This article is relevant if you use NetSuite and you do not want to have an email sent to end users every time a timesheet entry is approved.
Background
Since 2008, our NetSuite Systems Integration practice has highly utilized Netsuite’s Service Resource Planning (SRP) also known as Advanced Projects. We have watched, over the last decade, NetSuite evolve its timesheet system to attempt to produce a “Weekly” orientation to the time entry records. Fundamentally, NetSuite time entries are autonomous; meaning, each record stands independent of other time records. Thus, without NetSuite’s weekly orientation features activated, each time record needs to be approved.
We developed a tool we call the Enterprise Timesheet Manager, discussed here. It is available to all of our clients without a license charge. Still relevant as I wrote about it in 2013, see my article, Enhance NetSuite Advanced Project Timesheets for the Enterprise. This tool allows project managers and end-users a powerful way to work in multi-week views. Naturally, we also have a way to submit time on a weekly basis. Even as I have evaluated NetSuite’s weekly time features, we believe our orientation is superior.
During the NetSuite release of 2021.2, when users submitted time, individuals were receiving a NetSuite produced email with the title, “The following Time entries have been approved”. My weekly timesheet can often time have more than 100+ time entries (no kidding) and thus there would be a large number of emails — very annoying.
Deactivating NetSuite Time Entry Approval Emails
In an effort to deactivate these superfluous emails, I started to search for the option. I suspect I am not alone with other NetSuite administrators in that there are an array of different locations where NetSuite allows modification of configuration parameters. The most obvious place, in my mind, is Setup, Accounting, Accounting Preferences, Approval Routing. Yet, this is not the right location. I then hunted in the Email configuration option — no, not there either.
In frustration, I reached out to NetSuite Support to get some help. They offered that the right location is in the Setup, Company, General Preferences. This would not have been obvious to me — yet there it is under “Email Employee on Approvals”. Per Help, this option will control emails on purchase requests, expense reports, or time transactions.
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In my mind, the option is too coarse. It seems to me that each transaction type should have its own email option and the configuration should lie in the Accounting preferences area. But so be it — just another nuance to hold.
Taking Care of NetSuite Related Configurations
Since 2008, I have watched the platform become more complex — I believe the fundamentals in the NetSuite architecture are sound. Yet, the setup and configuration options, as well as the security model, represent an opportunity for a complete rework. But overall, I am grateful for the superior capacity to solve our clients’ business concerns through the customization platform.
If you found this article relevant, feel free to sign up for notifications to new articles as I post them. If you are the kind of individual that wants to work with a team of professionals dedicated to taking care of concerns that can be shaped by software, let’s have a conversation.
Marty Zigman
Holding all three official certifications, Marty is regarded as the top 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 30 years, Marty has produced leadership in ERP, CRM and eCommerce business systems. Contact Marty to set up a conversation.
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