NetAsset User Role & Permission Setup

OVERVIEW

The utilization of roles across organizations using NetSuite can vary significantly. NetAsset 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 four categories of users within NetAsset, and each role would have varying levels of access and permissions.

AP Clerk: Limited access user with ability to process AP transactions and code vendor bills against the Fixed Asset Clearing Account or Construction in Progress Account; limited ability to edit asset information or generate asset transactions
Fixed Asset Specialist: Medium access user with ability to create new assets, generate schedules, and view reporting
Fixed Asset Accounting Manager: Same access as specialist plus the ability to mark assets as ready for capitalization and generate asset 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 asset administration and accounting, a single user role may be sufficient, while in many larger companies, there may be just two roles—one for asset 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 asset management activities.

STEP BY STEP PROCESS FOR BULK UPDATES

Navigate to Bulk Custom Role Permissions Import by accessing NetAsset > NetAsset Setup > System Setup

Select Tool Link under Bulk Custom Role Permissions Import on the Import Tools Tab

Select desired Role(s) (ctrl + click to select multiple) and a Permission Template:
Make any desired changes to the permissions:
Click Update Roles:

The screen will then show a loading indicator:

Once complete, a success ribbon will appear at the top of the screen:

Refer to our suggested configuration at the end of this article. Note that companies may want to set up permissions that are more or less restrictive for users than what is shown below.

STEP BY STEP PROCESS FOR MANUAL UPDATES

Navigate to Manage Roles by accessing Setup > Users/Roles > Manage Roles

Choose an existing role to edit by selecting Edit next to the role

Update the Transactions and Custom Record sublists on the Permissions subtab to add the desired permissions for the identified role within Fixed Asset Accounting and Reporting

One you are done updating permissions, click Save.

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	AP Clerk	Fixed Asset Specialist	Fixed Asset Accounting Manager	Accounting Manager/System Admin
Transactions	NetAsset Build Up Entry	Access to NetAsset Build Up entry. Required for ongoing asset accounting.	View	Create	Full	Full
	NetAsset Capitalization Entry	Access to NetAsset Capitalization entry. Required for ongoing asset accounting.	View	Create	Full	Full
	NetAsset Depreciation Entry	Access to NetAsset Depreciation entry. Required for ongoing asset accounting.	View	Create	Full	Full
	NetAsset Direct Expense Entry	Access to NetAsset Direct Expense entry. Required for ongoing asset accounting.	View	Create	Full	Full
	NetAsset Disposal Entry	Access to NetAsset Disposal entry. Required for ongoing asset accounting.	View	Create	Full	Full
	NetAsset Go-Live Entry	Access to NetAsset Go-Live entry. Required for ongoing asset accounting.	View	Create	Full	Full
	NetAsset Inventory Reclass Entry	Access to NetAsset Inventory Reclass entry. Optional for ongoing asset accounting.	View	Create	Full	Full
	NetAsset Revaluation Entry	Access to NetAsset Revaluation entry. Required for ongoing asset accounting.	View	Create	Full	Full
	NetAsset Split Entry	Access to NetAsset Split entry. Required for ongoing asset accounting.	View	Create	Full	Full
	NetAsset Transfer Entry	Access to NetAsset Transfer entry. Required for ongoing asset accounting.	View	Create	Full	Full
Custom Records	NetAsset Alternate Schedule	Access to NetAsset alternate subtabs. Required for ongoing accounting if alternate subtabs are going to be used.	View	Edit	Full	Full
	NetAsset Asset	Access to the asset record. Required for ongoing asset accounting.	View	Edit	Full	Full
	NetAsset Automation Rule	The ability to access and configure rules to automate specific processes within NetAsset (e.g., automatic creation of assets from transactions, etc.).	View	Edit	Full	Full
	NetAsset Capitalization Threshold	Access to capitalization threshold within NetAsset. Required for ongoing asset accounting.	View	View	Full	Full
	NetAsset Case Event	Access to NetAsset Case Event records. This allows users to configure which events should trigger the creation of NetSuite cases for performing tasks on assets. (Only applicable with the Maintenance Management Add-On).	View	Edit	Full	Full
	NetAsset Case Rules	The ability to define conditions for when a NetSuite case should be created, based on a combination of criteria (e.g., asset type, case events, and/or a results identified through a saved search). (Only applicable with the Maintenance Management add on).	View	Edit	Full	Full
	NetAsset Custom Calendar	Create a custom calendar to depreciate assets on a non-standard accounting interval. The system will default to a monthly calendar but could be updated to a 5-4-4 calendar (Only applicable if custom calendars are being used).	View	Edit	Full	Full
	NetAsset Custom Calendar Period	The ability to access and set up custom calendar periods within NetAsset. The system will default to the first and last day of the month as the start and end dates. User will need to add custom calendar periods if you don't want those defaulted dates on your asset schedule (Only applicable if custom calendars are being used).	View	Edit	Full	Full
	NetAsset Custom Filter	The ability to set up a custom filter for scripted NetAsset pages (Run Monthly Journals, Queue Additions, etc.). Required on setup, likely only for administrator type activities.	View	Edit	Full	Full
	NetAsset Custom Sourcing	The ability to set up a field from the asset record to be sourced to an asset transaction (Amortization, Revaluation, Disposal, etc.). Required on setup, likely only for administrator type activities.	View	Edit	Full	Full
	NetAsset Depreciation Method	View only access required. Access to depreciation methods (Straight Line, Double Declining etc.)	View	Edit	Full	Full
	NetAsset Depreciation Table Line	View only access required. Access to depreciation tables.	View	Edit	Full	Full
	NetAsset Disposal Proposal	Access to the asset disposal record. Required for ongoing asset accounting.	View	Edit	Full	Full
	NetAsset Disposal Reason	View only access required. Access to disposal reasons (Obsolete, Broken etc.)	View	Edit	Full	Full
	NetAsset Global Settings	Access to asset types and account mappings. Required on setup, may need to be modified if G/L accounts are changed or new asset types are introduced.	View	View	Full	Full
	NetAsset Report	Access to NetAsset standard reports. Required for ongoing asset accounting.	View	Edit	Full	Full
	NetAsset Report Column	Access to report column list in NetAsset	View	Edit	Full	Full
	NetAsset Report Task	Access to Report Task records. This is used in cases where an account has high report volumes (over 200,000) to track reporting progress and help the system process reports more efficiently.	View	View	Full	Full
	NetAsset Revaluation Proposal	Access to an asset revaluation record. Required for ongoing asset accounting.	View	Edit	Full	Full
	NetAsset Schedule Line	Access to the schedule rows that make up the asset schedule. Required for ongoing asset accounting.	View	View	View	Full
	NetAsset Selection Cache	Saves user selections for pagination on selection screens (Run Monthly Journals, Queue Additions, etc.). Access automatically enabled, so not required to add.	Full	Full	Full	Full
	NetAsset Subasset	Access to subasset records. This is used for assets that are part of a one-to-many relationship, where multiple related assets share information with a main asset record. Sub-assets do not have separate G/L impact and instead reference information from the main asset record. (Confer with consultant if this will be needed in your account).	View	Edit	Full	Full
	NetAsset Subasset Status	Access to statuses for subasset records. (Confer with consultant if this will be needed in your account).	View	View	Full	Full
	NetAsset System Job	Access to NetAsset System Job records. This is used to track the execution status and detailed information of scripts run within NetAsset.	View	View	View	Full
	NetAsset System Job Batch	Access to NetAsset System Job Batch records, which provides a consolidated view of related script system jobs executed as part of a batch process. This allows users to monitor the overall status and progress of grouped asynchronous tasks.	View	View	View	Full
	NetAsset Tax Report	Access to report record containing tax reports form 4562 and 4797.(Only applicable with the Tax Complete Add-On).	View	Edit	Full	Full
	NetAsset Tax Rule	Access to add new tax rules and edit existing rules for the tax engine. (Only applicable with the Tax Complete Add-On).	View	Edit	Full	Full
	NetAsset Tax Year	Access to the manage tax years page to edit and create new tax years for the tax engine. (Only applicable with the Tax Complete Add-On).	View	Edit	Full	Full
	NetAsset Taxpayer	Create a taxpayer record to map subsidiaries to the created tax year and its applicable tax rules. (Only applicable with the Tax Complete Add-On).	View	Edit	Full	Full
	NetAsset Transaction Processing	Access to the record that defines and creates monthly journal batches. Required for ongoing asset accounting.	View	Edit	Full	Full
	NetAsset Transfer Proposal	Required for ongoing asset accounting. Approved transfer proposals enable the transfer of multiple assets between different subsidiaries and/or segments in a single mass process.	View	Edit	Full	Full
	NetAsset Type	Access to asset types and account mappings. Required on setup, may need to be modified if G/L accounts are changed or new asset types are introduced.	View	Edit	Full	Full
	NetAsset Usage	Access to NetAsset usage subtabs. Required for ongoing accounting if usage add-on is enabled.	View	Edit	Full	Full

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