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NetSuite Dashboard Walkthrough - User Access by Role | Solutions GURUS | YouTubeToText
YouTube Transcript: NetSuite Dashboard Walkthrough - User Access by Role
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Video Summary
Summary
Core Theme
This content demonstrates the NetSuite SuiteSuccess platform tailored for the warehouse and distribution industry, highlighting its role-based dashboards, configurable user interfaces, and comprehensive financial and inventory management capabilities.
Mind Map
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now today we're going to be looking at a NetSuite SuiteSuccess instance for the
warehouse and distribution vertical in the top right you can see that I'm logged in as a CFO
but we'll also be reviewing roles for warehouse operations and the controller role now remember
that NetSuite roles are configurable and we can control which permissions are applied to which
roles and which dashboards are also configured for certain roles in SuiteSuccess we actually
have thirteen pre-configured roles for the warehouse and distribution vertical but in
this case we'll be reviewing just these three roles for today at the top of our page we can
see the global search bar this is where we can query the suite in this case when I search Smith
I can actually see different record types that I get matches for whether it's a customer employee
contact or opportunity and if I wanted to filter down on that I can actually use the shorthand for
the record type or see you for customer and it filters down to only customer results so it's
easy to find what I need to a multiple ways in that suite now beside this I see my quick add
or quick access menu to easily create new records whether it's a customer and invoice etc this is
personalizable by the end users so I don't need an administrator to change this I can change it
myself the help center is the next link here this is a self-service portal to find release notes
user guides or just articles related to something I'm searching for for instance if I wanted to see
the accounting preferences and how to configure those I couldn't search accounting find the
article related to accounting preferences and then that's we will lead me through the other related
articles to find what I'm looking for so it's really self-service for the end user the next bar
here is the navigation bar and it starts with the recent records breadcrumb trail so whether I want
to review a recently accessed bill or invoice your sales order I can do it from here the next would
be the bookmarks list which is also configurable by the end user so I can change this myself even
after administrators have given me access see the income statement balance sheet are similar
to these dashboard tile shortcuts I see here and I'm on the Home Dashboard right now within this
I also can set my own preferences which is the ability to change things like how lists look or
how reports look or how a dashboard might look for instance and beside that I see a list of centers
now centers are also configurable and what they do is they list out categories of different links
into the system maybe writing cheques deposits etc a good example of how a center is used is
actually not only by listing these categories and links but also when we click on this Center
it'll show us these links in a dashboard view for instance the report center it's going to show me
those same categories but listed in a portlet here categorizing each of the saved reports
searches and just other categorized reports that we might have in the instance and this is a good
example of all the standard reports that NetSuite comes with as we have over a hundred standard
reports at both the summary and detail level for financials so we always start from these standard
reports before we try to customize the instance because it always gets us there more quickly
back to the home dashboard we can now review the other portlets we have here and we notice that
we have reminders in the top left we have some dashboard tiles for easy access links to reports
and we also will have these trend graphs that we can configure ourselves income by period on the
Left monthly payables on the right and these are toggleable by the user themselves we can change
to a weekly view if you wanted to change to a bar graph if we wanted to it's really up to the
end-user at that point in the center we can see some key performance indicators again these these
aren't hard set but aren't they are pre-configured with sweet success so we can give them that value
on day one and we even have navigation portlets to get two different quick access links depending on
the role we're using right now we're seeing the CFO quick access links where we can look at this
from may be an executive management role as well and this is just showing us different reports or
different links in the system that might be relevant as we go down we can see a portlet
that's fueled by a saved search it's giving me cash projections whether it's a are due versus a
are cash received APO versus AP cash paid and then finally the net due owed and net cash received
that we can even see a save search again for year-to-date sales and vendor balances account
reconciliation this is all configurable by the end user as well let's say for instance that I wanted
to change the order of these portlets I could change that I could hide a few of them if I wanted
to but what if I wanted to add a new portlet for instance I have my customers here in a list but I
want to visualize that well I can come to the top click personalize and I have options here whether
it's standard content and see we have calendars list KPI scorecards and more report snapshots I
wanted to simply see a snapshot of a report or trend graphs now if I wanted to add that
the customers year-to-date I'm gonna be looking at report snapshots I'll just drag this into my
dashboard here close this out and we can see it's already decided for me just start at the
comparative sales report but I can change this I can set this up myself now we have a lot of
different snapshots to choose from but I'll just show you how to quickly get into the customers
buy sales report you can see that I can choose the type of chart the date range and down here
I'm gonna actually look at more than the top five let's look at the top 15 for instance I'll save
this in real-time I can see my top customers by sales in thousands now these types of reports we
can actually zoom into to see a little more detail we can see here I can go right into the finer
detail and I can zoom back out I can also change how I'm looking at this information for instance
if I want to see it in a pie chart format instead and now I can actually see top 15 customers and
the percentages they represent in terms of revenue this is for the current period right now I could
change this and see maybe this rolling 1/2 you should see slightly different numbers as well
strange back to the current period and we'll also show the ability to toggle on and off customers
so let's say I took away my highest percentage customer here with 27% I can just toggle down
here remove it and now I'll notice that without that the second-place customer now takes up 33%
just some of those ease-of-use functionalities in any of these reports and dashboards ring graphs
now we can look at other centers that are pre-configured with you know financial metrics
or other dashboard links for us for instance the financial center might be somewhere that we want
to put you know other financial metrics maybe it's some KPIs and we have some of the similar
metrics as well as the weekly cash projection here and when we look at the financials metrics in
the middle this is pre-configured to look at you know this period last periods and fiscal quarters
- period and the last quarter - period but when I come down to some of these metrics you'll see
that they can be visualized for instance the gross profit percentage again we have one of those trend
graphs that we can swap how we're looking at it with a bi period or quarterly and when we come
out of this we can actually click on one of these metrics and we'll notice exactly the numbers that
make up this calculation now of course some of these are only showing us the metric calculation
but others will jump straight into our reports for instance I click on revenue I'll be brought
straight into my income statement for the current period that that's what I was just clicking on
within the portlet itself and now we have our first look at in that suite financial statement
in this case an income statement and we'll notice that we have our financial sections of the report
based on financial rows at the bottom here we're gonna notice our filters we filter by date and by
subsidiary in this case we're looking at the top level subsidiary but we could filter down if we
had a multi subsidiary instance and then finally we have our column here which is really how we're
slicing and dicing our data now I have the option to actually look at my financial statement by a
myriad of segments here I have my class or my business lines my departments my locations my
subsidiaries and then we have a couple options for different accounting periods recorders before
I get to that though let's just look at some of these options at the bottom I can actually
collapse my report entirely and then step out by section as I've grouped it I can also create
my own excel graphs I can export this report into excel PDF CSV or Word I can print it email it or I
can schedule an email now let's say that I wanted to look at this financial report and look at it
not just by total but actually by location I can do that I'll refresh this and now I'll actually
see my financial report thrown out by location I have two two Us locations here this is just one
example of slicing and dicing the data I also could be looking at this by accounting period
and let's look at more than one period here let's move back from February maybe to the previous Q3
and now we're going to see of course that quick slicing and dicing capability in NetSuite Fernet
for financial reporting but also other reports and we can see always breaking out everything
pretty easily for us and if we wanted to jump into the detail you can see that NetSuite even
suggesting for me to look at the detail report here now I'll be looking just at that single
accounts for the date range that I chose and I was looking at the total there so it'll be
all all the results and if I wanted to dive into one of these individually I could simply
go even deeper I can go right down into the transaction record from the top so now I'm
gonna go from that summary level to the detail level and finally to the transaction itself so
if I wanted to do some sort of inquiry into the transaction itself and from here we can
see the status of this invoice you can see the date and relevant customer you can even
see where it was created from and the items itself of course from this point as well we
could look at related records for instance which is obviously the payment on the invoice and you
can look at the GL impact so every record in that suite is always going to show us the non posting
or posting GL impact and we have the ability to obviously put that in a sub list view here as well
you now let's head over to my controller role or I'll see that the home dashboard is similar
but one big difference will definitely be the reminders that are set up and let's keep
in mind that as an end user I can configure my own reminders so if I wanted to see that
same reminder for the invoices over 30 days over $50,000 I can also do that let me see
it add it to the bottom here I can change its appearance make it look like a headline and
I can also remove it now if you look at these sales orders to invoice will see a
bulk invoicing screen for all the sales letters currently at that stage approved and ready for
invoicing and we'll see that I have a date at the top that would be applied to all invoices
I would create as well as an ability to add the invoice to a printing queue or to
email them to the customer in this case we're respecting a customer preference which is on
custom record itself and if I wanted to dive deeper into one of these invoices and create
them individually I could do that as well here we'll notice that there's a shipping
cost included which is actually taking advantage of the native shipping integration with UPS you
and I can save
you can see the bed invoice is no longer in my queue now we do
have centers dedicated to AR and AP so let's have a look at the AR dashboard
this dashboard we can configure reminders specific to the center and of course be
performance indicators as well to divert it into the AR aging report and then a look at
this current period for receivables here you can see the standard 30 60 90 and over 90 bands for
AR aging but I can configure this myself I have options I can change the aging to be based on
transaction or due date I can change the ads update and I can set up regular or irregular
bands so for instance if I wanted more precision in my a our aging I could set up bands of 5 sorry
5 bands of 10 days and refresh now we can throw it out two more columns or three more
columns wide and I can actually now come down to a particular column and I'm going to get a
filtered detail report for instance here I will see just those invoices for Smith supplies over
50 days overdue and we can see that here with the invoices due dates dates and ages
now let's go over to my warehouse operations role
where again I can see a totally unique set of reminders based on the end users preference
now in terms of getting a global view of where my inventory levels are at I can use the inventory
center and I'm going to see my trend in daily inventory and millions I also have two items here
it's suggesting for me to order I have one way to look at my inventory snapshot with my current
inventory snapshot report down here it's going to show that two of these inventory items as I
have here actually have preferred stock levels and reorder points and that's wheat suggesting
to order a certain amounts we have one iPad Pro up here and with a MacBook Pro down here now add
the reorder point that sweets going to suggest to reorder until you get to the preferred stock
level based on how many are already on hand and on order so for instance if I return to my inventory
center and I click on the items to order I'll now be brought to the bulk order items page
where we have three methods for reordering items now we spoke about greater point already but time
phase would be using demand planning in NetSuite so using historical trends in sales in order to
predict how much should be purchased the reorder point items we already discussed and we can see
here for the two locations we have a suggested order for the MacBook Pro at each location as
well as the iPad pro at each location now of course blanket POS or if we have planned out
purchase orders into the future with our vendors we don't have any talked about in this case and
if I wanted to create all of these POS in one step I could either indicate the exact quantity let's
say for instance I only wanted to purchase five more and that's you will check out this
location and be creating a purchase order for this location let's do the same thing for location 2
and I also want to make sure that I email the vendor with this PO
so that they're notified that I actually place the PO with them
and let's submit and that streets going to process these purchase orders
now we have one PO already created right here let's take a look at that one and see that the
email was actually already sent to the vendor if I come beneath the communication sub-tab
underneath messages and see if there is an email sent out already with the purchase order included
and I can have a look at it as well we have a simple format in this case I'm not using
one of the advanced PDF layers the NetSuite also has and my vendors already received it
now if we return back to our inventory snapshot we would see
there's even less suggested to order
for instance we just ordered some of the MacBook Pro now we're down to 19 left to order
from this report we also can touch down right into the item record for example I'm going
to use one of these time phase demand planning items the sun sparc t42 server
from here I can actually do an item 360 now let's go right into
that sub-tab itself or the item 360 and we can see that at a projected demand with a
certain quantity a base price and a projected sales amount we have the same for the supply
we even have sales in margin so on hand on sales order on purchase order
and we also have a three-way match if in the three-way match we can actually see highlighted
and identified lines based on if it's a quantity variance or a price variance this is available
not only beneath the item but also on a global level and of course to round out the rest of the
item 360 we do have historical item sales we have purchase orders and we have monthly item
quantity sold and the open sales orders so we really do get that 360 degree view for the item
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