Adding Employees in NetSuite for Effective Management

Adding employee records in NetSuite allows you to efficiently manage information such as contact details, payroll, human resources data, and access permissions. The process ensures that employees can also be granted login access to your NetSuite account by entering key information.

How to Add an Employee

Follow these steps to successfully add a new employee:

1. Navigate to Lists > Employees > Employees > New.

2. Choose a custom form for the employee from the Custom Form list, if applicable.

3. Fill in the required employee information.

   Tip: Click on the field labels for guidance on what information to enter.

4. For accounts utilizing NetSuite OneWorld, it is essential to select a Subsidiary for the employee. This selection restricts the employee's access to information pertaining to that subsidiary. You can customize roles for broader access across subsidiaries, as detailed in the Control Employee Access to Subsidiaries.

5. Optionally, provide information in the subtabs relevant to the employee, which can also be added later.

   Note: The available subtabs may depend on the features enabled in your account.

   • Communication: Add user notes and files related to the employee's record. For more details, refer to Entering Communication Information on the Employee Record.
   • Address: Include multiple addresses for the employee. More information can be found in Entering an Address for an Employee.
   • Human Resources: Add essential HR details like hire date, social security number, and expense-related information. See Entering Human Resources Information for an Employee.
   • Time-Off: If you use the Time-Off Management feature, assign a time-off plan and view balances. Find further details in Assigning a Time-Off Plan to an Employee.
   • Government-Issued ID: Track identification documentation essential for compliance. More insight is available in Government-Issued ID Tracking.
   • Affordable Care Act: Manage ACA-related details using the ACA SuiteApp and assign coverage plans. Refer to Updating Employee Records for ACA for further help.
   • ACH/Direct Deposit: Set up direct deposit information if you use SuitePeople U.S. Payroll. Instructions can be found in Setting up Direct Deposit for an Employee.
   • Time Tracking: Designate a time approver for the employee. Details can be accessed through Managing Time Tracking.
   • Compensation Tracking: Monitor the employee's pay and bonuses using Compensation Tracking.
   • Payroll: If using SuitePeople U.S. Payroll, include payroll information. For guidance, see Payroll Setup for Employees.
   • Commission: Specify commission eligibility and methods if applicable. See Commission Preferences.
   • Access: Provide the necessary access to NetSuite for the employee, with guidance available in Giving an Employee Access to NetSuite.

6. Click Save to finalize the addition of the employee.

Tip: For bulk additions, consider creating employee templates. For guidance, refer to Creating an Employee Template.

Who This Affects

Roles impacted by employee addition processes include:

• Administrators
• HR personnel
• Payroll managers

Key Takeaways

• Adding employees in NetSuite is a structured process that enhances data management.
• Custom forms and subsidiary selection are essential steps for appropriate records.
• Various subtabs allow detailed and comprehensive data entry for each employee.

Source: This article is based on Oracle's official NetSuite documentation.