Determine Who Uses the Full Access User Licenses of an Account

Error:

Addingaccess for this user exceeds the number of licenses you have purchased. To addanother user, you must first remove access from an existing user or contactNetSuite to purchase additional licenses.

UnderSetup > Company > View BillingInformation > Billable Components tab, the administrator can determinethe number of Current Provisioned and Current Used licenses for theiraccount. However, the report does not include specific users who are currentlyusing each provisioned license for each license type.

Note: Thishas been submitted as Enhancement 266816(Setup > Company > View BillingInformation > Full Access User license > Ability to click on the CurrentUsed Qty and be able to easily pull up the list of users counted againstlicenses).

As an alternate solution, a manualreport can be created:

1. Navigate to Setup > Users/Roles > Manage Users.

2. Click the Role column header once to sortthe list by role in ascending order.

3. Click the Export drop-down button andselect Export-Microsoft Excel.

4. View the excel file.

5. Delete all rows corresponding to the RetailClerk and Retail Clerk (Web Services Only) roles, if there is any.

6. Delete all the rows corresponding to PartnerCenter, Advanced Partner Center, Employee Center, Vendor Center and CustomerCenter roles. To identify theroles belonging to Partner,Advanced Partner, Employee, Vendor and Customer Center, create a saved searchin NetSuite using the steps below:
    a. Navigate to Lists >Search > Saved Searches > New.
    b. Click the Role link.
    c. Provide a search title.
    d. Under Criteria tab > Standardsubtab, set the following filters:
        - Inactive is false
        - Center Type is any of AdvancedPartner Center, Customer Center, Employee Center, Partner Center, Vendor Center
    e. Click Preview.

7. Use Pivot Reporting to easily group all roles for each email login and countthe total number of users:

    a.Click Insert > Pivot Table > Pivot Table.

    b.From the Create Pivot Table window, the Table/Range field shouldautomatically highlight the data exported from NetSuite. If not, click the iconnext to Table/Range field and manually highlight the exported data.

    c.Under Choose where you want the Pivot Table report to be placed section,select New Worksheet.

    d.Click OK.

    e.Under Pivot Table Field List, mark the Email checkbox first, thenthe Role checkbox. The pivot report should display the roles grouped byemail address.

    f.Right-click the first email address from the list, select Expand/Collapse,then click Collapse Entire Field.

    g.Highlight all the emails and Excel should display its total count at bottom ofthe screen (e.g. Count: X). This is the actual number of users utilizing the FullAccess User license provisioned for the account.

Note: Navigational paths in Step 7 may vary dependingon the version of Microsoft Office installed on the user's computer.This step was tested on Microsoft Office Excel 2007.