High-Level Process Example

In scenarios where Netsuite is newly implemented, we find it handy to quickly review a high-level process with end users. This assists with training and providing meaning/reasoning of each step within and outside of the system. It is imperative to align each procedural step with the corresponding change or verification within Netsuite. Our methodology initiates with the identification of the following key elements:

1. Problem Statement:

   • Articulation of challenges and objectives pertinent to the Accounts Payable (AP) process.

2. Actors:

   • Identification of key participants involved in the interactions within the AP process, namely the AP Analyst and Vendor.

Taking the AP process as an example, there are four pivotal milestones from Billing to Payment:

1. Purchase of Goods or Services:

The initial phase involves the procurement of goods or services, accompanied by the receipt of a physical or electronic invoice containing pertinent details. At this juncture, it is imperative for the user to verify the existence of the vendor in Netsuite for the respective purchase. In the event of absence, a systematic process to add a vendor should be followed.

2. Reviewing and Entering Details into Netsuite:

The second phase entails the review and entry of details into Netsuite, achieved through the creation of a transaction record, such as a Vendor Bill or Purchase Order. This step encompasses the recording of essential information, including the supplier's name, date, amounts, and quantity of items procured.

3. Approving and Verifying Received Products or Services:

The third stage involves the process of approving and verifying the receipt of products or services. Upon confirmation, the Netsuite record should be promptly updated. A common practice among users is the utilization of approval and workflows to modify field values, signaling the completion of this phase.

4. Vendor Payment Closure:

Lastly, a payment should be made against the Vendor Bill to close out the process. This mandates the creation of a vendor payment record in Netsuite, serving as evidence that the AP balance has been settled.

In essence, this meticulous review and alignment of high-level processes with Netsuite functionalities contribute to the optimization of the AP process, ensuring a seamless integration of tasks within the system and fostering a professional and efficient workflow.