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NetSuite for Consultants, 2e
NetSuite for Consultants, 2e

NetSuite for Consultants, 2e: Your comprehensive guide to becoming a successful NetSuite consultant in 2023 , Second Edition

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NetSuite for Consultants, 2e

Introduction to the NetSuite Ecosystem, Platform, and Related Features

Welcome to NetSuite for Consultants. In this book, I trust that you’ve already started to learn about NetSuite’s ERP and CRM products, and I will cover everything you should know when starting to implement the product for your own company, or as a solution provider or consultant. I’ll explain the soft skills a consultant should have, how to get to know the client’s business and people, how to analyze and document client requirements, and much more. We’ll then dig into the process we follow when implementing NetSuite and break that down by the business process. Finally, I’ll cover how to handle gaps you find between the client’s requirements and NetSuite’s features, so you know how to handle whatever comes your way.

To implement NetSuite, you’ve got to understand a lot of details about the company, the product, the customization platform, and so on. We’ll provide some of those details in this chapter, before we dig into all the remaining details in the rest of the book.

In this chapter, we’re going to cover the following topics:

  • NetSuite the company, NetSuite the product
  • NetSuite editions, features, accounts, and centers
  • NetSuite people – sales, support, and services – and partners
  • The NetSuite SuiteCloud Platform
  • NetSuite’s mobile apps

This chapter will introduce you to all those topics and more, ensuring you go down the right path to NetSuite consulting.

NetSuite the company, NetSuite the product

NetSuite is both a company and a product. The company was founded as NetLedger in 1998 by ex-Oracle employees, with the dream that someday, a complete ERP system running in the cloud would be a good fit for many small and mid-sized companies. At that time, only larger enterprises were offered a single application offering – everything a company would need to run its business. Smaller companies had to piece together applications such as accounting, warehouse operations, and billing themselves, with the help of system integrators. The accounting software of the day was either like QuickBooks, which ran on a personal computer with a local database, or a much more complicated server application with a relational database, which required a team of IT specialists to set up and maintain. When companies outgrew QuickBooks, they had to move up to the larger, on-premises-installed applications. The market was not geared toward mid-sized companies at that time, though options from Microsoft and others did fit the bill for some of the main ERP functions.

NetSuite’s founders’ vision was to build a web-based application to replace those on-premises applications and, in the process, relieve their customers of all the IT headaches that come with running servers as well as installing, maintaining, and integrating many complex business applications. And so, NetSuite was born!

NetSuite initially offered the simplest options for basic company accounting and customer record management, under the name NetLedger.com. It has, however, grown over the years to truly be a massive suite full of useful options for nearly every type of business and non-profit organization. In 2017, Oracle acquired NetSuite and the product has continued to grow and cover more ground since then.

Since NetSuite is cloud-based, you can access it from almost any internet-connected device with a web browser. With your PC or tablet (or maybe even your phone), you can log in and do whatever you need in your NetSuite account to run your business. NetSuite maintains many separate data centers around the world, thanks to Oracle’s expertise and reach in this industry. Whether your employees are all in one city, or your people are spread across continents, they can easily share one common interface, any day of the week. NetSuite’s multi-tenant approach to cloud computing means that you never have to worry about which server your account is running on; you trust that NetSuite is making sure that your account will always be online, 24 hours a day, every day.

NetSuite editions, features, accounts, and centers

Oracle NetSuite (the company) has built the NetSuite product so that clients don’t need to worry about which server their NetSuite account is running on. When a business first signs up for the service, the NetSuite sales team will size up the organization and help them choose the right package. This includes getting them on the correct server tier. A basic starter account for a smaller company typically runs on a shared application server platform so that computing resources are efficiently shared among a set of companies. However, the data that’s accessed by each is completely segregated, so each company will only ever have access to its own records. Companies that require greater performance can purchase premium server tiers, and can even request dedicated servers if the need arises. This is typically done for companies with high transaction volumes, who cannot afford to ever be slowed down by another company’s activities on a shared server account. Read the NetSuite Help page titled NetSuite Service Tiers for more on this: https://docs.oracle.com/en/cloud/saas/netsuite/ns-online-help/subsect_159162378384.html.

Each NetSuite client can have access to one or more NetSuite accounts, which is a separate instance of the NetSuite system they can work in. Next, we’ll cover the different types of NetSuite accounts and how each can be used: Production, Sandbox, Development, and Release Preview.

NetSuite accounts

When an organization signs up for NetSuite, they will always start with one main Production account. They will access their account via a URL such as https://1234567.app.netsuite.com. This is where they are expected to run their business, once they’re ready to. There are other types of accounts available though, depending on their needs.

The following diagram shows the account types that are available at the time of writing:

Figure 1.1 – NetSuite account types

Figure 1.1: NetSuite account types

Let’s quickly talk about each of them.

Production accounts

Most NetSuite clients have just one of these but it’s possible to ask for more under special circumstances. This is where your data will primarily live, where emails are sent and integration connections are made. For most of a client’s users, this is NetSuite as far as they are concerned. And for that reason, the data in these accounts is critical to the organization and should be treated as such.

Sandbox accounts

Think of these as temporary accounts where customizations or any sort of testing can occur, without causing any problems for the production data. NetSuite sells these individually for an extra fee. Sandboxes are refreshed from the Production account on an as-needed basis and, when that occurs, they then have a separate database reflecting the changes that were made in the Sandbox account. One way to move things from a Sandbox’s configuration to a Production account is via the Copy to Account feature, which we’ll talk a bit about in Chapter 18, Managing Gaps and Creating Custom Automations.

One other big difference with Sandbox accounts is that they don’t send emails to their intended addressee. Instead, they are redirected either to a set of named users or to the NetSuite user who was logged in when the email was generated. Otherwise, NetSuite cannot send emails at all.

Development accounts

With each Sandbox a client purchases, NetSuite provides three additional accounts of this type. They have a separate database as well, but they are never refreshed from Production. Instead, they are used just to develop standalone customizations that can then be deployed into any of the other accounts for testing or production use.

These Development accounts can be very helpful for companies who think of their development like a SuiteApp partner would, where they’re building standalone customization. For almost any other purpose, they can be more trouble than they’re worth since they can’t automatically get data from Production and you have to manually set up everything you want in them, such as bundles and other customizations.

Release Preview accounts

Just before NetSuite’s biannual major updates are released, the company offers each client a copy of their Production account for advanced testing of the new features.

Each NetSuite client must request their Release Preview (RP) account to be set up, but there is no additional fee for this service.

These RP accounts only last for a few weeks though, just enough time to test new features and confirm that existing configurations and customizations will continue to operate as expected.

Work with your NetSuite account manager whenever you want to make a change to any of a client’s accounts.

Data in NetSuite accounts

NetSuite maintains daily internal backups of every account. However, no client should ever assume that the backup is going to be there to cover any mistakes they might make or, worse, to recover from failed experiments. Instead, a carefully planned data management approach is needed. Most clients can run their accounts for years without any incidents, so they won’t need to restore a backup, which is largely different from most on-premises software applications. This is because NetSuite (the company) takes such care to make sure the application runs without errors or other things causing any harm to the data. There are, however, many ways a client or users can cause issues themselves. For instance, NetSuite includes two features known as CSV Import and Mass Updates, which are very powerful but also very dangerous if they’re used incorrectly or carelessly.

I’ve seen more than a few cases where someone ran CSV Import and overwrote important data incorrectly or inadvertently. The same goes for Mass Updates. Generally, these features are restricted to NetSuite administrators and should stay that way, but if a client gives an inexperienced user (including consultants like us) the power to use any of these powerful features, bad things can happen.

A client can contact NetSuite Support and request data to be restored, but that should be left as a last-resort option. Instead, every time anyone is thinking of making any sort of bulk update to data, or maybe changing data they’re not very familiar with, it’s a best practice to make a manual backup of that data first, via a CSV export, for instance. Nobody should rely on NetSuite to provide backups, but you may ask them in emergency cases. Just note that when NetSuite Support restores a backup, it will be the entire account; they cannot just restore one item or sales order, for instance.

This situation is mainly for the data in Production accounts, but there are times when the data in Sandbox accounts can be just as critical. In a typical implementation, we might import lists of things such as customers and items fairly early on in the project, and once those are in, we don’t want anyone erasing them or making large-scale changes without careful planning. Having to re-import a lot of data mid-way through a project can introduce unplanned delays, if not done correctly. Also, keep in mind that when a Sandbox is refreshed, all of its current data is erased/lost and replaced with the data that was found in the Production account at that time. Clients and implementation teams need to carefully review the data in the Sandbox before these refresh events, to be sure nothing important in the account is in the Production account at the same time.

Sandbox refreshes

In the life of a typical mid-sized or larger NetSuite client, when going through a typical implementation process, we usually end up following a schedule that looks something like this:

  • Day 1:
    • Start to configure the Production account.
    • We’ll set up the first users, enable features, and start to choose options.
  • About a month or so later:
    • Request a refresh for the first Sandbox.
    • The client usually does this once they’ve got the OK from all the teams working in the Production account.
    • This is where customizations, integrations, and data migrations will be developed and tested.
  • Sometime later:
    • Request a refresh for a second Sandbox.
    • This is where UAT will happen, before going live, so this can only happen after all the elements needed for that full round of end-to-end testing have been configured or installed.
  • Days before going live:
    • Deploy to Production.
    • This is when we move all the customizations, integrations, and final data for migrations into production.
    • Sandboxes cannot be refreshed in production, so we usually use other features at this time, such as suite bundles and the SuiteCloud Development Framework (SDF).
  • And then we perform the other cut-over activities.

We’ll cover this in more detail later in this book, but keep this general process in mind as you continue reading. And note that this is entirely dependent on the size and complexity of the organization that’s being implemented. Many smaller companies can get through their entire implementation process with just their production account, for instance, which greatly simplifies and speeds up this process.

How NetSuite is updated

Since NetSuite runs in the cloud and not at every client’s office, it is NetSuite’s job to keep the application software up to date. Due to this, the product receives updates automatically, twice per year, typically around April and November. The first of these major updates is known as the .1 release for that year, while the second is known as .2. So, this year, at the time of writing, clients will be updated to 2023.1 in April and 2023.2 in November. These updates include both fixes for reported problems and new features and enhancements to the product.

In between these two major updates, NetSuite can also patch any part of the system via what is known as either e-fixes or hot pushes. An e-fix is a small update that’s used to fix defects reported by NetSuite clients and rolled out to the live systems only when needed. Hot pushes are fairly rare as they are emergency patches needed by one or more clients, usually to resolve a recently introduced product defect. For instance, this kind of update might be used if a problem with a major release causes issues for many clients simultaneously.

NetSuite clients cannot choose to never receive any of these updates; however, they can sometimes choose when they receive them and which of their accounts will be updated first. When this is needed, the client can work with NetSuite Support to request alternatives to the default rollout plan.

Whenever a major update is about to be released, NetSuite’s clients and their partners should start to plan for how to adapt to the new features and incorporate them into their business process. For instance, on occasion, a new feature is released that can replace a customization a client had developed in the past. When this happens, the client should evaluate the new feature, compare its setup, records used, and so on to their custom solution, and then define a plan for how the business will migrate into the now native feature (assuming that makes sense). Generally speaking, it’s usually better for a client to run with as few custom solutions as possible, so this kind of thing is usually the right choice. This is where using those Release Preview accounts mentioned earlier can be very helpful, although it’s always important to keep their temporary nature in mind. Don’t ever start a development project in a Release Preview account!

Since major updates are automatically applied to each account twice per year, nothing special ever needs to be done by the client to enable/facilitate this. The upgrade usually happens overnight (depending on where the client is); when you first sign in the next day, the account’s version number will have changed. The same goes for hot pushes, except the minor revision version number indicating a change at that level is not displayed on the home page.

At that point, conscientious clients (and partners, among others) will perform smoke testing for their main business processes to ensure that everything works as expected. It is very rare for issues to arise because of an upgrade, but it’s always better to find them via testing than to find out after a week or more that some critical function is no longer delivering the expected result.

You can find the revision number; it’s just not in an obvious place. Sign in to NetSuite, right-click the home page in your web browser, and select View Page Source. Scroll to the very end of that source listing and look for a block of text that looks like this:

<!-- Host [ abcdef ] App Version [ 2022.2.0.96 ] -->
<!-- COMPID [ 1234567 ] URL [ /s.nl ] Time [ Sun Jan 10
15:36:03 PST 2023 ] -->
<!-- Not logging slowest SQL -->
2022.2.0.96

In this example is the full version number of the account you’re looking at. That’s generally not a number anyone needs to keep track of, but now and then, it can be useful to know how to find this information.

Generally, NetSuite is very, very careful to ensure that every update they release is well tested and that it will not break any existing configuration or customization clients might have. When the company knows that a change is going to cause issues, they almost always provide many months’ advanced notice so that clients can prepare their systems and integrations to support the new approach. This is especially true for things such as integration protocols, such as SAML for single sign-on, or various features of the SuiteCloud Platform. In my 9 years of working on the product, I’ve not seen more than three or four cases personally where an update caused an issue and the client wasn’t given months of notice before the change took place.

Now that we’ve looked at what NetSuite is, let’s look at the people who work to make NetSuite the incredible product it is – and how they can help you do your job too.

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Key benefits

  • Pick up the best ways to identify a client's needs by asking the right questions in the initial interviews.
  • Explore the new features in NetSuite 2023, including the Supply Chain Control Tower for managing inventory and gathering performance reports.
  • Avoid pitfalls and get the implementation right first time by following the advice of a Consulting Technical Director at Oracle NetSuite.

Description

ERP and CRM consultants can effectively implement NetSuite for a client organization with the aid of NetSuite for Consultants, revised with the latest features and best practices for NetSuite 2023. After reading this book, you’ll have a thorough understanding of how to configure the NetSuite ecosystem for any business. You’ll learn how to apply new features such as the Manufacturing Mobile application, NetSuite budgeting features, and tools for handling rebates and trade promotions. This edition also includes expanded coverage of technical topics such as SuiteQL and the SuiteTalk REST API. Understanding what a business requires is a crucial first step toward completing any software product deployment, and this NetSuite guide will teach you how to ask meaningful questions that ascertain which features, basic and new, you will need to configure for your client. Most importantly, you’ll not only learn how to perform a NetSuite implementation; you'll also learn how to prepare clients to use the software confidently, which is the true test of a great consultant.

Who is this book for?

This book is aimed at new NetSuite consultants who are tasked with guiding an organization through their NetSuite implementation. To make the most out of this book, you are expected to have already completed the basic NetSuite Foundations training course.

What you will learn

  • Understand the NetSuite ecosystem, including the platform, its primary modules, and associated features.
  • Learn about the NetSuite foundations and get prepared to utilize it in any company.
  • Discover how to manage gaps, data migration, and integration with NetSuite.
  • Utilize the all-new features updates in NetSuite 2022 and 2023.
  • Find out how to minimize disruptions in finance as you migrate to NetSuite.
  • Recognize the procedures for setting up the account for your company and how testing and development fit into the implementation plan.
  • Refine your skills with NetSuite tips and tricks and make each implementation process a success.

Product Details

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Publication date : May 29, 2023
Length: 346 pages
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Table of Contents

26 Chapters
Section I: The NetSuite Ecosystem, including the Main Modules, Platform, and Related Features Chevron down icon Chevron up icon
Introduction to the NetSuite Ecosystem, Platform, and Related Features Chevron down icon Chevron up icon
Selecting and Applying an Implementation Methodology Chevron down icon Chevron up icon
Creating a Project Plan Chevron down icon Chevron up icon
Section II: Understanding the Client’s Organization Chevron down icon Chevron up icon
Documenting the Organization’s Requirements Chevron down icon Chevron up icon
Analyzing the Organization’s Users and Roles Chevron down icon Chevron up icon
Understanding the Organization’s Accounting and Finance Chevron down icon Chevron up icon
Getting to Know the Organization’s Entities and Items Chevron down icon Chevron up icon
Identifying the Organization’s Main Transactions Chevron down icon Chevron up icon
Section III: Implementing an Organization in NetSuite Chevron down icon Chevron up icon
Custom Forms, Records, and Fields Chevron down icon Chevron up icon
Centers and Dashboards Chevron down icon Chevron up icon
Items and Related Lists Chevron down icon Chevron up icon
Customers, Vendors, Contacts, and Other Entities Chevron down icon Chevron up icon
Financial Transactions and Period Closes Chevron down icon Chevron up icon
Procure-to-Pay Transactions Chevron down icon Chevron up icon
Order-to-Cash Transactions Chevron down icon Chevron up icon
Other Transactions and Custom Transactions Chevron down icon Chevron up icon
Analytics, Reports, and Data Exports Chevron down icon Chevron up icon
Section IV: Managing Gaps and Integrations Chevron down icon Chevron up icon
Managing Gaps and Creating Custom Automations Chevron down icon Chevron up icon
Managing Integrations Chevron down icon Chevron up icon
Managing Data Migrations Chevron down icon Chevron up icon
Other Books You May Enjoy Chevron down icon Chevron up icon
Index Chevron down icon Chevron up icon

Customer reviews

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Amazon Customer Jun 13, 2023
Full star icon Full star icon Full star icon Full star icon Full star icon 5
Whether you are just starting on your first NetSuite implementation or implemented before, this book has insightful information for a variety of skill sets. I found the questions and considerations for each subject area helpful. Highly recommend!
Amazon Verified review Amazon
AkberA May 29, 2023
Full star icon Full star icon Full star icon Full star icon Full star icon 5
This book is the updated version with the latest information. I have been preparing for my NetSuite Consultant exam and am happy to say this is the guide I was looking for. It has covered in detail some important elements of the exam as well as how you can become or go toward being a Consultant.
Amazon Verified review Amazon
Mayuresh Kushwah Nov 09, 2023
Full star icon Full star icon Full star icon Full star icon Full star icon 5
Awesome Book, helping me a lot in my NetSuite Projects.I always wanted a book from where NetSuite can be understood this is the perfect book...........
Amazon Verified review Amazon
Lea Columna Jun 15, 2023
Full star icon Full star icon Full star icon Full star icon Full star icon 5
Peter Ries' book "NetSuite for Consultants", is an invaluable resource for anyone seeking to dive deep into the world of NetSuite implementation, whether you're an experienced professional or just starting out.He doesn't hold back on his knowledge! He covers every aspect of the implementation process, providing a solid foundation for the readers. Ries ensures that you're equipped with the knowledge to create a well-structured project plan, get familiar about the technical specifics of NetSuite and navigate the complexities of going through the implementation process itself.Ries also encourages readers to think critically and apply the concepts they learned to real-world scenarios by adding sample use cases and questions. This interactive approach not only reinforces comprehension but also fosters a deeper understanding of the material.Truly, this book is a treasure trove of knowledge that caters to both experienced professionals and beginners alike. The author's meticulous attention to detail, inclusion of practical examples, and clear explanations make this book an indispensable guide for anyone interested in mastering the art of NetSuite implementation. Highly recommended!
Amazon Verified review Amazon
Sai Teja Jun 16, 2023
Full star icon Full star icon Full star icon Full star icon Full star icon 5
From discovering what NetSuite is to implementing it for customers from multiple verticals itself is a challenging task. This book does a great job of laying the ground work not only for Consultants who are implementing NetSuite but also for Clients looking to get NetSuite implemented. I found that as a NetSuite user myself it gets challenging to gather requirements internally before handing it over to consultants to decipher them - this is where this book will give Customers looking to implement NetSuite an overview of the functionality the cloud platform has to offer by setting expectations, offering insights and tips on how to engage a NetSuite implementation and to make the most out of the design, data migration, testing and training sessions with their implementation partners. My key takeaway is that it’s a great book for anyone looking for guidance to maximize NetSuite’s capability, be it a Consultant or a Client.
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