Setting Up Roles and Permissions
The following roles are added to your account after you install the Payment Automation SuiteApp:
These product roles should not be made inactive. SuiteApp updates will fail, and functionality will break when made inactive.
Assign the default roles to users who are going to process payments with Payment Automation. You should not edit the default roles because your changes may be overwritten by a future SuiteApp update.
AP Payment Clerk and AP Payment Manager roles are for the users who processes Payment Automation frequently.
Vendor Master Clerk and Vendor Master Approver roles are used to maintain the Vendor Master File (VMF) which includes the information needed to process the payments.
AP Integration Manager roles are responsible for setting up payment tokens.
The default roles have Two-Factor Authentication enabled per session.
AP Payment Clerk
The AP Payment Clerk role lets you pay supplier invoices. This role ensures that payments are authorized, paid correctly, and on time. The AP Payment Clerk keeps track and reconciles payments to ensure they reflect accurately in both NetSuite and in HSBC system. This identifies the irregularities that might be caused by fraud, encoding and accounting errors.
The AP Payment Clerk role has 2FA Authentication enabled per session
When creating payments, you must validate if the 2FA is enabled. If the 2FA is not enabled, then an error message is displayed to prevent you from saving the payment record.
The following table has the AP Payment Clerk role permissions required to use the Payment Automation SuiteApp:
|
Group |
Permission |
Level |
Group |
Permission |
Level |
Group |
Permission |
Level |
|---|---|---|---|---|---|---|---|---|
|
T |
Bill |
C |
Lists |
Accounts |
View |
Setup |
Accounting List |
View |
|
Enter Vendor Credits |
C |
Classes |
View |
Deleted Records |
View |
|||
|
Find Transaction |
View |
Accounts Payable Register |
View |
Financial Institution Records |
View* |
|||
|
Make Journal Entry |
View |
Bank Account Registers |
View |
Manage Accounting Periods |
View |
|||
|
Pay Bills |
C |
Credit Card Registers |
View |
SuiteScript |
View |
|||
|
Vendor Return Authorization |
Edit |
Currency |
View |
SuiteScript Scheduling |
Full |
|||
|
Vendor Returns |
Edit |
Accounts |
View |
Set Up Company |
View (if SI or Multicurrency Disable account) |
|||
|
Make Journal Entry |
C |
Classes |
View |
Custom Record |
Approval Routing |
View |
||
|
Item Receipt |
Edit |
Departments |
View |
Vendor Bank Account |
View |
|||
|
Credit Returns |
Edit |
Documents & Files |
View |
Batch Payments |
Full |
|||
|
Import Online Banking File |
View |
Locations |
View |
Payment Audit Trail |
Create |
|||
|
System Journal |
View |
Memorized Transactions |
View |
Error Details |
Create |
|||
|
Receive Order |
Edit |
Notes tab |
View |
NSNSB – Customer Onboarding |
View |
|||
|
Fulfill Orders |
Edit |
Perform Search |
View |
NSNSB – Payment Processor Credentials |
View |
|||
|
Item Fulfillment |
Edit |
Subsidiaries |
View |
Bill SB File Information |
Full |
|||
|
Purchase Order |
View |
Vendors |
View |
License Details |
Edit |
|||
|
Reconcile |
C |
Vendor Prepayment |
Edit |
Preferences |
View |
|||
|
Check |
Edit |
— |
— |
Reports |
Purchases |
View |
||
|
Bill Purchase Order |
Edit |
— |
— |
Accounts Payable |
View |
|||
|
— |
— |
— |
— |
Reconcile Reporting |
View |
|||
|
— |
— |
— |
— |
Purchase Orders |
View |
|||
|
— |
— |
— |
— |
Accounts Payable Graphing |
View |
|||
|
— |
— |
— |
— |
Purchases |
View |
|||
|
— |
— |
— |
— |
Report Customization |
Full |
|||
|
— |
— |
— |
— |
Report Scheduling |
Full |
|||
|
— |
— |
— |
— |
SuiteAnalytics Workbook |
Edit |
|||
|
— |
— |
— |
— |
ACH Limit for Day |
Edit |
|||
|
— |
— |
— |
— |
Federal Holidays |
View |
AP Payment Manager
The AP Payment Manager is a supervisory role responsible for authorizing supplier payments. To conform with internal control's best practices, this role will not include permissions to create or edit transaction records related to Bill Payments. This role should be assigned to the person who approves payments. This role has 2FA Authentication enabled per session.
The following table has the AP Payment Manager role permissions required to use the Payment Automation SuiteApp:
|
Group |
Permission |
Level |
Group |
Permission |
Level |
Group |
Permission |
Level |
|---|---|---|---|---|---|---|---|---|
|
T |
Bills |
View |
R |
Accounts Payable |
View |
List |
Accounts |
Edit |
|
Check |
Edit |
Accounts Payable Graphing |
View |
Accounts Payable Register |
View |
|||
|
Credit Returns |
View |
Purchase Order Reports |
View |
Bank Account Registers |
View |
|||
|
Deposit |
Edit |
Purchases |
View |
Classes |
Edit |
|||
|
Enter Vendor Credits |
View |
Reconcile Reporting |
View |
Currency |
Edit |
|||
|
Find Transaction |
View |
Report Customization |
Full |
Locations |
Edit |
|||
|
Import Online Banking File |
View |
Report Scheduling |
Full |
Memorized Transactions |
Edit |
|||
|
Item Fulfillment |
View |
SuiteAnalytics Workbook |
Edit |
Notes Tab |
View |
|||
|
Item Receipt |
View |
Setup |
Accounting Lists |
Edit |
Perform Search |
Full |
||
|
Journal Approval |
C |
Accounting Preferences |
Full |
Subsidiaries |
Edit |
|||
|
Make Journal Entry |
View |
Allow Non GL Changes |
Full |
Vendors |
View |
|||
|
Vendor Returns |
View |
Set Up Company |
View (if SI or Multicurrency Disable account) |
Documents and Files |
View |
|||
|
Pay Bills |
View |
Deleted Records |
View |
Custom Record |
Payment Audit Trail |
C |
||
|
Purchase Order |
View |
Financial Institution Records |
Full |
Vendor Bank Account |
View |
|||
|
Reconcile |
Edit |
Manage Accounting Periods |
Full |
Error Details |
C |
|||
|
System Journal |
View |
SuiteScript |
View |
Batch Payments |
C |
|||
|
Vendor Payment Approval |
C |
SuiteScript Scheduling |
Full |
NSNSB – Customer Onboarding |
View |
|||
|
Vendor Return Authorization |
View |
Custom Lists |
View |
NSNSB – Payment Processor Credentials |
View |
|||
|
— |
— |
— |
— |
Bill SB File Information |
View |
|||
|
— |
— |
— |
— |
NSNSB – Store Passphrase |
C |
|||
|
— |
— |
— |
— |
ACH Limit for Day |
Edit |
|||
|
— |
— |
— |
— |
Federal Holidays |
View |
|||
|
— |
— |
— |
— |
Last Successful AP Transaction Update |
Full |
|||
|
— |
— |
— |
— |
Auto-Funding Information |
Full |
|||
|
— |
— |
— |
— |
Vendor Prepayment |
Edit |
|||
|
— |
— |
— |
— |
License Details |
Edit |
|||
|
— |
— |
— |
— |
Preferences |
Edit |
Vendor Master Clerk
This role is assigned to an employee who is allowed to create and edit vendor files. Preferably this role must be assigned only to one employee to ensure that all vendors are valid and vetted.
If the For AP Automation box is checked when creating new vendor records or editing existing records, then NetSuite validates if the user is using this role and 2FA is enabled. If not, then an error is displayed, and you cannot save the record. This role has 2FA Authentication enabled per session.
The following table has the Vendor Master Clerk role permissions required to use the Payment Automation SuiteApp:
|
Group |
Permission |
Level |
Group |
Permission |
Level |
|---|---|---|---|---|---|
|
List |
Accounts |
View |
Setup |
Accounting List |
View |
|
Bank Account Registers |
View |
|
Deleted Records |
View |
|
|
Classes |
View |
SuiteScript |
View |
||
|
Currency |
View |
SuiteScript Scheduling |
Full |
||
|
Locations |
View |
Custom Record |
NSNSB – Vendor Bank Account |
Edit |
|
|
Notes Tab |
View |
NSNSB Store Passphrase |
View |
||
|
Perform Search |
View |
ACH Limit for Day |
View |
||
|
Subsidiaries |
View |
Federal Holidays |
View |
||
|
Vendors |
Edit |
License Details |
Edit |
||
|
— |
— |
Preferences |
View |
Vendor Master Approver
This role is assigned to a user to approve the changes in the vendor master file and add new vendors with AP Automation flag. Preferably this user should be different from Vendor Master Clerk.
This role has 2FA Authentication enabled per session.
The following table has the Vendor Master Approver role permissions required to use the Payment Automation SuiteApp:
|
Group |
Permission |
Level |
Group |
Permission |
Level |
|---|---|---|---|---|---|
|
List |
Accounts |
View |
Setup |
Accounting List |
View |
|
Bank Account Registers |
View |
Deleted Records |
View |
||
|
Classes |
View |
SuiteScript |
View |
||
|
Currency |
View |
SuiteScript Scheduling |
Full |
||
|
Locations |
View |
Custom Record |
NSNSB – Vendor Bank Account |
View |
|
|
Notes Tab |
View |
ACH Limit for Day |
View |
||
|
Perform Search |
View |
Federal Holidays |
View |
||
|
Subsidiaries |
View |
License Details |
Edit |
||
|
Vendors |
View |
Preferences |
View |
AP Integration Manager
The AP Integration Manager is a supervisory role responsible for setting up payment tokens. For more information about payment tokens, see Generating Payment Tokens.
The following table has the AP Integration Manager role permissions required to use the Payment Automation SuiteApp:
|
Group |
Permission |
Level |
Group |
Permission |
Level |
|---|---|---|---|---|---|
|
Transactions |
Make Journal Entry |
Edit |
Reports |
Accounts Payable |
View |
|
Journal Approval |
Edit |
Purchase Order Reports |
View |
||
|
Bills |
View |
Purchases |
View |
||
|
Check |
Edit |
Reconcile Reporting |
View |
||
|
Credit Returns |
View |
Report Customization |
Full |
||
|
Deposit |
Edit |
Report Scheduling |
Full |
||
|
Enter Vendor Credits |
View |
SuiteAnalytics Workbook |
Edit |
||
|
Find Transaction |
View |
Lists |
Accounts |
Edit |
|
|
Import Online Banking File |
View |
Accounts Payable Register |
View |
||
|
Item Fulfillment |
View |
Address List in Search |
Full |
||
|
Item Receipt |
View |
Bank Account Registers |
View |
||
|
Pay Bills |
Edit |
Bulk Processing Submissions |
View |
||
|
Purchase Order |
View |
Classes |
Edit |
||
|
Reconcile |
Edit |
Currency |
Edit |
||
|
System Journal |
View |
Documents and Files |
Create |
||
|
Vendor Payment Approval |
Create |
Employee Record |
View |
||
|
Vendor Return Authorization |
View |
Employees |
View |
||
|
Vendor Returns |
View |
Entity-Subsidiary relationship |
View |
||
|
Setup |
Access Token Management |
Full |
Locations |
Edit |
|
|
Accounting Lists |
Edit |
Memorized Transactions |
Edit |
||
|
Accounting Preferences |
Full |
Notes Tab |
View |
||
|
Allow Non G/L Changes |
Full |
Perform Search |
Full |
||
|
Custom Lists |
View |
Subsidiaries |
Edit |
||
|
Deleted Records |
View |
Vendors |
View |
||
|
Financial Institution Records |
Full |
Custom Record |
Approval Routing Preferences |
View |
|
|
Log in using Access Tokens |
Full |
Batch Approval Routing |
View |
||
|
Manage Accounting Periods |
Full |
Batch Payments |
Create |
||
|
Set Up Company |
View |
Bill SB File Information |
View |
||
|
SuiteScript |
View |
CSI Credentials |
View |
||
|
SuiteScript Scheduling |
Full |
Customer Onboarding |
View |
||
|
Vicarious Emails |
Full |
Error Details |
Create |
||
|
— |
— |
HSBC Customer Information |
Full |
||
|
— |
— |
— |
Payment Audit Trail |
Full |
|
|
— |
— |
Preferences |
View |
||
|
— |
— |
Statements Data |
Edit |
||
|
— |
— |
Store Passphrase |
Create |
||
|
— |
— |
Vendor Bank Account |
View |
||
|
— |
— |
ACH Limit for Day |
Edit |
||
|
— |
— |
Federal Holidays |
View |
||
|
— |
— |
Last Successful AP Transaction Update |
Full |
||
|
— |
— |
License Details |
Edit |
||
|
— |
— |
Account Information |
View |
Permissions for Role Customization
The following table provides an overview of permissions for customizing your existing roles. You should use the default roles with their default permissions, but customizing an existing role might be necessary, for example to get permission to access the HSBC application.
|
Screens or Actions |
Roles |
Permissions Required for Accessing the Screens |
|---|---|---|
|
Onboarding or application screen |
Finance Head -Executive Level
|
Custom Record > NSN SuiteBanking – Country Code > Edit Custom Record > NSNSB – Customer Onboarding > Edit List > Subsidiaries > View List > Certificate access > Create Custom Record > Preferences > View Custom Record > License Details > Edit |
|
Editing application |
The user who submitted the application or a user who has access to the application |
Custom Record > NSN SuiteBanking -Country Code > Edit Custom Record > NSNSB – Customer Onboarding > Edit List > Subsidiaries >View List > Certificate access > Create |
|
Viewing the application |
The user who has submitted the application and the following roles:
|
Custom Record > NSN SuiteBanking -Country Code > View Custom Record > NSNSB – Customer Onboarding > View List > Subsidiaries > View List > Certificate access > View |
|
Payment Automation Dashboard |
A/P Manager A/P Clerk |
Custom Record > NSNSB – Customer Onboarding > View Custom Record > NSNSB -CSI Credentials > View Setup > Set Up Company > View (For SI and Multicurrency Disable account) List > Accounts > View Transactions > Bills > View Transactions > Pay Bills > View Transactions > Find Transaction > View |
|
Payment Automation Accounts |
A/P Manager A/P Clerk |
Custom Record > NSNSB – Customer Onboarding > View Custom Record > NSNSB -CSI Credentials > View Setup > Set Up Company > View (For SI and Multicurrency Disable account) List > Accounts > View Transactions > Bills > View Transactions > Pay Bills > View Transactions > Make Journal Entry > View Transactions > Find Transaction > View |
|
Payment Automation Credit Card |
A/P Manager A/P Clerk |
Custom Record > NSNSB – Customer Onboarding > View Custom Record > NSNSB -CSI Credentials > View Setup > Set Up Company > View (For SI and Multicurrency Disable account) List > Accounts > View Transactions > Bills > View Transactions > Pay Bills > View Transactions > Make Journal Entry > View Transactions > Find Transaction > View |
|
Payment Automation Bulk Processing |
A/P Clerk |
Transactions > Bills > View Transactions > Pay Bills > Create Transactions > Make Journal Entry > View Transactions > Find Transaction > View Transactions > Enter Vendor Credits > View List > Accounts > View List > Currency > View List > Subsidiaries > View List > Vendors > View List > Documents and Files > View Setup > Manage Accounting Periods > View Setup > Accounting Lists > View Setup > SuiteScript > View Setup > SuiteScript Scheduling > View Custom Record > Vendor Bank Account > View Custom Record > Bill SB File Information > Full Custom Record > Batch Payments > Full Custom Record > ACH Limit for Day > Edit Custom Record > Federal Holidays > View Custom Record > Preferences > View Custom Record > License Details > Edit |
|
Single Payment – Create |
A/P Clerk |
Transactions > Bills > View Transactions > Pay Bills > Create Transactions > Make Journal Entry > View Transactions > Find Transaction > View Transactions > Enter Vendor Credits > View List > Accounts > View List > Currency > View List > Subsidiaries > View List > Vendors > View Custom Record > ACH Limit for Day > Edit Custom Record > Federal Holidays > View Custom Record > Preferences > View Custom Record > License Details > Edit |
|
Payment Automation – Payment Status |
A/P Manager A/P Clerk |
Transactions > Pay Bills > View |
|
Payment Automation – Statements |
A/P Manager A/P Clerk |
All the permission required for accessing the Bank Account tab or Virtual Credit Tab |
|
SuiteBanking – Auto-Funding Authorization |
A/P Manager |
Custom Record > NSNSB -Store Passphrase > Create Setup > Custom Lists > View Custom Record > Auto-Funding Information > Full |
|
View JE for auto-funding |
A/P Manager A/P Clerk |
— |
|
SuiteBanking Dashboard |
A/P Manager A/P Clerk |
Transactions > Bills > View Transactions > Check > View Transactions > Credit Returns > View Transactions > Deposit > View Transactions > Enter Vendor Credits > View Transactions > Find Transaction > View Transactions > Make Journal Entry > View Transactions > Pay Bills > View Transactions > Purchase Order > View List > Accounts > View List > Accounts Payable Register > View List > Bank Account Registers > View List > Classes > View List > Currency > View List > Employee Record > View List > Employees > View List > Locations > View List > Subsidiaries > View List > Vendors > View Setup > Set Up Company > View (For SI and Multicurrency Disable account) Setup > Custom Lists > View Setup > Manage Accounting Periods > View Custom Record > NSNSB – Customer Onboarding > View Custom Record > ACH Limit for Day > View Custom Record > Batch Payments > View Custom Record > NSNSB -CSI Credentials > View Custom Record > Federal Holidays > View Custom Record > HSBC Customer Information > View Custom Record > Preferences > View Custom Record > Statements Data > View Custom Record > Vendor Bank Account > View Custom Record > Payment Audit Trail > View Custom Record > License Details > Edit |
|
SuiteBanking – Manual Transfer |
A/P Clerk |
|
|
Vendor Setup – including Bank Acct |
Existing custom or standard roles with edit or create access to vendor records |
Must manually add the permissions necessary Custom Record > NSNSB -Store Passphrase > View Custom Record > Vendor Bank Account > Edit List > Vendors > Edit |
|
Vendor View |
A/P Manager A/P Clerk |
List > Vendors > Edit |
|
Financial Institution – Reconciliation Setup |
A/P Manager A/P Clerk |
Setup > Financial Institution Records > Full |
|
Match Bank Data Page |
A/P Manager A/P Clerk |
Setup > Financial Institution Records > Full |
|
Match Bank Data Page |
A/P Manager A/P Clerk |
All the permission required for accessing the Bank Account tab or Virtual Credit Tab Transactions > Reconcile > Create Report > Reconcile Reporting > View |
|
Cancel Credit Card |
A/P Manager A/P Clerk |
Transactions > Pay Bills > View Custom Record > Payment Audit Trail > Create |
|
Remittance Voucher |
A/P Manager A/P Clerk A/P Integration Manager |
Transactions > Pay Bills > View List > Documents and Files > Create List > Track Messages > View Custom Record > Account Information > View Setup > Vicarious Emails > Full |
|
Payment Token Generation |
A/P Manager A/P Integration Manager |
Custom Record > Last Successful AP Transaction Update > Full |
|
Vendor Prepayment |
A/P Manager A/P Integration Manager |
List > Vendor Prepayment > Edit Custom Record > License Details > Edit |
Permissions required to do Manual Money Transfer
The following table provides an overview of permissions required for manual money transfer:
|
Group |
Permissions |
Level |
|---|---|---|
|
Transactions |
Make Journal Entry |
Create |
|
System Journal |
View |
|
|
Find Transaction |
View |
|
|
Journal Approval |
Create |
|
|
Lists |
Accounts |
View |
|
Departments |
View |
|
|
Classes |
View |
|
|
Locations |
View |
|
|
Setup |
Custom Lists |
View |
|
Custom Record |
CSI Credentials |
View |
|
HSBC Customer Information |
View |
|
|
Payment Audit Trail |
View |
|
|
Preferences |
View |
|
|
ACH Limit for Day |
View |
|
|
Customer Onboarding |
View |
|
|
Federal Holidays |
View |
|
|
License Details |
Edit |
CFO Custom Role
The following table provides an overview of permissions required for a custom CFO role to use Payment Method Optimization feature:
|
Group |
Permissions |
Level |
|---|---|---|
|
Lists |
Currency |
View |
|
Setup |
Custom Lists |
View |
|
Custom Record |
CSI Credentials |
View |
|
HSBC Customer Information |
View |
|
|
Payment Audit Trail |
Create |
|
|
Customer onboarding |
View |
|
|
Preferences |
Edit |
The following table provides an overview of permissions required for Bulk Vendor Approval from Dashboard:
|
Group |
Permissions |
Level |
|---|---|---|
|
Setup |
Custom Lists |
View |
|
Lists |
Accounts |
View |
|
Vendors |
Edit |
|
|
Custom Record |
HSBC Customer Information |
View |
|
Vendor Bank Account |
Edit |
Related Topics
- Setting Up Payment Automation
- Installing the Payment Automation SuiteApp
- Applying for an HSBC Online Account
- Generating Payment Tokens
- Auto-Funding
- Vendors
- Setting Up Vendor Payment Approval Routing
- Setting Up Batch Approval Routing
- Setting Up Two-Factor Authentication (2FA)
- Setting up a Custom Role to Make Money Transfers
- Setting Default Department, Class, and Location Values
- Setting Email Preference
- Setting Default Bank Fees Account
- Frequently Asked Questions about Payment Automation