NetSuite Ninjas

NetSuite Ninjas 2017-08-23T03:55:58+00:00
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“I’m very pleased (and so is the team) with the NetSuite Ninjas – very professional and knowledgeable, has definitely gone the extra mile to make sure we stay on time (worked the whole weekend couple weeks ago), and is just a joy to work with. Glad we chose to work with A2Q2 on the NetSuite Advanced Revenue Management project. The project is going well – the work product couldn’t have been better.”

Matt Schmuecker, Controller
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“I hired Kim Le and A2Q2 while I was CFO of CNET Networks and again when I accepted the position of CFO at Turnitin. Kim is an exceptional leader who develops very strong teams. She drives results with great integrity. The scope of work she accomplished for me was quite broad — ranging from Sarbanes-Oxley compliance to NetSuite Financial systems implementation and integration with SalesForce.com. She and her team also helped me to integrate an acquisition, establish a UK subsidiary and transition auditors. I can’t say enough about how effective she is. Wherever I go next, I will hire Kim.”

George Mazzotta, Former CFO

“When it comes to NetSuite support and complex issues, I only trust working with A2Q2. From the start, they helped us consolidate our different chart of accounts from multiple entities and designed our business processes to optimize for Netsuite. We benefited from the onsite user training tailored to our needs and onsite support as we were going live. They drove the project management aspects by clearly communicating the timeline and process and kept our team on schedule. A2Q2 also brought NetSuite accounting and functional expertise to the table. Overall, we enjoyed working with their team throughout the process.”

Pete Gregovich, CFO

A2Q2 NetSuite Ninjas

Meet the NetSuite Ninjas… Geeky accountants rigorously trained in the art of ERP speak. Geek-to-nerd jargon translators by day, gamers by night, they bend over backwards to solve perplexing accounting issues in NetSuite.

As part of the strenuous apprenticeship, they crawl through all NetSuite configurations and reports. To advance to the next level, they perform mental gymnastics to learn tips and tricks. To become a full fledged ninja, they connect NetSuite with various systems like Expensify, Concur, Bills.com, Salesforce.com.

Whatever you can throw at them, they can handle. Automated workflows? Check. Consolidation and foreign exchange transactions? Check. Segregation of duties? Check. Complex revenue recognition and deferred revenue reporting? Check check. Custom reports and notifications? Check check.

It takes guts to be a NetSuite Ninja (and majority of them have lots of guts, literally).

Using our SoxRox tool, we helped a client complete a segregation of duties analysis of its NetSuite user roles and permissions in preparation for a financial statement audit. The assessment quickly pinpointed the roles and users with conflicts. From that effort, we simplified, redefined and reduced the number of custom NetSuite roles so that they became much easier to manage operationally.

Additionally, the client now has properly segregated duties to mitigate the risk of potential errors and fraud. We redefined each role by changing the permissions to ensure proper segregation of duties. For certain conflicts where it is impractical to segregate operationally, we identified or implemented adequate manual controls to mitigate the risks.

A client needed to revamp its business processes and accounting system to support its fast growth. We managed all phases of the project, including understanding current processes and user needs, system selection, business requirements gathering, system design, system testing, process documentation, end-user training, and post-live support.

As part of the implementation, we evaluated and designed the integration between the client’s ERP, CRM and banking systems to minimize manual procedures. We worked closely with the client and system integrators to ensure all parties understood the business requirements then executed the implementation plan for a successful, on-schedule launch. We also optimized the client’s business processes based on the new system requirements and capabilities including design of internal controls and checks and balances.

In addition to the complexity of integrating different systems, the client also completed an acquisition of a international subsidiary just two months prior to the ERP launch date. We designed an interim accounting solution and helped the client to complete its first consolidation in both the old and new systems.

During this integration, our team worked on immediate accounting priorities while the management team determined its long-term personnel needs. For the subsidiary, we designed the order-to-cash, procure-to-pay and month-end close processes to meet corporate monthly reporting deadlines.

A client wanted to fully leverage NetSuite’s robust revenue recognition engine to automatically create the deferred revenue waterfall, better manage complex billing schedules and analyze VSOE. The client was using NetSuite general ledger module and an outdated ERP system for revenue recognition.

We worked closely with the client and its auditor to ensure that NetSuite is designed in accordance to the appropriate revenue recognition rules. We configured revenue commitment feature to ensure revenue for all sales contracts were properly recognized regardless of billing schedules. In addition, we configured the revenue reclassification feature and built various searches so that the client can easily reconcile the deferred revenue balance to the deferred revenue schedule and unbilled AR.

The client also needed customized sales order, invoice and purchase order forms to fit its US and international business models and customer needs. We designed and created various forms by modifying the NetSuite print layout to meet these specific needs.

A client with multiple international subsidiaries in various functional currencies had been recording intercompany transactions and elimination journal entries incorrectly for several years. The intercompany related balances had grown significantly and become a major audit issue.

We started our cleanup work by reviewing the existing configuration related to intercompany and elimination in NetSuite. We reviewed past transactions and identified various incorrect ways the client had been booking intercompany journal entries and the effects they had on the financial statements.

Through our analysis, we categorized the impact of these incorrectly booked transactions based on materiality and proposed the most cost effective approach to resolve the issue. We then fixed the inappropriate NetSuite configuration, reversed the incorrect entries and booked the correct entries to correct the general ledger balances.

After the cleanup of the intercompany transactions, we validated the NetSuite consolidation by running through the consolidation in Excel worksheet and compared the result with NetSuite. The updated trial balance along with our analysis and validation was reviewed by the auditor and client successfully passed the audit.

A client expanded its operations to multiple international countries while it was also acquired by a different private equity firm. As a result, its subsidiary structure in NetSuite needed fundamental restructuring.

We started the project with flowcharting the new subsidiary structure and analyzing the impact of the change to its existing financial reporting. With the requirement of keeping all historical data intact in mind, we carefully designed the procedures to test the change in a NetSuite sandbox. The careful planning was critical especially since there are three external applications with integration to NetSuite and all of them were impacted by the subsidiary change.

We worked with NetSuite to enable the proper tool to make the change, thoroughly reviewed the financial statements after the change. We also performed additional month end activities in the sandbox to ensure the revaluation and consolidation works as expected under the new structure.

After our testing and another user acceptance testing by the client in the sandbox, we implemented the change in the production environment and the updated subsidiary structure worked flawlessly. The client was able to close their first month under the new structure within their regular close schedule and reported the new consolidated financials to the holding company on time.

As a result of our work to automate the journal entry approval workflow in NetSuite, our client spent much less time on the phone and emails chasing approvals. In addition, the automated workflows reduced errors, improved communication within the team, and enhanced segregation of duties.

Our client spent many hours tracking the status of various journal entries during its month-end close. Specifically, the client needed particular journal entries assigned to the selected individuals in the small accounting team for approval and to have automated notifications sent to the journal entry approvers and submitters.

Our team created an approval workflow to first route the journal entry to the designated individual for approval. We then configured an email notification in the workflow to enable the approvers and submitters to receive an email notification once the journal entry is approved or rejected. A resubmit function was built into the workflow to allow resubmission of any rejected journal entries. We created saved searches to enable the journal entry approver/submitter to see the journal entries pending on their NetSuite dashboard.

The client had a need for a more customized purchase order approval workflow. The client wanted to have each of the POs assigned to the specific individuals for approval based on different amounts, locations, departments and purchase categories and to have automated email notifications sent to the approvers/submitters.

We created a form to serve for the PO approval workflow by adding a resubmit button and new fields such as purchase category, vendor type, multiple-department PO, approval status, operation approver, finance approver. An email notification system was configured in the workflow to enable the PO approver and submitter to receive email notification once approval or rejection occurred. The resubmit function was built into the workflow to allow the PO submitter to resubmit any rejected PO for approval.