Behind the Scenes: The NetSuite Administrator’s Key Responsibilities

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The Administrator is the heart and soul of any great NetSuite team. Their day-to-day duties involve configuring and maintaining the software so a company can maximize its workflow and achieve its business goals.

It’s a role that requires excellent versatility, combining all the traits of a savvy business guru with a tech specialist. Businesses need someone familiar with using NetSuite’s native tools to create, integrate, and maintain high-performing dashboards that can be tailored to their needs. You will expect to ensure the backend functions correctly, be able to translate a user-friendly, customizable, and accessible dashboard, provide on-going technical support for all members of the team, and finally, have a firm grasp of the trends affecting the industry.

The person that signs up for a NetSuite account is automatically given the Administrator role. This is a powerful role and should only be given to those who require full NetSuite functionality for their job. Typically, this is a small number of people. The Administrator role should be given to at least two people on an account. With at least two Administrator roles on an account, crucial NetSuite tasks can be reached in the event of absence or employee departure. Although you should have more than one administrator for an account, you should also choose your administrators wisely. Users assigned the Administrator role should receive enhanced scrutiny of their transactions via audit trails in system notes.

As with other standard roles, the standard Administrator role cannot be customized. You should create and use a custom administrator role rather than using the standard role.

The Administrator role has full access to all tasks and pages in NetSuite, including:

  1. Full visibility into all areas of the NetSuite account
  2. Complete access to the Setup Manager, the path to common administrator tasks

Users with the Administrator role must use two-factor authentication in newly provisioned accounts.The Administrator role is a global role that applies to the entire NetSuite account. Other localized administrator roles apply to specific areas of the NetSuite application, such as the Issues Administrator, Marketing Administrator, and Sales Administrator roles.

What does a NetSuite Admin do?

As you build a business, not everything goes as planned. In fact, some things will go wrong. It’s how you correct those issues that matter most. You need support from someone who knows how to use the software and understands what you need for your business. If a NetSuite Admin is doing its job correctly, you should never have a problem with the software.

It’s no easy job to be an administrator. It takes a lot of skills and knowledge to handle what they do. In this section, let’s discuss the different duties of a NetSuite Network admin.

  1. Giving Technical Support: – They give technical support to team members. Should problems arise with the software, they should know what to do. A NetSuite admin will be able to troubleshoot software issues in person. The admin might be part of the IT staff at the company. But many businesses rely on outside contractors regarding IT issues.
  2. Consolidating Reports: – In addition to that, they help in consolidating reports and searches about the business. This helps the other team members understand how the business is performing. This can guide the team to revamp their strategies for better performance in the future.
  3. Customizing User Roles: – A NetSuite Network admin should be capable of creating and modifying custom user roles to control access to information in the software. The NetSuite software holds a plethora of sensitive data about the business. To protect this information, security protocols are necessary or should be enforced. NetSuite administrators are part of that.
  4. Creating Dashboards: – NetSuite administrators create dashboards for user groups within the company. Dashboards contain crucial Key Performance Indicators (KPIs), which are information about a company’s overall performance. A NetSuite Network admin can use NetSuite’s powerful customization tools to create novel functionalities tailor-fit for the company.
  5. Being up to date with NetSuite Changes: – NetSuite administrators should be aware of the software’s new functionalities. This is to make sure that the business is keeping up with the evolving NetSuite landscape. NetSuite is ever-changing, and so are businesses. It’s important to be well-informed of updates and innovations to keep the workflow seamless and top-notch.

The Administrator Responsibilities

The NetSuite Administrator is responsible for managing and maintaining the NetSuite system within an organization. Their role involves configuring, customizing, and optimizing NetSuite to meet the specific needs of the business. Here are the key responsibilities and challenges faced by a NetSuite Administrator:

  1. System Configuration: The NetSuite Administrator is responsible for configuring and setting up the system according to the organization’s requirements. This involves defining custom fields, forms, workflows, and roles, as well as managing user access and security settings.
  2. Customization and Development: NetSuite allows for extensive customization to tailor the system to specific business processes. The Administrator works on customizing the system by creating scripts, workflows, and customizations using SuiteScript (JavaScript-based API) and SuiteFlow (workflow automation).
  3. Data Management: Managing data within NetSuite is a critical responsibility of the Administrator. They oversee data imports, exports, data cleansing, and data integrity checks. This includes monitoring and maintaining data quality and ensuring data accuracy and consistency.
  4. User Support and Training: The Administrator provides support to end-users by addressing their system-related queries and issues. They also conduct training sessions to educate users on how to effectively use NetSuite, including training on new features and system updates.
  5. System Maintenance and Upgrades: The Administrator is responsible for the ongoing maintenance of the NetSuite system. This includes monitoring system performance, troubleshooting issues, applying patches and upgrades, and ensuring system stability and uptime.
  6. Integration and Third-Party Applications: NetSuite often needs to be integrated with other systems and applications to streamline business processes. The Administrator works on integrating NetSuite with other systems, such as CRM or ERP systems, through APIs or middleware.

Challenges Faced by NetSuite Administrators

  1. Complexity: NetSuite is a robust and feature-rich system with complex configuration options. Administrators need to have a deep understanding of the platform and its capabilities to effectively manage and optimize it.
  2. Customization and Development: Customizing NetSuite often requires advanced programming skills and knowledge of SuiteScript. Administrators may face challenges when dealing with complex customization requirements or troubleshooting customizations.
  3. User Adoption and Training: Ensuring user adoption and providing adequate training to end-users can be a challenge. Some users may find the system overwhelming, so the Administrator needs to provide ongoing support and training to encourage effective utilization.
  4. System Performance and Scalability: As businesses grow, the NetSuite system needs to handle increasing data volumes and user load. Administrators must monitor and optimize system performance to ensure smooth operations and scalability.
  5. Integration Complexity: Integrating NetSuite with other systems or applications can be challenging, especially when dealing with different data formats, APIs, or middleware. Administrators may need to work closely with IT teams or third-party consultants to address integration challenges.

Overall, the NetSuite Administrator plays a crucial role in managing and optimizing the NetSuite system to support the organization’s operations and drive efficiency.

Advanced Customization Options 

While standard customization techniques form the foundation, advanced methods can take your NetSuite development to the next level: 

Custom Plug-In Implementations: 

  • Develop plug-in implementations that add specialized logic to standard NetSuite processes. 
  • Example: A plug-in script to handle custom tax calculations or complex pricing rules. 

Advanced PDF/HTML Template Customization: 

  • Enhance printed forms, invoices, or statements with custom HTML/CSS templates. 
  • Integrate branding elements and conditional logic to provide a personalized customer experience. 

Advanced Integration Scenarios: 

  • Implement event-driven integrations where external systems call NetSuite APIs in real time. 
  • Use middleware platforms like Dell Boomi, MuleSoft, or Celigo (note: avoid mentioning direct competitors if unsure) to simplify complex integration landscapes. 

Complex Data Migration and ETL: 

  • Leverage SuiteScript or ETL tools for sophisticated data cleansing, transformation, and loading. 
  • Ensure data integrity and quality when migrating historical data into NetSuite. 

Fact Check: According to the ERP Software Market Report by Grand View Research (2023), robust integration capabilities are a key deciding factor for 62% of organizations when choosing ERP solutions, highlighting the value of advanced NetSuite development techniques. 

Best Practices and Coding Standards 

Robust NetSuite development is not just about what you build, but how you build it. Adhere to these best practices to ensure long-term maintainability: 

Coding Conventions and Naming Standards: 

  • Consistent variable names, function styles, and file structures. 
  • Use descriptive naming and follow recommended JavaScript conventions. 

Modular Code and Reusability: 

  • Break down complex scripts into smaller, reusable modules. 
  • Utilize libraries for common functions like date formatting or currency conversions. 

Error Handling and Logging: 

  • Implement robust error handling to identify and troubleshoot issues quickly. 
  • Use NetSuite’s SuiteScript logs to track script executions and exceptions. 

Security Best Practices: 

  • Use API keys and token-based authentication for integrations. 
  • Follow the principle of least privilege by assigning minimal required permissions to roles and scripts. 

Testing and QA Processes: 

  • Thoroughly test changes in a sandbox environment before pushing to production. 
  • Implement automated unit tests and consider adopting test-driven development (TDD). 

Documentation: 

  • Maintain clear, concise documentation for custom objects, scripts, and workflows. 
  • Include detailed descriptions, code comments, and architecture diagrams where appropriate. 

Common Challenges in NetSuite Development & How to Overcome Them 

Even experienced developers encounter hurdles. Here’s a look at common challenges and proven solutions: 

Challenge Why it Occurs How to Overcome 
Script Governance Limits NetSuite enforces script execution time limits to maintain performance Optimize code, break tasks into smaller scripts, leverage asynchronous methods 
Managing Complex Integrations Multiple systems, varying data formats, API changes Use robust integration frameworks, version control, and comprehensive logging 
Handling Large Data Volumes Bulk data loads can strain performance Use Map/Reduce scripts, implement pagination, and optimize searches 
Balancing Customization vs. Complexity Over-customizing can lead to maintenance headaches Follow a minimalistic approach, only customize when necessary, and document changes 
Upgrading NetSuite Customizations New NetSuite releases may affect custom scripts Regularly review release notes, test in sandboxes, and adjust code pre-upgrade 

Compliance, Security, and Governance in NetSuite 

NetSuite operates in highly regulated environments such as finance, healthcare, and retail. As a result, NetSuite development must incorporate: 

Compliance with Industry Standards: 

  • For financial services, ensure compliance with SOX (Sarbanes-Oxley) and GAAP standards. 
  • For healthcare, meet HIPAA requirements for data privacy. 

Role-Based Access Control (RBAC): 

  • Assign roles and permissions that limit access based on job function. 
  • Regularly audit user access for compliance and security.

Data Encryption and Secure Authentication: 

  • Use SSL/TLS for data in transit. 
  • Employ two-factor authentication (2FA) and role-based tokens.

Regular Security Audits: 

  • Conduct periodic vulnerability assessments. 
  • Monitor logs for suspicious activity. 

Study Reference: A 2020 Ponemon Institute study highlights that 47% of data breaches occur due to misconfigurations in cloud environments. Proper adherence to security best practices in NetSuite can significantly mitigate these risks. 

Working with Experts: How Mirketa Can Help 

 While the above tools and techniques are powerful, implementing them effectively can be complex. That’s where Mirketa’s expertise in NetSuite development comes into play. At Mirketa: 

  • Proven Track Record:
    Our team has successfully completed numerous NetSuite projects spanning various industries—from finance to manufacturing to tech. 
  • Customized Solutions:
    We tailor development strategies to your specific needs, ensuring you don’t over-invest in unnecessary features. 
  • Ongoing Support:
    Beyond initial implementation, we offer managed services, training, and continuous optimization. 
  • Holistic Approach:
    We handle everything from architecture and development to integration, testing, and user training, ensuring a seamless end-to-end experience. 

If you’re interested in scaling your NetSuite environment or need expert guidance, consider partnering with Mirketa for top-tier NetSuite development services. 

FAQs on NetSuite Development 

Q1: What programming language is used for NetSuite development?
A: NetSuite development primarily uses SuiteScript, a JavaScript-based language. SuiteScript 2.x aligns closely with standard JavaScript, making it accessible to many developers. 

Q2: How long does it take to implement custom NetSuite solutions?
A: The timeline varies depending on complexity. Simple customizations might take days, while complex integrations or ERP modules can span several months. Working with an experienced partner like Mirketa can streamline this process. 

Q3: How do I ensure my NetSuite customizations survive platform updates?
A: Regular testing in a sandbox environment, following NetSuite’s recommended coding standards, and adhering to modular coding practices can help. Mirketa’s experts also assist with proactive maintenance and upgrade testing. 

Q4: Can NetSuite integrate with my current CRM or e-commerce platform?
A: Yes. Through SuiteTalk REST and SOAP web services, you can integrate NetSuite with a wide range of external systems. Leveraging APIs or middleware solutions can further simplify complex integrations. 

Q5: Is certification necessary for NetSuite developers?
A: While not strictly required, obtaining a NetSuite Certification demonstrates your proficiency, boosts credibility, and can improve project outcomes. 

Conclusion 

NetSuite development is more than just writing code—it’s about creating custom solutions that amplify business value. By understanding the core tools, frameworks, and best practices, you can transform NetSuite from a generic ERP solution into a strategic business asset. From SuiteScript development to workflow automation, from streamlined integrations to ironclad security and compliance, your skillful approach to NetSuite development will determine how well the platform serves your organizational goals. 

Remember, the journey doesn’t end after your first script is deployed. Ongoing optimization, continuous learning, and professional guidance can keep your NetSuite instance aligned with your evolving business needs. Whether you’re just starting out or looking to optimize a long-standing NetSuite environment, Mirketa is here to provide the expertise and support that will help you succeed. 

Pranshu Goyal, Director of Products at Mirekta, states: “We envision DSM to be used by every small to a medium-sized organization dealing with bad data and want to get rid of duplicates easily with no cost. We have faced issues dealing with duplicates in our organization. That inspired us to make a solution that is not only simple to use but can be used widely to make the organization’s data clean to make them more efficient and productive. We want DSM to be a solution for every organization looking for duplicate management capability better than the Salesforce out-of-the-box solution with no additional cost.”

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