additions and Enhancements

SuiteTalk (Web Services) Integration

Newly Supported Record Types in SuiteTalk, Linking Purchase Orders to Vendor Bills, PHP Toolkit

Enhancements, Separate Operations for Changing User Passwords and Email Addresses, Costing Method Field on Inventory Item Now Includes Standard as a Select Value, Release Preview Version of 2012.2 WSDL Now Available, Araxis Merge Diff File for the 2012.2 Endpoint, 2012.2 Schema Browser

Product Section Summary

(4)

Version 2012 Release 2 Release Notes SuiteApps (Bundles) Released by NetSuite

4

SuiteApps (Bundles) Released by NetSuite

Version 2012 Release 2 includes the following enhancement to SuiteApps released by NetSuite:

•

Withholding Tax

•

SuiteSocial Enhancements

Important: SuiteApps are also known as bundles.

Withholding Tax

In many countries, governments require buyers to withhold a portion of the amount they pay to sellers or service providers, and to remit this withheld amount to the local tax agency.

Withholding tax ensures that the government is able to collect the income tax due from those transactions. With the NetSuite Withholding Tax SuiteApp, you can record the effect of withholding tax on both sales and purchases, either at the time of accrual or at the time of payment, depending on the country's taxation rules.

You can install the Withholding Tax SuiteApp in any NetSuite account, including OneWorld, to track and report withholding taxes. The SuiteApp also provides users with both summary and detailed reports of transactions where withholding tax was recorded.

Note: The Withholding Tax SuiteApp is targeted to be released at the time when all NetSuite customer accounts have been upgraded to Version 2012 Release 2.

SuiteSocial Enhancements

Note: The updates to SuiteSocial described here are also available in Version 2012 Release 1.

SuiteSocial, NetSuite’s social collaboration tool, has been updated to include the following main enhancements:

•

User-level Tracked Fields

•

Saved Search Subscription

•

QuickView of News Feed Record Links

Aside from these three main enhancements, all automatic subscriptions (such as record subscriptions, related record subscriptions, and saved search subscriptions) have been grouped under Auto Subscriptions in your SuiteSocial profile. For more information, see Viewing Auto Subscriptions in the NetSuite Help Center.

User-level Tracked Fields

As a user, you can now modify which field edits will trigger a post to your SuiteSocial News Feed portlet. Previously, the field edit rules defined by your NetSuite administrator would automatically apply to all users following a record. For more information, see Viewing Tracked Fields and Modifying Tracked Fields in the NetSuite Help Center.

(5)

Version 2012 Release 2 Release Notes User Interface Changes

5

Saved Search Subscription

NetSuite administrators can now create saved search-based subscription rules for following records in SuiteSocial. The saved searches used must be public and do not use the ‘-Mine-’

keyword for a user’s current filters/settings. For more information, see Step 4: Enable Records in the NetSuite Help Center.

As a user, you can select these saved search subscriptions to receive posts when a record that meets the saved search criteria is updated. However, you can only see the saved search

subscriptions that your profile has access to. For more information, see Adding a Saved Search Subscription in the NetSuite Help Center.

Moreover, for security reasons, the post format for saved search subscription is minimal.

QuickView does not work on record links posted by this subscription type. For more

information about the post format for saved search subscriptions, see Viewing News Feed Posts in the NetSuite Help Center.

QuickView of News Feed Record Links

You can access QuickView on record links in the SuiteSocial News Feed portlet. For more information, see Accessing QuickView of News Feed Record Links in the NetSuite Help Center.

User Interface Changes

Version 2012 Release 2 includes the following enhancements to the NetSuite user interface (UI):

•

Dashboard Charting Enhancements

•

Upgrade of Standard Forms to Include Form Layout Enhancements

•

QuickViews on Sublist Records

Dashboard Charting Enhancements

Version 2012 Release 2 includes significant enhancements to dashboard charts. These changes make all charts more visually appealing, and simplify report snapshot and trend graph

configuration. You now have access to more chart types and you can quickly switch between types to more easily pick the best formats to represent your data. You also have expanded choices for chart color themes and more fine-grained control over the appearance of each individual chart. In addition, this release includes new options for printing charts and downloading chart data in different file formats.

(6)

6

New Look for Dashboard Charts

This release provides a more modern look for report snapshots, trend graphs, KPI meters, and custom search graphs on your dashboard.

Note: As of this release, NetSuite dashboards include functionality provided by HighCharts JS, which is software owned by and licensed through Highsoft Solutions AS.

Improved Configuration for Report Snapshots and Trend Graphs

Before this release, you could choose among different chart types for trend graphs and report snapshots, but access to these options was in a separate Setup portlet. Now, trend graphs and report snapshots include clickable chart type thumbnails right in their portlets. You can click

(7)

7

each thumbnail to quickly review how each chart type reflects portlet data. In addition, this release supports a greater variety of chart types.

Chart Types for Trend Graphs

In trend graph portlets and popup trend graphs, you can choose among four chart types. For each of these chart types, you have two choices for comparing data from different time periods, as either a continuous representation of data, or a side-by-side comparison.

Chart Types for Comparative Sales Report Snapshots

In Comparative Sales, Comparative Sales (Orders Alt. Sales), and Comparative Sales (Orders) snapshot portlets, you can choose among the same four chart types as for trend graphs.

(8)

8

Chart Types for Other Report Snapshots

In snapshot portlets other than comparative report snapshots, you can choose among four chart types, with a pie chart available rather than an area graph.

New Chart Theme Preferences

This release includes new Chart Theme preferences that provide you with additional control over the look of your dashboard. These chart-specific settings build on the existing user interface color theme preferences, which continue to be supported.

Global Chart Theme Preferences

The Appearances subtab of Home > Set Preferences now includes global Chart Theme preferences that define a default appearance for all of the charts on your dashboard.

These preferences include:

•

Chart Theme - configures the look and colors of shapes representing chart data.

•

Basic - provides limited color contrast (the default)

•

Colorful - provides more color contrast

•

Match Color Theme - Bold - harmonizes with your choices in the Colors section of the Set Preferences page, using bolder shades

(9)

9

•

Match Color Theme - Light - harmonizes with your choices in the Colors section of the Set Preferences page, using lighter shades

A thumbnail is displayed to represent the look of each Chart Theme option.

•

Chart Background - sets the display behind chart data.

•

Lines (the default)

•

Bands

•

Grid

Per-Portlet Chart Theme Preferences

You have complete flexibility to override global chart themes in individual report snapshots and trend graphs, in order to define a unique look for each chart.

For report snapshots and trend graph portlets, click the portlet Setup link to access per-portlet Color Theme and Background preferences.

For popup trend graphs, click the Setup link for the Key Performance Indicators portlet, to access preferences on the Popup Trend Graphs subtab. (Note that these settings apply to all popup trend graphs.)

Note: For backwards compatibility with custom chart data colors defined prior to this release, portlet and popup trend graph setup options include a Custom Series Color preference.

(10)

10

New Print and Download Chart Functionality

Version 2012 Release 2 supports new print and download options for popup trend graphs, trend graph portlets, report snapshots, and KPI meters. Supported download file formats are:

PNG image, JPEG image, PDF document, and SVG vector image.

In popup trend graphs, buttons are available for printing and downloading:

In trend graph, report snapshot, and KPI meter portlets, you can click Setup menu options to print and download:

Note: The ability to export chart data to a CSV file continues to be supported in trend graph portlets and popup trend graphs.

Upgrade of Standard Forms to Include Form Layout Enhancements

Version 2010 Release 2 included significant enhancements to improve form usability and appearance. Field groups and an improved subtab and sublist structure provide better

organization, making it faster and easier for users to find fields on forms. (For details, see the help topic Form Layout Enhancements.) Since that release, account administrators have been able to upgrade their standard and/or custom forms at their discretion. (New NetSuite

accounts provisioned as of Version 2010 Release 2 or later automatically received the new form layouts.)

Version 2012 Release 2 will automatically apply the form layout enhancements to all standard forms that have not been previously upgraded, in NetSuite accounts that existed prior to Version 2010 Release 2. Custom forms will not be affected by this upgrade.

This form upgrade will ensure that all users of standard forms benefit from these improvements, and will enable NetSuite to provide better custom support and product maintenance.

Important: This form upgrade will not affect: custom forms, standard forms that have already been upgraded by administrators using the Form Upgrade Checklist, or any forms in accounts provisioned as of Version 2010 Release 2 or later.

(11)

11

Preparing for Standard Form Upgrades

You can get an advance look at upgraded standard forms in your Version 2012 Release 2 Release Preview account.

You do not have to wait until your Version 2012 Release 2 upgrade to apply form layout enhancements. At any time before this upgrade, administrators can go to Setup >

Customization > Transaction (or Entry) Forms and click the Upgrade Checklist link to preview and deploy upgraded standard forms to users. See Deploying Upgraded Standard Forms in the Version 2012 Release 1 Help Center.

Upgrading Custom Forms

Version 2012 Release 2 will not apply form layout enhancements to custom forms in your account. However, NetSuite recommends you upgrade your custom forms yourself, in order to take advantage of the enhanced form layouts, as well as newer form functionality such as QuickView customizations. Once your standard forms are upgraded, you can follow similar steps to upgrade custom forms. See the help topic Deploying Upgraded Custom Forms.

Maintaining Access to Existing Standard Forms

If users in your account absolutely require continued access to an existing standard form, you can create a custom version of this form and make it preferred for those users before your Version 2012 Release 2 upgrade. See the help topics Creating Custom Entry and Transaction Forms, and Defining Preferred Forms.

(12)

12

QuickViews on Sublist Records

Version 2012 Release 2 supports quick access to the most relevant details of sublist records through record QuickViews. Prior to this release, QuickViews were not supported for sublist records.

Wherever a reference to a record appears in a sublist, you can hover your mouse over the link to that record to get a QuickView of the record’s key data. The following screenshot illustrates an item QuickView that displays when the mouse hovers over a sales order item sublist record:

Record QuickViews were developed so that users can easily access important record data, without actually having to navigate to the record. Also note that, depending on the record type, some QuickViews contain buttons such as View and Edit. In these cases, you can take quick action on the record without having to move away from what you are doing to navigate to the record.

(13)

Version 2012 Release 2 Release Notes Administration

13

Administration

Version 2012 Release 2 includes the following enhancements to Administration features:

•

My Login Audit Portlet

•

Login Audit Trail Search Enhancements

•

Password Strength Checker

•

Log System Notes on Update Only Preference

•

All ISO Currencies Supported

•

Configurable Currency Symbol Format

•

Decimal Precision Change for Hungarian Currency

•

Direct List Editing Feature Name Changed to Inline Editing

My Login Audit Portlet

Version 2012 Release 2 includes a new portlet that helps you to ensure the security of your NetSuite account by auditing your own login activity.

You can display the My Login Audit portlet on your dashboard to track your last successful login, your last failed login, the IP address associated with your login activity, the date when your password will expire, and other login information.

To setup the My Login Audit portlet:

1. Click the Home tab.

2. Click Personalize Dashboard. The Add Content panel displays.

3. Select My Login Audit in the Standard Content section.

Note that some information is already selected in the Setup window. You can add or remove content to personalize the information you want to display in the portlet.

4. Click a subtab to view options for each type of login data, for example, Successful Logins, or Login Failures.

5. Check the box next to the data you want to show in the portlet on your dashboard.

6. Click Save.

(14)

14

Login Audit Trail Search Enhancements

Version 2012 Release 2 supports additional filters you can use to search login activity. You now can include the following new filters in a custom Login Audit Trail search: browser user agent, email address, request URI, and status (whether the login failed or succeeded).

To create an audit trail search using the new filters:

1. Go to Setup > Users/Roles > View Login Audit Trail.

2. Define filters for searching login activity:

•

User Agent — select search logic, and enter a value such as “Mozilla” to find the client browser used to access your account.

•

Email Address — enter an email address in the field.

•

Request URI — select search logic, and then enter a URI (or any part of a URI) for a NetSuite page used for login.

The list below includes example values for services used to access your account:

•

/app/center/mobile/iphone.nl

•

/app/reporting/webquery.nl

•

/app/site/hosting/restlet.nl

•

/app/webservices/wslogin.nl

•

/internal/admin/acctrepl.nl

•

Status — select an option for login status: Failed, Successful, or Either.

3. Choose one of the following actions:

•

Click the Submit button to run the search and open a NetSuite page with a list of results.

•

Click the Export button to run the search and save results to a CSV file that you can save to disk or open on your desktop.

•

Click the Reset button to clear the filters you defined.

(15)

15

•

Click the Personalize Search button to open a saved search page with no filters defined, where you can define a personalized search form to be your default search form for the record type.

•

Click the Create Saved Search button to open a saved search page that includes the filters you defined.

Password Strength Checker

As of Version 2012 Release 2, NetSuite provides feedback on the strength of passwords you create for your own login, as well as passwords you create to give access to other users of your account.

The Password Criteria portlet appears on the Change Password Page, and provides feedback as you type your new password. A green check mark appears as you satisfy each rule for creating a strong password.

The Password Strength rating appears on any entity record that can be granted access to your NetSuite account. As you set passwords for employees, vendors, partners, customers, and contacts, this view-only field provides feedback: Weak, Medium, or Strong.

Note that these enhancements provide feedback to help you create a strong password, but they do not guarantee the security of a password. You are not prevented from ignoring the password strength rating, or using a weak password.

Be aware of the general password requirements for NetSuite:

•

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.)

•

A prior password may never be reused.

(16)

16

•

Passwords must contain the following: at least one alphabetical character, and 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 have a role with permission to view credit card numbers that are not encrypted, your password must be at least 7 characters.

In addition to the requirements enforced by NetSuite, note that a strong password includes all of the following:

•

At least 1 capital letter

•

At least 1 lowercase letter

•

At least 1 special character (for example: , ` ~ ! @ # $ % ^ & * ) ; ' [ ] "{ }).

•

At least 1 number

•

At least 8 characters, or the minimum password length set for your account (whichever is greater)

Log System Notes on Update Only Preference

Version 2012 Release 2 includes a new company preference that disables the creation of system notes when records are created. Setting this preference results in storage savings and

performance improvements for record creation, without any loss of data. All of the data that would be saved in system notes when a record is created are available in the record itself.

The Log System Notes on Update Only preference is available at Setup > Company > General Preferences:

By default, this option is enabled in new accounts, and disabled in accounts that existed prior to Version 2012 Release 2. An account administrator or another user with Set Up Company permission can change the default setting. It is recommended that this option be enabled in all accounts.

Before you enable this option, you should first review any saved searches containing system notes fields, as these searches may use data from record creation system notes. If your account includes searches that rely on record creation system notes, you can either revise the searches before enabling the Log System Notes on Update Only option, or you can leave this option disabled.

(17)

17

For example, a case search may use record creation system notes fields to retrieve dates when cases were first escalated. To make this search work with Log System Notes on Update Only enabled, this search would need to be edited to use expressions and to return values for cases’

Date Created field if the escalation date was not available through record update system notes fields.

All ISO Currencies Supported

As of Version 2012 Release 2, NetSuite supports all ISO 4217 standard currencies.

To add a new currency, go to Lists > Accounting > Currencies and select a currency locale from the Default Locale dropdown.

Configurable Currency Symbol Format

With Version 2012 Release 2, you can now customize currency formats to accommodate global business needs. For each currency, you customize the currency symbol and its placement. The currency symbol format can be set at the company level, and also per customer, to provide flexible printing options.

The Currency record has a new check box, Override Currency Format. When checked, two additional fields become available, Symbol and Symbol Placement. Use these fields to change the currency symbol and set the placement of the symbol.

The Currency record includes other changes to the page layout with this release to make it easier to add and edit currencies:

•

Format field is now called Default Locale.

•

Symbol field is now called ISO Code.

•

The order of the fields has changed.

(18)

Version 2012 Release 2 Release Notes Customer Relationship Management (CRM)

18

Decimal Precision Change for Hungarian Currency

As of Version 2012 Release 2, the Hungarian Forint currency is displayed in NetSuite using decimal fractions instead of integers.

Direct List Editing Feature Name Changed to Inline Editing

As of Version 2012 Release 2, the name of the feature formerly known as Direct List Editing is now Inline Editing. This feature is available at Setup > Company > Enable Features, on the Company subtab, in the Data Management section. This new name is consistent with the Inline Editing toggle buttons available on list pages when this feature is enabled, and with other related preference names.

Customer Relationship Management (CRM)

Version 2012 Release 2 includes the following enhancements to CRM features:

•

Online Form Enhancements

•

Box.NET Integration

•

Setting Case Statuses to Show Awaiting Support Reply

•

Tracking Case Responses by Email Address

Online Form Enhancements

With Version 2012 Release 2, you can easily track contacts’ submission of online customer forms. On the Marketing subtab of the contact record, there is a new Online Forms subtab that tracks each online customer form submitted by the contact.

By default, this subtab shows the name of the online form, the company record with which this contact is associated, and the lead source that resulted in the form submission (regardless of whether the lead source was passed through the URL in the link to the form or if you set the lead source through the Set Up Workflow subtab of the online form.)

Now, the Online Forms subtab on the customer record also includes the name of the contact who submitted an online form and the lead source assigned. Clicking the name of a contact or customer on either record opens the associated record.

You can also create saved contact, customer, and online customer form searches that include data on submission history. You can use the Online Form History - Lead Source field to report on the lead sources that led to the online form submission. The Online Form History - Form Date field can provide the date online forms were submitted. For contact and customer searches, you can also include the Online Form History - Form Name field to show the name of the online form in your searches.

Country Currency Name Default Locale ISO Code Format Sample

Hungary Forint Hungary (Hungarian) HUF 1 234,56

(19)

Version 2012 Release 2 Release Notes Customer Transactions

19

Box.NET Integration

Now, you can upload documents to your Box.NET account and associate those documents with records in your NetSuite account.

To install the Box.NET SuiteApp, you must first have a Box.NET account. Then, in NetSuite, go to Setup > Company > Enable Features. On the Company subtab, under Data Management, click the Box Document Management link. You will be taken to the SuiteApp that you can install and begin using.

Note: This SuiteApp is maintained and supported directly by Box.NET.

Setting Case Statuses to Show Awaiting Support Reply

Now, when customers reply to cases, you can choose whether the case is updated to show as Awaiting Support Reply based on a new setting on the case status record.

The Show Awaiting Support Reply check box has been added to case status records. This new field allows you to control which cases are marked as Awaiting Support Reply when customers respond. Cases marked as Awaiting Support Reply will appear in saved searches and reports you have created to track the cases to which your reps need to respond.

Case statuses that existed prior to Version 2012 Release 2 that do not have On Hold statuses are set to Show Awaiting Support Reply by default.

Tracking Case Responses by Email Address

With the Email Case Capture feature prior to Version 2012 Release 2, when someone for whom you did not have a record in your NetSuite account responded to a case , there was no way to know exactly from who sent the message.

Now, when someone replies to a case via email, NetSuite checks to see if the email address is used by the customer record, the customer’s contacts, or any of the employees or vendors to whom the case has been escalated. If no matching record is found, the email address itself is shown as the message author in the Messages list on the case. This reference allows your support reps to see who the actual sender of the message was so they can contact the respondent directly.

Customer Transactions

Version 2012 Release 2 includes the following enhancements to customer transactions:

•

Purchase Card Data (Level II and III) Processing

•

Single-Use Coupon Codes

•

Changes to the Promotion Record

•

New Coupon Code Field on Transactions

•

Changes to the Currency Field on Vendor and Customer Records

(20)

20

•

Transaction Numbers for Customer Deposits and Payments

•

Electronic Trade Documents (ETD) for International FedEx Shipments

Purchase Card Data (Level II and III) Processing

You can now compete for sales contracts with government agencies and organizations that use purchase cards to streamline their procurement process. With the Purchase Card Data module, NetSuite identifies when payment is made with a purchase card so you can take advantage of potential lower card processing fees. Purchase cards, also called Level II and Level III cards, can bring cost savings to you, the merchant, and to your customers.

When you enter a credit card payment for a customer, NetSuite determines, based on the card's bank identification number (BIN), whether or not it is a purchase card. It then passes the extended transaction data along with the payment authorization request for processing.

On the Payment subtab of a transaction or the Payment Method subtab of a customer payment, NetSuite checks the Purchase Card BIN box automatically when it identifies that the credit card is a purchase card. Another new field, Process as Purchase Card, is also checked. In the event that NetSuite does not recognize the card as a purchase card, make sure this box is checked if you want to send Level II and Level III data with the payment request.

The Purchase Card Data module is currently available for use with the NetSuite integrations with Merchant e-Solutions and CyberSource. Contact your NetSuite account manager for more details and pricing information for this module.

Note: The Purchase Card Data module is designed to support the credit card industry requirements for these transaction types as defined by Visa, MasterCard, and American Express. NetSuite makes no claims with respect to a user’s ability to meet specific Visa, MasterCard, or American Express interchange qualification objectives.

Interchange qualification is dictated by Visa, MasterCard, and American Express for their respective programs with the associated merchant fees and expenses

assessed by the merchant services account provider. Interchange qualification may include requirements outside of NetSuite’s control and questions related to the Interchange and the qualification of a transaction, as well as associated costs for card transaction processing, must be directed to your merchant services account provider.

Single-Use Coupon Codes

With Version 2012 Release 2, you can create single-use coupon codes that allow you to personalize your promotional campaigns and email marketing by providing each recipient a unique coupon code that can only be used once.

Now, there is a Codes subtab on the Promotion record where you can choose to use a list of single-use promotion codes or enter a single code that can be used by everyone targeted by the promotion. All single-use codes are listed on the Coupon Codes subtab on the promotion. You can click a code to see more details including the date it was sent and which customer used the code. Single-use coupon codes can be used on sales transactions entered through your Web store as well as those entered in NetSuite.

(21)

21

To create a promotion with single-use coupon codes, click the Codes subtab, and in the Number of Uses field, select Single Use.

There are two ways to create single-use coupon codes. You can either prepare a CSV file and import it into NetSuite, or you can have NetSuite generate the coupon codes for you.

Importing Single-Use Coupon Codes

To import a CSV file with coupon codes, you can do any of the following:

•

First, create and save the promotion record. Then, go to Lists > Marketing > Import Coupon Codes. Download the CSV template here, enter the name of the promotion record in the first column, and enter your coupon codes in the second column. Then run the CSV import.

•

You can also import coupon codes on the promotion record while you are creating the promotion record by selecting your CSV file in the Import File field. When you save the promotion, the coupon codes are imported.

Generating Single-Use Coupon Codes on the Promotion Record

NetSuite can generate coupon codes for you on the promotion record. You define a code pattern and enter how many codes you would like to generate. When you save the promotion, the coupon codes are generated.

You enter code patterns using the following components, in any order you choose:

•

[A.#] – This adds a number of random letters in the code.

•

[N.#] – This adds a number of random numbers in the code.

•

[AN.#] – This adds a number of random alphanumeric characters to the code.

•

Hard-coded alphanumeric characters. Do not enclose these in square brackets.

•

Dashes (-)

For example, the code ABC-[AN.3]-[A.3]-[N.3] would generate codes like:

•

ABC-J3N-FLN-647

•

ABC-45F-KPM-958

(22)

22

•

ABC-5MP-PQA-874

When creating your code pattern, make sure that the pattern you give has enough variables to provide the number of unique codes you need for your promotion.

Note: The following letters and numbers cannot be used in coupon codes: 1, 0, I, L, O.

Sending Single-Use Coupon Codes Through Email Campaigns

You can send single-use coupon codes through email marketing campaigns by including the NLCOUPONCODE tag in your marketing template. This tag is replaced in the email with a unique coupon code for each email recipient.

If you are creating your template in NetSuite, to insert this tag, select Other in the Field Type dropdown, and then in the Insert Field dropdown, choose Coupon Code. If you are creating the template outside of NetSuite in an HTML editor, place the <NLCOUPONCODE> tag in the HTML.

To schedule an email campaign event that includes single-use coupon codes, your email event needs two things:

•

a marketing template that includes the NLCOUPONCODE tag

•

a single-use coupon promotion selected in the Promotion column for that event Important: You cannot use this tag for campaign events associated with multi-use

coupon code promotions.

For promotions with coupon codes generated by a code pattern, if there are more recipients of the email campaign than you have coupon codes, NetSuite automatically generates enough codes for your recipient list and adds them to the promotion record.

If you have a promotion where you have only imported the coupon codes, it is important that you make sure there are enough coupon codes to accommodate the number of the campaign’s recipients. If there are not enough coupon codes, some recipients will not be sent the email message. A list of intended recipients who were not sent the email because there were not enough codes is included in the confirmation email you receive after the event executes.

(23)

23

Changes to the Promotion Record

To accommodate the addition of single-use coupon codes, the promotion record has a new Name field that is used to identify the promotion. This field replaces the old Promotion Code field.

A new Codes tab includes a Number of Uses field where you can choose whether your

promotion is applied through the use of a multi-use coupon code or if it uses single-use coupon codes. For multi-use coupon code promotions, you must enter the coupon code in the new Coupon Code field on the Codes subtab.

For promotions created prior to Version 2012 Release 2, the promotion code entered in the Promotion Code field is now shown in both the Name field and the Coupon Code field. All existing promotions are multi-use coupon code promotions.

Note: Please ensure that any existing scripts that referenced the Promotion Code field have been updated to reference the Name field or Coupon Code field as

appropriate.

For information on single-use coupon codes, see Single-Use Coupon Codes.

New Coupon Code Field on Transactions

To apply a promotion to a sales transaction, use the Coupon Code and Promotion fields on the Items subtab.

If you are applying a multi-use coupon code to a transaction, select the name of the promotion in the Promotion field, and that promotion’s coupon code is automatically entered in the Coupon Code field.

If you are applying a single-use coupon code, enter the coupon code in the Coupon Code field, and the promotion that code is a part of is shown by default.

Changes to the Currency Field on Vendor and Customer Records

If you are using the Multi-Currency Vendors or Multi-Currency Customers features, the Currency field on the vendor or customer record is changed to Primary Currency. Without these features, the field is Currency.

Transaction Numbers for Customer Deposits and Payments

Now, the customer deposit and customer payment transactions are assigned unique transaction numbers. Prior to Version 2012 Release 2, when the Transaction Number field from these transaction types were used in search or in formula fields, the number from the Check # field was used instead.

You can also set up auto-generated numbering for the customer deposit and customer payment transactions. An administrator can set up auto-generated numbering at Setup > Company >

Setup Tasks > Auto-Generated Numbering.

(24)

24

Electronic Trade Documents (ETD) for International FedEx Shipments

You can submit trade documents for international shipments electronically with your FedEx shipping integration. Previously your shipping department had to print and attach documents manually to outgoing packages for international destinations. Now with Version 2012 Release 2, when you fulfill an order and use FedEx as the carrier, FedEx generates an electronic version of the trade documents and transmits them with your shipment. It also attaches a PDF version of the documents to the fulfillment record for your reference.

The following trade documents can be generated by FedEx and submitted electronically:

•

Certificate of Origin

•

Commercial Invoice

•

NAFTA Certificate of Origin

•

Pro Forma Invoice

To use the FedEx ETD service, you must have the Shipping Label Integration feature enabled and complete the following setup steps:

•

Set your shipping preferences to support international shipping at Accounting >

Shipping > Preferences. Select FedEx as the Default Shipping Carrier on the main tab of the page and then check the International Shipping box on the Set Up Shipping page.

•

Update items that you ship internationally with information required for trade documents. You can enter this information in the Manufacturing section of the Purchasing/Inventory subtab and the Shipping section of the Sales/Pricing subtab.

Lists > Accounting > Items.

When you fulfill an order to be shipped using one of the supported international FedEx shipping methods, the International subtab of the Item Fulfillment displays the trade documents to be generated by FedEx for the shipment. There are now two different International subtabs, a new one for FedEx and the existing one for UPS.

The documents selected by default are based on general international shipping guidelines but you must verify that the appropriate documents are selected for the shipment. Check the

(25)

Version 2012 Release 2 Release Notes Enterprise Resource Planning (ERP)

25

documentation requirements for the countries you are shipping "from", shipping "through" and shipping "to" and verify that all required documents are checked for the shipment.

FedEx generates the electronic trade documents when you print the shipping label for an order and stores a PDF version on the Item Fulfillment record. You can use the new print option, Print ETD Copy, if you want to print a paper copy of the trade documents for your reference.

You cannot print copies of the FedEx generated electronic trade documents from the Print Checks and Forms page at Transactions > Management > Print Checks and Forms.

Enterprise Resource Planning (ERP)

Version 2012 Release 2 includes the following enhancements to ERP features:

•

Cost Accounting Status Field on Item Records

•

Bill of Materials (BOM) Effectivity Dating

•

Hide the Members Subtab on Assemblies

•

Closing Transfer Orders

•

Manufacturing Work in Progress (WIP)

•

Lead Time and Safety Stock Level Per Location

•

Cycle Counting

•

Advanced Bin/Numbered Inventory Express Entry

•

Update Fields During Bulk Processing

•

Commissions Enhancements

•

Support for Other Payroll Solutions

•

Workflow for Expense Reports

•

Multi-Currency Vendors

•

Advanced Revenue Commitments

•

Adjustment Period Changes

•

Multiple Fiscal Years for OneWorld

•

Intercompany Inventory Management

•

Non-reimbursable Expenses

Cost Accounting Status Field on Item Records

In Version 2012 Release 2, inventory and assembly item records now include a Cost

Accounting Status field that identifies the state of cost accounting calculations for that item.

For Multi-Location Inventory users, the status is identified per location.

(26)

26

Note: The Cost Accounting Status field does not show on records if you have enabled either the Serialized Inventory or Lot Tracking feature.

The Cost Accounting Status indicated can be one of the following:

•

In Queue – flagged for cost accounting but calculations are not running yet

•

In Process – flagged for cost accounting and calculations are currently running

•

Completed – not flagged for cost accounting, and calculations are not running

•

Error – cost accounting calculations failed

When a new transaction is entered that affects cost accounting for an item, the cost accounting status for the item is set to In Queue as long as the current cost accounting status is either Completed or Blank. If the item status is In Process or Error then the status is not reset.

Note: The Cost Accounting Status field is blank if cost accounting calculations have never been run for the item/location.

Bill of Materials (BOM) Effectivity Dating

In Version 2012 Release 2, when you have enabled the Assembly Items feature, Bill of Materials (BOM) member control for assembly items helps you to be sure that the right components are included in assembly builds at the right time. You can use BOM controls to plan for the utilization and purchase of components that are effective or obsolete within specific time frames.

The components required for an assembly may change over time due to engineering changes, vendor supply, availability, or specific seasonal requirements. To use BOM component member control, you need to define effective dates and obsolete dates for member items on assembly records. NetSuite determines if a component is valid for an assembly at any point in time based on the effective and obsolete date.

•

Effective Date/Revision – Defines the beginning point in time when an item is to be used for an assembly. Prior to the effective date, the member is not included in the BOM.

•

Obsolete Date/Revision – Defines the end point in time that an item is to be used for an assembly. After the obsolete date, the member is not included in the BOM.

For example, the production department of Ace Widget Company assembles widgets for distribution throughout the year. Deluxe Widget component items include the following:

•

Member Item 1: has an effective date of 4/1/2012

•

Member Item 2: has obsolete date of 3/31/2012

Then, Ace creates a work order dated 3/31/2012 that includes a Deluxe Widget assembly.

NetSuite examines the effective and obsolete dates for the components on the assembly record and determines the following:

•

The BOM will not include Item 1 because it is not effective yet.

(27)

27

•

The BOM will include Item 2 because it is not obsolete yet.

If Ace enters a work order dated 4/1/2012 that includes a Deluxe Widget assembly, NetSuite determines the following:

•

The BOM will include Item 1 because it is currently effective.

•

The BOM will not include Item 2 because it is obsolete.

In this way, the appropriate assembly BOM items show on work orders at the appropriate dates without having to manually change each work order.

For BOM management to track which components are needed at specific times, you must identify an effective date and an obsolete date for member items. You determine a method to set these dates by choosing a BOM control method on assembly item records. You can choose either to set dates individually for components or to create revision records to assign to items.

Then, when a new work order is created, NetSuite can determine the member items required based on the work order production date.

You can use Revision Control as your Effective BOM Control method and create revision records that define an effective date or an obsolete date. Then, revision records you assign to assembly members determine their effective and obsolete dates.

The Revision Control method is advantageous because you can set the effective date or obsolete date for many items at one time by updating one revision record. When several items use a revision record, date changes can be made once on the revision record instead of

individually for many member items. Rather than changing the dates on every line item, you change only the effective or obsolete date in the revision record.

For details about choosing the Revision Control method on assembly records, click Help and read Creating Revision Records for BOM Control.

. For details on setting up assembly records, click Help and read Setting Up BOM Control on Assembly Records and Revision Control BOM Management.

Hide the Members Subtab on Assemblies

In Version 2012 Release 2, when you have enabled the Assembly Items feature, you can now choose not to show the Members subtab on the assembly item record.

To hide the components subtab, open the assembly record and click Customize. On the Custom Entry Form page, click the Lists subtab. On the Purchasing/Inventory subtab, clear the

(28)

28

box in the Show column next to Members. Finally, click Save. Now the Members subtab will not show on assembly records.

Closing Transfer Orders

In Version 2012 Release 2, you are able to close line items manually on transfer orders when you do not intend to transfer open items on the order.

For example, you enter a transfer order for ten widgets and have already transferred five of them. The warehouse manager informs you that the remaining five cannot be located to be transferred. If you close the line manually instead of changing the quantity, you retain a record of how many you originally planned to transfer.

Note: A line on a transfer order can be closed only if the in-transit quantity is zero.

Transfer order lines can be closed in two ways:

Close individual lines

Open the order in Edit mode. On the Items subtab, each item line shows a check box in the Close column. Check the Close box to close that line without transferring the item. Click Save.

Close an entire order

Open the order in View mode. Click Close Order. (Note that this button shows only if the in- transit quantity is zero for all lines.) The order now shows the quantities that have been closed and has a transaction status of Closed.

Once a line on a transfer order is closed, you cannot do the following:

(29)

29

•

Change the item receipt quantity

•

Create a new item receipt that links to the transfer order

•

Delete an existing item receipt that links to the transfer order

Manufacturing Work in Progress (WIP)

Manufacturers who use work orders for assembling raw materials to produce items could previously enter only one transaction to record an assembly build in one step. That single build transaction indicated that materials had been acquired from stock, assembled in production, and the finished goods added to stock.

In Version 2012 Release 2, the Manufacturing Work In Process (WIP) feature tracks the work order through the entire production process in steps. When goods require assembly, the process is often a series of actions completed over time. Rather than using a single Build Assembly transaction, items that use WIP divide an assembly into three distinct processes to be logged against a work order:

1. Moving the raw materials to an assembly area (Work Order Issue)

2. Assembling raw materials and stocking finished goods (Work Order Completion)

3. Reconciling any variances (Work Order Close)

By tracking your materials and goods closely, you can keep a tighter control over your inventory. For example, when you can track the specific quantities of your inventory and raw materials, you can avoid keeping large quantities of stock on hand. This control can help you avoid the following:

•

Tying up funds in stock sitting on shelves or on the production floor

•

Unanticipated stock-outs in raw materials

The WIP feature is also useful for the ability to support production processes with a long lead time, in addition to tracking item assembly as a work in process.

To use WIP, you must first enable the feature and set up item records. Then you can begin using WIP on work orders.

Note: On transactions using WIP, you must identify a WIP location for line items. The WIP line location must match on all work order issue, work order completion, and work order close transactions.

Using the Manufacturing Work In Process (WIP) feature requires that you also enable the Assemblies and Work Orders features.

Lead Time and Safety Stock Level Per Location

Previously, you could set only one lead time and safety stock level in the header of an item record. In Version 2012 Release 2, you can choose to set a lead time and safety stock level for each location on an item record. This ability helps you to track your inventory more accurately, by allowing you to:

(30)

30

•

Account for lead times that vary between locations. For example, it takes the vendor 5 days to deliver to Location A, but 10 days to deliver to Location B.

•

Account for different turnover rates among locations. For example, turnover in Location A is low, so only 3 units are required for safety stock, while location B sells twice as many, so its safety stock level is 6 units.

Note: To access the Use Lead Time per Location preference the Multi-Location Inventory feature and Advanced Inventory Management feature must also be enabled. This preference can also optionally be used with the Demand Planning feature.

The lead time is calculated based on receipt lines that show a location pulled from the purchase order.

If you use Advanced Inventory Management and auto-calculate lead times, the vendor lead time is calculated based on item receipts for each specific location. This lead time is calculated for the receipt location and is based on the time elapsed between the date of the purchase order and the date of the item receipt.

For example, you enter the following:

•

A purchase order dated 1/1 for item #1234 in Location A.

•

A receipt dated 2/1 to receive the purchase order in Location B.

The lead time for Location B is calculated as 31 days. The lead time for Location A is not calculated from these transactions.

To use the new preference, go to Setup > Accounting > Inventory Management Preferences.

Check the Use Lead Time per Location box and click Save.

Note: This preference is not available if you have enabled the Centralize Purchasing in a Single Location preference.

Once the preference is enabled, item reordering is triggered based on the lead time, safety stock, and reorder point you have set for each location. Then, NetSuite functions as follows:

•

NetSuite autocalculates item reorder point and time phased replenishment for each location.

•

To determine the lead time for each location, NetSuite references the three most recent purchase order + receipt sets for purchase orders with a specified location.

Important: In order to properly implement the Use Lead Time per Location function, you must be sure to specify a location for each line item of a purchase order that you enter. If a purchase order line does not identify a location, then the lead time is not populated.

When you use Lead Time per Location with the Multi-Location Inventory and Demand Planning features, new purchase orders that you create automatically populate the lead time based on the location lead time only when location is identified on each line item. The expected receipt date is calculated based on the lead time of the location on the purchase order.

(31)

31

When you use Lead Time per Location with the Multi-Location Inventory and Demand Planning features, the start time and end time of new work orders you enter respect the lead time of the location specified on the work order. The production start or production end date is calculated based on the work order lead time of the location specified on the work order.

If you use Demand Planning with Lead Time per Location, you can enter a work order lead time per location. Then, on the Generate Supply Plan page, the lead time is based on the lead time of the location that requires the goods.

Cycle Counting

Version 2012 Release 2 includes a new Inventory Count feature that supports improved tracking of inventory and tighter control over assets.

When this feature is enabled, you can enter regular periodic counts of on-hand item quantities to maintain inventory accuracy. Keeping an accurate item count can help reduce required safety stock, which lowers your overhead costs.

On an item record, define the Next Inventory Count Date and your intended Inventory Count Interval in days.

Then, you can enter the count on the new Create Inventory Count page. First, define selection criteria for items to be counted, including the following:

•

Date range

•

Item classification

•

Zero quantity items

You can also choose to sort rows by bins in order to count all items in a specific area of the warehouse.

On the Inventory Count page, check the box in the Select column next to each item you want to count, or check the All Items box to count all items that meet your specified criteria. When you click Submit, the inventory count is recorded.

Once an inventory count is on record, it has an Open status and is a non-posting transaction.

When you click Start on an Open status count, NetSuite takes a snapshot of the on-hand count of the items to be counted by bin and serial number and records it on the count.

An inventory count with a status of Started can be reviewed and edited by the warehouse manager. After you complete a manual count of on hand inventory, enter the quantites on the inventory count. Data in quantity fields can be edited, but items cannot be added to or deleted from the count. After entering data on a started count, click Save to come back and complete the count later. If the count is fully finished, click Complete.

Once a count is Complete/Pending Approval, the supervisor can do the following:

•

Click Reject – The count status returns to Started and the warehouse manager must conduct another count.

•

Click Approve – The count is final and the status becomes Approved.

(32)

32

After Approval, the Inventory Count record shows a History subtab that includes an Inventory Adjustments subtab which shows all adjustments related to this count.

Two inventory adjustment transactions are created for the count:

•

One positive inventory adjustment (more on hand)

•

One negative adjustment (less on hand)

Until an inventory count is completed, you cannot start a new inventory count for that item.

When you return to the item record of an item you have completed a count for, the Inventory subtab shows the following:

•

Last Inventory Count Date – Date when the last count occurred

•

Next Inventory Count Date – System calculated next date to enter an item count

•

Inventory Count Interval – Preset count interval

Note: The Advanced Bin/Numbered Inventory Management feature must be enabled to support inventory counts of serialized or lot numbered items.

Advanced Bin/Numbered Inventory Express Entry

Version 2012 Release 2 includes usability enhancements for entering serialized and lot numbered items. Now, when the Advanced Bin/Numbered Inventory Management feature is enabled, additonal buttons are provided in the Inventory Detail popup.

For example, previously, the Advanced Bin/Numbered Inventory Management feature required users to enter serial or lot numbers on each line of a transaction. Now, after clicking the Inventory Detail icon, you see new options to enter multiple numbers at the same time.

•

Express Entry – You can click the Express Entry button to use a text box to cut and paste numbers to increase and decrease inventory. When you click OK, the inventory detail populates in the list.

•

Autogenerate Numbers – For inventory increase transactions (item receipts and assembly builds for assembly completions) you can use the Autogenerate Numbers button to generate a list of serial or lot numbers.

Choose settings in the following fields to define the numbering used:

•

Prefix – the prefix of the serial or lot numbers

•

Minimal Digits – the least amount of digits to be used

•

Starting Number – the first serial or lot number in the sequence

•

Quantity – the quantity to enter for each inventory number

Also in Version 2012 Release 2, the Inventory Detail icon will change to show a check mark if the inventory detail is populated. When detail information is required, the Inventory Detail icon displays an arrow.

(33)

33

Update Fields During Bulk Processing

Previously, when you bulk fulfilled or billed orders, you were unable to update data for specific fields on the fulfillment form. Now, the bulk fulfillment page includes a new Set Fields subtab where you can enter updates to enter for orders being fulfilled.

For example, if you bulk fulfill a group of sales orders, you may want to update the memo field on all of the orders to say “Q1 Rush processing.” Now, you are able to enter the memo text on the Set Fields subtab and all orders processed show the new text.

To update fields during a bulk process:

1. Do one of the following:

a. Go to Transactions > Sales > Fulfill Orders to open the Fulfill Orders page.

b. Go to Transactions > Sales > Bill Sales Orders to open the Bill Orders page.

2. Click the Set Fields subtab to choose the fields to update and select the data for entry.

3. In the Field column, choose a field to update.

4. Depending on the field you select, data can be entered in one of the following fields:

•

In the Selection column, choose a setting for the field.

•

In the Checked column, define whether a box is checked or cleared.

•

In the Text column, enter text to be entered in the chosen field.

•

In the Date column, choose a date to be entered in the chosen field.

5. Click Add.

6. Repeat these steps for each field you want to update during this bulk process.

7. Complete other fields on the fulfillment or invoice form as necessary.

8. Click Submit.

When you submit the form, the fulfillments or invoices are generated and the fields are updated as you have specified.

Note: Only fields in the header of the form are available to be updated during bulk fulfillment or invoicing.

Commissions Enhancements

Version 2012 Release 2 includes a number of enhancements to commissions.

Audit Trail on Commission Records

In Version 2012 Release 2, a saved commission schedule shows two new subtabs: Setup and History.