The correct approach leverages NetSuite’s built-in Employee Restrictions. A custom role with appropriate permissions (like ‘View’ on Opportunities) combined with a ‘Manager’ restriction will automatically limit the user’s data to their own records and those of their direct subordinates. This is efficient, maintainable, and follows the principle of least privilege better than granting ‘Full’ access or manually filtering through a center.

The global setting at Setup > Company > General Preferences > ‘Hide Inactive Records’ applies across the application for users without administrative permissions. It prevents inactive records from appearing in standard lists, pop-ups, and search results, which is the most straightforward and comprehensive solution. Manually checking the ‘Inactive’ box is a prerequisite, but without this preference, the records may still appear.

The ‘Account Register’ report, especially for a main bank account with high transaction volume, can be resource-intensive. The most common cause of performance issues is an unbounded date range like ‘All Dates’. Restricting the report to a relevant period (e.g., the current month or quarter) will dramatically reduce the data load and improve performance immediately. The other options are workarounds that don’t address the root cause of the slow query.

The Audit Trail, accessible from the employee record’s ‘History’ subtab, logs all changes made to that record, including additions or removals of roles. This provides a timestamped, immutable history required for audit compliance. The ‘User Access’ report is a current snapshot, not historical. System Notes may not capture all role assignment changes with the necessary detail.

The ability to approve a transaction is governed by a distinct permission level (‘Approve’) separate from ‘Create’, ‘Edit’, or ‘Full’. Even if a user can create a record and is part of a workflow, they must have the explicit ‘Approve’ permission on that transaction type to perform the approval action. This is a common configuration oversight when setting up accounting roles.

The most secure and straightforward method is to simply not include the sensitive field (‘Standard Cost’) in the search results. If the field is not added as a column, the user cannot see it, regardless of their role permissions on the item record. The search will still function for its intended purpose. Using formulas or changing the search type are unnecessary complications.

The Subsidiary record is the core NetSuite construct for representing separate legal entities. Creating a new subsidiary allows for a completely separate chart of accounts, currency, and financials. Assigning it a ‘Parent Subsidiary’ enables the hierarchical structure necessary for consolidated elimination entries and reporting at the corporate level. Departments, Classes, and Locations are segmentation tools within a single subsidiary.

A saved search on the ‘Task’ record is the most native and maintainable solution. The ‘Applied To’ field dynamically links the task to its parent record (Sales Order, Project, Case, etc.). You can filter the search by the ‘Assigned To’ field (using a ‘Current User’s Subordinates’ filter for the manager) and status. When added as a List portlet, the results are clickable, taking the user directly to the source transaction. This is more efficient than managing three separate portlets or custom development.

Custom fields created directly on the Customer (or any entity) record are automatically available to be added to transaction forms that use that entity. When you edit a Sales Order form, for example, you can select fields from the ‘Customer Fields’ sublist. Creating it on the Transaction Body would make it a transaction-specific field, not linked to the customer. The ‘Entity Field’ option is not a standard setup path.

The correct approach leverages NetSuite’s built-in Employee Restrictions. A custom role with appropriate permissions (like ‘View’ on Opportunities) combined with a ‘Manager’ restriction will automatically limit the user’s data to their own records and those of their direct subordinates. This is efficient, maintainable, and follows the principle of least privilege better than granting ‘Full’ access or manually filtering through a center.0