Setting Up Intelligent Payment Automation Roles and Permissions
The following roles are added to your NetSuite account after you install the Intelligent Payment Automation SuiteApp:
-
Payment Clerk
-
Payment Manager
These roles shouldn't be made inactive or deleted. If you delete these roles or make them inactive, the SuiteApp functionality might break and future updates fail.
As an Administrator, you can assign standard or custom roles. For more information, see Assigning Roles to an Employee.
If you have NetSuite OneWorld and you need to set permissions for subsidiaries, see Restricting Role Access to Subsidiaries (OneWorld Only) for more information. You can only view information about subsidiaries that you have access to.
If you have the Multiple Currencies feature enabled in NetSuite, you need to add the Currency permission in Permissions > Lists for all roles.
Only the Administrator role is granted default access to initiate and complete the three-step sign up process.
As the Administrator, be sure to set up the following roles and permissions:
-
Give the required permissions to your NetSuite account's primary contact to sign documents and complete the three-step sign up process.
-
The Payment Manager and Payment Clerk roles can be assigned to employees that initiate and approve payments. Assign the Payment Clerk role to employees that create payments and payment runs. Assign the Payment Manager role to employees who manage bank accounts, set approval routing, and approve payments and payment runs. These roles don't have the access to initiate and complete the three-step sign up process.
-
The standard CFO role doesn't have access to specific capabilities within Intelligent Payment Automation. However, you can customize the CFO role and give them access.
-
Optionally, you can also customize other roles to provide access to specific capabilities within Intelligent Payment Automation.
Only the following roles can access the features of the SuiteApp after the sign up process is completed:
-
Administrator / Primary Contact
-
Payment Manager
-
Payment Clerk
-
Custom role
-
A/P Clerk with customized permissions
-
CFO with customized permissions
To prevent errors and unauthorized access while creating payments and accessing Settings, you can follow these guidelines when assigning roles:
-
Assign the Payment Clerk role to employees who create the payments.
-
Assign the Payment Manager role to employees who approve the payments.
-
Set up at least one approval level in your payment approval workflow. See Step 3 – Setting Up Payment Run Approval Routing for more information.
-
Ensure the person creating a payment is not the final approver to approve it.
To know the permissions needed for the standard and custom roles, see the following topics:
Payment Clerk Role Permissions
Assign the Payment Clerk role to employees that create payments and payment runs. This role also lets them manage vendor information. You can also assign them as approvers in your payment approval workflow. However, the user who is assigned as an approver must not be same as the person who created a payment.
When the Payment Clerk submits payments to BILL, they may need to generate a Multi-Factor Authentication to establish a trusted session with BILL. See Generating MFA for more information.
The first time they try to submit a payment to BILL, they need to verify themselves with the bank accounts linked to BILL. See User Verification for more information.
The permissions required for the Payment Clerk role to use the Intelligent Payment Automation SuiteApp is listed in the following tables:
Transactions
|
Permission |
Access Level |
|---|---|
|
Bill Purchase Orders |
Edit |
|
Bills |
Edit |
|
Credit Returns |
Edit |
|
Edit Vendor Credits |
View |
|
Find Transaction |
Full |
|
Item Receipt |
Edit |
|
Make Journal Entry |
Create |
|
Pay Bills |
Full |
|
Pay Sales Tax |
Edit |
|
Posting Period on Transactions |
Full |
|
Purchase Order |
Edit |
|
Receive Order |
Edit |
|
Reconcile |
Edit |
|
System Journal |
View |
|
Vendor Bill Approval |
Full |
|
Vendor Payment Approval |
Full |
|
Vendor Return Auth. Approval |
Edit |
|
Vendor Return Authorization |
Edit |
|
Vendor Returns |
Edit |
Reports
|
Permission |
Access Level |
|---|---|
|
Accounts Payable |
View |
|
Accounts Payable Graphing |
View |
|
Purchase Order Reports |
View |
|
Reconcile Reporting |
View |
|
Report Customization |
Full |
|
Report Scheduling |
Full |
|
SuiteAnalytics Workbook |
Edit |
Lists
|
Permission |
Access Level |
|---|---|
|
Accounts |
View |
|
Address List in Search |
Full |
|
Certificate access |
View |
|
Currency |
View |
|
Custom Record Entries |
Full |
|
Documents and Files |
View |
|
Email Template |
View |
|
Employee Record |
View |
|
Employees |
View |
|
Entity-Subsidiary relationship |
View |
|
Perform Search |
View |
|
Subsidiaries |
View |
|
Vendor Automated Clearing House |
Full |
|
Vendor Payment Instruments |
Full |
|
Vendors |
Edit |
Setup
|
Permission |
Access Level |
|---|---|
|
Accounting Lists |
View |
|
Custom Lists |
View |
|
Manage Accounting Periods |
View |
|
Set Up Company |
View |
|
SuiteScript |
View |
|
SuiteScript Scheduling |
Full |
|
Vicarious emails |
Full |
|
View Unencrypted Vendor ACH Account Numbers |
Full |
Custom Record
|
Permission |
Access Level |
|---|---|
|
Audit Trail |
Full |
|
Batch information |
Edit |
|
Envelope Audit Trail |
Edit |
|
NSNPA - Approval Routing Preferences |
View |
|
NSNPA - Bank Details |
View |
|
NSNPA - Batch Approval Routing |
View |
|
NSNPA - Bulk Transaction Details |
Full |
|
NSNPA - Partner Organizations |
View |
|
NSNPA - Preferences |
View |
|
NSNPA - Subscriptions |
None |
|
NSNPA - User Details |
Full |
|
Nsnpa - Bank Account Users |
Edit |
|
Vendor Onboarding Failure |
Full |
|
Vendor Profile - Onboarding Failed |
Full |
|
Vendor Profile Information |
Full |
Payment Manager Role Permissions
Assign the Payment Manager role to users for approving the payments and payment runs, managing bank account information, manage vendor information, and managing Payment Run Approval Routing.
When the Payment Manager submits payments to BILL, they may need to generate a Multi-Factor Authentication to establish a trusted session with BILL. See Generating MFA for more information.
The first time they try to submit a payment to BILL, they need to verify themselves with the bank accounts linked to BILL. See User Verification for more information.
The permissions required for the Payment Manager role to use the Intelligent Payment Automation SuiteApp are listed in the following tables.
Transactions
|
Permission |
Access Level |
|---|---|
|
Bill Purchase Orders |
Edit |
|
Bills |
Edit |
|
Credit Returns |
Not Applicable |
|
Edit Vendor Credits |
Edit |
|
Find Transaction |
Full |
|
Item Receipt |
Edit |
|
Make Journal Entry |
Create |
|
Pay Bills |
Edit |
|
Pay Sales Tax |
Edit |
|
Posting Period on Transactions |
Full |
|
Purchase Order |
Edit |
|
Receive Order |
Edit |
|
Reconcile |
Edit |
|
System Journal |
Edit |
|
Vendor Bill Approval |
Full |
|
Vendor Payment Approval |
Full |
|
Vendor Return Auth. Approval |
Edit |
|
Vendor Return Authorization |
Edit |
|
Vendor Returns |
Edit |
Reports
|
Permission |
Access Level |
|---|---|
|
Accounts Payable |
View |
|
Accounts Payable Graphing |
View |
|
Purchase Order Reports |
View |
|
Reconcile Reporting |
View |
|
Report Customization |
Full |
|
Report Scheduling |
Full |
|
SuiteAnalytics Workbook |
Edit |
Lists
|
Permission |
Access Level |
|---|---|
|
Accounts |
Edit |
|
Address List in Search |
Full |
|
Calendar |
View |
|
Certificate access |
View |
|
Currency |
View |
|
Custom Record Entries |
Full |
|
Documents and Files |
View |
|
Email Template |
View |
|
Employee Record |
View |
|
Employees |
View |
|
Entity-Subsidiary relationship |
View |
|
Perform Search |
View |
|
Subsidiaries |
Full |
|
Vendor Automated Clearing House |
Full |
|
Vendor Payment Instruments |
Full |
|
Vendors |
Edit |
Setup
|
Permission |
Access Level |
|---|---|
|
Accounting Lists |
View |
|
Custom Entity Fields |
View |
|
Custom Entry Forms |
View |
|
Custom Fields |
View |
|
Custom Item Fields |
View |
|
Custom Lists |
View |
|
Custom Record Types |
View |
|
Custom Sublists |
View |
|
Custom Subtabs |
View |
|
Manage Accounting Periods |
View |
|
Set Up Company |
View |
|
SuiteScript |
Full |
|
SuiteScript Scheduling |
Full |
|
Vicarious emails |
Full |
|
View Unencrypted Vendor ACH Account Numbers |
Full |
Custom Record
|
Permission |
Access Level |
|---|---|
|
Audit Trail |
Full |
|
Batch information |
Edit |
|
Envelope Audit Trail |
Full |
|
NSNPA - Account Preferences |
Full |
|
NSNPA - Approval Routing Preferences |
Full |
|
NSNPA - Bank Details |
Full |
|
NSNPA - Batch Approval Routing |
Full |
|
NSNPA - Bulk Transaction Details |
Full |
|
NSNPA - License Details |
View |
|
NSNPA - Partner Organizations |
Full |
|
NSNPA - Preferences |
Full |
|
NSNPA - Subscriptions |
None |
|
NSNPA - User Details |
Full |
|
Nsnpa - Bank Account Users |
Full |
|
Vendor Onboarding Failure |
Full |
|
Vendor Profile - Onboarding Failed |
Full |
|
Vendor Profile Information |
Full |