Handle complex billing & subscription management entirely within the NetSuite platform
Finally, enterprise grade advanced billing management functionality and world class ERP unified in one platform. Built entirely within the NetSuite platform, the Zone Advanced Billing module lets you easily create billing and subscription models to handle complex billing, usage, and pricing. Zone Advanced Billing handles a variety of billing functions such as fixed recurring fees, usage based billing, prepaid subscriptions, complex rating & pricing, consolidated invoicing, advanced invoice presentation, minimum commitments, master contracts, pooled usage, rollover usage, pro-rating, forecasting, inventory/fulfillment, and so much more. In addition, the system still leverages native NetSuite Invoicing, payments, and most importantly, Advanced Revenue Management (ARM) for revenue recognition for complex ASC 606 multi-element arrangements.
Streamline and improve the efficiency of your procure-to-pay process by automating and linking key procurement transactions from inbound emails.
Vendor Bill Capture is focused on improving your Accounts Payable process. This bundle enables the electronic capture of inbound emails and their attachments sent to an email address such as email@example.com Vendors are automatically matched based on the inbound email to create new Vendor Bills or Vendor Credits. The attachments to the email are included in the Vendor Bills so that you will always have an electronic copy of the invoice available in NetSuite. You are also able to associate any attachments to existing transactions for the Vendor or link to open Purchase Orders. Electronic approvals of Vendor Bills can also be configured as part of this bundle – so that AP transactions are electronically distributed for approvals.
The Vendor Data Requests functionality makes the process of setting up new Vendors incredibly easy. All your required fields and documentation can be submitted by the Vendor electronically enabling you to simply review and approve. To initiate the process, you simply need to enter a company name and email address into the Vendor Data Request record. An email will be sent to that supplier requesting they complete your New Vendor Setup form. The email will include a highly secure link to an online setup form that the new supplier can complete. This form can contain any fields you would like to capture (mostly commonly the contact info, ACH/bank account info, tax numbers, etc.). These forms can also enable the supplier to upload supporting documents such as their W9 form or a voided check. When the form is completed by the supplier you will be notified of a Vendor Data Request pending your approval. With a single click to approve the request, the Vendor record in NetSuite will be created automatically with all the data submitted by your Vendor. Existing Vendor records can also be updated using this functionality — so if a Vendor moves and needs to update their contact information or would like to change their ACH/Bank information they can do so through this automated process. You are able to delegate the initiation request to any of your NetSuite users — so if you have users/departments that frequently request new Vendors they can start the process, have their requested supplier complete all the required paperwork, and have it pending your review & approval. Custom approval processes can also be added per your preference.
NetSuite natively sends transaction emails to a single address. The Bulk Email bundle allows the electronic distribution of Invoices (and other transactions) to multiple email addresses. These email addresses can be configured to use a multi-select of Contacts, or a text field of email addresses. Employees can also be included in the invoice distribution – for example, the Sales Rep and Account Manager can also receive a copy of their Customer’s invoices along with the electronic distribution to the Customer’s billing contact(s). The bundle also includes some functionality to handle distribution of Invoices for accounts that do not have billing email addresses configured by placing those into the Print queue.
Natively, NetSuite allows you to apply Billing Schedules to a Sales Order. Regardless of whether the Billing Schedules are at the header-level or line-level the Billing Schedule will use the Header Start Date field on the Sales Order as the start date for the Billing Schedule(s). Zone’s Advanced Billing Schedules allows you to set different start dates for each Billing Schedule at the individual line level. The start date and term for each Billing Schedule can be based on any date or numeric field – including custom fields.
The Transaction Column Lock functionality adds several “Lock” checkboxes on Item records. These checkboxes relate to specific native or custom transaction column fields that should be restricted from editing by targeted users. For example, on one Item the “Lock Description” checkbox would restrict users from being able to manually edit the Description field for the Item on an Estimate, Sales Order, Invoice, etc. If the “Lock Description” checkbox was not checked, the user would be able to edit the Item description on transactions. The native fields Quantity, Description, Price Level, Rate, Amount – plus any other native or custom transaction column field can be controlled by this bundle. Each of these settings is done on an Item-by-Item basis. In addition to locking specific transaction fields from being able to be edited, the bundle also enables minimum & maximum values to be set for numeric fields – such as Quantity. Transaction Column Fields can also be required on an Item-by-Item basis. All of these controls ensure that users are not able to override fields they shouldn’t change, and require fields & values that need to be completed within the parameters defined by the Administrator.
Manage, organize, prioritize and analyze your inbound leads and sales cycles more effectively.
The Zone Lead Portal significantly improves how sales teams can manage, organize, and prioritize their inbound leads. Responses to campaigns kicked off by your Marketing team will be routed to the Lead Portal as individual tasks to be completed. The bundle includes a custom dashboard element that displays key information about the inbound lead with sorting, filtering, expand and collapse capability, as well as quick links to other related records including the full customer record or any open opportunities. Directly from the portal, users can easily perform a variety of actions on each of their leads as the follow-up efforts continue – such as automatically scheduling phone calls, creating opportunities, or logging information that has been gathered from their interactions with the lead. Behind the scenes, the Lead Portal creates a chain of activity, allowing you to track key metrics related to your marketing leads and sales cycle. These metrics include call counter statistics, how many touchpoints occurred before an opportunity was created, and how many days the lead was active.
For organizations that are not using the NetSuite Contract Renewals module, the Enhanced Term Pricing bundle adds transaction column fields for Term, List Price, and Discount. These fields work in conjunction to calculate various native fields such as Rate and Total. An example use case would be if you sell an Item that has both a Term and a Quantity – example: selling 3 (qty) licenses for 2-years (term) for $100 month/each (List Price) and a 20% discount. This would set the native rate field and total fields to be (3 x 24 x $100) less 20% = $1920 (rate) and $5760 (total).
Combine the details of multiple invoices into one summarized invoice for your customers to easily understand and pay.
Consolidated Invoicing is designed to assist companies who have multiple billing cycles throughout a defined period, with a desire for the Customer to only see one summary invoice for all activity during the term. Instead of presenting all the invoices to the Customer, the bundle allows you to consolidate all the invoices into a single consolidated invoice object to present to the Customer. The Customer can pay the consolidated invoice as they would a regular standalone invoice, however the features of the bundle enable the single customer payment to be automatically applied to all the underlying invoices that were associated with the consolidated invoice. The Consolidated Invoicing bundle also enables advanced grouping, sorting, combination of charges, subtotaling, and other presentation functions based on simple Configuration. These Configuration can be Customer-specific enabling each of your Customers to receive their invoices displayed in a manner they define. For example, some of your Customers may want the invoice details grouped by Cost Center, Purchase Order, Charge Type, Customer Location, etc.
The Automated Lead Scrubbing process can be configured to help Marketing and Sales teams sanitize lead/prospect/customer records. The functionality can include data normalization, data augmentation, duplicate record preparation, formatting, scrubbing of invalid or suspect values, etc. These custom processes are configured based on the unique needs of each NetSuite instance. The scrubbing process can be done upon creation of new records, or processed against batches of existing records. The automated scrub functionality has been successful in sanitizing data in accounts with thousands of new records created daily.
Duplicate Merge Automation can be configured to identify and merge together lead/prospect/customer/contact records based on specific merge rules. These merge processes can be triggered manually or scheduled to process regularly. The merge rules are defined based on company policy – for example, most companies would not allow a Customer record to be merged into a lower-stage record… but a Lead could be merged into a Prospect or Customer record. This automated merge functionality has proven to be effective in eliminating duplicate records in NetSuite instances where thousands of duplicate records were created per week.
For organizations where a non-Administrator or external system initiates employee terminations, the Employee Termination Automation bundle enables an easy way to automate the removal of a user’s NetSuite access, update specific fields (release date, etc.), and send email notifications to appropriate personnel. If you are using NetSuite payroll functionality, it can also remove them from automated payroll batches. Terminations can be done immediately or scheduled for a future date/time. This helps streamline the termination process and ensure former employees do not continue to have access to NetSuite systems. Custom enhancements to this bundle can also send termination triggers to external systems via API, SFTP, or email to make sure access to all the organization’s systems are revoked upon termination.
The Advanced Invoices Presentation bundle adds a significant amount of flexibility into how your Invoices are grouped, subtotaled, sorted, and presented to your Customers. Examples of these groups/subtotals could be if the Customer needs to have their Invoice subtotal by their own Cost Center, Billing Code, Charge Type, User, License Key, etc. This functionality also enables you to pull in usage or source data not stored on the Invoice. For example, you can have a summary of charges on Page 1 of an Invoice, and have Pages 2-xx be a presentation of underlying usage data or charges that the Invoice total is derived from. A good example would be if you were a phone company and charging your Customer for each phone call – the summary Page 1 might say “Charges for Phone Calls = $532.34” and Pages 2-xx could list each phone call that make up the total charge. The bundle allows for the custom grouping/subtotaling, etc. to be Customer-specific so virtually every one of your Customers could have Invoices presented to them in their preferred custom template.
The Delete Records by Search bundle can be used by Administrators who need an easy way to bulk delete records. The bundle works by creating a saved search of the records that you would like to delete, and executing a script with that saved search set as a parameter. The bundle will run the search and delete records until no results remain. This deletion process can be triggered manually or set as a scheduled script if the deletions should happen on a regular basis (for example, a cleanup for something like “delete all Tasks older than 1 year that are not marked complete”). It should be noted that the deletion of records does not override NetSuite’s native functionality on the type of records that can be deleted. For example, Invoice records couldn’t be deleted if there were downstream transactions (payments, revenue journals, etc.).
For NetSuite instances that have lots of scripts or other customizations that are role and/or user specific, the Dynamic Script Permissions bundle allows Administrators to easily control who has access to those scripts and permissions. For example, if an “Approval” button appears via script on a transaction for certain users/roles, the users/roles can be controlled through this mechanism as opposed to hard coding them into the script or workflow. This makes updates to the permission settings much easier if an Administrator wants to expand who has visibility to that button, or if there are staff changes and roles or users need to be updated.
If a user locks their password after several unsuccessful attempts, they can either wait 30 minutes for the system to reset (enabling them to perform the native NetSuite “forgot password” process) or they can contact an Administrator to remove their access and then add back the access & role(s). This can be a time consuming and frustrating burden to the Administrator. With the Employee Password Reset bundle, an Administrator (or any other role(s) they allow) can simply select the user’s name from a dropdown to force a reset. The system will automatically reset the user’s password with a randomly generated secure password, and email the end user with this temporary password.
The Exchange Rate Custom Action can be added to any workflow to retrieve the daily exchange rate between two currencies that you specify. The currencies can be dynamically set within the workflow using any of the currencies supported in your NetSuite environment. An example of when you could use this custom action would be if you had a Purchase Order approval workflow based on the approval limits set on an Employee record – but the limits are in USD. If the Purchase Order is in EUR the custom action can be triggered to convert the EUR value to that day’s USD value to determine what approval(s) are needed.
This workflow custom action can be added to any workflow. The parameters include multiple email addresses, attachments, and record links. This enables a single action to send an email to multiple recipients, with attachments, and associate to various record types.
The Automated Line Insertion bundle allows Administrators to set rules to have specific Item(s) automatically added to transactions based on specified criteria. For example, rules can be setup to automatically add a free sample Item to all sales orders created over $1,000. Another example could be a buy-this-get-that scenario – where the purchase of a specific Item means a secondary Item should be automatically appended to the order upon save. The bundle allows for various parameters to be set if desired – such as the maximum number of insertions allowed per Customer, etc. (example: only 1 free sample per quarter per Customer). Some companies use this functionality to ensure that a Support & Maintenance line item is added to any sales order that includes a License.
Certain datapoints are not able to be reported on over time to see trending. For example, the status of Opportunity records and how each Opportunity changes over time is not something that can be easily reported over multiple periods. This is because many changes to an Opportunity are not natively recorded with specific dates to enable trending over time. (System Notes do track many of these changes but can create challenges with searches and visibility from related tables.) With the Automated Trending bundle, you are able to create any saved search (including the fields you would like to stamp for future trend reporting needs) and setup a recurring schedule (such as once a week, monthly, daily, etc.). At the scheduled time, the bundle will run the search and stamp the results into a custom record storing those values (and linking to the appropriate records if desired) so that future trend reporting can be performed on that custom record.
For companies that have a regular AR collection effort, the Enhanced Collections Module organizes transactions that need to be followed up on in a dashboard portal. The portal allows for quick access to all the relevant information needed to collect on the account – with the ability to customize the layouts, fields, etc. displayed within the Collections Portal. Collection calls can be prioritized within the portal based on custom configuration settings. Multiple actions can be taken from within the portal without having to leave and create/update separate records maximizing efficiency for your collections staff. For example, emailing copies of the invoice(s), sending copies of a W9, making a Customer credit card payment, posting collection notes on the account, etc. can all be down with the simple selection from a dropdown menu and never having to leave the collections screen. Various reports are also included to help analyze the collection efforts and outstanding AR transactions.
Many records or transactions within NetSuite may need to have custom approval processes or specific fields updated based on company policy. For example, approvals may be needed for estimates/quotes, purchase orders, vendor bills, journal entries, expense reports, time entries, or various custom record creations. Using this bundle, approvals can be electronically distributed and received via email. The recipient can review the attached transaction and click an “approve” button within the email to update the approval status on the record in NetSuite. This extends approvals to non-NetSuite users since they wouldn’t need a login account to approve transactions using this method. In addition to updating an approval field, any native or custom field can also be updated electronically via email in a similar manner.
The Financial Close Bundle tracks the various month or quarter-end close routines of the Finance Department. The tasks can be assigned to specific users or groups that mark the items complete as they finish performing the task. Some of these tasks can be automatically performed by the system at the appropriate stages in the close process. This system provides visibility throughout the Finance Department as to where in the close process each person is and helps ensure no critical steps are missed.
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