SuiteProjects Pro (formerly OpenAir) Quick Tips
Access the SuiteProjects Pro Data Dictionary Instantly with the Shortcuts Feature
By James Owen |
If you’ve worked in SuiteProjects Pro for any length of time, you’ve likely relied on the Data Dictionary. It’s packed with essential reference information that helps you configure, customize, and…
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How to Adjust Historical Costs for More Accurate Project Profitability in SuiteProjects Pro
By Alexandra Goodrich |
SuiteProjects Pro offers a solution to update users’ historical costs based on actual utilization via an Advanced Report, delivering more accurate profitability reporting. With this feature, you can run a…
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Require Billable “Yes” or “No” Selection on Expense Receipts in SuiteProjects Pro
By Kim Albanese |
The out-of-the box configuration for SuiteProjects Pro includes a “Billable receipt” checkbox on the expense receipt form that allows users to flag an expense as billable (if checked) or nonbillable…
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Latest Enhancements to the Project Resource Center in SuiteProjects Pro
By Robert Giordano |
Several usability improvements to the Resource Center in Suite Projects Pro have recently come out to help users filter, view, and edit resource data more efficiently. These updates are available…
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Enabling Bulk Actions on Planner in SuiteProjects Pro
By Tres Churchill |
The SuiteProjects Pro Resource Booking Planner is a powerful tool that lets you create and modify resource bookings in a user-friendly and dynamic interface. One of the most useful features…
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Adjust Timesheet Report PDF to Show all Data in NetSuite Projects Pro
By Richard Cainglet |
When downloading a Timesheet Report, not all columns and data are displayed. The Timesheet Report Layout in NetSuite Projects Pro is customizable to fit a company’s needs. Users can select…
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Control which Timesheet Periods are available to Users in SuiteProjects Pro
By Fernand Perez |
After a period is closed and you want to prevent users from creating timesheets for past dates, you can use the “Enabled timesheet open/closed periods” feature. This feature allows you…
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How to Delete Charge Stages in SuiteProjects Pro
By Shane Beaver |
Deleting a Charge Stage is necessary when it is no longer required in your workflow. However, a Charge Stage cannot be deleted if it has existing associations with other records…
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SuiteProjects Pro’s Customizable Next-Generation Homepage
By Spica Rocafort |
SuiteProjects Pro introduces an enhanced homepage, available alongside the classic version, designed to elevate the user experience. This next-generation homepage offers a customizable interface that improves productivity and efficiency. Users…
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How to Allow Contractors or Part Time Employees to Submit Timesheets With Only the Actual Work Performed
By Larence Dionisio |
Most companies require their users to submit the exact or more hours based on users’ regular working hours. Since Timesheet rules are global and enforce all users to submit 100%…
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Using Invoice Layout Terminology to Customize Invoices in SuiteProjects Pro
By Rob Schein |
Invoice layouts are a great way to customize your invoices in SuiteProjects Pro. Layouts allow you to pick and choose from available column headers and subsequent values that some clients…
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Can’t See the Non-Billable Checkbox on Your SuiteProjects Pro Task Form?
By Alexis Jackson |
If the Non-billable task checkbox isn’t showing up in SuiteProjects Pro, here’s a quick check: Head to the Financials tab on your project. If you don’t see Billing listed there,…
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Using Multi-Week Work Schedules in SuiteProjects Pro
By Bianca Marinca |
Organizations often employ team members who work different hours each day or follow alternating weekly schedules. To accommodate these more complex patterns, SuiteProjectsPro offers multi-week work schedules, allowing you to…
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How to Prevent Users from Submitting Time to Closed Tasks in SuiteProjects Pro
By Spica Rocafort |
The Closed for timesheet checkbox in task assignments can be applied per resource to stop a specific user from adding new time to a task. However, this only takes effect…
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Utilizing SuiteProjects Pro Baselines to Track Project Progress and Changes
By Richard Cainglet |
The Baseline feature allows users to capture the current status of a project at any moment and save it as a Baseline. Users can then compare the current project status…
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Introducing the All-New To-Do Widget in SuiteProjects Pro Mobile 5.3
By Gio Pineda |
The latest release of SuiteProjects Pro Mobile 5.3 introduces the new To-Do Widget, giving you instant visibility into your action items—right from your mobile app dashboard or your device’s home…
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Improve System Performance by Skipping Recalculation of Projects
By Jimmy Morales |
In some cases, system performance can be impacted by operations taking place behind-the-scenes in SuiteProjects Pro. One major feature, that is hidden to the average user, is the conversion of…
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How to Report Target Utilization that is Date Driven in SuiteProjects Pro
By Fernand Perez |
Target Utilization is a feature in SuiteProjects Pro that you can enable to allow you to set a target utilization on a per User basis. By going to the User…
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Run and Create Pending Recognition for All Projects in SuiteProjects Pro
By Sibyl Parsons |
Creating revenue recognition transactions at the project level offers a high degree of control; however, depending on the size of your organization, this option can become difficult to manage. Fortunately,…
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NetSuite Connector – Using ‘Initial Only’ with an Advanced Mapping
By James Owen |
In the NetSuite Connector, the ‘Initial only’ check box is located on the mapping definition table for integration workflows importing records from NetSuite into SuiteProjects Pro (Mapping tab). To enable…
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Customizing Invoice Headers with Custom Fields in SuiteProjects Pro
By Alexandra Goodrich |
SuiteProjects Pro invoice layouts come with a slew of customization options, but did you know that one of those options allows you to include your own organization- or department-specific custom…
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Speed Up Time Entry with Time Card Templates in SuiteProjects Pro Mobile
By Kim Albanese |
SuiteProjects Pro Mobile makes it easy to record recurring time patterns using time card templates. These templates are prefilled time cards you can reuse when completing a timesheet. Using these…
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Streamline Invoices with SuiteProjects Pro Custom Expense Groups
By Andrea Larsen |
Group expense charges on invoices with the Custom Expense Item Groups feature setting in SuiteProjects Pro Invoice Layouts. This feature allows you to group expense charges with different expense items…
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How to Use Permission Rules to Limit Values in Form Fields Using SuiteProjects Pro
By Tres Churchill |
SuiteProjects Pro provides many options and features to help you customize and manage your users’ experience with the tool. At times, it may be necessary to configure a form so…
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Bulk User Change Wizard in SuiteProjects Pro
By Tres Churchill |
One of the key responsibilities of SuiteProjects Pro (SPP) administration is the creation and maintenance of user records. Whether making a one-off change, or pushing system-wide updates to users, this…
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How to Bulk Update Auto-Billing Settings Across Multiple Projects in SuiteProjects Pro
By Larence Dionisio |
Many organizations are transitioning from automatic billing transaction creation to manual approval processes, allowing finance teams to review charges before they’re generated. The manual approach provides better control over month-end…
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SuiteProjects Pro: Project Discussions Feature – Enhancing Team Collaboration
By Jim Schein |
As part of the April 2025 release, SuiteProjects Pro introduced the “Project Discussions” feature, an enhancement that provides a centralized, persistent communication hub for each project. This feature enhances team…
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Find Unbilled Resources Fast with SuiteProject Pro’s Resource Visibility Setting
By Spica Rocafort |
Planning resources but can’t see who’s actually available? You might be missing team members with zero bookings entirely! The “Include active resources without bookings” setting in Bookings – Planner solves…
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Visual Impact: Enable HTML Colors and Icons in Custom Fields in SuiteProjects Pro
By Fernand Perez |
Want to make your custom fields more visually impactful? While SuiteProjects Pro custom fields don’t support HTML by default, there’s a simple way to enable rich formatting including color-coded icons…
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Sync Your Exchange Rates: Timing Your NetSuite Connector Integration
By Bianca Marinca |
Using the Exchange Rate Integration between NetSuite and SuiteProjects Pro? Here’s a timing consideration that can prevent costly discrepancies between your systems. The Issue: If your integration runs before NetSuite…
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Run and Create Pending Billings for All Projects in SuiteProjects Pro
By Richard Cainglet |
Some companies prefer manual control over when billings are created — often for accuracy, timing, or revenue recognition reasons. When managing a large number of projects, this becomes time-consuming—especially if…
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Applying a Discount to SuiteProjects Pro Invoices
By Gio Pineda |
In SuiteProjects Pro, there is no way to automatically generate a discount with a specific percentage and apply it to an invoice. However, users with the right permissions can create…
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Create Custom Approvals Using Form Permissions in SuiteProjects Pro
By Jimmy Morales |
Not every record type in SuiteProjects Pro supports native approval workflows – but that doesn’t mean you’re stuck with an open process. With a bit of strategic configuration using form…
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How To Set Default Booking Type When Creating Bookings In The SuiteProjects Pro Project Center
By Fernand Perez |
When creating Bookings in Project Center and the Booking type is required, the User will have to manually select it each time they create new bookings. Most of the time,…
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Increase Efficiency with the Navigation Shortcuts Feature in SuiteProjects Pro
By Sibyl Parsons |
Are you tired of the number of clicks it takes you to get to where you want to be in SuiteProjects Pro? There is a solution for that in the…
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Global Search in SuiteProjects Pro – You’ll Be Glad You Found It!
By James Owen |
Today we want to shine a spotlight on a relatively new SuiteProjects Pro feature – Global Search. Like the Search bar at the top of the page in NetSuite that…
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How to Access the Time Entries List View in SuiteProjects Pro
By Alexandra Goodrich |
Your environment may have already been pre-configured this way, but did you know that the ability to get a list view of all time entries in SuiteProjects Pro (SPP) is…
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Searching for Resources in the SuiteProjects Pro Project Center
By Kim Albanese |
You can use the resource search functionality to search for resources matching your profile, job code and availability criteria, and review other projects these resources are booked to directly from…
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How to Use the Pricing Feature in SuiteProjects Pro
By Ronn Breaux |
The Project Pricing feature in SuiteProjects Pro lets you create pricing estimates for specific projects based on different staffing, rates, and time required scenarios, and automatically view the key financial analysis for…
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Running NetSuite Full Synchronization with Date Control
By Andrea Larsen |
For SuiteProjects Pro users and admins who manage NetSuite integration workflows, running a full synchronization on demand can be a powerful way to ensure data consistency across systems. Previously full…
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Track Invoice Layout Changes: Accessing Audit Trails in SuiteProjects Pro
By Richard Cainglet |
Maintaining visibility into system changes is crucial for compliance, troubleshooting, and operational transparency. SuiteProjects Pro’s audit trail functionality provides comprehensive tracking of modifications made to your data, including who made…
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Maximize Project Visibility with SuiteProjects Pro’s Project Status Summary
By Spica Rocafort |
The Project Status Summary (PSS) feature allows you to create customizable project status page, offering a clear overview of important project details such as project progress, financials or budget, quick…
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Get Notified When a Proxy Submits or Approves SuiteProjects Pro Timesheets
By Alexis Jackson |
If a user is submitting or approving timesheets on behalf of others (as a proxy), you can set up email alerts to stay in the loop. To get an email…
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Mapping NetSuite Custom Segment to SuiteProjects Pro Dropdown Using Advanced Mapping
By Richard Cainglet |
SuiteProjects Pro supports standard list or multi-select custom segment fields from NetSuite when using the SuiteProjects Pro NetSuite integration. However, if you try to directly map a dropdown-type custom field…
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Enhance Rejection Notifications: Include Rejection Notes in SuiteProjects Pro Emails
By Richard Cainglet |
When an approver rejects a transaction in NetSuite SuiteProjects Pro—such as a timesheet, expense report, or invoice—clear communication about why can dramatically improve the resubmission process. By including the rejection…
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Incurred vs Forecast Revenue Rule Recognition and Resource Scheduling
By Bianca Marinca |
If your organization uses the Incurred vs Forecast Revenue Rule for recognition it is important to stay on top of Resource Scheduling or Bookings. The Rule uses this formula to…
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Leverage Repeat Billing/Recognition for Recurring Project Fixed Fee
By Gio Pineda |
Some of your clients might be billed for a fixed fee amount every month for work on their projects. If you are tired of creating new fixed fee billing rule/recognition…
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Exclude Weekends from Daily Timesheet Rules
By Richard Cainglet |
Timesheet rules are dependent on current work schedule defined (on company or user level) and apply both for weekdays and weekends. The system will not apply the usual daily timesheet…
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Optimize KPIs with the New SuiteProjects Pro Home Screen
By Jimmy Morales |
SuiteProjects Pro has been enhanced with a new Home Screen for even more targeted and actionable views than before. For this Expert Quick Tip, we will create a report and…
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Prevent the Creation of Duplicate Records When Running NetSuite Connector
By Fernand Perez |
When a record is exported, part of the process is marking it as exported and populating the NetSuite Internal id in SuiteProjects Pro. There are instances where the export process…
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Properly Use Caps on Time Billing Rules
By Sibyl Parsons |
Understanding how to properly configure Time Billing Rules with Caps is crucial to ensure accurate customer invoicing. Since SuiteProjects Pro doesn’t provide an automated way to cap invoiced amounts, using…
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Automate User Active Status Between NetSuite and SuiteProjects Pro
By James Owen |
Managing user accounts across multiple systems can be time-consuming and prone to error. When an employee leaves your company, you typically need to update their status in both NetSuite and…
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Allowing Timesheet Line-Item Rejection in SuiteProjects Pro for Optimal Usage
By Alexandra Goodrich |
You may already know about the optional feature to allow timesheet line-item rejection in NetSuite SuiteProjects Pro, but did you know that there are actually two internal switches that need…
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Keep Projects on Track with Project Status News Feed Feature in SuiteProjects Pro
By Spica Rocafort |
Keep your project stakeholders updated by adding, updating, and displaying project status messages. Once this feature is enabled: A news feed icon will appear in project record headers and QuickViews.…
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Managing Your Project Plan Using the Project Center in SuiteProjects Pro
By Ronn Breaux |
One of the strengths of SuiteProjects Pro is the flexibility for managing project plans. Traditionally project plans were managed via project task assignments with dates and predecessor relationships. But if…
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Using Custom Fields in SuiteProjects Pro
By Tres Churchill |
One of the most common ways that users get more from their SuiteProjects Pro tool is by using custom fields to track information, calculation values, or enhance form usage. Custom…
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Prevent Mixup Between SuiteProjects Pro Production and Sandbox Instances
By Andrea Larsen |
For those SuiteProjects Pro users and Admins who bounce back and forth between sandbox and production environments frequently or have both instances open on their PCs regularly, a quick tip…
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Displaying Leave Accrual Balances for Manager Approval in SuiteProjects Pro
By Richard Cainglet |
When managing time-off requests in SuiteProjects Pro, depending on your internal process it may be important for managers to see an employee’s current leave accrual balance during the approval process.…
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Managing Retainers When Crediting an Invoice in NetSuite SuiteProjects Pro
By Alexis Jackson |
Understanding how retainers are managed when crediting invoices is crucial for maintaining accurate financial records and ensuring your retainer balances are correctly applied in NetSuite SuiteProjects Pro. When an invoice…
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Why You Should Consider Using the Business Intelligence Connector
By Jim Schein |
What is it? The Business Intelligence Connector is an add-on to SuiteProjects Pro that allows list views and reports built in the application to be fed to other applications or…
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Access Your Action Items from Anywhere with SuiteProjects Pro To-Do List
By Jonathan Sitterley |
Previously users had to visit several locations and dashboards to find all of the tasks assigned to them. With the October 2024 release of OpenAir, now known as SuiteProjects Pro,…
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How to Change the Additional Text to Stand out on Invoice Layouts
By Bianca Marinca |
Did you know you can change the additional text color, size, bold underline and italics? If you want some of your text to stand out and have a bit more…
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Quick Fix: Report Level Filters Are Not Respected If There is a Custom Calculation on the Report
By Gio Pineda |
By default, if you have a custom calculation on your report and that custom calculation has a filter on the same record type as your report level filters, SuiteProjects Pro…
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Managing OpenAir Saved List Views as an Administrator
By Jimmy Morales |
If you’ve come across our Streamlining Configuration for Saved List Views in OpenAir Expert Tip, then you have certainly made a few List Views for yourself or your firm. Maybe…
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How to Define OpenAir Invoice Terminology Based on Customer Needs
By Fernand Perez |
OpenAir Invoice layouts allow you to configure the appearance of an invoice. You can sort or group items as an example, but you can also override the terminology of the…
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New Custom Fields Reveal Calculation of Incurred vs. Forecast Revenue Recognition Transactions
By Sibyl Parsons |
Thanks to a recent update, auditing revenue recognition transactions created by the Incurred vs. Forecast revenue recognition rule just became much easier. You can now create custom fields to hold…
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Close a Task for Time and Expenses Entry by a Specific User
By James Owen |
Sometimes a project task has many resources assigned, and not all for the same duration. One assignee’s work on the Task could be completed, but the Task needs to remain…
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Crosstabbed Reports Customized to Look Like a List
By Bianca Marinca |
If you struggle to find the filters you need on a tabular report, using a crosstabbed report and suppressing the measures may be a good alternative. Crosstabbed reports have exponentially…
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Quick Fix: Making New NetSuite Projects Instantly Visible in OpenAir
By Kim Albanese |
When projects are integrated from NetSuite to OpenAir, users may notice they don’t immediately appear in the Projects list (Projects > Projects > All), even after refreshing the page. While…
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Setting Task Assignment Billing Rates with NetSuite OpenAir
By Ronn Breaux |
One of the strengths of OpenAir is the flexibility for billing time. This tip shows another option to set billing rates on approved time entries. Time based billing rule options…
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Update Your Project Billing or Recognition Settings Quickly using the Tag and Copy Feature
By Tres Churchill |
Save time by using the “Tag and Copy” feature to update auto-run settings for project billing or recognition rules in bulk. You tag the project that has the settings you…
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Three Easy Navigation Tips for NetSuite OpenAir
By Alexandra Goodrich |
Check out these navigation tips and tricks to optimize your usage of NetSuite OpenAir. Using the Back Button Did you know that most records opened via a list view in…
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Why Use the Resource Booking Worksheet View?
By Bianca Marinca |
If your organization uses Resource Bookings, changes may be needed from time to time. Consider using the Worksheet view. Changes to multiple bookings can be updated all at once for…
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How to Adjust an OpenAir Timesheet After it is Approved
By Bianca Marinca |
Timesheets are a part of every workday. Sometimes errors occur that necessitate a correction. In cases where the timesheet is already approved, a timesheet adjustment is necessary. Steps to adjusting…
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How to Copy Workspace Documents List View to Other Users with the Bulk User Change Wizard
By Alexis Jackson |
If you want to copy your Workspace documents list view to other users in OpenAir, you can easily do this using the Bulk User Change Wizard. Here’s a friendly step-by-step…
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Building Dynamic Roadmaps with OpenAir
By Jonathan Sitterley |
Project plans can be complex and when a date changes on an early deliverable, keeping the rest of the plan in line can be time consuming. By linking tasks together…
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How to Optimize Charge Projections in NetSuite OpenAir
By Zach Kerr |
Charge projections in OpenAir help organizations forecast revenue and billing effectively. To ensure accuracy and efficiency when working with charge projections, consider the following best practices: Define Clear Projection Rules…
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How to Use Bulk Actions to Update Bookings in OpenAir
By Bianca Marinca |
Organizations use Resource Bookings to forecast staffing needs. Updating bookings on a regular basis based on changes in schedules is essential to keep the forecast up to date. These changes…
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How to Create an Invoice Overdue Approval Report
By Gio Pineda |
Currently, there is no overdue approval alert/notification for Invoices where system will automatically send alert/notification to approvers if they have invoices waiting for their approval for X number of days…
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Optimize Your Workflow with Conditional Dropdowns in OpenAir
By Jimmy Morales |
Conditional Dropdowns in OpenAir offer a powerful way to streamline data entry and enhance reporting accuracy. This feature allows you to create dynamic, nested dropdowns where the options in one…
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How to Report Target Utilization that is Date Driven in OpenAir
By Fernand Perez |
Target Utilization is a feature in OpenAir that you can enable that will allow you to set a target utilization on a per User basis. By going to the User…
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How to Identify Projects Missing Billing Rules in OpenAir
By Sibyl Parsons |
There are many approaches to Project creation and setup in NetSuite OpenAir but no matter the approach, there is always a chance that a step could be missed. Given the…
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Fun with NetSuite Connector Advanced Mapping
By James Owen |
There are times that only a NetSuite Connector advanced mapping will do when trying to export the right data to NetSuite. There are many advanced mappings available to meet your…
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NetSuite OpenAir Form Permissions: Hiding Divider Sections
By Alexandra Goodrich |
Form permissions allow you to control the information that your end users can view or modify based on their role in the system. NetSuite OpenAir offers admins the ability to…
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Bulk User Wizard Copy Tip
By Kim Albanese |
The bulk employee change wizard enables account administrators and users with the Bulk Employee Change Wizard role permission to copy information from one active employee record to multiple active or…
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Use Filters to Enhance Your Use of the Advanced Booking Worksheet
By Tres Churchill |
The OpenAir Advanced Booking Worksheet feature lets a user view, edit, and create bookings for multiple users, multiple projects, across multiple dates in a single screen. There are cases where…
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How to Use the Restricting Option to ‘Leave the hours the same’ when Cloning Timesheets in OpenAir
By Andrea Larsen |
Would you like to allow your users to leverage the timesheet cloning feature to make the timesheet creation process more efficient without them being able to copy the hours from…
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Streamline Your Workflow with OpenAir Mobile 5.1
By Alexis Jackson |
Streamline Your Workflow with OpenAir Mobile 5.1 OpenAir Mobile 5.1 – Draft Inbox Feature for Time Entry & Expense Receipts Get ready to elevate your productivity with the latest update…
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Creating Bulk Action Functionality for Timesheets in OpenAir
By Alexis Jackson |
A user may need to update the accounting period on timesheets en masse. Or perhaps they need to delete and remove some blank timesheets. However, when they navigate to the…
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How to Suppress Email Notifications in OpenAir
By Jim Schein |
OpenAir sends automated notifications associated with many different events, including (but not limited to): Booking creation Issue status update Task assignment Certain project updates Not every organization is interested in…
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7 Tips for Managing Bookings Effectively in NetSuite OpenAir
By Zach Kerr |
Managing bookings effectively in OpenAir involves leveraging the platform’s various features and tools designed for resource and project management. Here are some steps and best practices to help you streamline…
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How to Visualize Resource Availability in the OpenAir Project Center
By Jonathan Sitterley |
Identifying when a resource is overworked or underutilized can be difficult when working across multiple teams and many projects. OpenAir helps simplify the process by providing visual indicators when creating…
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An Easy Way to Create Foreign Language Layouts in OpenAir
By Bianca Marinca |
Does your organization do business in multiple countries? Here is an easy way to create Invoice Layouts for each Language. Step 1 Go to Administration > Application Settings > Invoices…
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Prevent Duplicate Records when NetSuite OpenAir Integration is Interrupted
By Gio Pineda |
OpenAir acknowledges a successful export by marking a record as exported and displaying its corresponding ID from NetSuite on the OpenAir record Properties form. However, if the export process is…
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Unlock Your Technical Knowledge with the OpenAir Data Dictionary
By Jimmy Morales |
One of well-known necessities of navigating a cloud database platform is a Data Dictionary. A Data Dictionary is much like a regular dictionary, but instead of words, contains all definitions…
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Double the Speed of Your OpenAir NetSuite Connector by Enabling Direct TBA
By Fernand Perez |
By enabling direct token-based authentication (TBA), it utilizes a more robust communication channel between OpenAir and NetSuite. This simplifies the authentication process when running NetSuite Connector resulting in faster integration…
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How to View Expense Receipt Attachments in OpenAir Invoices
By James Owen |
Some invoices have expense charges, and you might want to make the supporting receipt attachments for those charges available along with the OpenAir invoice. For invoices where you want to…
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How to Locate Your NetSuite OpenAir Database ID
By Alexandra Goodrich |
Whenever you need to contact NetSuite OpenAir’s Support team to request an internal switch, a Sandbox refresh, or miscellaneous product assistance, you will always be asked to provide your company’s…
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Leveraging the Signer Feature for External Customer Timesheet Approvals
By Kim Albanese |
Did you know that NetSuite OpenAir has a feature to allow customers to approve timesheets and expense reports prior to billing? The Signers feature works as an external approval process for time…
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Managing Filter Sets on Clients and Users in OpenAir
By Ronn Breaux |
Primary filter sets set on user record limit what records a user has access to. However, it is common to have the need to group clients and users in member…
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How to Save List Views in OpenAir
By Tres Churchill |
Saving List Views is a simple and effective way to standardize user experience in OpenAir for efficient communication and training. Editing your list view OpenAir allows users to edit their…
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Leveraging Custom URL Fields to Link to Project Related Documents and Folders in OpenAir
By Andrea Larsen |
Did you know you can create custom URL fields on various record types in NetSuite OpenAir to link to cloud storage (ie. Google Drive, OneDrive, SharePoint etc) based files and…
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How to Get Data to NetSuite Automatically in Real Time
By Robert Giordano |
NetSuite OpenAir offers a number of ways to integrate with NetSuite Financials using the NetSuite connector : Manually, batched Schedules and in Real Time. Setting up a real time connector…
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How to Add Start Time and End Time Column to Time Entry List Views
By Alexis Jackson |
Some users prefer to enter their time into their timesheet by inputting the start and end time that they worked on a specific task. This enabled feature in the timesheet…
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Guide to Quick Audit Trails in NetSuite OpenAir
By Jim Schein |
Keeping track of changes made to your NetSuite OpenAir account is essential for maintaining data integrity and ensuring accountability. Fortunately, OpenAir offers a handy feature called “Quick Audit Trails” that…
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How to Export OpenAir Project Fields Directly to a NetSuite Invoice
By Jonathan Sitterley |
When exporting an invoice from OpenAir to NetSuite, the fields are typically limited to invoice fields; however, with minimal setup, OpenAir can map fields directly from a project to the…
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How to Auto-Populate Timesheets With Weekly Booked Hours in OpenAir
By Zach Kerr |
Did you know you can have users’ weekly booked hours pre-populate timesheets in NetSuite OpenAir? We are commonly asked if a user’s booked or planned project hours for the week…
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Simplified Use of Percent Complete Recognition Rules in OpenAir
By Richard Curzi |
Organizations that would like to use percent complete revenue recognition rules often run into difficulty when their regular business processes do not include sufficient project or resource management information to…
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Customizing OpenAir User Access Using the NetSuite Connector
By Bianca Marinca |
When using the NetSuite Connector to create new users in OpenAir, it’s possible to customize the Primary Filter Set assigned for a user. This eliminates the need for manual updates…
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Allow Future Dated Charges on OpenAir Invoices
By Gio Pineda |
NetSuite OpenAir’s default settings allow you to manually enter charges and create invoices containing those charges, as long as the charge dates are not in the future. However, some companies…
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Managing How Job Codes Get Applied to Time Entries in OpenAir
By Ronn Breaux |
Job codes in OpenAir provide key reporting and time billing capabilities. Job codes are applied to time entries based on rules that can be managed in OpenAir. For time-based billing,…
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Adding HTML to NetSuite OpenAir home page or workspace messages.
By Robert Giordano |
NetSuite OpenAir allows html to be added to the Home screen message or Workspace messages. You can provide links to impactful resources or enhance your message with tags. To add…
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Improve Visibility with Project-Level Filter Sets in OpenAir
By Jimmy Morales |
Filter Sets allow you to limit the results presented in lists and reports to only what should be relevant to the user logged into OpenAir. For example, you can use…
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Set Time Entry Rounding at the User Level
By Sibyl Parsons |
OpenAir can be configured to round time entries to the nearest minute, 5, 10, 15, 30, or 60 minutes. Another option is to round up to the next 6 minutes.…
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Streamlining Time Off Management in OpenAir
By Jonathan Sitterley |
Tired of manually creating time off bookings when a time off request is approved, to accurately represent resource availability? Or remembering to add time entries for time off on timesheets?…
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Save Time Populating Fields with “Save & Create Another” Form Permission Setting
By Andrea Larsen |
Do you find yourself wasting valuable time populating redundant fields when creating data records in NetSuite OpenAir? Try the Fields which maintain value on “Save & create another” form permission…
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Looks Aren’t Everything… But They Do Matter
By James Owen |
Would you like to add a little pizazz to your OpenAir viewing experience? Today we’ll learn how to use some basic html tags to change the way some OpenAir fields…
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Providing Project access to Portfolio Managers Using Project Hierarchies
By Ronn Breaux |
Often, we work with clients that have the concept of Project Portfolio managers. Portfolio managers need access to a group of projects within the project, resource and report modules; however,…
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Slow OpenAir Reports? Try Reducing Reporting Currencies!
By Jimmy Morales |
Enabling multi-currency in your system provides a comprehensive view of various currencies within reports, offering a broad spectrum of metrics. However, navigating through multiple currencies in reports might seem overwhelming…
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Two Ways to Change the Owner of a Report in NetSuite OpenAir
By Alexandra Goodrich |
There are several use cases for needing to change the owner of a report in NetSuite OpenAir. Maybe you created a report for someone else and you’d like to simply…
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Time Saving Technique for Time Entry Imports into OpenAir
By Gio Pineda |
Normally, OpenAir users do two separate uploads for importing time entries to OpenAir. The first upload is to create timesheets and then the second upload to create the time entries…
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Streamlining Client Contacts within Projects: A One-Screen Solution
By Tres Churchill |
Creating Client Contacts In OpenAir you can associate contact information to a client record. These contacts can be designated as billing contacts to receive invoices, or simply additional customer contacts…
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How to Create Fixed Amount Revenue Recognition Rules in Bulk Using Integration Manager
By Fernand Perez |
Normally, if we are creating revenue recognition rules using the NetSuite OpenAir Integration Manager tool, we use the Rev. Recogn. Rule import. However, this does not work for the fixed…
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Structure CSV Files for the American Express Receipt Import Wizard
By Richard Curzi |
Some time ago, American Express changed the format of their CSV export for a “solo user” account such that it is no longer accepted by the American Express receipt import…
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Enhancing Expense Report Accuracy: Preventing Header-Level Attachments
By Andrea Larsen |
Does your organization struggle with physical scans/copies of receipts for incurred expenses being erroneously attached at the expense report (header) level? Do you spend unnecessary time sorting through numerous attachments…
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How to Automatically Create Time Entries for Bookings
By Alexis Jackson |
Many NetSuite OpenAir customers utilize NetSuite OpenAir bookings for project management and resource forecasting. However, time entry on timesheets to log actual time incurred may still be a necessity. With…
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The Secret to Overcoming Data Filtering Challenges with Custom Calculations
By Tres Churchill |
OpenAir offers powerful reporting capabilities that allow you to access and share key data from your OpenAir system. However, it’s not uncommon for our customers to report that they are…
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NetSuite OpenAir Script Development and Trouble Shooting Pro Tips
By Robert Giordano |
These tips are meant to show you ways in which to set up your NetSuite OpenAir development environment to ensure success when using NetSuite OpenAir Scripting. Setting Up Your Scripting…
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Setting Project Level Billing Contacts in NetSuite OpenAir
By Sibyl Parsons |
OpenAir allows you to select a billing contact on a per project basis. This feature is helpful when you have multiple projects for one client and invoices need to be…
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How to Import Taxes from NetSuite Back to OpenAir
By Jonathan Sitterley |
When tax is calculated in NetSuite, it may be beneficial to bring tax amounts back into OpenAir for financial visibility or reporting. Method 1: Pullback Mapping (not recommended if using…
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Set Timesheet Required Checkbox on Users Using Integration Manager
By Bianca Marinca |
If you have decided to use the ‘Timesheet Required’ checkbox on user records to generate/filter timesheet alerts, timesheet status and various other hours/time related reporting, there is now a quicker…
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Leverage the Power of OpenAir Billing Codes
By James Owen |
Does your business need to create hundreds of invoices every month? Would you welcome a way to speed up your OpenAir invoicing process? The Billing Codes feature could help you…
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How to View ETC and EAC within the OpenAir Project Center
By Ronn Breaux |
ETC (estimate to complete) and EAC (estimate at complete) are very important metrics when evaluating the health of a project. Historically, these metrics were difficult to see if you are…
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What Locks Up Custom Fields in OpenAir?
By Jimmy Morales |
If you’ve come across a custom field that you’ve made or that came out of the box and cannot delete it, there are a few reasons why this may happen.…
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Understanding NetSuite OpenAir User License Types
By Alexandra Goodrich |
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…
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Disable New, Multiple Bookings Option in OpenAir
By Kim Albanese |
This feature removes the Bookings “New, multiple…” option from the Create Button menu. Internal Switch: Disable displaying of New Multiple booking in creation menu Why disable this feature? When form permissions are configured on the standard booking form…
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Handling Multi-Week Work Schedules in OpenAir
By Ali Walsh |
For customers who want to enable multiple week work calendars in OpenAir to facilitate biweekly schedules such as 5-4/9s. Two account settings in Optional Features are required: Enable distinct work…
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Control Which Users are Available for Assignment to a Project in OpenAir
By Tres Churchill |
The Assignment feature is a flexible tool that allows you to control which projects and tasks are available to users for time entry.
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How to Suppress Standard Email Notifications in OpenAir
By Alexis Jackson |
OpenAir offers the capability to send custom email notifications when changes are applied to bookings, tasks, projects, or issues. However, in certain cases, users may not want to receive an…
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Using the Web Services Usage Log for Debugging Integrations
By Robert Giordano |
The Web Services Log records API calls to OpenAir and OpenAir’s response. This is useful in debugging integration with OpenAir. To access the web services usage logs, you will need…
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Wrapping Money-Based Custom Calculation Titles in OpenAir
By Richard Curzi |
Back in July of 2022, we posted a tip called “How to Control Column Widths for Custom Calculations in OpenAir”. In that tip, we explained how to insert HTML line…
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Prevent Work Schedule Hours From Being Counted Towards Utilization Before the User Was Employed
By Alexis Jackson |
To address instances where utilization is being counted for new users before their start date, OpenAir provides a solution to ensure accurate utilization figures. The recommended approach is to update…
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How to Reject Your Own OpenAir Timesheet to Make Corrections
By Jim Schein |
In situations where an employee submits a timesheet prematurely and wants to make alterations, the existing process entails the entire timesheet being rejected by an approver before changes can be…
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Easily Access Receipt Attachments for Invoiced Expenses in OpenAir
By Sibyl Parsons |
There is an easy way in OpenAir to gather and download all receipt attachments for expenses included on a particular invoice. This is great for customers that require receipt backup…
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Remove Personal Identifiable Information with OpenAir’s New Easy to Use Process
By Jonathan Sitterley |
OpenAir has a new feature to remove personal information in their April 2023 release. This process is essential to comply with new laws governing PII. To get started, the organization…
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Using OpenAir Custom Notifications Feature and Suppressing Standard System Notifications
By Bianca Marinca |
Custom notifications are triggered in the same manner as standard system notifications are but custom notifications allow the ability to apply conditional criteria to your notification triggers and also provide…
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How to Remove Incomplete Tasks from the OpenAir Dashboard
By James Owen |
The ‘Display Incomplete Tasks on Dashboard’ feature is enabled by default, and it adds two links regarding Incomplete Tasks on the Home screen. in My Status the number of Incomplete…
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‘Product Updates’ Icon in OpenAir
By Andrea Larsen |
Ever wonder what this icon is for in OpenAir? It’s the OpenAir ‘Product Updates’ icon, located on the top right-hand side of the page banner. Clicking the icon opens a…
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Is your Professional Services firm ASC 606? OpenAir can do that.
By Jimmy Morales |
PSA firms that recognize revenue using ASC 606 standards need the ability to allocate revenue as services are delivered, and this can feel like a heavy lift for organizations with…
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Maintain Dashboard Portlet Resizing in OpenAir
By Alexandra Goodrich |
Have you ever taken the time to get your dashboard portlets resized just right, only to navigate away from the page and find them automatically resized when you come back?…
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Automate the Deactivation of a Project when All Tasks Are Closed
By Kim Albanese |
Ever come across projects that remain active in your OpenAir instance despite all tasks being closed? Don’t have time to audit this as regularly as needed but want to ensure these projects are deactivated so…
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Copying OpenAir Dashboards From One User To Others
By Ronn Breaux |
OpenAir allows you to create multiple OpenAir Dashboards in order to display data in charts for monitoring important data. Often Dashboards are built by power users where key data is…
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Using Auto-Approval Thresholds in OpenAir
By Ali Walsh |
A rarely used feature of OpenAir is the auto-approval thresholds. This feature is particularly helpful for organizations that do not have other business applications to provide these controls; or for…
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Capture OpenAir Invoice Short URL And Take The “Send” Function To A Whole New Level.
By Jim Schein |
OpenAir provides the ability to send a link to an invoice directly to the client through the “Send” page on the invoice itself. The “Send” link is highlighted in the…
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How Can I View a Retainer Balance in OpenAir?
By Alexis Jackson |
Retainers serve as an advanced payment of the customer agreement. A retainer can be applied to the Invoice associated with the customer and deducted from the invoice’s total. On an…
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Manually Managing Task Percent Complete
By Richard Curzi |
The Percent Complete of a Task can be very handy when used to trigger billing events (Fixed fee on % complete billing rule) and revenue recognition (% Complete recognition rule).…
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Send Invoices From A Group Email In OpenAir
By Jonathan Sitterley |
When sending an invoice from OpenAir, the sender that appears in the email will default to the user who sends the invoice, however this can be changed so that the…
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Converting Hours to Days for Billing in OpenAir
By Sibyl Parsons |
Using OpenAir billing rules, you can configure the rules to convert hours recorded on timesheets into days in order to invoice a customer by number of days. Within a time…
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Creating Dependent Dropdowns in OpenAir
By Robert Giordano |
OpenAir has the ability to link two custom dropdowns such that the values in the child dropdown will be dependent on the selection of the value in the parent dropdown.…
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When to Use Balanced Incurred vs Forecast instead of Incurred vs. Forecast
By Bianca Marinca |
Balanced Incurred vs Forecast rule uses Internal Pivot Date when recognizing revenues. If an organization uses Accounting Dates this is a great option. For timesheets, the rule will recognize revenue…
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Allowing Users to Specify Report Filter Sets in OpenAir
By James Owen |
If your company is like most, the OpenAir Reports module is used by many users in different parts of the organization to get and share information about your Projects, Users,…
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Why Approval Routing Cannot be Deleted in OpenAir – And How to Resolve
By Jimmy Morales |
If the ‘Delete’ button on an Approval Routing does not appear, even though it has no transactions routed through it, it can be due to the Approval Process being set…
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Trick for Using Blank Date Field in Form Permission Rule Logic
By Alexandra Goodrich |
OpenAir’s form permission rules are a great way to customize any forms—Project Properties, Timesheets, Expense Reports, etc. You can create your own logic to show/hide fields, make fields read-only or…
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Recovering Report Configuration/Settings of Last Report Run in OpenAir Report Management & Editor Interface
By Andrea Larsen |
This is a trick that allows you to recover report configuration/settings when using the current OpenAir Report Management & Editor interface. If you are using the older reporting UI, this…
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Audit Trail in User Interface for Company Switches
By Tres Churchill |
“Who changed that setting?” There are many settings that can be toggled on and off in OpenAir if the user has sufficient privileges. Often these settings can drive changes to…
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Rate Multipliers for Special Situations in OpenAir
By Ali Walsh |
In OpenAir there is an easy way to create billing rules that include situations for varying rates for weekend work, yearly increases, or for remote versus onsite work rates. Important:…
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Use Bookings Rather Than Assignments to Calculate Task Schedules in OpenAir
By Richard Curzi |
Is your company using resource bookings faithfully, but you still need to separately manage assignments to keep your task dates and planned hours in line? There is a little-known feature…
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Warning — User Cannot be Deleted Due to Having Associations With list_layout_users
By Alexis Jackson |
Often, we run into the need to delete a record in OpenAir. Projects, Expense Reports, Timesheets, and Invoices are all very common records for deletion, but what about Users? Did…
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Why is Budget not populating on my Reports?
By Bianca Marinca |
Have you ever built a report and added Budget as a measure, but the budget didn’t populate, even though there was budget on the project? Budget will only populate if…
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Usage of OpenAir project templates when projects are created via NetSuite OpenAir Integration
By Kim Albanese |
The required configuration needed to utilize project templates when projects are created via the NetSuite and OpenAir Integration has changed and been simplified. You no longer need to set the…
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Adding Additional Project-Specific Approvers in OpenAir
By Jim Schein |
OpenAir’s project-specific approvers feature allows the system to have up to three additional approvers identified for each project. This can be activated through the Administration -> Organization -> Approval Options…
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Creating Projects Using Project Templates in NetSuite OpenAir – What’s Included and What’s Not
By Sibyl Parsons |
OpenAir project creation can be a cumbersome process that requires a significant amount of administrative time. For that reason, many companies creating projects directly in OpenAir (versus via an integration/API)…
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Tracking OpenAir Expense Report Reimbursements
By James Owen |
Stop me if you’ve heard this one before. I submitted my expense report three weeks ago, and I know we process expenses every week. So why haven’t I been reimbursed…
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How To Use Detail Field Values In Custom Calculations
By Ronn Breaux |
Custom calculations allow the creation of custom report values in OpenAir. Generally, custom calculations contain two summary field values with an operand. However, you can also use detail field values…
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OpenAir Switch: Saving Timesheet Line-Item Rejection Details
By Andrea Larsen |
Did you know you can save rejection details for rejected time entry line items in the rejected timesheet approval history? There is a useful switch for clients using the timesheet…
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Summary Reporting… Without Summarizing
By Jimmy Morales |
Do you have a summary (cross-tabbed) reporting need where you either need to Display the sum for a single, filtered, value rather than summing two values? Display details for single…
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Netsuite OpenAir: Help Center vs. Suite Answers
By Amy McFadzean |
NetSuite OpenAir has a couple of places, within the tool set up as knowledge bases and tools for users. Both have great uses, depending on your role and function within…
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When to Use a Pick List Over a Drop Down In OpenAir
By Robert Giordano |
When creating custom fields in OpenAir there are two fields a user can choose which look similar but are used for different purposes: The dropdown and the pick list. Dropdowns…
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Managing OpenAir Task Assignments: Using Both Project and Task Assignments
By Ali Walsh |
Some companies may have the situation where there are different business units who would like to manage project assignments differently: One wants to use project assignments that allow any user…
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How to Disable the Feature-Specific Survey Forms in OpenAir
By Tres Churchill |
Issue: When using specified features repeatedly OpenAir will prompt the user to complete a short survey. There are certain features that, when used multiple times, will prompt the user to…
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How to Change the Start Day for Weekly Timesheets
By Alexis Jackson |
Did you know that there are multiple ways to configure the start day for weekly timesheets? There are Open Air Administrator accessible settings that allow you to set it up…
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OpenAir Sandbox Refresh: Helpful Reminders
By Jimmy Morales |
When your organization has finished configuring and testing in OpenAir Sandbox, you are happy with the results, and ready to schedule a Sandbox refresh, here are some valuable reminders to…
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How to Control Column Widths for Custom Calculations in OpenAir
By Ronn Breaux |
Issue: Custom Calculations names don’t naturally break so the names can cause column widths to make reports difficult to read. Example: Fix: You can add breaks to custom calculations names…
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Copy Project Billing/Recognition Settings from One Project to Others in Bulk (Tag the Project)
By Kim Albanese |
The billing and recognition settings allow managers to schedule project billing and recognition rules to run automatically on a specified schedule, either on a trial or actual basis, and to email selected users as to the results.…
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Audit Trails for Detail Fields on Summary/Cross-Tabular Reports in OpenAir
By Jim Schein |
Often in Summary/Cross-Tabular reports there is a need to display detail fields associated with one or more of the sub-total groups identified in the report. This is a very common…
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Sending OpenAir Reports to External Contacts
By James Owen |
There may be people outside your organization, with no OpenAir access, who need information from the OpenAir system. For example, a manager at a company with resources working on your…
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OpenAir ‘Review Last Notification’ Feature
By Andrea Larsen |
Ever get a notification pop-up when saving a form in OpenAir only to accidentally close out the notification box before clearly reading the message? The OpenAir ‘Review last notification’ option…
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OpenAir Account Storage Alert
By Tres Churchill |
If you’ve used OpenAir for any extended amount of time, it’s likely that you’ve approach, or even met, your storage limit. This means that your users are unable to attach…
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Using the Task Percent Complete Setting in OpenAir
By Ali Walsh |
The Task Percent complete interval controls many settings in OpenAir. This setting is found in Other Settings within the Project Module administration settings. For any task-oriented percent complete calculation that…
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NetSuite OpenAir: Help Center vs. Suite Answers
By Amy McFadzean |
NetSuite OpenAir has a couple of places, within the tool, set up as knowledge bases and tools for users. Both have great uses, depending on your role and function within…
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OpenAir Redesigned Advanced Filters (Optional Feature)
By Alexis Jackson |
The Redesigned Advanced Filters feature is an update to the previous existing advanced filters on redesigned list views. The redesigned advanced filters panel is compact and lists filter conditions horizontally instead of vertically. It lets you select and apply saved filters directly…
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The OpenAir Self-Rejection of Timesheets Feature
By Jim Schein |
It’s not uncommon for a user to enter all of their time on a timesheet and submit the timesheet – and then notice something is off. It’s not *as* common…
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Grouping Multiple Fixed Fee Charges Within an OpenAir Invoice Layout
By Ronn Breaux |
Business case: Client has multiple fixed fee charges with the same description but with different services and needs the fixed charges to appear as 1 charge on the Invoice. Challenge:…
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Adding Multiple Report Filters In OpenAir – It’s Always an “And”, Not an “Or”.
By Bianca Marinca |
When trying to create a report in OpenAir one thing to keep in mind with filters is when adding each filter, they act as an “and” with each other, not…
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Using Current Periods to Customize Accounting Dates in OpenAir
By James Owen |
OpenAir’s accounting period functionality lets you associate separate accounting dates with most transactions. This feature also allows you to define Current Periods. A current period can be associated with an…
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Renaming Standard Values in OpenAir Reports
By Ronn Breaux |
Custom calculations allow you to create new reportable values when there is no standard field available. You can name the field to match your nomenclature and shorten the name for…
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OpenAir Timesheet Duration Override at the User Level
By Kim Albanese |
This feature in OpenAir permits users to be set to their own timesheet duration, overriding the company level default duration setting.
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How to Setup Timesheet and Expense Line-Item Rejection Notifications in OpenAir
By Andrea Larsen |
Timesheet rejection notifications are commonly used in OpenAir to notify users that an entire timesheet has been rejected. Out of the box, new instances of OpenAir are usually set up…
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Bulk Delete Timesheets and Expense Reports In OpenAir
By Tres Churchill |
Not all data is good data! Over time timesheets and expense reports may accumulate from canceled projects, inactive users, or from rejected approvals. OpenAir now offers features that will allow…
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Tracking Costs Against Tasks in NetSuite OpenAir
By Jim Schein |
Many OpenAir users track their hourly employee costs against specific project tasks. There are a few ways to do this. However, the simplest method is to use one of the…
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OpenAir Shortcuts: Use the Quickview Feature
By Amy McFadzean |
Often, when looking at data in OpenAir, you need to access different components of the project. Rather than navigating from scratch from, say, the charge record to the project record,…
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How Inactive OpenAir Users Affect Scheduled Scripts
By Alexis Jackson |
In many instances with OpenAir, companies will have customized java scripts running on their behalf. Scheduled scripts are executed within the context of a user. The scheduled script requires an admin user to…
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Using the Expense Policy Feature in OpenAir
By Robert Giordano |
Need to control what expense items can be charged to a project? Using Project Expense Policies is your solution. Using this module, you can set a max amount that can…
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Auditing and Cleaning Up Reports in OpenAir
By Bianca Marinca |
When completing your standard administrative auditing processes in OpenAir, it’s a good idea to review report usage and clean up reports owned by inactive users. Having reports that have not…
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Integrating NetSuite Custom Record Types to OpenAir Records
By Ronn Breaux |
When using OpenAir and NetSuite, you can create custom record types in NetSuite and have them seamlessly sync to OpenAir. NetSuite custom record type allows you to add picklist fields…
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How to Update Information on Your Generic Resources in OpenAir
By James Owen |
OpenAir provides the capability to add Generic Resources with many of the same Demographic and other fields available on regular user records. Custom fields, entity tags, Job code, Cost, etc.…
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How to Pro-Rate Charges During Invoice Creation in OpenAir
By Jim Schein |
OpenAir provides a feature that allows invoices to be pro-rated at the time of creation. This feature requires a switch be enabled by OpenAir Support. Once the switch is activated,…
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Setting Audit Trail Fields for Use in OpenAir Summary Reports
By Jim Schein |
Enabling the OpenAir switch, “Audit Trail Values Available in Summary Reports”, allows for the display of a new section in the Reports -> Options screen. This section shows all of…
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What is the OpenAir Project Center and How Does it Help Me?
By Peter Davis |
In the Spring 2019 release, OpenAir introduced the Project Center. This optional feature, which must be enabled by OpenAir support, merges common project management functions into a single screen. If…
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Place Custom Fields Exactly Where Needed on the Form in OpenAir
By Kim Albanese |
Starting with the October 2018 release of OpenAir, it is possible to individually place each custom field just like standard fields, exactly where you need them on the form. The…
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