NetSuite OpenAir Admin Guide

379 Pages·2016·6.51 MB·English

Admin Guide
October 8, 2022
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Table of Contents
Introduction ........................................................................................................................... 1
Configuring OpenAir Settings ................................................................................................ 1
Application Overview ............................................................................................................ 3
Log Out ............................................................................................................................. 4
Getting Help ........................................................................................................................... 5
OpenAir Documentation Overview ......................................................................................... 5
OpenAir Help Center ........................................................................................................... 8
SuiteAnswers .................................................................................................................... 10
Creating a Support Case ................................................................................................. 11
Global Features ..................................................................................................................... 14
OpenAir Business Intelligence Connector .............................................................................. 14
Customization Center ......................................................................................................... 14
Deleting Transactions or Records from OpenAir and Its Database ............................................. 15
Feature-Specific User Satisfaction Feedback Form ................................................................... 15
Query Builder for Email Notifications .................................................................................... 17
Restoring Deleted Attachment Files ...................................................................................... 19
Saving List View Configurations ........................................................................................... 20
Timesheets ........................................................................................................................... 28
Timesheets ....................................................................................................................... 28
Creating, Editing, and Deleting Timesheets ............................................................................ 29
Approval Processes ............................................................................................................ 31
Service ............................................................................................................................. 35
Time Types ....................................................................................................................... 36
Notifications ...................................................................................................................... 38
Timesheet Report Layout .................................................................................................... 40
Timesheet Rules ................................................................................................................ 41
Payroll Types .................................................................................................................... 43
Time Off Request Layout .................................................................................................... 44
Leave Accrual Rules ........................................................................................................... 46
Run Leave Accruals ............................................................................................................ 49
Leave Accrual Form - Timesheets Application ......................................................................... 50
Alerts ............................................................................................................................... 50
Other Settings .................................................................................................................. 51
Frequently Asked Questions (FAQs) ...................................................................................... 59
Expenses .............................................................................................................................. 60
Expenses .......................................................................................................................... 60
Approval Processes ............................................................................................................ 60
Expense Items .................................................................................................................. 61
Expense Report Layout ....................................................................................................... 63
Vehicles ........................................................................................................................... 64
Vendors ........................................................................................................................... 65
Payment Types .................................................................................................................. 66
Authorizations ................................................................................................................... 67
Notifications ...................................................................................................................... 69
Alerts ............................................................................................................................... 71
Other Settings .................................................................................................................. 71
Expense Attachment Deletion Wizard ................................................................................... 74
Projects ................................................................................................................................ 76
Projects — Introduction ..................................................................................................... 76
Project Status Summary (PSS) .............................................................................................. 76
Project Status News Feed ................................................................................................... 80
Outline, Gantt, and Task Detail Views .................................................................................... 85
Navigating Between and Using Outline, Gantt, and Task Detail Views ..................................... 86
Resource Icons in Outline and Gantt View ......................................................................... 87
Creating a Phase, Task, or Milestone in Outline or Gantt View ............................................... 88
Editing a Phase or Task in Outline or Gantt View ................................................................ 89
Changing Assignments in Outline, Gantt, and Task Detail Views ............................................ 90
Duplicating and Copying a Task in Outline, Gantt, and Task Detail Views ................................. 91
Direct Inline Editing in Outline, Gantt, and Task Detail Views ................................................. 91
Making Changes in Gantt View ........................................................................................ 92
Marking Tasks as “Non-billable” and Excluding From Project Budgets ..................................... 92
Booking Worksheet Display ................................................................................................. 93
Advanced Booking Worksheet ............................................................................................. 93
Charge Projections ........................................................................................................... 100
Billing ............................................................................................................................. 105
Revenue Recognition ........................................................................................................ 122
Issues ............................................................................................................................ 138
Downloading Issue Attachments in List Views and Bulk Actions ........................................... 142
Pricing ........................................................................................................................... 144
Project Billing Defaults ...................................................................................................... 148
Project Budget ................................................................................................................ 149
Project Budget List View ............................................................................................... 150
Project Budget Page .................................................................................................... 150
Creating a Project Budget or Modifying Project Budget Properties ....................................... 155
Approving and Unapproving a Budget ............................................................................ 158
Account-Wide Project Budget Preferences ....................................................................... 159
Project Center Options ..................................................................................................... 160
Transactional Budget ........................................................................................................ 162
Gantt Display (without Outline, Gantt, and Task Views enabled) ............................................... 165
Project Locations ............................................................................................................. 166
Project Stages ................................................................................................................. 167
Worksheet Display ........................................................................................................... 171
Task Types ...................................................................................................................... 172
Alerts ............................................................................................................................. 173
Assignment Groups .......................................................................................................... 174
Notifications .................................................................................................................... 175
Extended Category Feature: Service line 1 - Service line 5 ....................................................... 177
Performance Console ....................................................................................................... 178
Other Settings ................................................................................................................. 179
Frequently Asked Questions .............................................................................................. 184
Resources ........................................................................................................................... 185
Attribute Sets .................................................................................................................. 185
Tech Skills ....................................................................................................................... 186
Education ....................................................................................................................... 187
Locations ........................................................................................................................ 187
Job Roles ........................................................................................................................ 188
Industries ....................................................................................................................... 189
Customizable Skill Level Descriptions .................................................................................. 189
Resource Booking Planner ................................................................................................ 190
Resource Utilization Overview in the Resource Booking Planner .......................................... 191
Breakdown by Customer, Project and Task in the Resource Booking Planner .......................... 195
Creating, Editing, and Deleting Bookings in the Resource Booking Planner ............................ 196
Resource Booking Planner View Options and Settings ........................................................ 197
Resource Compare View ................................................................................................... 200
Advanced Resource Search ............................................................................................... 204
Resource Demand Request (RDR) ....................................................................................... 211
Creating a Resource Request ......................................................................................... 212
Creating and Editing a Resource Request Queue .............................................................. 213
Exporting Resource Demand Request (RDR) Search Results ................................................ 217
Deleting a Resource Request or Resource Request Queue .................................................. 218
Booking Chart ................................................................................................................. 218
Booking Types ................................................................................................................. 219
Generics ......................................................................................................................... 220
Resource Profile .............................................................................................................. 221
Consolidated Resource Profiles .......................................................................................... 222
Customized User Avatars .............................................................................................. 228
Résumé and Curriculum Vitae (CV) Management in Consolidated Resource Profile .................. 230
Skills Approval ................................................................................................................. 233
Search - Resources Application .......................................................................................... 235
Booking Request Layout ................................................................................................... 237
Notifications .................................................................................................................... 238
Approval Processes .......................................................................................................... 239
Alerts ............................................................................................................................. 240
Resources Other Settings .................................................................................................. 241
Frequently Asked Questions (FAQs) ..................................................................................... 245
Invoices .............................................................................................................................. 247
Agreements .................................................................................................................... 248
Charge Stages ................................................................................................................. 249
Customer POs ................................................................................................................. 250
Approval Process ............................................................................................................. 250
Expense Items ................................................................................................................. 251
Credit/Rebill .................................................................................................................... 252
Invoice Layouts List View .................................................................................................. 254
Invoice Options ............................................................................................................... 257
Service ........................................................................................................................... 258
Payment Terms ............................................................................................................... 259
Other Settings ................................................................................................................. 260
Frequently Asked Questions (FAQs) ..................................................................................... 261
Purchases ........................................................................................................................... 263
Accounts Payable Locations ............................................................................................... 264
Carriers .......................................................................................................................... 265
F.O.B Locations ............................................................................................................... 265
Manufacturers ................................................................................................................. 266
Purchase Order Layout ..................................................................................................... 267
Products ......................................................................................................................... 268
Approval Processes .......................................................................................................... 269
Purchase request layout ................................................................................................... 270
Purchasers ...................................................................................................................... 271
Vendors ......................................................................................................................... 272
Receiving Locations .......................................................................................................... 273
Shipping Terms ............................................................................................................... 274
Notifications .................................................................................................................... 275
Other Settings ................................................................................................................. 276
Reports .............................................................................................................................. 278
Reports .......................................................................................................................... 279
Reports Status ................................................................................................................. 281
Reporting Options ........................................................................................................... 283
Frequently Asked Questions (FAQs) ..................................................................................... 284
Workspaces ........................................................................................................................ 285
Overview ........................................................................................................................ 285
Document Categories ....................................................................................................... 285
Searching Workspaces, Documents or Discussions ................................................................ 286
Downloading Documents from a Workspace ........................................................................ 287
Account Storage .............................................................................................................. 290
Creating an Account Storage Alert ...................................................................................... 290
Other Settings ................................................................................................................. 291
Home ................................................................................................................................. 293
Home ............................................................................................................................. 293
Home and Dashboards ..................................................................................................... 296
Calendar ......................................................................................................................... 297
User Center .................................................................................................................... 298
Opportunities ...................................................................................................................... 300
Approval Processes .......................................................................................................... 300
Deal Stages .................................................................................................................... 300
Proposal Layout ............................................................................................................... 301
Templates ....................................................................................................................... 302
Territories ....................................................................................................................... 302
Business Types ................................................................................................................ 303
Client Sizes ..................................................................................................................... 303
Client Sources ................................................................................................................. 303
Notifications .................................................................................................................... 304
Other Settings ................................................................................................................. 305
Administration - Global Settings ............................................................................................. 306
Organization ................................................................................................................... 306
Accounting Dates ......................................................................................................... 307
Accounting Periods ...................................................................................................... 308
Approval Options ......................................................................................................... 311
Currencies .................................................................................................................. 312
Departments ............................................................................................................... 316
Hierarchy .................................................................................................................... 317
Name & Address ......................................................................................................... 319
Projects ...................................................................................................................... 320
Tag Groups ................................................................................................................. 321
Tax Locations .............................................................................................................. 322
Tax Options ................................................................................................................ 323
Work Schedules ........................................................................................................... 324
Users ............................................................................................................................. 326
Jobs, Rates ...................................................................................................................... 351
Clients ............................................................................................................................ 355
Display ........................................................................................................................... 360
Customer Display Options ............................................................................................. 361
Email Settings ............................................................................................................. 361
Email Templates .......................................................................................................... 363
Interface: Display ......................................................................................................... 364
Interface: Other ........................................................................................................... 365
Interface: Terminology .................................................................................................. 366
Logos: UI, documents ................................................................................................... 366
Print Settings .............................................................................................................. 368
Regional Settings ......................................................................................................... 369
Time Settings .............................................................................................................. 370
Account .......................................................................................................................... 370
API Integration Applications .......................................................................................... 371
API Limits ................................................................................................................... 382
Automatic Backup Service ............................................................................................. 382
Exporting All OpenAir Attachments ................................................................................. 385
FilterSet Settings .......................................................................................................... 385
Integration: Import/Export ............................................................................................ 386
Optional Features ........................................................................................................ 389
Performance ............................................................................................................... 392
Proxy Expirations ......................................................................................................... 392
Security ...................................................................................................................... 393
Reports .......................................................................................................................... 395
Custom Fields ................................................................................................................. 404
Form Permissions Overview ............................................................................................... 423
Introduction 1
Introduction
Overview
OpenAir is a highly configurable system that provides superb project management capabilities for
companies and service providers in many different industries. System Administrators are involved in many
aspects of the OpenAir system. This OpenAir System Admin Guide helps you as you tackle your System
Administration duties. They may include:
■ Knowing how your particular OpenAir environment is configured and the options that exist to enhance
your system functionality.
■ Entering or supervising the entry of key information such as new employees or contracts, and
maintaining the information accuracy.
■ Modifying form permissions on OpenAir forms and designating them as required, read-only, or
hidden to meet specific company needs. This can assist you in controlling sensitive information using
application roles. See Form Permissions Overview and Roles Overview.
■ Answering questions about using the system. Many times you become your company's Help Desk.
Many System administrators produce employee guides that address your company's configuration.
■ Ensuring compliance with your company processes and policies by maintaining best practices within
OpenAir.
In this document, we address the configuration options that exist within OpenAir. While you may
already use some of them in your system, others may be something you will consider implementing at
a future date for specific needs identified by your employees. You've probably asked yourself “How can I
change...?” or “Can I do...?” This document is designed to help you answer some of those questions.
Configuring OpenAir Settings
There are two types of switches that control the OpenAir configuration: internal switches and company
switches. There are also integration settings. Each is described in more detail as follows.
Internal Switches
Many internal switches are set by your Professional Services Consultant when your OpenAir account is
configured. Later, as you become aware of new functionality through release updates available on the
login screen, you can Creating a Support Case and request that an internal switch be enabled in your
account. Generally, these requests relate to new features. When a new feature is enabled, you must log
out of your OpenAir account and then log back in to see the new feature.
Company Switches and Settings
The other type of switch is a company switch. You can configure company switches as well as account-
wide settings. To find these switches and settings, go to the Administration application. When you enable
these features or make changes to the settings, you do not need to log out and then log back in. The
changes display immediately. Company switches and settings are:
■ Global Settings — Account-wide settings that display under sections of the Administration
application. They are explained in detail in Administration - Global Settings.
Admin Guide
Configuring OpenAir Settings 2
■ Application Settings — Application Settings address specific functionality within each application. An
application is addressed in each chapter of this guide. You can locate the specific settings associated
with an application and review the relevant forms. Under each of the Application Settings, there is a
catch-all group of settings titled Other settings. Many of these settings are already pre-configured
in new accounts based on OpenAir experience. We explain how enabling these settings affects your
OpenAir account.
Account Integration Settings
OpenAir integrations are available for a number of software programs. If not set up initially when your
OpenAir account is configured, we recommend that you contact your Sales Representative or Professional
Services Consultant to discuss implementation. Frequently, you may want assistance in the initial
configuration. Integrations include:
■ Add-on services such as OpenAir OffLine, OpenAir Mobile, OpenAir Outlook Connector, and NetSuite
OpenAir Projects Connector.
■ NetSuite
■ QuickBooks
OpenAir offers a desktop XML API tool titled NetSuite OpenAir Integration Manager. It enables you to
import and export from and to CSV text files. You can also use this tool to run the QuickBooks integration.
In addition, OpenAir Exchange Manager supports exchanging information with Microsoft Exchange 2007,
and 2010. You can export project task assignments, resource bookings, and time off request calendar
commitments from OpenAir to employees' Microsoft Outlook calendars.
Multiple Sessions
You may have multiple sessions of OpenAir running on the same computer at the same time. This is
helpful when you are using multiple applications within OpenAir since it saves data entry time by avoiding
switching to different applications within the same instance.
User Interface
The user interface is particularly relevant to your role as a System Administrator as well as to those
employees who have been granted role or form privileges to access configuration items in your
environment.
Administrators set the view employees see on each Employee's Demographic form. On the Employee
Demographic form under Page Layout, there are two key switches that control the user interface:
■ Enable enhanced user interface
■ Enable Administration menu instead of Account menu
Note: The OpenAir user interface reflects improvements in usability. Over the past several years,
functions have been combined into different categories. A previous user interface was the Account
menu structure. We recommend that companies now use the Administration menu.
Terminology
You can customize all terminology in OpenAir to meet the unique needs of your company. For example,
one company may use the word project to describe work to be accomplished. Another company may
Admin Guide