Understanding Subsidiary Restrictions on Role Records in NetSuite

While configuring roles for a NetSuite implementation client, I came across Subsidiary Restrictions on role records. The NetSuite field help is not descriptive of each option. This article contains an explanation of each of the options available for Subsidiary Restrictions.

About Subsidiary Restriction Options in NetSuite

These options are only available in a OneWorld account.

When you restrict role access to subsidiaries, consider the following:

• By default, subsidiary restrictions are set to 'User Subsidiary'.
• Only a role with access to all subsidiaries assigned to a department can edit that department.

To restrict role access to specific subsidiaries:

1. Go to Setup > Users/Roles > User Management > Manage Roles
2. Click Edit next to the role whose access you want to restrict.
3. Go to Subsidiary Restrictions, and choose one of the following options:

• All – Grants the role access to all subsidiaries, including inactive subsidiaries.
• Active – Grants the role access to the active subsidiaries only.
• User Subsidiary – Restricts the role’s access to the user’s subsidiary only. When users log in with this role, they can only access their own subsidiary. A user’s subsidiary is set on the employee record.
• Selected – Grants the role access to one or more subsidiaries.
  • If you choose Selected, in the auto-generated list of active and inactive subsidiaries, select the subsidiaries that you want the role to have access to. To select multiple subsidiaries, hold down the Ctrl key while selecting subsidiaries.

• To allow users logged in with this role to see, but not edit, records for subsidiaries to which the role does not have access, check the Allow Cross-Subsidiary Record Viewing box. You cannot use this setting to view employee payroll or commissions data.

Questions to ask yourself to determine the best options:

• Will this role support more than one subsidiary?
• Will this role need access to view records in more than one subsidiary?

Related Articles:

• NetSuite User Roles and Permissions
• NetSuite Classes, Departments, Subsidiaries, Locations, Oh My!

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