NetLessor - Role Permission Setup

OVERVIEW

The utilization of roles across organizations using NetSuite can vary significantly. NetLessor is built to allow full customization and alignment to a user’s existing strategy for roles, permissions, and corresponding segregation of duties.

Generally—for the most complex organizations—we would expect up to four categories of users within NetLessor, and each role would have varying levels of access and permissions:

AR Clerk: Limited access user with ability to process AR transactions and code payments against the Lease Receivables Clearing Account; limited ability to edit lease information or generate/approve lease transactions.
Lessor Preparer: Medium access user with ability to create new leases, generate schedules, propose entries, and view reporting.
Lessor Reviewer: Same access as preparer plus the ability to approve journal entry transactions.
Lessor Manager/System Administrator: Full access user with ability to access and edit configuration, transaction processing, and full reporting.

The roles identified above are illustrative. For organizations with smaller teams, a single user role may be sufficient. In slightly larger companies, there may be just two roles—one for lease administration and another for AR and Invoice entry.

The NetLessor bundle will automatically create a new role "NetLessor Administrator". Users who need full access to NetLessor can be given this role instead of adding permissions to their current roles. This method can be helpful when there are few people who need access and there are no restrictions on what they can do in NetLessor.

The NetSuite administrator should work with the Accounting Team to determine what roles and permissions are appropriate for their organization’s lease management activities.

Additionally, access to NetLessor Suitelets are separately addressed in NetLessor Suitelet Access.

Automated Role Permissions Setup

STEP BY STEP PROCESS

Navigate to NetLessor System Setup by accessing NetLessor > NetLessor Setup > System Setup.
Select the Import Tools Subtab and then select the Bulk Custom Role Permissions Import tool link:

Select desired Role(s) (ctrl + click to select multiple) and a Permission Template:

Make any desired changes to the permissions:

Select Update Roles:

Screen will show a loading indicator:

Once complete, a success ribbon will appear at the top of the screen:

Outlined at the end of this article is our suggested configuration. Note that companies may want to set up permissions that are more or less restrictive for users than what is shown below.

Manual Role Permissions Setup

STEP BY STEP PROCESS

Select an existing role to edit/customize by accessing Setup > Users/Roles > Manage Roles and selecting Edit/Customize next to the role.

The Role record is brought up as shown below.

Update the Transactions and Custom Record sublists on the Permissions subtab to add the desired permissions for the identified role within Lease Accounting and Reporting.

Outlined below is our suggested configuration. Note that companies may want to set up permissions that are more or less restrictive for users than what is shown below.

Permission Sublist	Category	Description	AR Clerk	Lessor Preparer	Lessor Reviewer	Lessor Mgr/Sys Admin
Transactions	NetLessor Amortization	Access to NetLessor Amortization entry. Required for ongoing lease accounting.	View	Full	Full	Full
	NetLessor Close Out	Access to NetLessor Close Out entry. Required for ongoing lease accounting.	View	Full	Full	Full
	NetLessor Go-Live	Access to NetLessor Go-Live entry. Required for ongoing lease accounting.	View	Full	Full	Full
	NetLessor Initial Balance	Access to NetLessor Initial Balance entry. Required for ongoing lease accounting.	View	Full	Full	Full
	NetLessor Modification	Access to NetLessor Modification entry. Required for ongoing lease accounting.	View	Full	Full	Full
	NetLessor Termination	Access to NetLessor Termination entry. Required for ongoing lease accounting.	View	Full	Full	Full
Custom Records	NetLessor Contract Provision	Access to Netlessor contract provisions. Required for ongoing accounting if contract provisions are going to be used.	View	View	Full	Full
	NetLessor Custom Filter	The ability to set up a custom filter for scripted NetLessor pages (Run Monthly Journals, Commence Leases, etc.). Required on setup, likely only for administrator type activities.	None	View	Edit	Full
	NetLessor Custom Calendar	Create a custom calendar to account for leases on a non-standard accounting interval. The system will default to a monthly calendar but could be updated to a 5-4-4 calendar.	View	View	View	Full
	NetLessor Custom Calendar Period	The ability to access and set up custom calendar periods within NetLessor. The system will default to the first and last day of the month as the start and end dates. User will need to add custom calendar periods if you don't want those defaulted dates on your lease schedule.	View	View	View	Full
	NetLessor Custom Sourcing	The ability to set up a field from the lessor record to be sourced onto a lease transaction (Amortization, Modification, Termination, etc.). Required on setup, likely only for administrator type activities.	None	View	Edit	Full
	NetLessor Global Settings	Allows saving NetLessor global settings. Required on setup, likely only for administrator type activities.	None	View	View	Full
	NetLessor Guarantor	Access to the NetLessor guarantor record.	View	Edit	Edit	Full
	NetLessor Insurance Requirements	Access to the NetLessor insurance requirements record. Required for ongoing lease accounting.	View	Edit	Full	Full
	NetLessor Lease	Access to the NetLessor Lease record. Required for ongoing lease accounting.	View	Edit	Full	Full
	NetLessor Lease Accounting Standard	View only access required. Access to accounting standard types (IFRS, ASC 842, etc.)	View	Edit	Edit	Full
	NetLessor Lease Classification	View only access required. Access to lessor classification types (Operating, Financing, etc.)	None	View	View	View
	NetLessor Lease Payment	Access to view/edit/delete lease payments that get included in the lessor schedule (not the actual payment transaction, just the component of the lease record). Required for ongoing lease accounting.	Full	Full	View	View
	NetLessor Lease Type	Access to lessor types and account mappings. Required on setup, may need to be modified if G/L accounts are changed or new lessor types are introduced.	View	View	Full	Full
	NetLessor Modification	Access to a lessor modification record. Required for ongoing lease accounting.	None	Edit	Full	Full
	NetLessor Non-Lease Charges	Access to the NetLessor Non-Lease Charges.	View	Edit	Full	Full
	NetLessor Reclass Journal Type	Access to a custom reclass type. Required on setup.	View	Edit	Full	Full
	NetLessor Renewal Option	Access to the record that contains renewal option information.	View	Full	Full	Full
	NetLessor Report	Access to NetLessor standard reports. Required for ongoing lease accounting.	Full	Full	Full	Full
	NetLessor Schedule Line	Access to the schedule rows that make up the lessor schedule. Required for ongoing lease accounting.	View	Edit	Full	Full
	NetLessor Selection Cache	Saves user selections for pagination on selection screens (Run Monthly Journals, Commence Leases, etc.). Access automatically enabled, so not required to add.	None	None	Edit	Full
	NetLessor Termination	Access to the lessor termination record. Required for ongoing lease accounting.	None	Edit	Full	Full
	NetLessor Termination Option	Access to the NetLessor Termination Option. Required for accounting if an option for termination is used.	None	None	None	None
	NetLessor Transaction Processing	Access to the record that defines and creates monthly journal batches. Required for ongoing lease accounting.	Full	Edit	Full	Full

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