NetClose - User Offboarding Checklist

Overview

When a NetClose user is deactivated or changes roles, the work assigned to them doesn't move on its own. If you remove their access before reassigning it, the close can break weeks later in ways that are hard to connect back to the change: reconciliations stop generating without an error, notifications keep arriving from someone who left, and their old assignments get stuck and can't be edited.

This is one of the most common causes of a close going sideways. The fix is an order of operations: reassign the person's work and regenerate, and only then remove their access.

Before you remove someone's access

1. Find everything assigned to them.Check where the person is set as a preparer or reviewer:
   1. Close tasks (NetClose > Lists > Tasks > filter by Close Task Templates Only)
   2. Reconciliation account groupings (NetClose > Setup > Reconciliation Groupings)
   3. Flux scenarios (NetClose > Flux analysis > Flux scenarios)
2. Reassign their roles to the new owner. Update the preparer/reviewer assignments on the items from Step 1. Edit access required for those records.
3. Confirm the replacement is set up correctly. The new person needs to be an active NetClose user with a NetClose User Type and the right role and permissions - otherwise you'll hit the same silent failures under a different name. See Add NetClose Users and Permissions Overview.
4. Regenerate the affected records. After reassigning, regenerate the reconciliations and tasks that were assigned to the departing person so the new assignments take hold. Do this while their access is still active. See Generate Reconciliations and Generate Close Tasks.
5. Then remove access in NetSuite. With the work reassigned and regenerated, inactivate the employee or remove their NetClose access.

When someone new joins

1. Add them as a NetClose user and set their NetClose User Type. See Add NetClose Users.
2. Give them the right role and permissions for the modules and records they'll work with. See Permissions Overview.
3. Assign them where they're needed - reconciliation groupings, tasks, and flux scenarios - and regenerate those records so the assignments apply.

Symptoms that you missed a step

If you removed someone's access without reassigning first, these are the usual signs, and the fix in each case is to reassign the role and regenerate the affected records.

• A reconciliation stopped generating and there's no error. The generation screen can report "Complete" while quietly skipping a grouping whose preparer or reviewer is now inactive. Compare your generated reconciliation count to your account groupings, reassign the inactive person, and regenerate that grouping.
• You can't change a reviewer, or an assignment looks stuck. The assignment was orphaned when the person was removed. Reassign the role and regenerate the record.
• Notifications are still coming from someone who left. Their assignment is still attached to the record. Reassign it and regenerate.
• A preparer appears to have changed on its own. Usually a downstream effect of an inactive user or a regeneration after a partial reassignment. Confirm the intended preparer on the grouping and regenerate.