Sales Reps Import Orders and Assignment Rules

This article is relevant if you are seeking to refine the behavior when sales representatives (sales reps) import sales order data into NetSuite via CSV Imports.


Let’s assume you have a Magento eCommerce Site or Amazon Marketplace and you wish to import orders into NetSuite on a period basis. You may wish to turn over order imports to individuals in the Sales department. ¬†Assume further that the data to be imported sometimes references sales reps in your organizations, yet sometimes it is blank. A blank is meaningful to you as it indicates a sale that no sales person gets commission.

You are challenged. When the sales rep imports the sales order data, the sales rep gets assigned to the records where it was designated as blank (or really null).  This is not the desired behavior.

Modify Permissions and Define New Role

NetSuite’s CRM system is working to help you assign the Sales Rep automatically based on records you are working on. ¬†This behavior is driven through the “Sales Role” switch in a NetSuite user role definition. ¬† The trick to resolve this behavior is to create a new user role, perhaps one limited to importing data, that is not a “Sales Role”. ¬†Once you have the permissions setup correctly, individuals sales people assigned to importing data can switch roles to perform their work. ¬†Under this role, if the Sales Rep is not defined in the actual data of import, the record will be created without a sales rep definition. ¬†Just what we need.

I recommend making your custom user role limited to the functions you need and to keep the menu structure simple so individuals know they are working in a different role. ¬†Further, I recommend removing any CSV importing capacities from their day-to-day sales operations roles so they can’t mistakenly import sales orders and inadvertently assign themselves as the sales rep (and take unearned commissions!).

Getting Assistance

NetSuite’s behavior can be modified in a number of ways. ¬†If you are seeking to optimize your use of NetSuite, contact us.


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Marty Zigman

Holding all three official certifications, Marty is Southern California's NetSuite expert and leads a team of senior professionals at Prolecto Resources, Inc. He is a former Deloitte & Touche CPA and has held CTO roles. For over 25 years, Marty has produced leadership in ERP, CRM and eCommerce business systems. Contact Marty to setup a conversation.

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