Understanding NetSuite OpenAir User License Types

With the most recent release in April 2023, NetSuite OpenAir now makes it easier than ever to view your current license usage. The new Licenses page is located under Administration > Global Settings > Account > Licenses. Here you will find a current breakdown by Type of license (T&E Only, Client/Guest, or Full) along with the total Licenses (purchased) and Active licenses of each type.

The number in the Active column is shown in red if it exceeds the total number of that type that have been purchased. This indicates that you are currently out of compliance with your license agreement and the system will not allow you to create new users of that license type until you reduce the number of active licenses or purchase additional ones through your Oracle account manager.

How Do I Know if My Licenses are T&E or Full Access?

NetSuite OpenAir license types are determined based on the modules (applications) that users have access to under their user profile (Administration > Global Settings > Users > Users > open User record > Access Control tab > Application access).

• An active user is considered a T&E license if they have access to only the Timesheets, Expenses, and/or Account modules.
• If an active user has access to any module apart from Timesheets, Expenses, or Account, their license is counted as a FULL license.

Top Step recommends creating a report to easily determine current module access across all active users.

• If using the new report management interface, navigate to Reports > Management > Tabular and create a new Account-wide – Users report
• If using the old reporting tool, navigate to Reports > Detail > Users (under Account-Wide section)
• Ensure that your report is filtered to active users only. In addition to the user’s name/ID and any other desired information, include the following columns:
  • Account access
  • Expenses access
  • Invoices access
  • Projects access
  • Purchases access
  • Timesheets access
  • Workspaces access
• Run the report, export it to Excel, and use filters or formulas to determine which users are currently using T&E vs. Full Access licenses based on their current module access.

Contact Top Step if you would like assistance updating active users’ module access in bulk.