NetCash - User Offboarding Checklist

Overview

When a NetCash user leaves or changes roles, the work assigned to them doesn't move on its own. NetCash stores people in several places: on each bank account, on reconciliations that already exist, in the NetCash settings, and on each bank connection. If you inactivate an employee in NetSuite without updating those places, reconciliations can end up waiting on an approver who can no longer sign in, and journal entry approvals can fail.

This article is an order of operations. Update the bank accounts and anything else that names the person, and then inactivate the employee in NetSuite.

Before you inactivate an employee

1. Find the bank accounts that name the person. In the NetSuite Global Search bar, type NetCash Bank Account and select Page: NetCash Bank Account. Open each bank account and check three fields: View full size
   • Approver: the users who approve the reconciliation. This is a multi-select field, so an account can have more than one.
   • Owner: the user who prepares the reconciliation before it goes for approval.
   • Employees: the cardholders on a credit-card account. This field is for credit-card accounts only.

2. Decide who replaces them. The new person needs to be an active NetSuite employee with a NetCash role that can work with reconciliations. See Configure permissions.
3. Update each bank account. Open the bank account and click Edit.
   1. In Approver, remove the departing employee and add the replacement.
   2. If the person is the Owner, select the replacement.
   3. If the person is listed under Employees on a credit-card account, remove them there.
   4. Click Save.

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4. Fix reconciliations that are not finished. Open the NetCash Reconciliation list by searching it in your global search. Find reconciliations that are Submitted for Review and still list the departing employee as a Reviewer. On each one, replace the Reviewer. Requires edit permission on NetCash Reconciliation. View full size
5. Update the NetCash settings. Go to the NetCash Setup page and open System Settings. If your account uses custom NetCash transaction approvals, check the Approvers list and replace the departing employee. See System Settings. View full size

6. Check your bank connections. Open each NetCash Bank Institution record and look at Error Log Recipients. Replace the departing employee so connection errors don't go to an inactive mailbox. View full size
7. Check your journal entry approval workflow. If your NetSuite journal entry approval workflow names the person as an approver, replace them in the workflow too. An inactive approver in that workflow causes the workflow to error after the journal entry is created but before it's matched, which can lead to duplicate journal entries. See Tips and Troubleshooting.
8. Then inactivate the employee in NetSuite.

If the employee is already inactive

Reactivate the employee, complete steps 3 through 7 above, and then inactivate them again.

When someone new joins

1. Confirm they're an active NetSuite employee with the right NetCash role.
2. Add them to the Approver or Owner field on the bank accounts they'll work on.
3. Add them to the Approvers list in System Settings if they approve NetCash transactions.
4. Add them to Error Log Recipients on the bank connections they should hear about.

Where else a NetCash user can appear

Use this table to double-check before you inactivate someone.

Symptoms that you missed a step

• A reconciliation sits in Submitted for Review and nobody can approve it. The Reviewer on that reconciliation is the inactive employee. Replace the Reviewer on the reconciliation.
• New reconciliations are created with the old approver. The bank account's Approver field still names them. Update the bank account.
• Journal entries from automation rules are duplicating. Check the journal entry approval workflow for an inactive approver.
• Nobody receives bank connection errors. The Error Log Recipients field on the bank record names the departed employee.