NetLease Role Permissions Setup

OVERVIEW

The utilization of roles across organizations using NetSuite can vary significantly. NetLease 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 NetLease, and each role would have varying levels of access and permissions.

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

The roles identified above are illustrative. For organizations with smaller teams, a single user role may be sufficient, while in many medium companies there may be just two roles—one for lease administration and another for AP and Vendor Bill entry.

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 NetLease Suitelets is separately addressed in NetLease Suitelet Access.

NetLease offers a tool to help automate the setup of your roles and permissions, or users can manually go through the process.

Automated Role Permissions Setup

STEP BY STEP PROCESS

Navigate to NetLease System Setup by accessing NetLease > NetLease 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 loading indicator:

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

Outlined at the end of this article is our permissions template. 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

Navigate to Manage Roles by accessing Setup > Users/Roles > Manage Roles

Select an existing role to edit by selecting Edit next to the role

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	AP Clerk	Lease Preparer	Lease Reviewer	Lease Mgr/Sys Admin
Transactions	NetLease Amortization	Access to NetLease Amortization entry. Required for ongoing lease accounting.	View	Full	Full	Full
	NetLease Close Out	Access to NetLease Close Out entry. Required for ongoing lease accounting.	View	Full	Full	Full
	NetLease Go-Live	Access to NetLease Go-Live entry. Required for ongoing lease accounting.	View	Full	Full	Full
	NetLease Initial Balance	Access to NetLease Initial Balance entry. Required for ongoing lease accounting.	View	Full	Full	Full
	NetLease Modification	Access to NetLease Modification entry. Required for ongoing lease accounting.	View	Full	Full	Full
	NetLease Termination	Access to NetLease Termination entry. Required for ongoing lease accounting.	View	Full	Full	Full
	NetLease Transfer	Access to NetLease Transfer entry. Required for ongoing lease accounting.	View	Full	Full	Full
Custom Records	NetLease Contract Provision	Access to NetLease contract provisions. Required for ongoing accounting if contract provisions are going to be used.	View	Edit	Full	Full
	NetLease Custom Calendar	Create a custom calendar to amortize 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. (Only applicable if using custom calendars).	View	Edit	Full	Full
	NetLease Custom Calendar Period	The ability to access and set up custom calendar periods within NetLease. The system will default ot the first day and the last day of the month as the start and end date. User will need to add custom calendar periods if the defaulted dates on your lease schedule are not desired.	View	Edit	Full	Full
	NetLease Custom Filter	The ability to set up a custom filter for scripted NetLease pages (Run Monthly Journals, Commence Leases, etc.). Required on setup, likely only for administrator type activities.	View	Edit	Full	Full
	NetLease Custom Sourcing	The ability to set up a field from the lease record to be sourced onto a lease transaction (Amortization, Modification, Termination, etc.). Required on setup, likely only for administrator type activities.	View	View	Edit	Full
	NetLease Global Settings	Allows saving NetLease global settings. Required on setup, likely only for administrator type activities.	View	View	View	Full
	NetLease Lease	Access to the lease record. Required for ongoing lease accounting.	View	Edit	Full	Full
	NetLease Lease Accounting Standard	View only access required. Access to accounting standard types (IFRS, ASC 842, etc.)	View	View	View	Full
	NetLease Lease Classification	View only access required. Access to lease classification types (Operating, Financing, etc.)	View	View	Full	Full
	NetLease Lease Payment	Access to view/edit/delete lease payments that get included in the lease schedule (not the actual payment transaction, just the component of the lease record). Required for ongoing lease accounting.	View	Full	Full	Full
	NetLease Lease Proposal	Access to a Lease proposal. Required for ongoing lease accounting if lease proposals are enabled.	View	Edit	Full	Full
	NetLease Lease Type	Access to lease types and account mappings. Required on setup, may need to be modified if G/L accounts are changed or new lease types are introduced.	View	Edit	Full	Full
	NetLease Type Account History	Access to Lease Type Account History records. This allows users to create records that can be used to track any changes made to the account mapping of an existing lease type.	View	Edit	Full	Full
	NetLease Modification	Access to a lease modification record. Required for ongoing lease accounting.	View	Edit	View	Full
	NetLease Provision Type	Access to contract provision types. This allows users to create new types or modify existing types from the installed NetLease bundle.	View	Edit	Full	Full
	NetLease Reclass Journal Type	Access to a custom reclass type. Required on setup.	None	Edit	Full	Full
	NetLease Renewal Type	Access to renewal types. This allows users default renewal terms when configuring renewal options per lease.	View	View	Full	Full
	NetLease Report	Access to NetLease standard reports. Required for ongoing lease accounting.	View	Edit	Full	Full
	NetLease Report Package	Access to NetLease Report Package. Required for availability of reporting.	View	Edit	Edit	Full
	NetLease Schedule Line	Access to the schedule rows that make up the lease schedule. Required for ongoing lease accounting.	View	View	View	Full
	NetLease Selection Cache	Saves user selections for pagination on selection screens (Run Monthly Journals, Commence Leases, etc.). Access automatically enabled, so not required to add.	Full	Full	Full	Full
	NetLease System Job	Access to NetLease System Job records. This is used to track the execution status and detailed information of scripts run within NetLease.	View	View	View	Full
	NetLease System Job Batch	Access to NetLease System Job Batch records, which provides a consolidated view of related script system jobs executed as part of a batch process. This allows users to monitor the overall status and progress of grouped asynchronous tasks.	View	View	View	Full
	NetLease Termination	Access to the lease termination record. Required for ongoing lease accounting.	View	Edit	Full	Full
	NetLease Transaction Processing	Access to the record that defines and creates monthly journal batches. Required for ongoing lease accounting.	View	Edit	Full	Full

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