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A cash refund returns money to a customer for a cash sale — the reverse of ringing up the sale, paying cash back out when goods come back or a charge is reversed. This scenario rings up a Cash Sale, then issues a Cash Refund against it, paying the customer back.
A cash sale records a sale paid at the point of transaction — goods or services exchanged for immediate payment, with no receivable in between. Retail and point-of-sale operations use it to book the sale and the cash together. This scenario rings up a Cash Sale for Test Widget and lands Not Deposited — paid, with the cash awaiting deposit.
A credit memo reverses a receivable — it credits a customer for a return, overcharge, or adjustment against an invoice, reducing what they owe. AR teams use it to keep the ledger honest when a billed amount needs to come back. This scenario bills a customer, then issues a Credit Memo that auto-applies against that invoice.
A customer deposit records a prepayment — cash a customer pays up front, before an invoice, held against future orders. It's how a business books money received ahead of delivery. This scenario records a Customer Deposit into Undeposited Funds.
Collecting a customer payment closes the receivable — it applies cash against an open invoice and moves it to Paid In Full. This is the cash-collection step of Order-to-Cash: the invoice we bill becomes money in the bank. This scenario bills a customer, accepts their payment against that invoice, and confirms the invoice lands in Paid In Full.
A customer refund is the AR-side reversal of a completed sale — issued when a customer returns goods or disputes a charge. This scenario creates a Cash Sale for Test Widget, then issues a Cash Refund against it, demonstrating NetSuite's refund workflow and the audit link between the original sale and its reversal.
A bank deposit sweeps undeposited receipts — cash and payments sitting in Undeposited Funds — into an actual bank account, the step that turns collected money into a bank balance. This scenario deposits an undeposited payment into Checking.
An estimate is the seller's quote — it prices out goods or services for a customer before any commitment, the first step of the sales cycle. Sales teams use it to propose terms that, once accepted, convert into a Sales Order. This scenario prepares an Estimate for Test Widget, the quote that precedes the order.
An invoice is the seller's bill to the customer — it records what's owed for goods or services delivered and opens the receivable. AR and finance teams use it as the control point between fulfillment and payment. This scenario creates an Invoice for Test Widget and confirms it lands in Open status, awaiting payment.
An invoice refund is issued when a customer is owed money back against a previously billed invoice — typically due to a return, pricing dispute, or billing error. Unlike a cash refund, this creates a Credit Memo that reduces the customer's outstanding AR balance. This scenario creates an Invoice for Test Widget, then issues a Credit Memo against it, demonstrating NetSuite's credit memo workflow and the audit link between the original invoice and its reversal.
Quote-to-Order is the front of the sales cycle: quote a customer with an estimate, then convert that accepted quote into a committed Sales Order. It's the hand-off from proposal to booked business. This scenario prepares an Estimate and converts it into a Sales Order, landing in Pending Fulfillment.
A return authorization is the intake of a customer return — it approves goods coming back against an invoice before they're received or credited, the front door of the reverse-logistics flow. Support and AR teams use it to control what's accepted back. This scenario bills a customer, then authorizes a return against that invoice.
A sales order records a customer's commitment to buy — it books the order and reserves the sale before anything ships or is billed. Sales, order-management, and finance teams use it as the control point between the quote and fulfillment. This scenario creates a Sales Order for Test Widget and confirms it lands in Pending Fulfillment status, ready to be shipped and invoiced.
The A/R aging report buckets every open customer invoice by how overdue it is — current, 1–30, 31–60, 61–90, and beyond — the collections team's daily worklist. This scenario finds it through the Reports menu and runs NetSuite's standard A/R Aging from live receivables.
An item receipt records goods arriving against a purchase order — it's the moment ordered inventory is received into stock, the middle step between ordering and being billed. Warehouse and procurement teams use it to confirm what actually showed up. This scenario places a Purchase Order, then receives the items against it.
Procure-to-Pay is the full purchasing cycle in one flow: order goods from a vendor, receive them into stock, record the vendor's bill, and pay it. It's how a business turns a need into settled cash out the door. This scenario runs the whole chain — Purchase Order, Item Receipt, Vendor Bill, and Bill Payment — ending Paid In Full.
A purchase order is the buyer's formal commitment to procure — it records what's being bought, from which vendor, and at what price, before anything is received or billed. Procurement and finance teams use it as the control point between the requisition and receipt. This scenario creates a Purchase Order for Test Widget and confirms it lands in Pending Receipt status, ready for the goods to arrive.
A 3-way match is an AP control used by finance and procurement teams to ensure a vendor invoice aligns with the original purchase order and the warehouse-confirmed goods receipt before payment is released — preventing overpayment, duplicate invoices, and unauthorized purchases. This scenario creates a Purchase Order for Test Widget, receives it via an Item Receipt, bills it via a Vendor Bill, and confirms the bill reaches Approved status — demonstrating the full audit trail NetSuite enforces before payment can be released.
A vendor bill records what the business owes a supplier — it captures the vendor's invoice against goods or services received and opens the payable. AP and finance teams use it as the control point between receipt and payment. This scenario enters a Vendor Bill for Test Widget and confirms it lands in Pending Approval, routed into the approval workflow before payment.
Writing a check pays money straight out of a bank account, expensed to the general ledger — the direct way to settle a cost without a bill in between. This scenario writes a Check to a payee, expensed against an account and drawn on Checking.
A bill payment is how a business settles what it owes a supplier — it applies cash against an open vendor bill and moves the payable off the books. AP teams run this every day, one bill at a time or in batches. This scenario opens an approved, open vendor bill, uses Make Payment to transform it into a Bill Payment, and confirms the bill lands in Paid In Full — the close of the procure-to-pay loop.
The A/P aging report buckets every open vendor bill by how far past due it is — the AP team's view of what the business owes and when. This scenario finds it through the Reports menu and runs NetSuite's standard A/P Aging from live payables.
Bank reconciliation matches imported bank statement lines against posted GL transactions to verify the books agree with the bank. This scenario creates a vendor bill and payment to seed the bank account with an uncleared transaction, then imports a matching bank statement CSV, matches the lines, and reconciles the account to a $0 difference.
A journal entry posts directly to the general ledger — balanced debits and credits that record an adjustment, accrual, or reclass no standard transaction covers. It's the accountant's most direct tool. This scenario posts a Journal Entry (an expense paid from checking) and confirms the debits equal the credits — a balanced double-entry posted to the ledger.
The income statement — the P&L — is the report every finance team pulls first: revenue, cost of goods sold, gross profit, expenses, and net income for a period. This scenario finds it through the Reports menu and runs NetSuite's standard Income Statement live from posted transactions, then reads the bottom line.
The balance sheet is the snapshot of what a business owns and owes at a point in time — assets on one side, liabilities and equity on the other, always in balance. This scenario finds it through the Reports menu and runs NetSuite's standard Balance Sheet live from the general ledger.
The trial balance lists every general ledger account with its debit or credit balance — the accountant's first check that the books balance before any statement is built. This scenario finds it through the Reports menu and runs NetSuite's standard Trial Balance.
The general ledger is the complete transaction-level record behind every account balance — the source of truth an auditor traces to. This scenario finds it through the Reports menu and runs NetSuite's standard General Ledger, listing each posting by account with its running balance.
A comparative income statement puts two periods side by side — this period against the last — so a finance team sees not just the numbers but the trend. This scenario finds it through the Reports menu and runs NetSuite's standard Comparative Income Statement live from the ledger.
An opportunity is the CRM pipeline record — a forecasted deal for a customer, the earliest stage of the sales cycle before any quote is drawn. Sales teams use it to track and weight potential revenue. This scenario creates an Opportunity for a customer with a projected value.
A contact is a person record — the individual you actually deal with at a customer or vendor. This scenario creates a new Contact with a name and email.
The customer record is the foundation of the sales side — every quote, order, invoice, and payment hangs off it. This scenario creates a new Customer record with a company name and email.
A lead is a potential customer at the top of the sales funnel, before they're qualified into a prospect or customer. This scenario creates a new Lead record.
A partner record tracks a channel or referral partner the business works with. This scenario creates a new Partner record.
The vendor record is the foundation of the purchasing side — every purchase order, bill, and payment hangs off it. This scenario creates a new Vendor record with a company name and email.
An item is the master record for anything you buy, sell, or stock — every transaction line points back to one. This scenario creates a new Inventory Item, the record NetSuite hangs quantity, cost, and revenue off of.
A saved search is NetSuite's live query builder — pick a record type, add criteria, and it returns matching records on demand. This scenario builds an "Overdue Invoices" search (invoices past their due date) and runs it to surface the ones that need chasing.
The customer profitability report ranks customers by the margin they actually contribute — revenue net of the cost to serve them — the view that tells sales and finance which relationships are worth growing. This scenario finds it through the Reports menu and runs it live from posted transactions.
A saved search can do more than answer questions on demand — it can email its results on a schedule, turning a query into a standing alert nobody has to remember to run. This scenario builds an "Overdue Invoices" search and schedules it to land in the controller's inbox every morning at 8:00 with the results attached as an Excel file — the pattern behind every "notify me when..." ask: overdue invoices for finance, low stock for ops, new records for admins.
Connecting NetSuite to Claude via the Model Context Protocol (MCP) lets finance and operations teams ask an AI assistant questions about their live ERP data — trial balances, open invoices, customers — in plain English. This walks the complete NetSuite-side configuration: enabling the required SuiteCloud features (REST Web Services, Token-Based Authentication, OAuth 2.0), confirming the MCP Standard Tools SuiteApp is installed, the dedicated read-only MCP role and its key permissions, and assigning that role to a user — the full foundation the Claude connector authenticates against. Finally, the connection is made from the Claude side: the NetSuite connector in claude.ai settings, the OAuth 2.0 authorization handshake into NetSuite itself, and a live hello-world query where Claude calls a NetSuite MCP tool and lists real customers from the account.
With NetSuite connected to Claude over MCP, a user can run an entire working session in plain English — no NetSuite navigation, no saved searches, no report builder. This records one continuous chat: an inventory question answered from live item records, then a data-quality review of the customer list where Claude spots duplicates and missing fields — the kind of judgment call no report can make — then a live Balance Sheet, where Claude chains report-discovery and report-execution tools and summarizes the financials in plain English. Every answer comes from live ERP data via NetSuite MCP tools, scoped to exactly what the read-only MCP role from the companion scenario allows.
Roles are how NetSuite scopes what each person can see and do — every permission a user has flows from the roles assigned to them. This scenario creates a read-only Financial Analyst role and assigns it to an employee, the core loop an administrator runs every time someone new needs access.
Approval workflows are how NetSuite enforces sign-off before a transaction posts — routing an invoice, bill, or order to the right person and holding it in Pending Approval until they act. This scenario opens the Invoice Approval Workflow in SuiteFlow and walks its structure: the states an invoice passes through, the branch to Approved or Rejected, and the trigger that starts it — the whole approval path built as configuration, no scripting.
The Import Assistant is how you get data into NetSuite in bulk — customers, accounts, transactions — from a spreadsheet instead of keying each one. This scenario walks the assistant end to end for a Chart of Accounts file: choosing the record type, uploading the CSV, and mapping its columns to NetSuite fields, the point where a raw spreadsheet becomes structured records ready to load.
When a cycle count finds more (or less) stock on the shelf than the system says, an inventory adjustment corrects the book quantity and posts the value difference to the GL. This scenario records a found-stock correction: 25 units added to an item, then the GL impact of the posting — the workflow warehouse and accounting teams share whenever physical reality and the system disagree.