NetLoan - Roles and Permissions Setup

NETLOAN USER ROLE & PERMISSION SETUP

The utilization of roles across organizations using NetSuite can vary significantly. NetLoan is built to allow full customization and alignment to a user’s existing strategy for roles, permissions, and corresponding segregation of duties.

Generally, for the most complex organizations, we would expect up to four categories of users within NetLoan, and each role would have varying levels of access and permissions.

Loan Clerk: Limited access user with ability process AP transactions and code payments against the Loan Payment Payable Clearing Account; limited ability to edit loan information or generate/approve loan transactions
Loan Specialist: Medium access user with ability to create new loans, generate schedules, propose entries, and view reporting
Loan Accounting Manager: Same access as specialist plus the ability to approve journal entry transactions
Accounting Manager/System Administrator: Full access user with ability to access and edit configuration, transaction processing, and full reporting

The roles identified above are illustrative; for organizations with smaller teams that may own both loan administration and accounting, a single user role may be sufficient, while in many larger companies, there may be just two roles—one for loan administration and another for AP and Vendor Bill entry.

The NetSuite administrator should work with the Accounting Team to determine what roles and permissions are appropriate for their organization’s loan management activities.

NetLoan offers a tool to help automate the setup of your roles and permissions, or users can manually go through the process.

Automated Role Permissions Setup

STEP BY STEP PROCESS

Navigate to NetLoan System Setup by accessing NetLoan > NetLoan Setup > System Setup
Select the Import Tools Subtab and then select the Bulk Custom Role Permissions Import Tool link:
Select desired Role(s) (ctrl + click to select multiple) and a Permission Template:
Make any desired changes to the permissions:
Select Update Roles:
Screen will show loading indicator:
Once complete, a success ribbon will appear at the top of the screen:
Outlined at the end of this article is our permissions template. Note that companies may want to set up permissions that are more or less restrictive for users than what is shown below.

Manual Role Permissions Setup

STEP BY STEP PROCESS

Navigate to Manage Roles by accessing Setup > Users/Roles > Manage Roles
Select an existing role to edit by accessing Setup > Users/Roles > Manage Roles and selecting Edit next to the role

The Role details are brought up as noted below
Update the Transactions and Custom Record sublists on the Permissions subtab to add the desired permissions for the identified role within Loan Accounting and Reporting.
Outlined below is our suggested configuration. Note that companies may want to set up permissions that are more or less restrictive for users than what is shown below.

Permission Sublist	Category	Description	Loan Clerk	Loan Specialist	Loan Accounting Manager	Accounting Mgr/Sys Admin
Transactions	NetLoan Amortization Schedules	Access to the monthly NetLoan Amortization entry. Required for ongoing loan accounting.	View	Create	Full	Full
	NetLoan Go-Live Entry	Access to the one-time NetLoan Go-Live entry. A go-live entry is a one-time entry during the setup of NetLoan. It establishes the Loan Liability balances for each loan as of the go-live date. Required for ongoing loan accounting.	View	Create	Full	Full
	NetLoan Initial Balance Entry	Access to the NetLoan Initial Balance Entry. An initial balance entry is a one-time entry posted at the commencement of each new loan. It establishes the Loan Liability balances at the beginning of the loan. Required for ongoing loan accounting.	View	Create	Full	Full
	NetLoan Modification Entry	Access to the NetLoan Modification Entry. A modification entry adjusts loan schedules according to changes in the loan terms when a modification is processed. Required for ongoing loan accounting.	View	Create	Full	Full
Custom Records	NetLoan Loan Asset Information	Access to the underlying asset's Information.	View	Edit	Full	Full
	NetLoan Business Day Calendar	The ability to see or change the NetLoan Business Day Calendar which tells the system what to do if a payment is made on a weekend or holiday.	View	Edit	Full	Full
	NetLoan Custom Filter	The ability to set up a custom filter for scripted NetLoan pages (Run Monthly Journals, Commence Loans, etc.). Required on setup, likely only for administrator type activities.	View	View	Full	Full
	NetLoan Custom Calendar	The ability to access and set up a custom calendar within NetLoan. The system will default to a monthly calendar but could be updated to a 5-4-4 calendar.	View	View	Full	Full
	NetLoan Custom Calendar Period	The ability to access and set up custom calendar periods within NetLoan. The system will default to the first day and last day of a month as the start and end date. Users will need to add custom calendar periods if you don't want those defaulted dates on your loan schedule.	View	View	Full	Full
	NetLoan Custom Sourcing	The ability to set up a field from the asset record to be sourced onto a loan transaction. Required on setup, likely only for administrator type activities.	View	View	Full	Full
	NetLoan Global Settings	Access to global settings which allow a user to view and change settings within NetLoan as well as enable features. Required on setup.	View	View	View	Full
	NetLoan Holiday	The ability to access and set up Holidays within NetLoan.	View	Edit	Full	Full
	NetLoan Index Rate	Access to the index rate record which can then be linked to a loan record and used for interest calculations.	View	Edit	Full	Full
	NetLoan Loan	Access to the loan record that stores the loan schedule and loan details. Required for ongoing loan accounting.	View	Edit	Full	Full
	NetLoan Modification Proposal	Access to the NetLoan Modification proposal. This proposal record allows users to modify a loan.	View	Edit	Full	Full
	NetLoan Payment	Access to the loan payment record which shows details for a payment on a loan schedule. Required for ongoing loan accounting.	Edit	Edit	Full	Full
	NetLoan Rate	Access to the loan rate record which shows details for a rate on a loan schedule. Required for ongoing loan accounting.	Edit	Edit	Full	Full
	NetLoan Reclass Journal Type	Access to the NetLoan Monthly Reclass processing record which allows users to filter and run reclass entries in bulk (generally the short-term/long-term reclass for loans). Required for ongoing loan accounting.	View	Edit	Full	Full
	NetLoan Report	Access to NetLoan standard reports. Required for ongoing loan accounting.	View	Edit	Full	Full
	NetLoan Schedule Line	Access to the individual schedule rows that make up the loan schedule. Required for ongoing loan accounting.	View	Full	Full	Full
	NetLoan Selection Cache	Saves user selections for pagination on selection screens (Run Monthly Journals, etc.). Access automatically enabled, so not required to add.	Full	Full	Full	Full
	NetLoan Statement	Access to the NetLoan Statements created from loans to send to external parties.	View	Edit	Full	Full
	NetLoan Statement Template	Access to the NetLoan Statements templates that form the underlying outline of NetLoan statements.	View	Edit	Full	Full
	NetLoan Transaction Processing	Access to the Monthly Journal Processing record which allows users to filter and run journal entries in bulk.	Full	Edit	Full	Full
	NetLoan Type	Access to the loan type. The loan type contains high-level default settings as well as the account mapping for journal entries. Required for ongoing Loan accounting.	View	Edit	Full	Full

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