NetAsset User Role & Permission Setup

OVERVIEW

The utilization of roles across organizations using NetSuite can vary significantly. NetAsset is designed to support full customization, enabling alignment with each organization’s existing strategy for roles, permissions, and segregation of duties.

Generally, for more complex organizations, we anticipate four categories of users within Asset, each with varying levels of access and permissions:

AP Clerk: A limited-access user with the ability to process AP transactions and create vendor bills to the Fixed Asset Clearing Account or Construction in Progress Account. This role has limited ability to edit asset information or generate asset transactions.
Fixed Asset Specialist: A mid-level access user with permissions to create new assets, generate schedules, and view asset-related reports.
Fixed Asset Accounting Manager: Same access as the specialist, with the additional ability to mark assets as ready for capitalization and to generate asset journal entry transactions.
Accounting Manager/System Administrator: A full-access user with permissions to manage configuration settings, process transactions, and access all reporting features.

The roles listed above are illustrative. In smaller organizations where asset administration and accounting are managed by the same individuals, a single user role may be sufficient. Conversely, larger companies may choose to define just two distinct roles—one for asset administration and another for AP and Vendor Bill entry.

The NetSuite Administrator should work with the Accounting Team to determine the appropriate roles and permissions based on the organization's asset management processes.

Step by Step Process - Bulk Updates

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

Select Import Tools tab, then click the Tool Link under Bulk Custom Role Permissions Import.

Select the desired Role(s) (ctrl + click to select multiple). For easy access-level assignment, choose an applicable option from the Permission Template dropdown.
Make any necessary changes to the permissions.

Click Update Roles.

The screen will then show a loading indicator.

Once complete, a success ribbon will be displayed 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 - Manual Updates

Navigate to Manage Roles by going to: Setup > Users/Roles > Manage Roles.

Choose an existing role to edit by clicking Edit next to the role.

On the role record, go to the Permissions subtab. Update the Transactions and Custom Record sublists to assign the necessary permissions to the selected role.

Once the role's permissions have been updating as desired, click Save.

Suggested configurations are outlined below. Please note that companies may choose to implement more or less restrictive permissions depending on their needs.

Example Roles and Permissions

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 the NetAsset System Setup. Required on setup, may need to be modified to fit specific company needs for ongoing asset accounting. Permission is typically limited to Managers or Admins.	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 NetAsset standard report columns. Required for ongoing asset accounting.	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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