Auto-populate Department Field on Transactions

Duration: 5 minutes

Department field can be auto-populated on transactions. The Department that NetSuite will populate is the Department that has been set up on the Info tab of the Employee record (Lists > Employees > Employees) which is also the Sales Rep creating the transaction. However, the following conditions should be met:

1. Only the roles that have a Department restriction as 'none - default to own', and has permissions to create transactions would be able to have the Department field auto-populate a value.
2. User must log in using the role with Department restriction as 'none - default to own' when creating transactions.
 
To do this, follow the steps listed below:

I. Assign Department to Employee
1. Navigate to Lists > Employees > Employees
2. From the list of employees, click Edit beside the Employee record
3. On the Employee record, go to the Info tab
4. On the Info tab > look for the Department field, click the dropdown and select the appropriate department that this particular employee will access
6. Click the Save button

II. Restrict the Department on the custom Role
1. Navigate to Setup > Users/Roles > Manage Roles
2. On the lists of roles, click Edit beside the custom Role
3. On the Role page, look for the Department Restrictions field, click the dropdown and select 'none - default to own'
5. Click the Save button

III. Assign the custom Role to the Employee record
1. Navigate to Lists > Employees > Employees
2. From the lists of the employees, click Edit beside the Employee record
3. On the Employee record, go to the Access tab
4. On the Access tab > Roles subtab, click the dropdown and look for the custom role created from the above steps
5. Select the custom role and click the Add button
6. Click the Save button

To test, log in using the custom role and create a new transaction (Sales Order, Opportunity or Estimate).