Boston NetSuite User Group - PowerPoint Presentation

Boston NetSuite User Group2018 Mini-SuiteWorldNovember 6, 2018 Welcome! Agenda 12:00 – 1:00 p.m. Networking, Expo Center & Registration1:00 p.m. Welcome1:00 – 1:30 p.m. Client Spotlights1:30 – 2:00 p.m. Top 5 Security Tips in NetSuite2:00 – 2:30 p.m. Coffee and Networking Break 2:30 – 3:15 p.m. Real Life Saved Searches3:15 – 4:00 p.m. Panel Discussion: Sales Force Integration4:00 – 4:30 p.m. NetSuite 2018.2 with Tips & Tricks4:30 p.m. Closing Remarks4:30 – 6:00 p.m. Cocktail Reception & Expo Center Open Development Corner Open Throughout the Meeting

Visit the Development Corner! It’s great to learn new things about NetSuite, but we’re here to answer your specific questions! Whether it’s been something you can’t find the answer to or something you saw during a presentation, we’ll help find the answer you’re looking for!You’ll find us located around the corner from the registration area, or on the other side of the expo center.Some of our great team are Ken Phu, Murali Anandan and Jeff Dickens.

Thank You! Meet the BoardMike Kean – Sikich Stephen Enfield – POS SupplyKen Phu – Hub Pen CompanyBrian Waller – Sequel Law LLCJoe Cockriel – LogMeInSean Murphy – Reverse FundingAmie Papia – Cambridge Sound ManagementNon-Board AssistanceLindsey White – SikichElizabeth Keefe – SikichBernard Enciso – Square Works Consulting PresentersDekyi Lhaze – Celtra Will Leach - CeltraStephen Enfield – POS SupplyKen Phu – Hub Pen CompanySean Murphy – Reverse FundingAmie Papia – Cambridge Sound ManagementJoe Cockriel – LogMeIn Eliot Cohen– Rapid7 Rich Ghiz – Greater Boston Food BankSteve Gallucci – National Brain TumorChristopher Manchester – Sikich Billy Tamulynas – Sikich

Thank you to our Sponsors!

Client Spotlights Presented by: Dekyi Lhaze , Will Leach, Stephen Enfield

Client Spotlight: Celtra How we use Zone’s Advanced Billing moduleTo make (work) life easier By: Dekyi Lhaze and Will Leach

Company Overview Celtra provides a cloud-based , self-service creative management platform for digital advertising that let’s all sides of the industry plan campaigns, build ads, manage tags, and report metrics.We’re headquartered in Boston, with offices in New York City, San Francisco, London, Singapore, and Ljubljana (Slovenia). A growing company with 180+ employees.See us @CeltraMobile on instagram or twitter

Before 1/1/2018 We used QuickBooks for invoicing and revenue recognition. Most contracts could have revenue recognized when invoiced. (Pay as you go model based on platform usage)Those that could not would be tracked in a spreadsheet and recognized through a journal entry.

After 1/1/2018 Our company’s business model evolved to secure annual spend commits from our larger customers. Billing switched from “pay as you go usage” to “usage plus catch up fees”. These catch up fees could then be applied to future invoices in the contract term. We could no longer recognize revenue on what we invoiced.This was one of the drivers that caused us to need to be in NetSuite (and a capable billing system) by 1/1/18.

Fall 2017 We meet Derek and Caroline with Zone&Co.We explain to them how our billing system works:Our proprietary reporting platform’s database syncs with our contract database.Internal web app runs and spits out a csv file.Lots of manual work is done in a billing excel file.This file is then imported to QuickBooks.Billing figures are then added into a commitment tracking excel file.Derek puts us at ease with his knowledge and experience with complicated billing models.

January 2018 Somehow it all got done in time .Zone’s Advanced Billing Module is very flexible and adaptable.Had we done this new billing model in QuickBooks, our billing process would take weeks. A few of the things we are using from Zone Advanced Billing:Subscriptions – for tracking customer commitments. Previously done in a spreadsheet.Customer invoice profiles – each invoice varies based on customer in as many possible ways you can think. This was a pain.

2018+ The Zone team keeps improving the module and we are excited what the future will bring. If you’re a SAAS/PAAS type company, we are probably thinking about the same things as you (ASC 606).If you have any specific questions or want to chat about billing, the ad industry, NetSuite, Zone, who you voted for today, then we’d love to here from you at dekyi@celtra.com and will@celtra.com

Client Spotlight: POS Supply By: Stephen Enfield

Company Overview Founded in 1999: POS Supply is a leading B2B distributor of supplies for Point of Sale (POS) Systems and Specialty Printers. Standard Products: POS Roll Paper, ATM Paper Rolls, 2-Ply Carbonless Rolls, RibbonsSpecialty Products: Mobile Printer Rolls, Thermal Labels, Pre-Printed Rolls, Custom70,000+ Customers including MyPillow.com, Ritz Carlton, TGI Fridays, RedBox, Legal Sea Foods, Dollar Tree Stores, Delaware North, Friendly’s, and moreInc. 5000 MemberWholesale Distribution: Operates like both B2B and B2CHeadquarters: Middleton, MA w/ offices in NY & MD

History with NetSuite and Modules Used NetSuite user since 2005 (switched from QuickBooks enterprise, ACT & Miva Merchant)MidMarket Retail EditionERP, CRM, eCommerce with SuiteCommerce AdvancedAdvanced PromotionsAdvanced Inventory MgmtBronto

Third Party Applications/Integrations Oz Development / Descartes: OzLink Pro – 2-Way Integration, NS Fulfillment Automation OzLink for UPS – Shipping rate tool for our CS teamCeligo:CloudExtend for G Suite and NetSuite – Google Gmail IntegrationBronto: eMail Marketing AutomationThe Vested Group:Emailing Multiple Contacts on Quotes, Sales Orders, Invoices

Third Party Applications/Integrations ELIM A/R One – Accounts Receivable Manager A/R One SuiteApp is a simple, systematic and efficient interface that assists and manages you in your A/R activities. Also use standard NS dunning emails.8x8 Cloud Phone System:8x8 improves user productivity by integrating advanced communications and call logging with NetSuite.Yotpo Reviews: Automatically collect reviews and ratings after purchase and display your best user-generated content on product pages by leveraging Yotpo's integration with NetSuite SuiteCommerce.Coastal Solutions:Integrated ACH processing solution for NetSuite.

SuiteCommerce Advanced SuiteCommerce Advanced eCommerce Launched April 2017One complete commerce platform that supports both consumers (B2C) and business buyers (B2B)Responsive web designEfficient order management across all channels and fulfillment types throughout the order lifecycleAll products and site content are managed in NetsuiteSelf Service Portal - Customers access order history, status and tracking. See and pay outstanding balances and manage ticket support.Request a quote, quick re-order, contact forms, order by item#, my shopping lists

SuiteCommerce Advanced Cont. Auto Reorder from POS Supply Launched June 2018 to build recurring revenue and respond to customers’ needs (and Amazon) Subscription-based service100% NetSuite solutionShoppers select how often they want their order to ship and this extension will automatically create the recurring orders in NetSuiteSubscribed shoppers can also manage their product subscriptions from their My Account section in web store.Shoppers can change can change, update or pause order frequency or products at any time

Bronto eMail Marketing Automation Bronto SoftwareCreate and automate emails throughout the customer journeyIntegrated with NetSuite SuiteCommerce AdvancedAdvanced personalization and product recommendationsMarketer-driven segmentationBrowse and cart abandonment emailsSMS MessagingEmail pop-ups

Learning Experiences & Opportunities - Solutions that didn’t work for POS Supply Solutions Magento eCommerce ( SiteBuilder – Magento – SuiteCommerce Advance) iCharts and other BI solutionsEnterprise shipping softwarePayment gateway, merchant processor & ACH solution

Other Customizations/Workflows/Scripts Merchant e-Solutions and Paypal Payment Gateway Google Shopping & Marketplace FeedsCustom SuiteFlows to Automate Data Entry / Manual TasksSaved SearchesMany, Many SuiteScripts Copy Parent Record changes to Sub-Customer RecordsPO Placement Indicator in Open Sales Order ViewCustomer Record Flags (ie Blind Dropship) auto-populate SO

Roadmap What’s Next?EDI 2nd (Specialty) WebsiteThird Party App IntegrationInternational Shipping

Conclude & Questions

Top 5 Security Tips Presented by: Ken Phu

Security Tip 1: Custom Roles Allows you to leverage the strategy of lowest permission settings specific to the user’s job description.Users can have access to multiple roles in NetSuite. Start by selecting a NS Standard role and customizing it.Leverage NetSuite Permission Usage excel file to understand permissions. In Help Search for “Permissions Documentation”Use NS “Show role permissions differences”Setup  Users/Roles  Show Role Differences

Applied at the global level (All Sites) and is applied to roles and users. Allows users or roles to connect to your NS environment only from specified IP addresses.WAN Address of Location/Site In CIDR Notation: Static WAN IP of 193.168.18.21, …18.22, through …18.26 Legitimate subnets of: (255.255.255.0, ...255.128, ...255.192, ...255.224, …255.240) Specify IP Address in CIDR notation of 193.168.18.21/28 Can be overridden by individual user (employee) account. Specify “ALL” in IP Address field to override.Can leverage a VPN connection in order to gain access.Use same type of logic in “Externally Available” Suitelets Security Tip 2: IP Address Restriction

DKIM = DomainKeys Identified MailWhat is it: Authorizes NetSuite’s Email server as an “authorized” email server to send emails on your behalf. Not having DKIM setup will potentially trigger recipient email servers to flag your emails as SPAM. Setup a domain key within NetSuite i.e. yourcompany.com. NS will generate a key. Setup a DNS Txt record within your domain service provider and populate the NS generated key.Activate your domain key and test to validate your configuration was done correctly.Security Tip 3: Setup DKIM

2FA is an elevated security access that requires a second form of validation i.e. NSgenerated time based code sent via email or text message or by using an authenticator app. NetSuite Release 2018.2 is required for “Administrator”, “Full Access” and any roles with the following permissions: Access Token Management (for Token-based Authentication)Two-Factor Authentication baseSet Up OpenID Single Sign-onSet Up SAML Single Sign-onIntegration ApplicationDevice ID ManagementIf email or text message isn’t available use an “Authenticator App”:Google Authenticator, Microsoft, OKTA Verify or an app that supports “OATH TOTP” or backup codes. Note: Backup Codes can only be used 1 time each and are not recoverable. They can be regenerated.Security Tip 4: 2FA (Two Factor Authentication)

Release 2018.2 broke my Eclipse setting to download and upload scripts toNetSuite. Used a token based authentication role to address the issue. Enabled TBA in Setup  Company  Enabled Features SuiteCloud Create a user role with the following credentials:Create an integration record: Setup  Integration  Manage Integration Added the role to my access role list.In eclipse: NetSuite Accounts  Manage Authentication. Issue token to created role.Security Tip 5: TBA (Token Based Authentication)

Networking Break2:00 – 2:30 Visit Our Sponsors!

Saved Searches Presented by: Ken Phu, Amie Papia, Joe Cockriel and Sean Murphy

Saved Searches: Large Orders Presented by: Ken Phu

Promotional Industry Stats:Repeat Orders count for more than 40% of our business. Variability\Uncertainty in repeat order frequency.Large Orders are frequently price shopped. No guarantee of getting the order again. Large Order take longer to close (weeks to months). Saved Search: Large Order Reminder

Saved Search: Large Order Reminder Opportunity: Develop a Large Order reminder report that provides us with sufficient lead time. This gives us an opportunity to bid on the order. Challenges of figuring out a report that will : Filter out by Large Orders ($2K+) only that were invoiced. Determine orders that are 3 months before the order was originally placed. Capture all repeat orders by order frequency (variability in repeat time). Large orders can be received every day. Identify the Customer, Sales Rep, Item purchased and qty, etc.

Saved Search: Large Order Reminder Solution: Scheduled save searched that runs every month on the 1st: which returns invoices with an amount is > $2K order (invoice record) was created 10 months ago (based on trunc date)“order details”: customer, sales rep, item ordered, qty, date, etc.

Saved Search: Large Order Reminder Logic Explained: Scenario: Large Order is repeated 3 times a year 1st order: February 4, 2017 2nd order: June 23, 20173rd order: November 13, 2017 Date Order InvoicedIdeal Period Order on Report 1st order: February 4, 2017November, 2018 2 nd order: June 23, 2017 March, 2018 3 rd order: November 13, 2017 August, 2018 Counting from the month of the invoice date results in 10 months which equals the ideal period the order is on the report. Search can show the day within the month.

Saved Search: Large Order Reminder Executed on 11/1/18

Saved Searches: Automatically Remove Unused Licenses Presented by: Joe Cockriel

Create a new employee record based search

Example results

Bonus!! Automate the removal of access through a workflow Once a month based on the saved search automatically remove access for the unused licenses. Automatically send a courtesy email to those employees impacted

Create 2 actions within a single state

Saved Searches: Custom Fields Presented by: Amie Papia

Leveraging the Power of Saved Searches Have you ever wanted dynamic data to be entered into a custom field???? Subtotal of Transaction value on Sales Order/InvoiceTotal Sales this FY on the Customer recordLast Task Date on Opportunity recordThat’s cool, but if it’s sourced data- I can’t bring that value into a saved search or report. YES YOU CAN!

Use a Saved Search to Populate Dynamic Values in Custom Field Request: Sales Team wants to see the Total Volume of Sales Orders during this current Fiscal Year shown on the Customer record. Solution: Create Custom Search to get the value of Total Sales Order volume this FYFIELD - Total Sales this FY (Customer)Customer Search sourcing Transaction data Search type *must* match the record type where you want the field to goUse a naming convention to keep track of which searches are populating fields*Must* add Internal ID as a filter Group search results

Request: Sales Team wants to see the Total Volume of Sales Orders during this current Fiscal Year shown on the Customer record. Create Custom Field Entity Field applied to Customer record “Total Sales this FY (Sourced)”Note the naming convention to include “Sourced”UNCHECK “Store Value” Set Access > Default Level for Search/Reporting to “None”Validation & Defaulting tab > Search > FIELD – Total Sales this FY (Customer)(Public not required)Apply to Forms

But I can’t Report on this Value because it’s not a Stored Value field- so what do I do? Created Stored Value Custom Field Create Entity field with Stored Value checkboxCreate “Set Field Value” Action in new or existing Workflow Set Trigger on “After Record Submit”Set the value from the “Total Sales this FY (Sourced)” field to the stored value field you just created.

Last Notes: Mass Update Schedules to update the stored value field All sourced fields using the search will automatically be refreshed when you view the record

Saved Searches: Automated Birthday Card Emailsto Customers and Partners Presented by: Sean Murphy

Request: Would like to have an email sent to our customers and leads, from their Sales Rep, Automatically on their birthday every year. Unless;Unhappy with RMFSales rep says noNo Sales Rep AssignedPassed awayGive the sales rep ability to preview the list each day and choose who to send the birthday card to or NOT.** If the customer is duplicated in the system do not send them a 2nd birthday card.u

What is needed? Birthdate – Custom fieldEmail address -- built in field Birthday card Template -- built in functionality (kinda) Happy Birthday Campaign -- marketingHappy Birthday Subscription -- built in functionalitySaved Search – Who’s birthday is it today ??A way to send each sales rep only their leads each day.Workflow to trigger the emails.built in functionality

Subscription

Subscription

Marketing Campaign

Marketing Campaign - Results

The Email

Unsubscribe

Saved Search Details

What’s really important What Month is the Birthdate in? What Day of the Month is the Birthdate in?IS THAT TODAY?THESE ARE -- FORMULA NUMERIC

What Month is the Birthdate? CASE WHEN TO_CHAR({ custentity_borrower_dob}, 'MM') = TO_CHAR({today}, 'MM') THEN 1 ELSE 0 END

What Day is the Birthdate? CASE WHEN TO_CHAR({ custentity_borrower_dob}, 'DD') = TO_CHAR({today}, 'DD') THEN 1 ELSE 0 END

Send it to the Assigned Sales Rep each day

Send it to the Assigned Sales Rep each day

Workflow

Panel Discussion: SalesForce Integration Presented by: Rich Ghiz, Steve Gallucci and Eliot Cohen

NetSuite 2018.2 & Tips Presented by: Christopher Manchester & William Tamulynas

Previously only able to edit field-level help on custom fields 2018.2 now allows for customization of field –level help for standard fields as well Ability to Customize Standard Field-Level Help

Switch Action Button on Memorized Transactions Users can now switch action from Automatic to Reminder (and vise versa) from list view Previously had to manually go in each line after error or change

Corporate Credit Card Expenses Easily flag corporate credit card expenses through new checkbox on expense reports Ability to reconcile with credit card statement from one pageNo more need to manually create journal entries

Save for Later on Expense Reports Ability to save allows user to edit/update before submitting Now for both standard and custom approvals

NetSuite Field Explorer Chrome Extension Get all underlying fields and values for a particular NetSuite Record

Search Export Chrome Extension Easily convert saved search to SuiteScript (1.0 and 2.0)

New Exposed Records Integration – Web Services and CSV Import

SuiteBuilder – Advanced Printing Custom Records

Underlined Letters on Subtabs NetSuite allows for keyboard shortcuts using the Alt button and the underlined letter on a subtab Easily access the Related Record subtab by holding the Alt key + “E” key

New Sublist ActionsSend EmailLine, body, workflow, and state fields can be used in subject and email body "currentLine." Prefix can be used in email templatesReturn User ErrorReturns a full screen errorComplete List of Contexts Available (16 contexts added to make it on par with SuiteScript)New Option for Disable History and InstancesNeverAlwaysOnly When TestingState Transition Tool – similar to the mass update workflow tool.  Allows for correcting the state a record has entered.SuiteFlow

SRP-Planned Work Problems Solved Estimated work will no longer be affected byActual TimeMarking a task completePlanned Time not to changeBenefitsBetter control over project planVisibility into plan vs. RealityTransparent Project ManagementAdditional FeaturesChoose denominator of percent completePlanned TimePlanned Time + Actual TimeAllocated TimeAllocated Time + Actual Time

Custom Segments Custom Segment Enhancements Custom Segments on Additional Transactions Inventory Adjustment Lines Inventory Transfer Lines Custom Segments can now be displayed on Sublists On the line of custom record types Unified Script ID Use one ID in your scripts to refer to all record types for one custom segment (checkbox on segment) Custom Segment Definitions exposed in Web Services Script ID via GetCustomizationID operation

If an automatic e-mail is continuously being bounced, check the listing below The system may have been configured to never remove these bounced addresses so you may be getting multiple bounce-backs for the same address! Bounced E-mails?

There may be multiple instances where records are inputted into NetSuite, but for the same relationship Duplicative Detection is a great way for the system to do cleansing for youMany systems will have duplicative detection turned on, but may be concerned on how it will affect your master records Utilizing Duplicative Detection will not "delete" records or historical transaction dataTransactional data will be merged with the parent recordDuplicative Detection

A misconception of NetSuite is that "inactivating" is the same thing as deleting a record Segments may build up over time, including many that may no longer be usedInactivating segments will not make historical data disappear  Take time to think about which segments are being utilized, this will help with the cleanliness of reporting and will help minimize confusion for the user!Cleanse Segments!

Saved searches are a functionality of NetSuite which can greatly increase your system's functionality Saved searches in general, are great for ad hoc, exception reporting, and in the use of KPI information Many times, a user may create a saved search for a single purpose for a single time, go through your saved searches and identify those that seem like they are serving the same purpose, there may be more than you think!While this may not affect most users, the involvement of saved searches being run in or by scripts may cause a logjam in the system, if you think your system is being slowed down by a certain script, this may be the reasonWhen to Use Saved Searches

After a user enters in a new customer or vendor, the next step is to create a sales order or invoice, what may go unnoticed is that the creation of these records can be made from within the master record Many times, the tabs below may not be utilized, but each serves their own purpose and may help with troubleshooting an issue or giving more detail to the record Create Transactional Records from the Master Record

If you're getting bored with the default blue of NetSuite and your system, spruce it up by changing your color scheme! This can be done by the following menu: Red and green may not be your favorite colors, but it'll help you get into the festive spirit!It's almost the Holidays!

The Global Search function in NetSuite is a very powerful tool, but you may not be utilizing it to its fullest capabilities Utilize record prefixes followed by a colon (:) to narrow down your search only to those recordsCapitalizing the above prefix will open the record in 'Edit' mode Use '%' as a wildcard to return results more than just the identical matchUse quotation marks to search for exact matchesSearch for custom fields! It's more than likely that they have been enabled to be searched uponIf they haven't, check the 'Global Search' box on the custom field recordGlobal Search

Thank You! Meet the BoardMike Kean – Sikich Stephen Enfield – POS SupplyKen Phu – Hub Pen CompanyBrian Waller – Sequel Law LLCJoe Cockriel – LogMeInSean Murphy – Reverse FundingAmie Papia – Cambridge Sound ManagementNon-Board AssistanceLindsey White – SikichElizabeth Keefe – SikichBernard Enciso – Square Works Consulting PresentersDekyi Lhaze – Celtra Will Leach - CeltraStephen Enfield – POS SupplyKen Phu – Hub Pen CompanySean Murphy – Reverse FundingAmie Papia – Cambridge Sound ManagementJoe Cockriel – LogMeIn Eliot Cohen– Rapid7 Rich Ghiz – Greater Boston Food BankSteve Gallucci – National Brain TumorChristopher Manchester – Sikich Billy Tamulynas – Sikich

Closing Remarks Recap of EventNext Meetings (tentative) Thursday, February 28, 2019SuiteWorld19: April 1st – 4th Please complete your evaluation form and leave at your seatQuestions, Initial Feedback and Suggestions for Next Meeting Topics and PresentersPLEASE RETURN YOUR NAMETAGS TO THE REGISTRATION DESK

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