Salto for
NetSuite
Articles
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Sonny Spencer, BFP, ACA
August 29, 2022
7
min read
About Salto: Salto helps you and your team deploy, track, and manage your NetSuite customizations effortlessly. Learn more here.
NetSuite workflows allow for the creation of dynamic, custom process flows without the need for direct suitescript knowledge. While they can be powerful it is worth noting that there are certain actions that cannot be performed with a NetSuite workflow and instead should be addressed via SuiteScript. Consider the correct technical approach prior to jumping in and building a workflow.
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NetSuite workflows are convenient because of the no code user interface. They allow you to drag and drop NetSuite process flow states and transitions between states. Another great benefit is that you can refer to a specific NetSuite record and confirm which state of a workflow the record is currently in. This can help NetSuite Admins troubleshoot issues with a particular record without the need to review script error logs. Like scripts, workflows can be event driven or scheduled to run at certain times, again providing flexibility without a heavy developer background.
We will now explore how to create a workflow in NetSuite. A common use case for NetSuite workflows is for managing transaction approval processes. This could be for a NetSuite purchase order approval workflow, NetSuite vendor bill approval workflow or NetSuite order to cash process flow for example. We will focus on the NetSuite vendor bill approval workflow for a more detailed walkthrough as this process could be configured in NetSuite using the native SuiteFlow functionality. We will walk through a basic approval workflow example (no 2-way or 3-way match) but note this example can be extended based upon your business’ specific requirements.
Consider a simple, two-step approval workflow for vendor bills.
There are a number of different ways to approach setting up this approval hierarchy within NetSuite. One such way is to create a custom employee field on the department record to capture the “Department Approver”, which is referenced in the approval workflow for the first approval. The second approval could reference the user role itself, so that only a user with the Accounts Payable Manager role can approve.
The workflow summary is essential for executing a NetSuite workflow effectively. Some fields to consider prior to moving to building the workflow:
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There are 3 key actions in the first approval state and 1 transition to the second approval state.
There are 2 key actions in the second approval state and 1 transition to the final approval state.
There are 2 key actions in the final state and 0 transitions.
This workflow example is a great first step. There are many different directions you can go with a NetSuite approval workflow; one of the benefits of NetSuite’s customizable interface. Here are a few enhancements to consider for your own approval process:
Suite Note – These bundles are NetSuite managed bundles. In other words, they are automatically updated by NetSuite, so you risk losing customization added to the out of the box workflow. Instead make a copy of the workflow and customize the copied version to mitigate this risk altogether. Unless you have a highly customized approval process it is recommended to start with the applicable SuiteApprovals workflow as a starting point, save a copy and customize to meet the business requirements.
Suite Note – Button actions can be very powerful, as they allow an end user the ability to record many changes simultaneously (almost) with a single click. Users must avoid double clicking a button as this can lead to inadvertent workflow conflicts that result in errors or unexpected behavior. Be sure to remind your end users not to accidentally double click on buttons.
Suite Note – Consider leveraging a tool, such as Salto, that will manage the migration process of your workflows seamlessly. Doing so reduces time, risk and ultimately frees up the NetSuite Admin to focus on value-add initiatives.
When leveraged correctly, NetSuite workflows can automate complex business processes and provide for a seamless end user experience. They allow for troubleshooting at the individual record level when workflow logs are captured, which can be invaluable to a NetSuite Admin, especially when workflow states are named in a meaningful way.
Salto for
NetSuite
NetSuite
SHARE
Sonny Spencer, BFP, ACA
August 29, 2022
7
min read
About Salto: Salto helps you and your team deploy, track, and manage your NetSuite customizations effortlessly. Learn more here.
NetSuite workflows allow for the creation of dynamic, custom process flows without the need for direct suitescript knowledge. While they can be powerful it is worth noting that there are certain actions that cannot be performed with a NetSuite workflow and instead should be addressed via SuiteScript. Consider the correct technical approach prior to jumping in and building a workflow.
NetSuite workflows are convenient because of the no code user interface. They allow you to drag and drop NetSuite process flow states and transitions between states. Another great benefit is that you can refer to a specific NetSuite record and confirm which state of a workflow the record is currently in. This can help NetSuite Admins troubleshoot issues with a particular record without the need to review script error logs. Like scripts, workflows can be event driven or scheduled to run at certain times, again providing flexibility without a heavy developer background.
We will now explore how to create a workflow in NetSuite. A common use case for NetSuite workflows is for managing transaction approval processes. This could be for a NetSuite purchase order approval workflow, NetSuite vendor bill approval workflow or NetSuite order to cash process flow for example. We will focus on the NetSuite vendor bill approval workflow for a more detailed walkthrough as this process could be configured in NetSuite using the native SuiteFlow functionality. We will walk through a basic approval workflow example (no 2-way or 3-way match) but note this example can be extended based upon your business’ specific requirements.
Consider a simple, two-step approval workflow for vendor bills.
There are a number of different ways to approach setting up this approval hierarchy within NetSuite. One such way is to create a custom employee field on the department record to capture the “Department Approver”, which is referenced in the approval workflow for the first approval. The second approval could reference the user role itself, so that only a user with the Accounts Payable Manager role can approve.
The workflow summary is essential for executing a NetSuite workflow effectively. Some fields to consider prior to moving to building the workflow:
There are 3 key actions in the first approval state and 1 transition to the second approval state.
There are 2 key actions in the second approval state and 1 transition to the final approval state.
There are 2 key actions in the final state and 0 transitions.
This workflow example is a great first step. There are many different directions you can go with a NetSuite approval workflow; one of the benefits of NetSuite’s customizable interface. Here are a few enhancements to consider for your own approval process:
Suite Note – These bundles are NetSuite managed bundles. In other words, they are automatically updated by NetSuite, so you risk losing customization added to the out of the box workflow. Instead make a copy of the workflow and customize the copied version to mitigate this risk altogether. Unless you have a highly customized approval process it is recommended to start with the applicable SuiteApprovals workflow as a starting point, save a copy and customize to meet the business requirements.
Suite Note – Button actions can be very powerful, as they allow an end user the ability to record many changes simultaneously (almost) with a single click. Users must avoid double clicking a button as this can lead to inadvertent workflow conflicts that result in errors or unexpected behavior. Be sure to remind your end users not to accidentally double click on buttons.
Suite Note – Consider leveraging a tool, such as Salto, that will manage the migration process of your workflows seamlessly. Doing so reduces time, risk and ultimately frees up the NetSuite Admin to focus on value-add initiatives.
When leveraged correctly, NetSuite workflows can automate complex business processes and provide for a seamless end user experience. They allow for troubleshooting at the individual record level when workflow logs are captured, which can be invaluable to a NetSuite Admin, especially when workflow states are named in a meaningful way.