ANS-0990 · ROLES, PERMISSIONS & SECURITY
How to Restrict NetSuite Sales Order Access by Transaction Sales Rep?
Configure NetSuite sales preferences to ensure sales order access is restricted by the transaction's sales representative, not the customer record's.
Short answer
To restrict NetSuite sales order access by the transaction's sales representative, rather than the customer record's, activate the 'Restrict by Transaction Sales Rep Only' preference. This setting, located in Setup > Sales > Sales Preferences, ensures employee restrictions consider the sales rep on the sales order itself, providing precise control over visibility.
Scenario
When a NetSuite role's employee restriction is configured to 'own and subordinates only', users may find that sales order access is restricted based on the sales representative assigned to the customer record, rather than the sales representative specified on the sales order transaction itself. This can lead to incorrect access limitations, preventing users from viewing sales orders they are responsible for if the customer record has a different sales rep.
Solution
NetSuite's employee restriction setting, when applied to a role and configured for 'own and subordinates only', defaults to restricting sales order access based on the sales representative assigned to the customer record. This behavior occurs even if the sales order transaction itself specifies a different sales representative.To ensure that sales order access restrictions are based on the sales representative specified on the transaction rather than the customer record:
Navigate to Setup > Sales > Sales Preferences.
Activate the checkbox labeled "Restrict by Transaction Sales Rep Only".Additionally, the "Standard Sales Roles" preference, also found under Setup > Sales > Sales Preferences, provides further control over sales representative restrictions. This preference allows administrators to select the desired restriction level for sales representatives, offering options such as 'Unrestricted', 'Restrict Editing Only', or 'Restrict Editing and Viewing'.
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