Configuring Employee Records for SCIS

This topic applies to

Applies to

SuiteCommerce InStore


Create an employee record for each person who will be using SuiteCommerce InStore (SCIS) to enter transactions. To add a sales associate, you must create and configure a new employee record in NetSuite.

The following must be configured:

  • Location – Set the location on the employee record to ensure the sales associate has access to items and customers in the same location.

  • Access – Select one or more roles for each SuiteCommerce InStore user on the employee record. You must select the SCIS Clerk role installed by the SuiteCommerce InStore SuiteApp, or a role configured using the SCIS Clerk role as a template.

  • SCIS Access Code – (Optional) Custom field setting only required for employees with manager override permission.

  • SCIS Location – (Required) Select one or more locations for each employee. Employees can log in to SCIS at more than one location. Additional permissions may also be required.

  • SCIS User Settings – Custom record that links the employee record to other records, such as default customer, default sales rep, and cash drawer account. For more information, read SCIS User Settings.

To add a new SCIS sales associate:

  1. Go to Lists > Relationships > Employees > New. Create a new employee record.


    Create employee records using the Standard Employee Form. The SCIS Access Code field is added to the Standard Employee form when SCIS is installed.

  2. Enter name, email, and address information.

  3. (Required if you use OneWorld) Make a selection from the Subsidiary list.

  4. Select an employee location from the Location drop down.


    You must configure the location before an employee can use SuiteCommerce InStore. If this field is not set, the employee will not be able to log in.

  5. (Required) Click the Custom subtab. Select at least one SCIS Location. If you have employees who work in more than one location, read Working with Employees in Multiple SCIS Locations.

  6. (Required if you use Departments) Make a selection from the Department drop down.

  7. (Optional) Click the Human Resources subtab, and then check the Sales Rep box.

  8. (Required for employees with Authorized Roles) Click the Custom subtab. Enter a value in the SCIS Access Code field. For more information, see Manager Override.

  9. Click the Access tab.

  10. Check the Give Access box.

  11. As of 2018.2, you should check the Send New Access Notification Email box.

    When checked, the employee receives an email notification that access has been granted to your NetSuite account. The email contains a link so that the employee can set up a NetSuite password.

    (Optional) If you prefer to specify the employee’s password yourself, follow these steps instead:

    1. Do not check the Send New Access Notification Email box.

    2. Check the Manually Assign or Change Password box.

    3. In the Password field, enter a password for the employee to use to log in. As you type, the characters are validated against the password policy criteria, and the results displayed.

    4. In the Confirm Password field, re-enter the password. You must tell the employee the password you assigned.

    5. Check the Require Password Change on Next Login box to require this employee to change their password on their next login to NetSuite.

  12. In the Roles column, select one or more roles for the employee.


    For employees expected to enter transactions using SuiteCommerce InStore, you must use the SCIS Clerk role installed by the SuiteApp, or use a role that you create using the SCIS Clerk role as a template.

  13. Click Save.