Overview

We have built the [REED] Vendor Bank Details Approval product to allow for less stringent and more strict approval processes for different businesses. This is so everyone can achieve both speed and integrity. This guide explains your options for changing approval requirements.

To keep things simple, everything is handled on a single record in NetSuite, called the [REED] Vendor Bank Approval Config record.

Your bundle will not come with a pre-made configuration record. 

You must create a [REED] Vendor Bank Approval Config record for every subsidiary. You must only create one configuration record for every subsidary.

Furthermore, you must be an Administrator in the Administrator role to create a configuration record.

How to Create a New Configuration Record:

The simplest way to access this record is to search in your global search bar: “page: bank config” and wait for the search results to populate. You want to click on the search result called: “Page: [REED] Vendor Bank Approval Config” as seen below:

Otherwise, you can navigate to the record through the center pathway: Customization > Lists, Records & Fields > Record Types and clicking on Record Types:
 

Then search through the list of records for the [REED] Vendor Bank Approval Config and click on the “List” icon (sorting the results by the Edit column, equivalent to the name, will be the easiest way to find it):
 

Whichever path you take, you will see the page below:

If you have already created a configuration record, there will be at least one pre-existing Vendor Bank Approval Config record on this page. If you want to view or change it then either click the relevant View or Edit buttons for that record, as shown above. Alternatively, click on the New [REED] Vendor Bank Approval Config button to create a new configuration record, if one does not exist for the subsidiary you are setting the product up for.

Note: If you are the administrator in charge of setting up the configuration. We recommend you create a link now to this page in your shortcuts portlet so you can navigate back to it quickly.

How to customize the record:

The record page will look like the image below. Obviously, if you are creating one from scratch then it will have unpopulated fields. To customize the record, look at the guide for each section below, starting at Section 1: Configuration, and set the field values on the record to achieve the behaviour you want.

Section 1: Configuration

1. Subsidiary: This field controls which subsidiary the rules apply for. You must select a subsidiary. 
2. Inactive: This field controls if the config record is inactive or active, like any record in NetSuite. Leave it unchecked.
3. Log Audit Notes: This field controls if the app will record audit logs in the audit report for actions taken by users. It is strongly recommended that you check this box.
4. Administrators can Edit & Approve: This field allows anyone with the administrator role to edit and approve vendor records and bank details records without needing approval. This will let you easily have multiple people who can come in and fix issues. However, segregation of duties may be compromised.
5. Send email notifications to approvers: This field controls if email notifications are sent to inform users of records pending approval, successful approvals and rejections. While not strictly necessary thanks to our available dashboard, this is recommended
6. Restrict by User: If you check this box, another field will appear called “Restricted Users.” Anyone nominated in this “Restricted Users” field will be exempt from requiring approval. Use this box to exclude any users that are being used by an integration to push Vendor and Vendor Bank Details changes, already approved in another system, into NetSuite.

Section 2: Vendor Approval

1. Vendor Approvers: Nominate your desired approvers for creation/edit of vendors in this field.
2. Vendor Approvals on Create: If checked, the app will require approvals for vendors when they are created.
3. Vendor Approvals on Edit: Like above, if checked, the app will require approvals for vendor records when they are edited.
4. Inactivate Vendors when Pending Approval: If checked, the vendor record will be set to inactive when they are pending approval.
5. Require Verification before Approving Vendor: This will require a user to give a written account of why they are approving the vendor that can be stored for audit purposes.

Section 3: Vendor Bank Details Approvals

1. Bank Details Approver: Use this field to nominate approvers for vendor bank details records.
2. Bank Details Approval on all Edits: Check this box to mandate that edits to any field on a vendor bank details record will require approval and not just edits to the fields containing the actual bank information.
3. Make Bank Details Inactive when Pending Approval: When checked, this will make the vendor bank details record inactive, which will hide them from the vendor bank details list under the vendor record until they are approved.
4. Apply Payment Hold When Bank Details Pending Approval: Puts the vendor on payment hold while the vendor bank details record is unapproved.This will happen for all open transactions for that Vendor.
5. Require Verification before Approving Bank Details: This will require the approver to give a written account of why they are approving the bank details, which can be stored for audit purposes.
6. Require Document with Create/Edit of Bank Details: When checked, this will require the approver to upload a microsoft office, image, pdf or email file along with the approval to justify the creation/change.
7. Folder ID: This is the file cabinet folder that will store the document attachment.
   
   If you choose to enable the “Require Document with Create/Edit of Bank Details,” you will need to have a folder created in your NetSuite environment. If you do not know how to do that then see the guide below:
    

Making a folder in your NetSuite File Cabinet:

7.1 To make one, navigate through Documents > Files > File Cabinet:

7.2. Click on the New Folder button in the top right of the File Cabinet:
 

7.3 Give the folder a name and click Save:
 

7.4. Go back through Documents > Files > File Cabinet and copy the internal ID next to the Folder Name:

 

7.5 If you cannot see the internal id, then hover over the Home button and click on Set Preferences:
 

Make sure Show Internal IDs is checked and save the preferences
 

Then return to Documents > Files > File Cabinet and look for the internal id of the folder again.

I Finished Creating the Configuration Record…Now What?

Congratulations! If you have not made a configuration record for all subsidiaries then please repeat the process with a new configuration record until that is complete.

Once you have made a configuration record for all subsidiairies, read through the remaining articles to learn about how to carry out approvals.