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Setting Up Delegate Approval Functionality in NetSuite

Dan Cooper

Dec 9 2024

3 min read

Unexpected delays can halt critical approval processes. Even the most benign activities can slow or stop business operations. Scheduled vacations, illnesses, or even getting tied up in meetings can stall approval workflows and have an impact on the efficiency of your daily operations.

Seamless approval processes for basic but critical business functions maintain productivity by avoiding bottlenecks, especially during peak periods like month-end closings.

One effective way to address these interruptions is by setting up delegate approval functionality in NetSuite. Instead of requiring a NetSuite consultant to adjust the workflow each time someone is unavailable, the delegate approval feature allows users to maintain control over the approval flow with minimal disruption. Here’s how it works.

Why Use Delegate Approval?

If the original decision-maker is unavailable, you might need to edit important workflows by assigning a new approver. This workflow often requires assistance from a NetSuite expert, particularly if compliance requirements like SOX apply. Adjusting workflows can also introduce audit risks, as frequent changes to established systems and practices may be seen as inconsistencies in your control measures.

With delegate approval, however, you can bypass these issues. A delegate approver is pre-assigned on an employee’s record, meaning that when the primary approver is unavailable, the delegate can step in seamlessly, keeping work moving without requiring edits. It’s a digital backup plan that saves time and reduces risk.

Set Up Delegate Approval Functionality in NetSuite

There are just a few steps to activate the delegate approval functionality.

Identify Key Approval Roles

Start by determining which employees typically approve transactions. These might include managers, or team leads responsible for signing off on vendor bills, expense reports, or purchase orders.

Delegate Approval Field on Employee Record

Use a custom field on the employee record to store a delegate approver for each user.

Build Delegate Approval into Approval Workflows

Add conditions and/or workflow actions to allow the delegate to approve on behalf of the employee listed as the Next Approver.

Create Reminders to Manage Approval Queue

Design saved searches and set them as reminders to keep track of all transactions or records pending your approval as the delegate.

Benefits of Using the Delegate Approval Functionality

Benefits include:

Reduced workflow bottlenecks: With delegate approval, unexpected absences or extended vacations no longer delay approvals. The assigned delegate can quickly approve transactions, keeping processes on track.
Enhanced efficiency during critical periods: Delegate approval ensures you don’t miss out on essential workflows when deadlines loom.
Improved compliance and control: Avoid frequent changes to workflows that could raise red flags during audits. Delegate approval lets you keep your processes consistent, enhancing control over approvals while reducing the need for ongoing adjustments.

As a NetSuite partner, Sikich helps businesses optimize their software’s functionality. Talk with our team about how we can maximize your use of these intelligent tools.

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About the Author

Dan Cooper

Daniel Cooper is an Associate Consultant on Sikich’s NetSuite team and has been apart of numerous software implementations across many different industry verticals. Daniel specializes in leading discovery sessions, translating requirements, and system configuration. His area of consulting expertise is procurement with a focus on transaction data transfer