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NetSuite Business Blueprint inoday implementation methodology and approach guide

Manufacturing || Retail || Non-Profit || Software Industry || Service Industry

Content : NetSuite Rapid Implementation Methodology Guide Content Version Number : 3.0 @ inoday Consultancy Services Private Limited

A Fully Integrated Cloud based Business management solutions C

ontent : NetSuite

Managing the Enterprise ecosystem on the Cloud With a single, integrated platform for CRM, Accounting/ERP and Ecommerce, you can automate key business functions across all departments, including sales, Marketing, service, finance, inventory, order fulfillment, purchasing, and employee management. Your employees no longer have to re-enter data in different systems, rectify inconsistent or inaccurate data, or wait for batch updates. Instead, all your employees view and share accurate data in real time, leading to greater collaboration among departments and increased productivity across your business.

Manage your entire business better with 1 web-based solution NetSuite is the industry's first and only Software-as-a-Service (SaaS) business software that supports your entire company—from accounting/enterprise resource planning (ERP) to customer relationship management (CRM) and Web capabilities—in a single, integrated and powerful business management software solution.

Key Functions for Your Business        

Integrated ERP/CRM/E-commerce Application Built-in, customizable dashboards CRM and Accounting/ERP with integrated ecommerce SuiteAnalytics business intelligence SuiteFlex customization and extension Industry -Specific Solution for Distribution, Manufacturing, Retail, Software and Services Real Time access to critical Business data, anywhere, anytime Savings on IT cost, and Maintenance

NetSuite Full Feature List (NetSuite ERP) NetSuite ERP Financials • General Ledger • Multi-tier Chart of Accounts • Financial Statements • Accounts Payable, Multi-currency • Accounts Receivable, Multi-currency • Payroll, Direct Deposit • Multiple Budgets • Advanced Billing • Revenue Recognition • GAAP Reporting • Allocations • Check Printing • Online Banking • Bill Payment • Updates Taxes • Generate & Edit W-2, 940, 941 • Print 1099 Forms • Customizable Chart of Accounts • Reversing Journal Entries • Accounting Periods • Customizable Chart of Accounts • Credit Card Address Verification • EFT Bill Payment • Memorized Transactions • Aging Periods • Vendor EFT Payments Advanced Project Accounting • Amortization Schedules Inventory • Specific Costing • Item Kits • Item Images • Pricing Rules • Audit Trail for Inventory Adjustments • Replenishment Warnings • Multi-location • Multiple Units of Measure • Kits, Assemblies

• Average, LIFO, FIFO Costing • Price Levels per item • Preferred vendor records • Lot Management • Barcoding • Expiration Dating • Serialized Inventory • Inventory Matrix Items • Reorder Point Tracking, Notification • Physical Inventory • Bin Management • Landed Cost • Demand Based Inventory Replenishment Purchasing • Back Orders • Purchase History • Special Order P.O.S. • Approval Routing • Partial Receipt Tracking • Requisitions • Purchase Orders • Purchase Request Tracking • Receiving • Accounts Payable Order Fulfillment • Multiple Ship To • Multiple Bill To Sub-Customer Tracking • Discount Calculation • Sales Taxes • Bulk Order Approval • Handles Partial Shipments • Back Orders • Order Tracking for Customers • Quote/Estimate • Order Processing • Available to Promise

• Inventory Commitment • Pricing & Discounts • Sales Tax • Credit Card Authorization • Pick/Pack/Ship • Drop Shipments • Special Order Purchase Orders • FedEx Shipping Integration • UPS Shipping Integration • Returns Employee Management • Time and Billing Entry & Reporting • Remote Time Entry • Integrated Case Management • HR Publishing • Schedule and Task Management • Employee Records • Payroll, Direct Deposit • Expense Reporting • Time, Expense, Billing Approval Routing • Reminders Customer / Vendor Center • Order History • Track Shipments • Return Orders • Update Profile • Pay Invoices • Online Self-Service • QuickBooks Import • CSV Import/Export • Always On Audit Trail • User Privileges • Data Exports • Comprehensive Online Help • Printed Documentation • Multi-User Options • Free Accountant Access • Company Consolidation

NetSuite Full Feature List (NetSuite CRM) NetSuite CRM Sales Force Automation • Territory Tracking & Assignment • Lead Routing • Opportunity Management • Quote Generation • Sales Order Entry • Upsell Manager • Offline Sales • Advanced Forecasting • Mail Merge E-mail/Mail • Purchase History • Support History • Sales Tools Publishing • Probability Tracking • Real-time Commission Reporting • Deal Expiration Notification • Flexible Commissions Schedules • Tiered Commissions • Real-time Credit Card Authorization • Forecast & Quota Management • Competitor Tracking • Team Selling Marketing Automation • Bulk E-mail • Telemarketing Management • Print Management • Direct Mail Management • Campaign Creative File Cabinets • Upsell Campaign Wizard • Message Personalization • Alternate Tag Capability • Campaign Scheduling • Campaign ROI Reporting • Coupon & Cross-selling • Customizable Online Lead Forms • Referral/Promotion Code Tracking • Campaign Tracking

• Lead Source Management • E-mail Campaign Marketing Management • Targeted Segment Creation by Purchase History Customer Support Management • Case Message Center • Case by Product Tracking • Priority Tracking • Flexible Queue Management • Case Assignment • E-mail case capture & creation • Online Self-Service • Escalation and Notification • Auto-escalation • Case Tracking by Products & Services • Online Customer Center • NetAnswers Knowledge Base • Billable Time Tracking by Case • Issue Management Partner Relationship Management • Order Entry • Partner Activity Reporting • View Customer Cases • Joint Lead Management • Real-time inventory access • Promotional Discounts • Marketing Campaign Publishing Real-time Dashboards Executive & Role-based Dashboards • Publishable Layouts • Drag and Drop Personalization • Key Performance Indicators • Quick Search • Graph & List Report Snapshots • Custom From Scratch Snapshots • RSS Content Feeds Scheduled & On-demand Dashboard Alerts

• Customer Dashboard • KPI Scorecards Productivity Tool • Group Calendaring • Import/Export of Records • Outlook and Palm Sync • Anytime/anywhere Web Access • Executive Dashboard and Key Indicators • NetBase Custom Records • Spell Checker • Duplicate Detection & Merge • Expiration Dating • Customizable Reporting • File Cabinet • Reminders Customization • Click Not Code • Configuration • User Privileges • Real-time Dashboards • Custom Records/Tables • Terminology • Custom Code • Customer Fields • Customer Saved Searches • Drop Down List • Forms • Customizable Roles • Customizable Dashboards

NetSuite Full Feature List (NetSuite E-Commerce) NetSuite E-Commerce Web Store • Special Pricing • Customer Specific Pricing • Inventory Integration • Subscription & Periodic Billing • Mass Price Updating • Coupon Processing • PayPal Integration • Credit Card Processing Online • Cross-selling • Shopping Cart • Multi-currency shopping cart & checkout • Custom Check-out Forms • Document Sales • Order Confirmation • Multiple Shipping • Tax Calculations • Campaign Code Capture • Promotional URLs • Electronic File/Software Download • Automated Upsell Recommendations • Gift Certificates • Item Coupons/Discounts Web Site • Website Hosting • Multi-domain hosting • Domain Name • Multi-domain Name Routing • Meta Tag Support • Page Specific Meta Tag • Publish Dynamic List • Advanced Site Building • Online Forms • Multi-Lingual Websites

Web Analytics • Visitor Click Stream • Visitor Pages Viewed • Referring URL ROI Reports • Search Term ROI Reports • Site Activity • Cart Abandonment Analysis Customer Management • Customer Self-Service • Knowledge Base Access • Customer Bill Pay • Order Initiated Customer E-mails • Customer Transaction History • Online Case Forms Forms & Publishing • Case • Lead • Customer • Intranets • Extranets Web Store Developer's Kit • Shopping Cart & Product • Integration • Password-protected Customer Center • Transfer Data Via XML • Online capture forms for leads, customer info, cases etc.

• Complete HTML customization of online forms • E-mail notification on online lead capture • Automatic online lead routing rules/workflow

Reporting • Real-time Dashboards • 100 standard reports • Customizable Reports • Saved Searches • Report Export Capabilities • Advanced Analytics Capabilities • Key Performance Indicator Snap Shots • Audience Control on Report Sharing • Ad Hoc "from scratch" Report Creation

inoday Cloud Implementation Methodologies and Approach Inoday Cloud implementation Methodologies Inoday implementation methodologies for NetSuite ERP/CRM/ E-Commerce Application NetSuite Cloud ERP uses a businessprocess oriented methodology for rapid implementation. Once you establish business rules, deployment is extremely rapid. Typically, businesses are up and running in a matter of weeks.

An implementation guide helps you to optimize the implementation process.

The implementation guide includes templates that you can use as models. You can also customize the templates to handle unique needs.

Implementation

1. Handover from Evaluation Phase · Describe business processes and functional requirements · Develop a time schedule · Describe the structure of the company and responsibilities · Use the customized demo database · Identify unconventional business processes · Identify proposed solutions · Identify activities and the amount of data that must be migrated, if possible Kickoff Meeting · Present the implementation methodology · Review available resources · Review the time schedule

The methodology blueprint (to the right) describes the complete implementation process, implementation some partial deployments may skip stages.

To achieve a smooth and efficient implementation process, use all supporting materials provided with this methodology blueprint including: • System initialization • General ledger accounts setup • Master data migration and opening balances

4. Acceptance Testing and Approval · Perform any necessary upgrade if a new patch was released · Simulate all major business processes that have been defined · Simulate major business processes with a super user · Compare the data to established reports · Review results and obtain sign off Before Going Live · Review go-live checklist · Create or import opening balances · Create custom user manuals Go Live

Operation and Refinement

2. Process Analysis and Design · Clarify and elaborate on all business processes defined in the evaluation phase · Define business process needs in detail · Divide into subjects: · Sales process · Purchasing process · Inventory management · Production process and materials requirements planning (MRP) · Financials and chart of accounts · Sales opportunities · Service · Banking · Reporting · Define authorization and data ownership requirements · Review data conversion needs, including the type and amount of data · Establish any required integration points for third-party solutions · Review critical success factors in each section · Identify any limitations in the out-of-box solution and discuss work-around · Define the specifications of possible add-on developments · Create the project plan and assign tasks

3. Execution · Perform the installation according to the installation guides · Initialize the system · Perform system initialization and definitions in NetSuite Cloud according to the system initialization guide · Set up all user-defined fields · Migrate master data · Deliver the relevant templates, including the user fields that need to be imported · Prepare data migration steps according to the data migration and opening balances guide · Receive raw data for import · Test the validity of converted data · Obtain sign off for imported data · Implement business process requirements

5. Training · Mandatory basic navigation training for all users · Individual business process training · Introduce NetSuite portal · Searching notes · Creating support messages · support contact information

6. Post Live Support · System review according to post go-live checklist · Perform a month or quarter end closing to review reporting and system correctness · As needed to optimize business processes: · Create users and authorizations · Create user-defined fields and tables · Customize the printout templates · Create queries · Create formatted searches as defined · Create reports · Create alerts · Define approval procedures in administration module · Create screen layouts via user settings

Creating Functional Specification Creating Functional Specification

To speak at macro level that is at project manager or at senior levels. The Functional Spec (Specification) which is a comprehensive document is created after the (SRS) Software Requirements Document. It provides more details on selected items originally described in the Software Requirements Template. Elsewhere organizations combine these two documents into a single document.

The Functional Specification describes the features of the desired functionality. It describes the product's features as seen by the stake holders, and contains the technical information and the data needed for the design and development. The Functional Specification defines what the functionality will be of a particulate area that is to be precise a transaction in NetSuite terminology.

The Functional Specification document to create a detailed design document that explains in detail how the software will be designed and developed.

The functional specification translates the Software Requirements template into a technical description which: a) Ensures that the product feature requirements are correctly understood before moving into the next step, that is the technical development process. b) Clearly and unambiguously provides all the information necessary for the technical consultants to develop the objects.

At the consultant level the functional specs are prepared by functional consultants on any functionality for the purpose of getting the same functionality designed by the technical people as most of the times the functionality's according to the requirements of the clients are not available on readymade basis.

Let’s throw some light on documentation which is prepared before and in a project:           

Templates Heat Analysis Fit Gap or Gap Analysis Business Process Design Business Process Model Business Change & Impact Configuration Design Future Impact & Change Assessment Functional Design (Module Wise) Risk Assessment Process Metrics and Many More-- Which has impact on Business and its work flow

Preparing Business Requirement Document (BRD) Preparing BRD

The purpose of Business Requirement document is to summarize functional and procedural requirements captured by NetSuite Professional Services during the business process mapping phase of the implementation.

This document represents information gathered in meetings held with the customer, which enables the NetSuite team to map the business requirements to an efficient flow in the NetSuite application. Business Requirement document (BRD) will serve as a blueprint for the NetSuite team to configure the application.

A series of process mapping questionnaires, focusing on the key areas of the business, were used as a starting point for this exercise. BRD remains consistent in structure to those questionnaires as it categorizes the findings into the same key process areas. This document is inclusive of all business requirements provided by Customer of different industry Specific Solutions. We have prepared BRD for Following industry specific.     

Manufacturing Retail Non-Profit Software Industry Service Industry

Preparing in-Scope and Implementation

Front Office Functions Customer Relationship Management Marketing Campaign Automation Sales Force Automation Case Management Customer Center

Back Office Functions Accounting Item Management Advanced Inventory Order Management Purchasing Employee Center

inoday Pre Go-Live Checklist for NetSuite Implementations More often than not, NetSuite implementations face unnecessary challenges when there is no clear plan as to how the ERP solution and the environment will be delivered to the end users. Most of the time, the fault lies with the implementation consultants as it is their duty to understand their client’s business, all relevant processes, assess all possible risks or pitfalls before the project execution phase, and finally create a plan or set of tasks that will lead the implementation to its final Go-Live phase.

In this article I will discuss the final checklist of the tasks that must be duly completed before we can call an implementation a “success.”

Although the checklist will vary from organization to organization, the order of tasks and their dependencies will typically follow the same pattern. Please note that this article assumes that you have completed the initial configuration of your NetSuite account, and that you have imported your Chart of Accounts.

Process Setup and Testing UAT Process and Process Templates After NetSuite has been configured (all the preferences, features, segments, COA, custom forms, custom fields, custom scripts have been setup and deployed), the NetSuite implementation consultant will typically hand out detailed templates of NetSuite’s transactional processes. These templates are default transactional workflows in NetSuite. The client and their team (usually comprised of business process owners for each functional department) will review and amend all the processes to fit their unique needs. They will also review and modify the “Roles” in NetSuite to ensure that every user can access all the records and transactions that are relevant to their duties and responsibilities. Once all the processes have been defined and tested with the appropriate roles in NetSuite, the above mentioned templates will become business operating guides that will be used for User Acceptance Testing (UAT).

End User Training based on UAT Process Templates After the processes have been defined, the implementation consultant will train the organization’s user(s) in each NetSuite functional area. These training sessions will be based on the guides defined in the step above.

System Cleanup / Deletion of Test Data If a sandbox environment is not available, the testing and process building phase of the project may generate unnecessary “test” data. You will need to delete all the test transactions and records as they may contaminate your general ledger activity. After you have deleted the data, ensure there are no balances in your general ledger by running and validating your detailed trial balance report.

Lock Access to NetSuite Upon cleanup completion, it is advisable to remove NetSuite access given to general users during the testing phase. Generally, only the Administrators should have access to the system at this point, and they should not be creating any new test transactions as you’re preparing to go live.

inoday Pre Go-Live Checklist for NetSuite Implementations

Data Migration Stage CSV import of Customers, Vendors and Items (Inventory and Non-Inventory) The time for testing transactions with “test” Customer and Vendor data is over. The implementation cannot proceed without the complete and verified import of Customers, Vendors and Items. It is recommended to import the Customers and Vendors first, ensuring and validating that all the forms, custom fields and custom lists are setup correctly before the import begins. After the Customer and Vendor records are in NetSuite, you can commence importing the Items (Inventory and NonInventory).

Important Tip: Remember to use / populate the “external id” field during your imports, this is especially important if you will be updating your data frequently, and if you are migrating your data from one NetSuite instance to another. The External ID field needs to be a unique and logical alphanumeric value.

Historical Financial Data

Many clients require comprehensive historical financial data for comparative reporting and reference purposes. In 99% of the cases, the external systems from which the data is being imported are architecturally different from NetSuite. Thus, before you can bring your financial activity into NetSuite, a considerable “massage” or mapping of your data to the new structure is required. Accordingly, it is important to determine the most cost effective method for migrating your historical financial data into NetSuite.

There are three widely accepted approaches: 1.

2.

3.

Opening Balance Approach with no Transaction History Journal entry imports with Customer and Vendor History Complete Transaction history

Open Transactions

Unlike the previous step, open transactions must be entered or imported into NetSuite. It is important that all the items are correctly setup in the system as the imports will need to reference actual inventory and non-inventory items. It is also important that all of the Customers and Vendors have been migrated to NetSuite.

inoday Pre Go-Live Checklist for NetSuite Implementations Opening Balances and Inventory

Just before the Go-Live date, preferably at the end of the accounting period, the implementation team will complete the final set of implementation tasks.

Inventory Worksheet vs Inventory Adjustment Depending on the type of Inventory Items setup in the system, the team will either use: 1. Inventory Adjustments to load Serialized and Lot Item stock into the system.

2.

Inventory Worksheet to load all other inventory items into NetSuite.

Journal Entries for Opening Balances (Current Year) After the Inventory has been adjusted, the team will need to either enter the opening balances for GL accounts or import them via CSV import functionality. Important: All open transactions need to be accounted for in order to avoid duplication.

Review of the Financial Reports and Validation Finally, reviewing and validating all financial reports and trial balances will identify any inconsistencies and importing errors. These could be corrected with additional updates or correcting journal entries.

Delta Transactions Between the import of open transactions and opening balances entry, there were likely other transactions created in the legacy accounting system. These will either be entered in NetSuite or imported via the CSV importing tool.

Go-Live Date Congratulations, you’ve made it! It is important for all the stakeholders and project team members to monitor the system and note any errors or inconsistencies during the initial go-live timeframe. When identified early, these issues can usually be resolved expeditiously.

In conclusion, the absence of proper planning, preparation and guidance will likely result in an implementation riddled with unnecessary challenges and a lower degree of confidence in the deployed solution. Failed implementations can be very costly in terms of wasted time, resources and money. The above checklist, in addition to the right team and implementation methodology, will help make your transition to NetSuite a true “success!�

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