5 Top Mistakes Made by NetSuite Administrators

March 20, 2022

Netsuite administrators discussing common mistakes and how to handle them.

NetSuite is a cloud business management software suite. It combines multiple business processes such as Enterprise Resource Planning (ERP), Customer Relationship Management (CRM), Human Resources Management Software (HRMS), and automation for Professional Services and eCommerce on a single web-based platform. All of these may be overwhelming, so companies may need an expert NetSuite Administrator.

With that, there is no doubt that Netsuite can impact your company's productivity. If you don't take the time to gain proper knowledge in integrating Netsuite into your business operation, more problems will likely arise.

Any large system transfer will have an impact on your company's day-to-day operations. Introducing a new system into your firm can be challenging. Whether it's changing CRM software, transitioning to a cloud-based platform, or initiating a new NetSuite setup. To avoid a little stumbling block from becoming a major issue, we recommend learning what typical mistakes may cause project delays. This can help minimize the possibilities of them affecting your operations.

Before we discuss the common mistakes a NetSuite administrator makes, let's first look at their roles and responsibilities.

Netsuite team calibration for the Netsuite admin’s role and responsibilities.

What is a NetSuite Administrator?

The Administrator is the lifeblood of every successful NetSuite team. Their day-to-day responsibilities include setting and maintaining software so that they can ensure an optimized company workflow and accomplish business objectives.

It's a profession that necessitates a high level of adaptability, combining the qualities of a shrewd business genius with a tech expert.

Businesses want an employee who is knowledgeable with NetSuite's native tools. This will ensure that they can create, integrate, and maintain high-performing dashboards suitable for their specific requirements.

You'll be expected to make sure the backend works without a hitch, develop a user-friendly, configurable, and accessible dashboard. You must also give ongoing technical assistance to all members of the team, and have a good grasp of industry trends.

The Roles and Responsibilities of a NetSuite Admin

  • Keeping up with the latest NetSuite functionality (during NetSuite's bi-annual releases). This ensures that your admins retain your NetSuite customizations.
  • Assisting you in taking advantage of new NetSuite features.
  • Managing access to sensitive information and enforcing data security, specific user roles may be created and modified.
  • Creating and publishing dashboards for specified groups or users, such as the CEO or CFO.
  • Providing them with real-time access to business-critical key performance indicators.
  • Assisting with report development and addressing NetSuite concerns on a daily basis
  • Using the sophisticated customization features in NetSuite
  • Importing data and verifying your NetSuite account's integrity

The Hard and Soft Skills Needed for NetSuite Administrator Job

The NetSuite Administrator position is crucial to company productivity and system efficiency. This job requires a highly specialized blend of hard AND soft abilities to be successful.

Hard Skills

  • The ability to manage NetSuite deployment, integration, and testing.
  • Importing and migrating data is a procedure that you should be familiar with.
  • Ability to know all NetSuite updates
  • Experience designing NetSuite setups to fit specific requirements
  • The capacity to deliver continuous services and technical support to all NetSuite users.
  • Knowledge of the NetSuite dashboard and the ability to provide users with appropriate information and KPIs
  • Working knowledge of NetSuite ERP, CRM, and eCommerce
  • SuiteAnalytics, SuiteBuilder, and SuiteCloud Platform expertise
  • Billing, payments, accounts receivable, general ledger, revenue recognition, planning, auditing, and reporting experience.

Soft Skills

All the hard talents in the world won't compensate for a lousy attitude or work ethic. It's critical to acquire a comprehensive picture of how a candidate or NetSuite partner communicates with colleagues. It is important to know their process of solving problems and managing their work when evaluating them for the NetSuite Administrator post.

  • Problem-solving abilities
  • Learner (this person needs to expand their knowledge of existing NetSuite features and new features that can be added)
  • Has good critical thinking skills
  • Communication skills, both written and spoken are vital.
  • The ability to work with different people and sectors of the company in multiple business disciplines
  • Great leadership skills
  • Willingness to teach and train employees across departments on how to use the software

When it comes to NetSuite administration, many administrators make several missteps. And because these errors can cost a company money, time and effort, they must be avoided at all costs.

These are five typical NetSuite Administration mistakes to avoid ensuring a smooth and successful NetSuite implementation.

1. Ignoring the Significance of Training

The first mistake that a NetSuite administrator makes is misunderstanding the proper use of the system.

NetSuite is supposed to provide simple user interaction. It may seem obvious, but devoting time and resources to learning the new system is vital.

The easiest approach to avoid this issue is to have proper training from a certified instructor. The teacher must be able to walk you through the fundamentals of NetSuite. You can launch the training at your local office or corporate headquarters.

2. Skipping the NetSuite Sandbox Tool

Administrators and new users who will be utilizing NetSuite daily should be able to discover and use the system in a secure environment. You can do this by using a NetSuite sandbox.

A sandbox is an isolated test account that contains your genuine business data. It can keep any updates, errors, or difficulties from your live system. New users will be able to learn about the new platform's capabilities and its application process in their daily tasks.

Access to a NetSuite Sandbox is an extra expense on top of your NetSuite implementation. If you fail to inspect the system, it could end up costing you a lot more in the long run.

New users must have the chance to participate in the NetSuite implementation process. Including administrators and employees at this point ensures that they are familiar with the system. This offers the opportunity for them to ask questions and offer input into the implementation. There will be two advantages to this:

As the system goes live, your users, including administrators, will be comfortable with it. This reduces the resistance to change that most new system launches encounter.

You will discover hidden faults and missing activities early in the implementation process. This saves the company money in the long run by catching errors before they are launched.

3. NetSuite's Different Tiers of Access are Misimplemented

The third common error made by NetSuite administrators is failing to comprehend the various levels of NetSuite access. Most individuals think that everyone has complete permissions to change everything in a new system as they first start using it. This isn't true for administrators because there are several levels of security. If you don't grasp the hierarchy, you could give someone unwanted access by accident.

It's critical to take your time and go over NetSuite permissions before making any changes. When you grant permission, it can't be reversed without compromising other sections of the system. In this circumstance, the best thing for administrators to do is to create a permission hierarchy before granting anything.

4. Failure to Establish Tight Security Settings

The fourth typical error made by NetSuite administrators is incorrectly configuring security settings, which can result in data breaches and other issues. This problem arises when system administrators are too focused on what they're doing in the system. This prevents them from taking time to properly set things up from the start. The ideal method for administrators to avoid this issue is to prioritize security settings. They must implement proper security systems as soon as possible to avoid future breaches or failures.

Admins should never underestimate the need for proper configuration of security levels. If several users are involved, all modifications must be done with the appropriate rights from the start.

5. Not Devising a Contingency Plan

Another issue that many NetSuite administrators overlook is having an emergency plan in place for when things go wrong at work or home. Having this serves as a safety net, so you're not scrambling to find a solution while dealing with something urgent. One way admins and business owners can deal with this challenge is to use their NetSuite system to automate chores and processes. It would usually take a lot of time if done manually. This is because automated jobs may be configured as triggers. It allows administrators to know when a task requires attention without having to worry about it all of the time. This helps admins to be better prepared for any future concerns.

When things go wrong, administrators should never underestimate the value of having an emergency plan.

Finding the Right NetSuite Partner For Your Business

NetSuite is a modern business management suite with a lot of features. It can be used to simplify and automate operations that would otherwise take time if done manually, allowing administrators to focus on other things.

Any organization that decides to migrate its operations to the cloud and deploy NetSuite does so with caution. So, don't go into your NetSuite setup thinking that failure is just around the corner. Avoiding these blunders will go a long way toward limiting issues and ensuring that your implementation effort is a total success.

When deciding which partner to engage with during a NetSuite deployment, examine the industry your firm operates in.

You'll need someone who has worked for a firm like yours before. Various partners would have worked in various sectors. A manufacturing and distribution company's NetSuite deployment will differ from a business services company's.

Also, don't be scared to ask for recommendations. Speak with other businesses that have worked with the partner to get a firsthand account of how their move went. This will prove that you have picked the ideal business partner.

Finding The Best Fit as a NetSuite Administrator

Both permanent and contract administrator positions have advantages.

The project brief may differ in particular, but both require a mix of talents to carry out day-to-day obligations. Your working environment makes a major effect. To genuinely enjoy a job as a NetSuite administrator, consider how you want to work. Do you want to work remotely from home or in a traditional workspace?

Whatever your situation, make sure you choose a NetSuite Admin position that shows your abilities and allows you to work the way you want.

The NetSuite market is teeming with numerous alternatives. Whether you're a character who prefers stable work or one who enjoys freelancing, don't miss out on the opportunities accessible to you today.

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