You can restrict your accounts by classes, departments, or locations, to control the accounts with which employees work. If you use NetSuite OneWorld, you also can restrict roles by subsidiary.
For example, Jennifer Sawyer, A/R manager for Wolfe Electronics' Japan location, has her accounts restricted to include only her local bank account. This account appears by default when she accepts customer payments. This increases Sawyer's efficiency and reduces her chances of making data-entry errors.
To restrict access to accounts, you first set restrictions on account records. By default, NetSuite roles do not restrict users by class, department, or location.
To restrict accounts, you must set up both account restrictions and role restrictions.
I. To set account restrictions:
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Go to Lists > Accounting > Accounts.
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Click Edit next to the account you want to restrict.
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To restrict the account by department, select a department in the Restrict to Department dropdown list.
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To restrict the account by class, select a class in the Restrict to Class dropdown list.
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To restrict the account by location, select a location in the Restrict to Location dropdown list.
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If you use NetSuite OneWorld, to restrict the account by subsidiary, select a subsidiary in the Subsidiaries dropdown list.
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Click Save.
Next, you must set up restrictions for user roles.
II. To set role restrictions:
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Go to Setup > Users/Roles > Manage Roles.
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Do one of the following:
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To customize a standard role, click Customize next to the role you want to change.
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To edit a customized role, click Edit next to the role you want to change.
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Click the Restrictions subtab.
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In the Segment dropdown list, select Class, Department, or Location.
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In the Restrictions dropdown list, select one of the following restrictions:
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none - default to own – There is no restriction on what can be selected. Record access is not determined by this field. Fields of this type will select the user by default.
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own, subordinate, and unassigned – Users are restricted when selecting any of the employee, sales rep, or supervisor fields. Users are granted access to records belonging to their supervisor hierarchy. Users may only select themselves or their subordinates. If the select field is optional, then the user may leave the value unassigned. Note that unassigned is technically a null value when used to filter.
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own and subordinates only – Users are restricted when selecting any of the employee, sales rep, or supervisor fields. Users are granted access to records belonging to their supervisor hierarchy with the exception of unassigned records. Consequently, unassigned records are filtered and denied access. Users may only select themselves or their own subordinates.
Important
Any account in the Chart of Accounts list that does not have an assigned department is not subject to the own, subordinate, and unassigned or own and subordinates only restrictions.
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To allow users logged in with this role to see, but not edit, data for departments to which the role does not have access, check the Allow Viewing box. You cannot use this setting to view employee payroll or commissions data. Also, users cannot view non-subordinate department records other than their own department records when the Department Restrictions field is set to own and subordinates only.
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To apply the department restrictions defined here to item records (in addition to transaction, employee, and partner records), check the Apply to Items box.
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If you have NetSuite OneWorld, you can use subsidiary restrictions to restrict what users with this role can access. Under Subsidiary Restrictions, select one of the following options:
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All – Grants the role access to all subsidiaries, including inactive subsidiaries.
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Active – Grants the role access to the active subsidiaries only.
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User Subsidiary – Restricts the role’s access to the user’s subsidiary only. When users log in with this role, they can only access their own subsidiary. A user’s subsidiary is set on the employee record.
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Selected – You select the subsidiaries to which you want to restrict the role’s access. When you choose Selected, you need to select the subsidiaries from an autogenerated list of all of the active and inactive subsidiaries. You must select at least one subsidiary. To select multiple subsidiaries, hold down the Ctrl key while selecting subsidiaries.
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To allow users logged in with this role to see, but not edit, records for subsidiaries to which the role does not have access, check the Allow Cross-Subsidiary Record Viewing box. You cannot use this setting to view employee payroll or commissions data.
Note
If the Book Record Restriction option is enabled for a user, this restriction overrides permissions granted by the Allow Cross-Subsidiary Viewing option.
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Click Save.
Enhancement to Accounting Book Visibility by Role in 2021.2 Release
This 2021.2 Release includes updates on how you select which accounting books are accessible to users by role. Users with a role that gives them access to an accounting book can post transactions to that book or see reports from that book.
With this updated functionality, you can grant a role access to all accounting books, and users with this role can automatically access new accounting books.
To set this preference by role, go to Setup > Users/Roles > User Management > Manage Roles. For each role, you can select one of the following options from the Selected Accounting Books field:
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All - This role can see all accounting books
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Primary - This role can see only the primary accounting book
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Primary and Selected - This role can see the primary accounting book and any secondary books you select. When you select this option, an Accounting Book field appears, and you can select which secondary books the role has access to.