Cloud ERP Knowledge Resources
We want you to be as knowledgeable about SaaS ERP Solutions like NetSuite as we are. Feel free to explore our Cloud ERP FAQ, white paper database and our regularly updated blog on the world.
White Paper Resource Portal
Click here for the latest research into the best practices for ERP deployment, and for insights into how to plan ERP solutions for companies in wholesale, software, manufacturing, e-commerce and professional services
Cloud ERP Blog
Check out our blog for the latest news about Cloud ERP solutions in China and throughout the world
Cloud-based ERP: Frequently Asked Questions
A compilation of the questions most frequently asked by Trigger Networks' clients about SaaS ERP solutions, NetSuite and ERP localisation projects for China
Cloud Computing FAQ
Why does Trigger only recommend “Cloud-based” ERP Solutions, not on-premises solutions?
It is true that the majority of ERP solutions used today are still on-premises systems, despite the rapid adoption of cloud-based systems. However, Trigger recommends cloud-based solutions to companies adopting or upgrading an ERP/CRM system because they provide secure platforms for your data and can help companies to increase their business performance for a lower initial investment.
Recent research indicates that even though cloud-systems are relatively new, the companies already using cloud-based ERP/CRM systems are typically among the highest performing businesses in their industry.
How do cloud-based ERP/CRM systems benefit my business?
Understanding the specific benefits of cloud-based solutions depend on the unique characteristics of your business and our SaaS consultants would be happy to speak with you and help you understand this in more detail.
Generally speaking, the benefits of cloud-based ERP systems towards any business include:
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Higher business performance achieved by more efficient management of finance, sales, purchasing and HR processes.
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More efficient business systems help employees to be more productive. Recent research also suggests that employees are more likely to use cloud-based ERP systems than out of date, on-premises systems.
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Instant access to company data anywhere in the world allows managers to react to events on the ground with greater agility.
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Cloud-based systems are easily scalable, as they do not require high initial capital investments. Organisations no longer need to worry about IT costs as they expand their global businesses.
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Statistics regularly show that >80% of IT budgets is spent on routine maintenance. With cloud systems, IT departments can spend less time and money system maintenance and are free to explore new technologies to enhance the capabilities of their organisations.
What is the difference between “cloud computing” and “software as a service” (SaaS)?
Many publications refer to “cloud computing” and “Software as a Service” (SaaS) interchangeably, but they are two separate concepts. The generally accepted definitions are as follows:
Cloud computing refers to a collection of IT resources, including data centres, network infrastructure, and software applications that are shared by multiple users. SaaS refers to the delivery mechanism for software that uses these IT resources.
SaaS ERP/CRM systems are a typical example. Whereas in the past, clients had to buy and install to run on-premise ERP solutions, SaaS services make software immediately available through a web browser with no installation required. Because it is constantly available through a fixed subscription fee, it is considered to be software provided “as a service”. Cloud-based ERP/CRM solutions are the main type of SaaS service provided by Trigger Networks.
Are cloud systems more or less secure than on-premise systems?
Cloud-based ERP systems are typically more secure than on-premises systems. There is a perception among some companies that on-premise ERP systems are safer than cloud-based systems because it is more secure to manage data directly on premises than to put this data on the server of a third party.
However, this is a dangerous misconception for several reasons:
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First, the fact is that cloud systems are proven to be more reliable than on-premises systems. While neither type of system can guarantee 100% security for your data, recent studies have shown that users of cloud-based email systems experienced 58% fewer malware infections, 45% fewer incidents of data loss or data exposure, 45% less security related downtime and 93% fewer audit deficiencies. This translated into avoided losses equal to more than $3 million on average for each company.
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While it is theoretically possible to guarantee adequate security for your data using an on-premises system, it requires constant equipment and software upgrades and constant monitoring by your IT staff, which is a considerable drain on the time and resources of any enterprise.
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Cloud service providers stake their reputation on being able to protect your data, just as banks’ reputations depend on protecting your money. They therefore invest heavily in security measures and highly robust network infrastructure on a scale that only the largest software companies can match. They also have comprehensive service level agreements in place to protect your data, including virtually 100% system uptime commitments, and compliance with various relevant SSAE and ISO and SOC standards. Companies concerned about risk should therefore consider whether they can realistically match the security measures of the best of breed cloud-computing service providers by using on-premise systems.
How do I guarantee the security of my cloud-based business systems?
Many companies are understandably cautious about storing sensitive business data with a third party. The best of breed web-based ERP/CRM providers each have robust security guarantees, and companies can check these by asking questions including the following:
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What system uptime guarantee do you provide in your service level agreement? (99% or higher is considered standard ERP/CRM providers).
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What data backup and network redundancy measures do you have in place?
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How do you ensure the physical security of your data centre and network equipment?
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Do you comply with SSAE 16 and ISAE 3402 auditing standards?
How do I make sure my ERP system meets my business needs?
Put simply: effective implementation is the key. There are two crucial stages to this. The first is a detailed, standardised business requirements building process that helps companies to define their business objectives for the ERP system.
The second stage is careful project planning with predetermined deliverables to be completed according to a fixed timeline by responsible stakeholders in both the implementation provider AND the client company. Remember, if your business plan isn’t viable, a cloud-based ERP/CRM system will not solve your problems. It is also essential to make sure the cloud-based system provides functions that serve your business goals effectively.
How do I ensure end users in my organisation use the ERP/CRM system correctly?
This is perhaps the most challenging aspect of adopting an ERP/CRM system, after ensuring an effective implementation. At Trigger, part of our service includes ongoing support and guidance to help you drive engagement with your system among your employees. To ensure end users get onboard with any new cloud-based system, there are 4 vital steps that every organisation must follow:
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Company executives must show their full support for the new ERP system. This should be done not only by promoting internal awareness among all employees; executives also need to draft new company policies to ensure that correct use of the new system is an inseparable part of all employees' work expectations.
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Employee performance assessments should be tied to the correct use of your ERP/CRM system. Management needs to make sure employees know that using the ERP/CRM system is not optional it is mandatory. Managers should also implement process to monitor correct usage of the system. Remember if just one team doesn’t use the system correctly, this can devalue the investment in the ERP/CRM system for the entire organisation.
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Your cloud-based system should be part of a sound business plan that effectively serves the professional objectives of every end user of the ERP/CRM system.
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A comprehensive training and awareness program is vital. Well-trained employees are much more likely to engage with the new system and use it effectively during their daily work.
Is Cloud-based ERP/CRM lower cost than on-premises systems?
Cloud-based ERP/CRM systems generally have a lower total cost of ownership than on-premises systems as they do not require a large initial capital investment. However, in some circumstances, the lifetime cost of on-premises solutions can be lower, especially if a solution is used for 10 years or more, as on-premises solutions do not require an ongoing subscription. However, if we accept the “5 year rule”, meaning that business software is generally replaced with a more up to date solution after around 5 years, cloud-systems are a more cost effective option as software and services are upgraded continuously with no more major implementations required.
We also emphasise that while cost is an important consideration, the ability of the solution to help companies meet their business objectives should always be the primary consideration for any ERP/CRM system purchase.
How do I calculate the lifetime total cost of owning a cloud-based ERP system?
Total cost of ownership calculations depend on your company’s growth projections, global expansion plan, global footprint, number of intended users and the service package required for your company over a fixed time period, to name a few conditions. Trigger’s consultants can assist you in calculating these costs for your business, though we recommend that you set the calculation parameters yourself rather than relying on the assumptions of product vendors, as they may not apply to the unique growth path of your business.
When comparing with on-premises solutions, also bear in mind the hidden costs of theses systems that may not be reflected in a quotation, such as electricity and space requirements, ongoing manpower and equipment costs for system maintenance, software upgrades and virus protection updates.
Cloud ERP Localization FAQ
Which accounting/tax reporting functions do I need to make sure are localized for Mainland China?
When evaluating ERP systems for local offices in China, one of the main considerations is whether the system’s finance report templates can be adjusted to comply with local practices. If the ERP system does not let users adjust report layouts conveniently, prospective buyers should consult with their SaaS solution provider to understand the level of technical customisation required.
What HR functions of my ERP system need to be localized for Mainland China operations?
The main issues that prospective buyers should consider include whether an ERP system allows them to perform payroll and insurance calculations according to local practices.
Does internet speed in China affect the effectiveness of cloud-based ERP/CRM systems?
There is no question that internet infrastructure in China has a long way to go before it matches the speed of internet in other countries with high broadband penetration. As SaaS services are exclusively web-based, companies using these services in China notice a slight difference in performance compared with their counterparts in other countries. According to testimonials from Trigger’s clients however, the difference is not significant enough to have a major impact on daily operations.
Moreover, once users have finished logging in to systems such as NetSuite, they often find that system applications are equally fast when accessed in Mainland China. Trigger’s consultants can also provide guidance on network optimization to prioritize data related to your ERP platform if internet speed is a significant issue in your area.
What level of customization required for my ERP/CRM system implementation for China sites?
The level of customization for SaaS ERP/CRM systems depends on the unique business requirements of the client, as well as the functionality of the ERP system under consideration. (See here for our overview of the customizations required for NetSuite localization projects.)
We also advise that wherever possible, companies should avoid significant customizations and try to adjust their business processes to align with the standard workflows in their ERP/CRM system as closely as possible. One of the greatest advantages of SaaS ERP/CRM systems is that solution providers regularly update their solutions to reflect best in class business practices discovered from continuous analysis of thousands of end users.
NetSuite China FAQ
General FAQ for NetSuite China Users
What modules does NetSuite offer as standard?
The standard modules offered by NetSuite cover the vast majority of a business’s ERP/CRM requirements They are:
1. CRM
2. E-Commerce
3. Sales
4. Purchasing
5. Inventory
6. Manufacturing
7. Human Resources
8. Project management
The following modules are not included as standard in NetSuite’s product portfolio. Trigger’s Application development team is experienced in providing customised NetSuite solutions with these functions:
1. Third party payment gateway integration
2. Chinese VAT invoice integration
3. Integration with local e-commerce and NetSuite
4. Quality Control
5. Shipping Plan
6. Chinese Payroll
7. Office Automation
Why do I need to localize NetSuite for my operations in Mainland China?
While NetSuite is in our view one of the most versatile all-in-one ERP/CRM solution available today, it is still necessary to customize certain functions to accommodate local business practices in Mainland China. These customizations range from configurations that may be performed using NetSuite’s user interface, to deeper customizations that require significant coding, also known as “scripting”.
Trigger specializes in helping companies to bring their NetSuite ERP/CRM solutions in line with their Mainland China operations by providing business consultation and coding services, and our SaaS consultants can help you to understand the precise level of customization needed for your NetSuite solution if you require assistance.
How can the NetSuite platform be localized effectively for China?
A detailed understanding of Mainland China HR management policies, payroll, social insurance and pension scheme calculations, tax policies, and financial reporting requirements is essential to ensuring effective localizations of NetSuite’s ERP/CRM platform in China.
Which aspects of NetSuite’s solution need to be customized to accommodate local business practices in China?
The following areas generally require customized technical solutions to satisfy local business requirements:
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Sales Order/Purchase Order Price Information Scripting is required to display the pricing information for sales orders and purchase orders to accommodate local standards. Finance Report Templates The standard layout for financial reports such as Balance Sheets, Profit & Loss and Cash Flow requires customization.
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Chinese VAT Invoice Integration Chinese VAT invoices are calculated using a widely used local software application developed by Aisino known as “Golden Tax”. Customization is required to integrate this application with NetSuite’s platform.
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Shipping Plans The default process for shipping items on NetSuite requires customized scripting in NetSuite’s back end. Another common requirement for business in China is fulfilling multiple separate orders under one shipping plan.
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HR Functions HR tasks on NetSuite for Chinese offices, including Mainland China payroll and insurance calculations currently require heavy customization.
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Quality Control NetSuite does not include dedicated QC functionality as standard, so customised solutions are necessary for clients who require this function.
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Office Automation Customisation may be required to achieve full automation of all major office activities on the NetSuite platform.
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Integration with local E-commerce platforms The level of automated integration possible with platforms such as T-mall and Jingdong depends on individual platforms. Basic integration is also possible when NetSuite is configured to accept CSV files exported from each e-commerce platform manually.
Does NetSuite support barcoding systems?
NetSuite supports barcoding actions for purchase orders, sales orders, item shipping and item receipts.
Does NetSuite support data imports and exports?
Yes. NetSuite allows users to import and export data from transactions, entities and other reports in CSV, Excel and PDF versions. Simultaneous imports are also possible on the system.
Can I use NetSuite on a mobile device?
Yes. NetSuite apps are available for iPhone, iPad and iPod touch, while NetSuite’s Open Air product is available as an app on Google Play.
Check out NetSuite on Apple’s App Store for more details.
And check out NetSuite Open Air for Android on Google Play.
How are documents managed and shared on NetSuite?
Contracts, product pictures, policy documents and other documents may be uploaded and viewed on NetSuite by different personnel according to their role. Because NetSuite allows companies to control access to documents on the system according to their role’s authorization level, sensitive documents can be handled securely and efficiently.
How does NetSuite backup data?
NetSuite’s data management features include multiple levels of redundancy. All data is replicated and synchronized across multiple data centers and stored in redundant locations so that it is immediately retrievable. Because NetSuite supports more than 16000 companies, NetSuite users are able to take advantage of large scale data management infrastructure that was previously only available to the largest of organizations.
More information on NetSuite’s data management measures can be found here.
An overview of NetSuite’s data centre facilities can be found here
How can I recover my data if I have to terminate our contract with NetSuite?
NetSuite has implemented comprehensive measures to ensure the security of its applications, operational security and data management.These are verified by regular audits of their service capabilities, including SSAE 16, ISAE 3402 and ISO 27001 certifications. A full overview of NetSuite’s security measures can be found here.
Does NetSuite support multiple languages?
Yes. NetSuite supports 15 languages: Chinese (Traditional), Danish, Dutch, English, French, German, Indonesian, Italian, Japanese, Korean, Portuguese, Russian, Spanish, Swedish, Taiwanese and Thai. NetSuite also supports more than 170 global currencies for billing and other business activities.
How does NetSuite manage branches?
NetSuite allows users to manage branches in one of two ways:
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As subsidiaries: using this method, each subsidiary is assigned a separate financial report template to the parent entity
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As separate divisions/departments: using this method, each division shares the same title on each of their financial reports as the company’s HQ.
Does NetSuite include an online banking function?
At present, NetSuite only offers support for transactions done by US-based banks. NetSuite’s file management functions can be used to process bank-related documents.
Can users customize reports by themselves?
Yes. Using NetSuite, it is possible to customize the layout of any report by adding or removing columns and filters. This is one of the major advantages of NetSuite over several other cloud-based ERP solutions, and older, on-premises systems.
How can I ensure the security of our company’s data on NetSuite platform?
NetSuite has implemented comprehensive measures to ensure the security of its applications, operational security and data management.These are verified by regular audits of their service capabilities, including SSAE 16, ISAE 3402 and ISO 27001 certifications.
A full overview of NetSuite’s security measures can be found here.
Does NetSuite's system have sufficient data storage capacity?
NetSuite makes 11GB of storage available for each company that uses their services. Extra data requirements are subject to additional fees. In practice, this amount is more than sufficient for most companies. A company with 200 employees and 25 users will typically require just 300 MB of data storage space over 5 years.
Trigger advises NetSuite users not to rely heavily on NetSuite to store large files such as pictures and large documents. Certain cloud-based storage platforms that are highly secure can be conveniently integrated with NetSuite. Trigger’s consultants can assist companies with the planning of online storage solutions to complement their NetSuite system.
Can NetSuite record phone calls, meeting notes or events?
Yes. NetSuite can help users to manage their daily work activities more conveniently by making records of all important phone calls, meeting notes and events entirely within the system.
Does NetSuite include an outsourcing module?
NetSite does not have a dedicated module to manage outsourcing for manufacturing, but outsourced operations can be managed conveniently using NetSuite’s “Purchase Order” function.
How does NetSuite manage after sales support?
NetSuite can help users to enhance the experience of their own customers by providing them with a dedicated portal to submit and track customer support requests. This allows customers to check the progress of service cases from anywhere in the world simply by logging into NetSuite.
How can the permission of different user roles be controlled?
When a new user is granted access to NetSuite, they are assigned one of several pre-determined “roles”according to their position and responsibilities.
Each role will be assigned with different permission to each one of the transactions and records in the system. The different permission levels include no permission, viewing only, editing and full permission to edit and/or delete a record or a transaction.
As a general rule, employees with higher authority will be granted roles with higher visibility of all the company’s operations. Roles are granted and removed by your company’s dedicated system administrator and can be customised to suit individual role requirements.
Can I send email through NetSuite? (quote, sales order, purchase order, invoice)
Yes. NetSuite can be used to email quotations, sales orders, purchasing orders, invoices and other documents directly to customers or suppliers without needing to exit the system and use another email application.
Can users in China view their application interface in Chinese or only in English?
NetSuite supports multiple languages that can be set according to personal preference, so while one user will be able to see his interface in English, a different user will be able to see the same interface in Chinese.
We have different subsidiaries that use different currencies, can NetSuite support reports in different currencies?
Yes, NetSuite supports multiple currencies. In NetSuite you will be able to see reports for each subsidiary in the base currency used for that entity. You can also view consolidated reports in the Base Currency of the Parent Company. NetSuite also supports daily automatic update of the currency exchange rates.
Can Outlook emails, contacts and calendar be integrated with NetSuite?
Yes, NetSuite supports an Outlook Integration Application that will link emails received through outlook with specific transactions or entities in NetSuite. The Outlook Integration also supports synchronization of contacts and calendar events.
Does NetSuite have APIs for other systems to communicate with.
Yes. NetSuite has abundant internal APIs for process customization. NetSuite also offers an an easy way to publish Restful APIs.
If you are a developer, and not familiar with NetSuite APIs, you can also look into SuiteTalk, a SOAP web service, which offers a variety APIs for Java, .Net and other languages.
Does NetSuite include a logistics module.
NetSuite offers integration with UPS and FedEx but doesn't include integration with local logistics service companies in China as standard.
Does NetSuite support Chinese point of sale (POS) machines?
There are no existing integration with Chinese POS machines in NetSuite's standard functions, but local developers like Trigger Networks can help NetSuite users in China to integrate with local POS systems using NetSuite's flexible developer APIs
China GAAP Localization for NetSuite FAQ
How can NetSuite accommodate both US GAAP Chart of Accounts and PRC GAAP Chart Of Accounts?
NetSuite‘s standard functions support one global Chart of Accounts, but in Trigger we have developed a Financial Localization module that will support the PRC GAAP Chart of Account and will map the relationship between both the CoA structures. The outcome of our Financial Localization Module is a set of reports that are acceptable to the Chinese authorities.
How do China's accounting rules affect NetSuite localization projects?
Basic report layouts in NetSuite for Balance Sheets, Profit & Loss and Cash Flow reports do not comply with accepted financial reporting practices in China so standard reporting template layouts must be customized to meet local standards.
The way purchase prices are displayed also requires customization, Chinese accounting practices require prices to include tax, whereas NetSuite displays the tax and net amount for a purchase price separately by default.
How do tax reporting conventions in China affect NetSuite localization projects?
In NetSuite, purchase taxes on an item are listed in reports as assets, whereas in China, taxes are generally treated as liabilities. As part of Trigger Financial Localization module implementation, we will map the purchase tax to the local tax payable account (liability account) so it will be done automatically.
China E-Commerce Integrations for NetSuite FAQ
Can NetSuite be integrated with Tmall?
Yes. Trigger Networks has developed an integration with Tmall that will allow a timely synchronization of order and customer information between Tmall and NetSuite.
Can NetSuite support payments using Alipay?
Yes. Trigger Networks has developed an integration with Alipay that will synchronize payment information between Alipay and NetSuite.
HR and Payroll Functions in China for NetSuite
How do China's HR policies affect NetSuite localization projects?
NetSuite does not offer HR modules that cater to local HR practices in China. Trigger Networks has developed a Payroll solution that allows companies to manage this aspect of HR on NetSuite's platform without calculating payments on spreadsheets or 3rd party applications
