SuiteFoundation - Standard NS Processes and Flows

accounting preferences > require re approval on edit of sales order

- choose to require re approval when someone edits a sales order that was previously approved -partially fulfilled SOs are not affected by this preference. when a SO is partially fulfilled, the status cannot be changed back to pending approval

what is a sales order

-A sales order expresses a commitment to ship goods, perform services, or both. -A sales order has no accounting impact until items have been delivered and an invoice or cash sale created from the sales order to bill the customer. -no GL impact until shipping

what does marketing automation do?

-Manage leads generated through custom online lead capture forms and imported lists. -Create customized templates to generate marketing email. -Schedule and manage multi-channel marketing campaigns. -Use the Upsell Manager to determine which customers provide good selling opportunities. -Add items to sales orders and estimates based on recommendations calculated using artificial intelligence algorithms. -Track the search engine keywords that bring customers to your Web site. -View reports and key performance indicators (KPIs) that give you the real-time information you need to make informed decisions.

what are the campaign metrics?

-ROI: cost of each campaign/event and the transaction revenue thats attributed to the campaign -lead source: determines which campaigns are bringing in new customers and contacts -campaign response: tracks responses automatically for email campaigns

transactions

-Sales Order is placed and approved (GL Impact: None. non-posting Impacts inventory - inventory is now committed *** -Item is shipped from the warehouse (GL Impact: Inventory is credited (decreases) ) -Invoice is created against SO (Accounts Receivable is debited (increases) Revenue is credited (increase)) -Payment is received from customer (Accounts Payable is credited (decreases), bank is debited (increases))

standard return authorization - cash

-a return using this form generates a refund for the returned item - a cash form cannot later be processed as a credit memo

how do you create sales territories

-add rules into the territories under rule definition and determine individuals/groups to assign territory to -territories need to be put in the correct order. the order determines when the rule will be processed (e.g. put more specific territories first)

what features affect forecasting (enable features > CRM > sales)

-advanced forecasting (in enable features): allow you to manage forecasts as high, medium, or low -historical metrics: saving monthly KPI amount for forecast & pipeline

what are the default CRM list types (fields with these list types display on the CRM record)

-buying reason -buying time frame -contact category -contact role -note type -partner category/role -sales readiness -lead source -win/loss reason

setup > support > case rules

-can choose from fields on case record to base criteria on. the rule determines what territories the case is assigned to

how does case routing work?

-cases are automatically created from emails sent from leads, prospects, or customers -from there the case is routed to a rep who can either resolve it or escalate it to a more appropriate rep -when the customer receives the response from the rep, he or she can reply to the message which will be added to original case record and emailed directly to the previous support rep or the next available agent -once the case has been tagged "resolved" the support rep can close it and move on to the next one

accounting preferences > send email confirmation when SO is cancelled

-chekc this box if u want an email to be sent to the customer when a sales order is cancelled

accounting preferences > sales orders

-choose default status for sales orders (pending fulfillment (does not require approval)/pending approval)

accounting preferences > always print kit items on picking tickets

-choose to print individual kit items on picking tickets

what is a matrix item

-consists of a parent item and subitems, matrix items lets u track ur items by available options -2000 sub items (selling a shirt in dif colors and sizes)

how do you qualify a lead

-create a lead -go back to the lead form > qualifications subtab (this is where you'll see fields referencing CRM lists) i.e. budget, buying reason, time frame

how do u set up and handle support cases

-create case types and case origin types for organizing your cases -decide which items and issues u want to offer support for -set up case rules and territories to automatically assign cases to support reps

what influence doe sales transactions have on forecasts?

-create opp record > save it on forecast editor > reports -forecast by sales rep: shows the weighted total not the projected total. an opportunity is included in sales forecast pipeline if the sales rep saves it in sales editor, if it has not been converted to SO/invoice, the expected close date is within reporting period -reports depend on forecast type

standard return authorization - credit

-credit - a return using this form generates a credit memo for the returned item (the credit memo can later be applied to an account balance or refunded to the customer)

what are the accounting preferences for customer returns

-default return authorization status -refund in advance of return - refund purchase before item is returned -restock or write off returned itemd -minimum return quantity

setup > sales > sales territories

-default round robin cycles cycles customers through all sales reps -territories can also be assigned based off sales rules order of territories in list determine how accounts are assigned

what are some preferences inn sales prefernces

-determine lead status - determine prospect status (when creating new or converted from lead -determine prospect statues - opp when opportunity is created -determine prospect status -est (when estimate is made -determine customer status

netsuite supported payment methods

-electronic funds transfer (EFT): method that allows transfer of funds from customers banks to company's (activate in enable features). to set up customers for EFT go to financial subtab of customer record -automated clearing house (ACH): processes financial transaction thru ACH network; accept customer payments and pay vendors) -paypal customer payments credit card processing merchant accounts electronic payments

what features are located in enable features > CRM > support?

-email case capture: automatically create cases from email messages -automated case escalation - escalation rules and automatically escalate support cases -issue management : use issue records to track customer problems. issues can be associated with cases to allow follow up with customer

how do you set up an online customer form

-enter fields to be entered on the online form - on the detailed message subtab, write detailed messages to be displayed at the bottom of the form -can create new entries as customers or companies upon submission: -send email to the customer -redirect them to a desired webpage -also will send a notification to the sales rep that they have a new customer in their territory

how does each type of transaction impact inventory counts

-estimate: non posting, does not affect inventory counts -unfulfilled sales order: non g/l impacting, invneotry will reflect that it is not available quantity anymore it will show as "quantity committed" - invoice: item is fulfilled, invneotry levels decrease -return: item returned, inventory levels increase

what are the some of the sales preferences for forecasting?

-forecast as weighted: calculate forecast by multiplying probability by projected amount for each transaction -forecast quarterly: do forecast on quarterly basis -forecast name: for the different stages can be renamed -default forecast type: requires advanced forecasting -use quotes in forecast: include estimates in forecast reports, snapshots, kpis -multiple projected amounts: allows range of projected amounts in in opportunity/estimates -forecast accuracy: which point in the week you want to compare sales forecast to the actual sales for the period -allow setting status of opportunity in forecast editor: sales rep can adjust status of opportunity and estimates -allow setting probability of opportunity in forecast: can adjust probability in editor rather than going to each transaction

how can forecasts be edited/overwritten?

-forecast editor -admin > transactions>quota/forecast>edit sales rep forecast -can see quotas, weighted, forecast brackets -if for a manager you'll see the teams forecast not the individual opportunity record/quote

what is the advanced receiving feature

-if enabled u must credit a return before you can refund a return -first a credit is created from the return authorization in the authorized amount. next from the credit a refund is created -return>create credit memo>refund customer>cash refund >adjust inventory

accounting preferences > fulfill based on commitment

-limit to committed -allow uncommitted: fulfill a quantity greater the the quantity committed on an order -ignore commitment: no restrictions *if you enable allow overage on item fulfillments preference, fulfill based on commitment should be set to ignore commitment or allow uncommitted

direct deposit

-money comes from: your company -money goes to: your employee -payment processed by: ACH process -processor: coastal

ACH vendor payment

-money comes from: your company -money goes to: your vendor -payment processed by: ACH process -processor: coastal

electronic payments

-money comes from: your company -money goes to: your vendor, employees -payment processed by: your company's bank

online bill pay

-money comes from: your company -money goes to: your vendor -payment processed by: printed check

EFT

-money comes from: your customer -money goes to: your company -payment processed by: ACH process -processor: coastal

credit card

-money comes from: your customer -money goes to: your company -payment processed by: credit card network -processor: your credit card gateway

paypal express

-money comes from: your customer -money goes to: your company -payment processed by: paypal -processor: paypal

setup > support > case territories

-once a rule is created, create a territory assigning a rule to it, then assign a support rep

what features in enable features must be turned on to help with marketing automation

-online forms -mail merge -CRM template categories -capture email replies -subscription categories -upsell manager -sales campaigns

how to set quotas

-only employees marked as sales reps will appear -use saved search for commission -add total amount then click distribute to distribute in months OR can go into months and manually

accounting preferences > item commitment transaction ordering

-order by expected ship date -order by priority -order by transaction date

accounting preferences > default location for sales order

-set a defualt location to associate w SO

what can you do in marketing preferences

-set defaults - emails, replies, etc -unsibscribe to marketing by defualt -default promo code on sales transaction -default lead -templates for opt in source on sales transaction on subscription tab -aesthetics to assign subscription settinga

setting up email addresses for marketing

-setup>marketing> email addresses -emails need to be validated, NS will automatically send the validation code which can be added on the email record in the NS environment

what is a kit/package

-several items sold together but price is independent of its components prices and can be several price levels -For example, the electronics retailer creates the kit Creativo 2400 Graphics Bundle. They want to give customers an incentive to buy the entire kit, rather than some of the components. The price based on the component prices is $2783.99. Because a kit does not have to be based on the component prices, the retailer can set the price of the kit at $2730.00. -Kit/Package item inventory is not tracked by the kit, it is tracked by individual component members.

what does it mean to fulfill an order

-shipping the items to fill an open order. when u fulfill an order u are pulling the items from inventory, and sending to recipient

setting quotas

-team quotas can be tracked monthly/quarterly -allows reports to compare forecast /quota/actual

how do you refund a cash sale

-there is currenlty no way to apply credit memo directly into a cash sale record -usually a credit memo can only be applied ot open invoices under the same AR acocunt -to apply to a cash sale, create an item to serve as a credit against the cash sale transaction

fulfillment and pick pack and ship

-this feature gives your warehouse and shipping departments separate processes for each step to fulfill orders. this enables greater flexibility to process and track the status of orders through fulfillment and shipment process

what is an inventory adjustment

-transaction > inventory > adjust inventory -inclusive of previous stock totals -add or subtracts from previous inventory count

what are the restrictions you can set with standard sales roles

-unrestricted - view /edit any records or transactions the role has permission to view -restrict editing only - cam view but not edit other sales rep records / transaction -restrict editing & viewing : cannot view / edit other sales reps records / transactions

fulfillment and advanced shipping

-without advanced shipping: u use a single transaction to fulfill and bill sales orders at the same time. fulfilling a sales order automatically creates a bill based on the fulfillment. you can partially fulfill a sales order and any items fulfilled can also be billed -with advanced shipping: u use separate transactions to fulfill and bill sales order. first you fulfill the sales order to indicate the items are being shipped. next you create a bill for the shipped items

what are the steps of creating a return autorization

1. view invoice, click authorize return button 2. view the return authorization, click approve return button 3. view the item receipt and review -items on RMA are recorded as received -inventory records are updated for the new stock levels -inventory asset accounts are updated with the values of returned items -status of returns is updated 4. go back to the return authorization, click refund button 5. complete and save credit memo

what is a cash sale?

A cash sale is a transaction that records the sale of goods or services for which you receive immediate payment

27) Which three Customer Payment Methods are supported in NetSuite? (choose 3.)

A. ACH Processing only used for vendors B. Electronic Funds Transfer C. PayPal Express for Web Stores D. Credit Card Processing for Sales Orders answer: B C D

which statement is true about customer return authorization records

A. If created with a Credit Form, the record generates a Customer Deposit. B. If created with a Credit Form, the record generates a Credit Memo. (A credit memo transaction decreases the amount a customer owes you.) C. If created with a Cash Form, the record generates a Credit Memo. D. If created with a Cash Form, the record generates a Cash Sale. (Cash refund not sale)

Using the Standard Sales Order Form, what transaction is created when billing a Sales Order that has a Payment Method selected?

A. Progress Invoice: takes place with project billing B. Cash Sale: already received payment C. Customer Payment: better term is cash sale D. Invoice: awaits payment type answer: B

Which item types may be used to cluster Item records and group them into one unit? (Choose 2.)

A. Service Items B. Assembly Items - assemblies are manufactured by combining raw materials that you stock C. Kit/Package Items - let you create individually sold items that are collected from other items D. Lot-Numbered Items E. Non-inventory For Resale Answer: B and C

which role can edit locked cases

A. administrator

which statements are true when converting leads

A. a lead record can be converted to the customer stage without creating a transaction B. when an opportunity is created the lead record is assigned the default status set under sales preferences NOTES: leads converted to customers can be converted back to leads. leads can NOT be converted to customer stage through relationship type csv import

which options can be set by users under setup>sales>sales preferences>forecasts

A. calculate forecasts as weighted B. allow settings probability in forecast editor

which transaction is created when clicking refund in a return materials authorization record

A. cash refund

what are 3 default CRM list types

A. contact role B. Buying reason c. win./loss reason

where can users set subsidiary level support prefernces?

A. subsidiary record (setup> support > preferences > support preferences)

what is the purpose of checking the internal only check box on a case form

A. to prevent comments in the reply window from being emailed

what is the purpose of selecting unsubscribed to marketing by default?

A. to set the global subscription status to soft opt out once a new customer record is created

what is an invoice

An invoice transaction records the sale of goods and services when payment is not received at the time of delivery.

what happens when you receive an order?

NS does the following: -updates item stock levels and tracks what is still on the order -updates total asset value of invneotry -allocates items to existing sales commitments and back order

what are some preferences on the order management page in accounting preferences

Sales Orders Picking/Packing Fulfillment Invoicing Drop Shipment Purchasing Receiving Returns Transfer Orders Vendor Bills Work Orders Intercompany Inventory Transfer

what does sales campaigns do

Sales campaigns enable your sales reps to send email campaigns to their customers and track the responses. Sales campaigns enable reps to better assess their customers' interest

what is customer status

allows u to track lead/prospect/customer thru sales cycle probability of closing the deal: -lead 0% -prospect 1-99% -customer 100% -lost customer 0%

what allows more than 10,000 messages to be sent in a single email campaign

campaign domain

what is non invneotry for sale

can be bought, sold, and consumed but not added to a PO / kept in inventory -can be bought, sold, and consumed but are not added to a purchase order or kept in inventory. Non-inventory items for sale can only be sold to customers and entered on customer-facing transactions, such as sales orders, cash sales, or invoices.

what is default round robin

captures leads that don't match the order rules, cannot be deleted and should be last

what does the restrict transaction by rep only do?

checkbox: check to restrict sales rep to view transactions for customers they are assigned to. if unchecked a sales rep can transactions for customers they are assigned to even if they are not the sales rep of that transaction

what is a sales order

commitment to sell (can be created from opportunity/estimate) has no accounting impact until fulfillment

non inventory for resale

drop ship items that u do not store but sell directly from the vendor

where do you enable sales campaigns

enable features and accept terms of service

accounting preferences > allow overage on item fulfillments

enter a quantity larger than the quantity remaining for an item fulfillment

how do you create weekly team meetings in NS

events

what is a cusotmer

has purchased; have existing invoice/sales order

service item

item that can track time and record billable hours

what is a service item

item that can track time and record billable hours

what is a non invneotry item

items that you sell or purchase but do not stock, can be converted into an inventory, serialized inventory or lot numbered inventory item later

what is an opportunity

monetary vlaue to a deal, internal document detailing negotiations, forecast and sales pipeline

what is non inventory for purchase

office suppllies u purchase but do not sell -These items are purchased by your organization but not resold

what is a prospect

qualified lead, shows interest, have estimate

what is an assembly item

record for an item you build with raw materials -must enable assembly items feature -track inventory of assembly and raw materials separately -manufactured by combining raw materials that are stocked - purchase price pulled from individual components

what is a quote /estimate

review of price and scope of proposed services/products

what is a drop ship item

sent directly from vendor to customer -does not affect ur inventory count

where do you set default customer / lead types

setup > company > general preferences (you can also set customer type when creating a new customer)

where do you define preferences for lead, prospect, etc. probablities

setup > sales > Customer statuses

where do you assign customers based on a defined category

setup > sales > sales rules

how do u create a case form

setup > support > case managment > online case forms

item group

several items sold together as one unit. price of group is dependent on its components prices (inventory impact: decreases asset account of member items) -netsuite will just add the prices of each component together to give a total

what is invnentory

something you stock and sell -tracks value and amount on hand and marginal profit u make

lead conversion feature

the lead conversion feature must be enabled in enable features

what are online case forms

these help cusotmers contact u with enquiries and help your support team resolve problems and offer cusotmers the best service possible

what is an online customer form

this was set up through marketin automation and online forms features

what is a lead

unqualified potential cusotmer, no transaction attached