UAE Value Added Tax with NetSuite

Now that UAE has moves to the new VAT regime, NetSuite customers holding their breath for months are heaving a sigh of relief. Yes, it worked with NetSuite!

The migration was easy enough though it took a lot of translation of tax concepts like reverse charge, intra-GCC, out-of-scope VAT, non-recoverable VAT and a few other tough sounding words making their rounds between tax consultants, NetSuite consultants and NetSuite accountants.

If you are like some Erudita customers who were gleefully using NetSuite for years in the UAE hiding the tax rates or using the ‘undef’ code to get past the NetSuite rate fields, then you would have run the International Tax Reports bundle and gone live painlessly. And if you adopted the NetSuite suggested tax codes, you are in good shape already.

For any niggling doubts about your tax invoices, here are a few things to keep in mind as you modify layouts:

1. Show your own Tax Registration Number
2. Show the customer’s Tax Registration Number
3. Show the base amount before VAT
4. Show the discount on the pre-VAT account
5. Mention the disclaimer about VAT
6. If it’s a foreign currency invoice, display an AED translation
7. Don’t forget to mention the Tax Rate

And remember to link Credit Memos to the original invoice if you generate Credits for customers.

The big thing for accountants to remember this period closing will be tax periods. Don’t forget to close tax periods after you close your accounting period!

If you are still struggling with your VAT implementation by any chance, write to us at info(at) We’ll be happy to give you an hour worth of consulting for free.

And, we thank the product engineers and subject matter experts at the NetSuite Platforms Group for making our lives so much easier. Kudos on the great job, as always.

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Wise Accounts Receivable with NetSuite

Audit Controls on Accounts Receivable: Using your NetSuite Application wisely

NetSuite allows every company to use the system in its own way. This means that unless your implementation consultant was well-versed in accounting best practices the full permissions available can cause the system to be wide open.

Here are some tips for access and permission control via custom roles that can make your NetSuite Implementation succeed with the strict accounting practices required in the UAE and Middle East.

1. A senior role should approve Payment Terms:

This can be achieved by creating access control on the Payment Terms field of the customer. The Payment Terms could be locked down on the Invoice for good measure. If your company has a Controller, she should be the one approving Payment Terms for every new customer. In addition, Payment Terms should be required on invoices.

2. High Value Invoices should be Approved:

Invoices of high value – the threshold will vary from company to company – should be approved and proof read by an Accounts Supervisor. This can be managed by activating a simple Invoice Approval workflow.

3. High Value Credit Memos should be Monitored:

Credit Memos of high value can potentially change your Accounts Receivable number significantly. Your NetSuite Administrator should create a weekly report listing Credit Memos with details of values and customers they are being applied to. It will make sense to separate the permission for creating Credit Memos from the Accounts Receivable person and only allow Credit Memos to be created after verbal approvals from a manager.

4. Cash Payments should be Monitored:

Your NetSuite Administrator should create a weekly report listing Customer Payments in cash with details of values and invoices they are being applied to. It is best to separate Credit Memo and Customer Payment permissions.

5. Monitor Manual Journal Entries:

NetSuite allows you to create manual journal entries posting directly to accounts receivables, bank and cash accounts. This can be monitored by creating a custom approval workflow for such journal entries or simply designing weekly or daily email alerts to managers.

6. Match Sales Orders to Invoices:

NetSuite lets users modify Sales Orders. To make sure invoices and deliveries match, it might be a good idea to lock Sales Orders after they have been billed. Or, a simpler solution is to create a report showing edits to sales orders which have been billed.

To summarise, here are three staffing tips for your accounting team:

1. Segregate Duties of Petty Cash with Delivery Management and Accounts Receivable being distributed so as to create a self-auditing Accounts team.

2. Create a system of Internal Audit using saved searches and reports using the Cash and Bank Register and A/R Aging reports as three-way checks.

3. Allow access minimally making sure roles have access to only the tasks that relevant for them. Create access for each accounting profile rather than one role for the whole team.

The reasons for locking a system are many – locking allows staff to complete their jobs without too many decision points. That actually makes their work lives easier. The more the options are, the lower the data entry speed is going to be.

Locking allows management to not have sleepless nights wondering if critical items are being managed in an error-free way. After all, this is why management invested in an ERP like NetSuite in the first place.

Locking allows clean record keeping in the system allowing for the data to reliable, easily analysed and helps achieve business analysis and reporting goals.

Give us a call if you need your NetSuite Accounting set-up audited. We are happy to do a free health check and suggest improvements.

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NetSuite SFA 101

The Top Ten NetSuite Salesforce Automation Questions answered here!Just when the Gartner report of 2016 places NetSuite in the Challenger’s quadrant, we thought we’d share some 101 with you. We have had the privilege of training scores of new sales team members, sales managers, sales vice presidents, marketing managers and directors and the like and they invariably trip at the terminology and lingo of NetSuite. Here is a quick cheat sheet if you are new to NetSuite SFA and have just started using it for a sales side role.

1. When should I create a Lead and when should I start from a Prospect?

Our simple rule of thumb is that a lead is someone you heard about or who walked into one of your booths at a tradeshow and left their visiting card but with whom you have had no conversation. A prospect is someone who has shown interest. It is for you to judge if their showing preliminary interest is sufficient or if you would like them to define their requirements a little more before you would like to call them a prospect.

2. What’s a Contact and why isn’t it a Lead?

Well, that one is easily answered. If you are B2C, your contacts and leads are the same. In NetSuite create them as Leads and default your company’s preference to “Individual”. If you are B2B NetSuite thinks by default that your leads are companies and the contacts are people working for the lead. That said though, NetSuite introduced a Lead Conversion feature a few years back that allows you to convert individual leads to company prospects as long as the lead has a Company named. So, you can begin working with the individual and later convert them to a company.

3. What’s an Opportunity and why isn’t it a Lead?

In the early days of your sales cycle, a lead is an opportunity – well almost. NetSuite Sales Force Automation defines it a little more narrowly. A lead is restricted to information about the company whereas an opportunity is a chance to sell. When we say chance to sell, we mean a value for the expected business. This is why the opportunity record stores a ballpark of the expected value of the sale whereas the lead record stores the phone number. Do note though that creating an opportunity against the lead would typically convert it to a prospect unless the probability of the opportunity converting is set to a really low percent.

4. I don’t want sales reps to see one anothers’ customers. Can I do that?

Oh, yes. That’s out of the box. All you would need to do is to set up the role with “Sales Role” checked and use one of the access control options. The roles that come out of the box already have the right settings, so if you just copied a standard sales role for your company, there isn’t much to worry about.

5. What’s the deal with pipelines and forecasts?

They sound similar. Yes and no. A pipeline is something in the works but not yet converted. A forecast is your ability to predict a sales figure for a defined period. To translate that out of the box NetSuite standard reports would only include open Opportunities and Estimates. “Open” has its own system definition too. An open Opportunity is one that has no Estimate created from it, the rider being that the Estimate should be “Included in Forecast”. An open Estimate is one from which a Sales Order or another more mature sales transaction like an Invoice has not been created. Of course, there is a flick of a switch to “Include” it and you need to set up your preferences to make Estimates get included by default.

6. My sales cycle isn’t that long. Can I just start at a Customer?

Absolutely, all stages of the customer record are optional and so are the stages of the sales transactions. You can create a new Customer record and create a new Invoice straightaway. Remember, NetSuite’s SFA and ERP are integrated.

7. How do I differentiate an Opportunity from an Estimate?

An Opportunity is typically very very early in a sales cycle. It’s a stage where you have a ballpark of the deal’s size but don’t know the exact number or even don’t know which products or services the customer will take interest in. That’s why an Opportunity record has a few unique features when compared to other sales transactions in NetSuite:

– it can have amount which may or may not be equal to the total of the selected products

– it can have an amount range – it can have no products at all

No other sales transactions will allow you to override the amount and of course you need have at least one product line before you can save it.

8. Could I simultaneously work on mutiple deals for one Lead?

Yes, you could. More than one Opportunity can be created and one or more of these can be converted to an estimate.

9. I am creating a new Lead and can’t see how to attach a Contact?

On the new form child relationships like contacts show up as editable lines. Once you save the lead, you should see the box that allows you to select a contact and the associated Attach button.

10. I am already working on an Estimate but the Opportunity still shows as open. What did I do wrong?

Never forget to “convert” an Opportunity to an Estimate and an Estimate to a Sales Order if you need to track the flow of the deal. When you are on the Opportunity, the Estimate link might be hiding under the New icon. You can also go to the subtab for Estimates and click on the “New Estimate” button.

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The Cloud is Inevitable

If you still have some lingering doubts about moving to the cloud and are also a little concerned about it, here is a non-jargon take that might calm your qualms.

The so called ‘Cloud’ is nothing but a way to store your data away from your physical location. Yet in the day and age of the internet why should that cause you any concern? Consider the following:

1. You access your bank account online, don’t you?

2. You let your credit card be charged for online shopping, right?

3. You store your private details on government servers, correct?

4. You store important private email on gmail, outlook or aol, yes?

Your answer is yes for all of the above because there isn’t any other way in the current world. That is where technology has brought us. Just as there was a Stone Age once upon a time so is this the Internet Age, rephrase it to Cloud Age. In the Stone Age they used things made of stone. What do you expect to do in the Cloud Age? Use the Cloud, naturally.

Of course, you might say there is a difference between your personal data and your company’s data. There is and there is not.

When I refer to your bank account, I am talking to security concerns. If your bank and credit card can transact online, premier Cloud SaaS companies like NetSuite use the same 128-bit encryption too. Security can’t be your main concern about storing on the Cloud.

Now moving on to the very nature of your data. A lot of company data stored by your ERP and CRM applications is simply transactional, boring day-to-day records which are of use only to you because you need to report them, analyse them and act upon them. No one is really interested in it except you.

Competitors may be interested, of course, if you are a threat to them. Well, they can also hire your employees for better perks, can’t they?

Are you still concerned about the security of the data center – I mean the place where all the data is stored. I would not give a damn if I were you. I know from my relationship with SaaS vendors like NetSuite that the data is never really stored in one place. So, even if I am able to breach a data center, which I will not because it’s really a bomb shelter, and manage to extract some data, I will just get a sequenced mix of data from different companies for which I will never have the algorithm to join in order to make sense.

If you store your data on your own premises, chances are it can be read by your database administrator who knows your business better and may have a reason to be interested. Not so at a faraway server farm in la la land.

Before I drop off, here are few reasons the business Cloud completely changes your life when you first move to it:

1. No installation – down with the disks

2. No more heavy files to lift and store

3. No more back-ups

4. Work any time any where and any device, flexibly

5. No software updates

6. Real-time data visibility, enabling live decision making

There’s much more, I only tried to cover the big ones. My point is, open your mind to the Cloud. It is here to stay and it is good for you! Of course, you smart people out there are already on the Cloud and reading this article for “post-purchase-dissonance”quot; reduction. I think I know my audience.

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Managing UAE Customs Records with NetSuite

You are a UAE based wholesale distribution company. You need to import goods from outside the GCC on an ongoing basis and are worried you will lose track of your documents, ins and outs?

Dubai being one of the largest trade hubs, it is very important that trading companies keep their customs records correctly from inception. Importing from the rest of the world to the local market or free zones and exporting from the local market or free zones involves a lot of documentation. These documents have to be accurate and audited for future. Non-availability of documents can lead to crippling fines from customs.

The Erudita Cloud Solutions team saw the need for maintaining such records for our NetSuite clients. We, at Erudita Cloud Solutions, have a wealth of experience in Oracle NetSuite, one of the world’s finest ERP systems. UAE companies can benefit hugely from the best-in-class inventory management workflows of NetSuite that includes real-time goods tracking in multiple warehouses, integration with payables, demand and automatically calculated reorder points. The Erudita UAE Customs Record Extension for NetSuite further extends NetSuite to track customs documents including Bills of Lading, Gate Passes, Bills of Entry merging them with the NetSuite standard purchasing workflow without using an external database.

Here is a common use case. A medium sized company has three sister concerns, two of the three are in free zones and one of them is in the local market to cater to their local customers. It imports more than hundred SKUs for supply to retail outlets. Food and beverages are included in the mix.

A purchase order is raised and sent to the supplier after approval. As soon as the purchase order is issued, the system automatically creates a Shipment Job. The Shipment Number now becomes the tracking record for the company’s logistics department. One or more purchase orders may be combined if the supplying vendor is the same and the goods are due to arrive at one time.

All information related to this particular shipment can now be recorded here. As the supplier manufactures the goods and updates the logistics team, the shipment job is updated for the latest information.

Important details like – mode of shipment, booking or Bill of Lading or Airway bill number, Estimated Time of Departure (ETD) and Estimated Time of Arrival (ETA), Container Number/Flight Number, actual time of receipt of the cargo in the warehouse, etc., are recorded under this particular shipment number. ETD and ETA tracking and updating can be done on the same records. Website links can be created Shipment Job for easy tracking, this can be customized as per company requirements.

An arrival report generated from the Shipment Job’s status can now be used by the company’s sales team to promise delivery dates to customer and support the logistics team to mobilize clearing agents and space management in the warehouse. Simultaneously, the accounting team can prepare to pay customs authorities, freight forwarders, clearing agents and suppliers.

As you may know, the most important document involved in importing into the UAE market, is the Customs Bill of Entry generated from the Dubai Trade portal.

What is a Bill of Entry?

A bill of entry is a formal declaration describing goods that are being imported or exported. This document is examined by customs officials to confirm that the contents of a shipment conform with the law, and to determine which taxes, tariffs, and restrictions may apply to the shipment. It must be prepared by the importer or exporter. A typical bill of entry includes a description of the goods in the shipment, including details and the quantity and weight of the goods, along with an estimate of their value.

Is it important to keep these records? And Who keeps them? And Why?

The answer would be, yes, it is essential to keep these records. Companies keep copies of their bills of entry on record as part of their financial paperwork and to be able to track the movement of shipments. These forms are also used by customs officials to track the type of goods being moved over their borders. This paperwork is also used in the preparation of statistics that are designed to shed light on a nation’s economic health and trade balance with other nations.

Our Customs Record bundle has been structured in a way that a Bill of Entry can be recorded under the same Shipment Job for that particular Purchase Order. In case if any additional Bill is prepared against the existing Bill of Entry, this can also be recorded and details matched by the system will show real world data.

Our example company imports its goods into the Jebel Ali Free Zone, where in a Transit Bill of Entry is processed. Important details (description of the goods, quantity and weight of the goods, value of the goods) are records on the Shipment Job. Since the company has its major customers in the local market, it will have to process an Import Bill of Entry. Note that one or more Bills of Entry can be processed against the Transit Bill of Entry. Important details of these Bills of Entry are recorded on the Transit. The system makes sure that the Transit and Import Bills match. In case there is any error on the bills the system will throw up exceptions. This Customs Import extension also supports local Gate Passes. It records the Entry and Exit Passes, to match the company’s inventory already stored in NetSuite’s location based inventory management system.

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Why Erudita Qualifies for the Best Partner Crown

Reading an article posted by Craig West, Senior Vice President of Channel Sales, NetSuite at NetSuite blogs just reminded me of why Erudita Cloud Solutions chose to be a NetSuite partner.

Craig mentions these four “keys” that makes NetSuite select its partners.

  1. Competency
  2. Coverage
  3. Client Portfolio
  4. Commitment

Often when I meet NetSuite clients in the UAE I hear key stakeholders complain about NetSuite. Many times what they complain about are reports that should have been customised or better adapted to the reporting needs of the organisation. After the first few minutes I come to a simple conclusion: they are one of the many “implementations gone wrong” cases. Many times I notice new consultants in NetSuite enter customisation blindly, because they know how to create the new objects but they don’t know what they are getting the client into. A firm that’s been on NetSuite since 2009 just had an experience trying to go live with a new purchasing system and the programmers wrote functionality that clashed with NetSuite’s Multi-Location Inventory. Needless to say, after many wasted hours, they abandoned the new program and called us in for advice.

So, what does Erudita offer in terms of competency? Quite simply we have been in the NetSuite space since 2008 though our headquarters have changed in 2015 and we know exactly what NetSuite can do for you.

And what did Erudita do for coverage? Simple, we have decided to take on the challenge of convincing new and growing companies to move to NetSuite and with it to the Cloud. While NetSuite has made a mark in the UAE already, Erudita would like to bring the “benefit” named NetSuite to small companies struggling with spreadsheets and outdated accounting systems.

Move in, save on IT costs and forget about “Trial Balances”. Yes, you read that one right! There are apparently accounting packages still in use where there is a risk that debits won’t match credits even though we are 16 years into the new millennium. We see this as a win-win, we get to liberate the stakeholders and their bookkeepers from worrying about the sanctity of their accounting books, save them hours in “closing” periods and at the same time bring NetSuite closer to where it belongs. Meeting clients in the UAE, I still hear questions on whether the “cloud” is safe and if it can work with traditional companies. Well, Erudita is out on a mission to educate and liberate and we will keep going as long as there are companies out there that need to be freed from their unique versions of the “hairball”. The hairball is a mix of software apps that companies run their business on and it’s a hairball because no one knows where the latest version of critical data is sitting.

Our clients are virtually selling NetSuite to other businesses. We pride ourselves in sitting back quietly as our clients show off their dashboards, raving about the time they saved and what a nightmare servers were before they moved to NetSuite. A good implementation is Erudita’s real PR weapon and we get the implementation right through real commitment.

I don’t know if a word heavier or bigger than commitment exists in this world. Yet at Erudita we understand the definition very well. Which is why we would love to share our translation of the word commitment in the scope of an ERP implementation project:

Commitment to our promises – if we said yes when you signed us up, we will do it for you

Commitment to our timelines – if we committed a date, we will do our part on time

Commitment to NetSuite’s technology – we believe in the quality of the NetSuite offering and remain dedicated to upgrading our knowledge and service with every NetSuite upgrade

Commitment to service – we know we are ultimately delivering a service and we don’t ever forget it many moons after our clients are live and operating NetSuite as “business as usual”

So, Erudita is right there in all the 4 Cs – Competency, Coverage, Client and Commitment. We know we are game changers for the businesses we work with and we take ourselves very seriously. Thank you, Mr. West for giving us some benchmarks to rate ourselves by.

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The Need For ERP and CRM Software

What are the main hurdles in running any business seamlessly?

The answer is lack of coordination between different departments in an organisation. Since ages businesses are striving to achieve perfect coordination between departments. A major breakthrough came in this area with the discovery of ‘Cloud’ based business applications. Cloud enables all employees to update the information into the integrated system and whoever needs it gets to see it subject to the level of ‘Permission’. This whole system is popularly known as the Enterprise Resource Planning or simply ERP.

When defined ERP is business processes management software to integrate all back office operations, Human Resources and Customer Services related details. Back offices operations are actually quite extensive. This may include all or part of Accounting Functions, Inventory Related Functions such as Inventory Aging, Warehousing & Distribution, Logistics, and Shipping. The details available in the modern Cloud ERP systems such as NetSuite are so precise that it actually tracks the items down from the moment a Purchase Order is generated till the item is actually shipped out to the end customer.

Like back office operations modern Cloud business suites like NetSuite have a huge Customer Relationship Management component. This is basically the reservoir of all customer data including frequency and likely types of ordering to any kind of interaction which happen at pre-order or post-order stage. The interactions which are recorded include any pre-order sales pitch made by the organisation in order to get the order to any kind of issues post ordering. The Customer Relationship Management applications or CRM, as they is popularly known as, have real time tracking facilities for any kind of open issues between the organisation and the customer. This real time tracking keeps it from slipping into the backburner due to any kind of office paper pushing or absence of internal coordination. Real time resolution means increase in customer satisfaction.

CRM is not only about issue resolution and ordering pattern, it has another very important component in which the system is able to send surveys and campaigns mostly promotional. This is largely an automatic process which gives an idea of customer satisfaction level or likelihood of customer interest in case the organisation chooses to go ahead with launching that particular item. At times it helps in popularization of the new items where orders have been scanty due to lack of customer information.

CRM gathers all kind of customer information through its precisely recorded data. This data can easily be shaped into logical information on the sound ERP/CRM systems like NetSuite, bpm’online. Logically and aesthetically plotted graphs and diagrams to furnish the recorded data wherever required have come as big boon for the business planners. NetSuite and some other ERP software have another special ability which has cut the analysis process time to a fraction.

Like an excel sheet you are able to logically define and then come to conclusions using ‘Search’ functionality. These searches can show basic results like that in an excel sheet and yet can be seriously complicated using database SQL language formulae to reach their results. These searches tell you the current position of anything and everything happening in the organisation. With such detailed searches all you need to do is to apply your mind to tackle that situation without actually trying to figure out the situation itself without going through hundreds of records manually on your computer.

Another important aspect of ERP’s is Accounting. From time immemorial Accounting Departments of all organisations have been struggling with hundreds of pages of data which they then collate into integrated records which finally becomes balance sheets of that organisation. This has become quite easy with the new ERP’s like NetSuite. Perfectly balanced data is prepared by the system itself if the entries are correct. There are systems in place to prevent incorrect entries or forced modifications. All ERPs like NetSuite clearly tell the users that outputs may be wrong and illegal if wrong entries are made. All that needs to be done is a correct opening balance entry at the time of Implementation of the ERP and you will get perfect records at the end of the year, quarterly, monthly & weekly.

Another serious issue which has plagued organisations from the early days is that of Accountability. Organisations have been victims of intentional mischief and careless staff related losses and information leak. To mitigate such risks, NetSuite is equipped with role or work based permissions and access levels. This means only people with related work get to access and use concerned data.

A clerk related to do purchase ordering can’t see accounting files. Similarly, warehouse staff will not be able to view customer service related files. As we go up the organisation ladder, the senior most staff have wider access levels. Meaning a CEO, President, COO or CFO is able to access all records within moments on their computer whenever they need it. Even the ‘Search’ and Reports are permission based making it accessible for certain people only.

There are further accountability controls inbuilt in the new age ERPs like NetSuite. The moment someone accesses or edits anything back end logs get generated and get saved in the system. These logs fix exact responsibility of the actions taken by an individual.

New age ERP and CRM modules developed by companies like NetSuite are quite generic. They have all the modules which may not be applicable for all organisations. Similarly, Searches and Reports are company specific varying from company to company. Likewise the historical data stored on paper or on older CRM have to move into new systems. These things are moved into the systems by ERP consultancy firms that have experienced consultants and implementers who are able to analyse and give custom solutions to fit the needs of the organization.

Erudita Cloud Solutions is one such company around Dubai, UAE which specialises in implementing and integrating NetSuite into the organisation’s systems. It has senior consultants with more than a decade of experience into customizing solutions for numerous companies. If you want to go “Cloud” then NetSuite ERP is the answer and if you want it to be perfect for you Erudita Cloud Solutions is there for you.

Why your ERP Installation Needs Maintenance

Any organisation is a dynamic place. Things change every day and so do the requirement of systems. Priorities change almost every day based on pressure on different parameters in an organisation. Therefore, without a doubt the ERP can’t remain unchanged. The ERP which is the basic system of office has to be tweaked at regular intervals to make it suitable for use at the office. It is not a very difficult task to complete but it does require experienced Consultants to do the job as it involves making changes without disturbing the existing data in the system. This is an easy job but can lead to loss of data if not handled carefully and correctly. ERP Maintenance companies like Erudita Cloud Solutions (a NetSuite Solution Provider) are equipped with right expertise and experienced consultants to handle such a job.

Most basic Maintenance Jobs:

    There are changes in staff periodically in an organisation. Some new people join the organisation while others bid goodbye. Immediately, accesses have to be created for new joiners and the accesses of those who leave have to be archived and their sign in credentials removed. Thankfully, the modern Enterprise Resource Planning software like NetSuite are equipped to handle this situation quite easily, in minutes so to say. Obviously certain precautions have to be taken while creating and removing accounts. While creating an account the personal data of the new employee have to be filled correctly. The access and permission levels have to be decided logically and implemented correctly in the system. If there is an error the employee may not see relevant information or may see a lot more than what is required. Similarly, while blocking or stopping access to a person who has left it has to be done very carefully. A mistake can lead to data loss and if in case some other employee with similar name exists can lead to blocking of log-in credentials of a different person. This will lead to creation of a new account and two sources of information of the same individual. NetSuite Maintenance companies like Erudita Cloud Solutions are equipped to handle such modifications in the system in a secure manner.

  • As mentioned above an organisation is a dynamic place. There are pressures on different parameters at different points of time. Therefore, the basic tools of data tracking like the Reports and Searches also need to be modified; updated or new ones have to be created. Some of these are quite elementary but some involve technical help due to complicated nature and technical expertise involved. NetSuite ERP provides a world of numerous possibilities when it comes to data tracking and reporting. The experts of Erudita Cloud Solutions have a serious expertise in this field. We have been providing services in the field of data tracking for nearly a decade now. Our senior consultants are able to create Reports, Searches and Dashboards which will make life simpler for a planner. After assessing the situations, the consultant offers right kind of data tracking solution. If accepted by the user the solution is delivered within agreed timelines.
  • A third very common kind of modification which is required in the system is tweaking of forms. ERP as such is a data tracking system and with change in the priorities in the organisation certain new items have to tracked and highlighted. Alerts have to be created to warn relevant people if some item requires urgent attention. Similarly, certain items no longer remain relevant and have to be dispensed off to keep the system clean and less confusing. Modern Cloud ERPs were created to make life easy and can handle such changes very easily. However, these changes are to be handled very carefully because all the data in the system is related and modification in one can lead to destruction of data or connected fields meaning a domino effect can follow. These modifications are best left to the in house system administrators or the NetSuite Maintenance companies with knowledge and expertise in this area.
  • Also, connected with the forms are various kinds of printable items. These include the Sales Orders, Purchase orders, Invoices and different kind of inventory slips. They have to be modified adding or removing new fields periodically. Since, they are printable items aesthetics are important along with the legal requirement in most cases.
  • ‘Records’ and ‘Lists’ are backbones of any ERP system. Once in a while new ‘Records’ enter the systems and so is true for ‘lists’. These can be added and removed but again due precautions have to take to prevent any kind of data loss.
  • There are other types of maintenance work involved in upkeep of modern Cloud ERPs. Right at the time of implementation the records from the older system have to be moved into the new system. This can be done manually by entering the data one by one. However, user friendly modern ERPs give you a better option. All the data from the past systems can be updated on sheet and cleaned meaning any error etc. removed and entered into the system automatically in one go or in batches. Cleaning is also required when some of the entered data especially that of prospective and existing customers changes and become redundant. This generally happens when the campaign is sent out and some of the contact information is incorrect. Such information in the system has to be purged.
  • Modern ERPs are complex systems depending on quite a bit of programming done in the background to achieve semi or full automation. Therefore, some of the maintenance work involves coding. Techno-functional consultants of Erudita Cloud Solutions can take care of technical as well the functional jobs on your system end to end. NetSuite is equipped with the facility to automate your system using various types of coding from static type on the webpages to the ultra-dynamic type which works behind the scene on the backend to update the records sometimes thousands in number in a blink of an eye. Some of the coding can drive multiple effects on the system therefore careful consideration and testing beforehand is required. Generous use of “Sandbox” testing environment is advisable. Some of the coding is quite complicated and best handled by the technically trained staff and in house action by staffs is not advisable.
  • Modern ERPs like NetSuite are more often than not connected with the website of the organisation. The websites are updated periodically and therefore may need help of website designers and also help of web integration experts. Some of the NetSuite maintenance companies are experts in this field. They provide end to end services in this area.

All the above might sound a little cumbersome in terms of maintenance but actually leads to major streamlining of the business processes in the organisation. The accountability of the staffs is enhanced and early warning systems make it easy for the business planners. These maintenance works are handled end to end by the vendors like Erudita Cloud Solutions without much hassle. All the organisation needs to do then is to concentrate on their core business, logistics happen on ERP supported by the trained staff of maintenance service provider companies like Erudita Cloud Solutions.