Permissions
How Retainage grants access to its custom transaction types and admin utilities.
The challenge with custom transactions
Retainage registers six custom transaction types (AR Retainage Invoice, AR Retainage Invoice Credit, AR Retainage Withheld, AP Retainage Bill, AP Retainage Bill Credit, AP Retainage Withheld). NetSuite custom roles do not automatically inherit permissions for newly installed custom transactions — they have to be granted explicitly. Out of the box, only the Administrator role and the bundled FC Retainage Admin role can use the new transaction types.
The bundled FC Retainage Admin role
A sample administrator role ships with the SuiteApp:
- Full access to all six FC Retainage custom transactions
- Edit on Invoice, Credit Memo, Vendor Bill, Purchase Order, Customer Payment, Vendor Payment
- Edit on Projects (Jobs) and Vendors
- View on Items, Units of Measure, Accounting Lists
- View on AR, AP, Balance Sheet, Cash Flow and Account Detail reports
- Full access to the Retainage custom records (Configuration, Information, Rename Records)
Use this role as a reference for what permissions your retention-handling users need, or assign it directly if it matches your organisation's segregation-of-duties model.
Granting access to your own custom roles
For custom roles in your account (such as a project-manager role that includes retention claim authority), use the Assign Permissions utility:
- Navigate to FullClarity → Retainage → Assign Permissions.
- Select the custom role to grant access to.
- Submit. The role is granted the appropriate retainage custom-transaction permissions, and a record of the grant is stored in the FC Retainage Information record so the SuiteApp can track which roles have been granted access.
If a role is deleted, run the same utility and remove its Information record to keep the registry clean.
Which roles should be granted Retainage access?
Retainage access is needed by anyone who creates, posts, or oversees retention transactions. As a rule of thumb, grant Retainage permissions to:
| Role type | Why they need Retainage access |
|---|---|
| AR Clerks / AR Specialists | Issue retention invoices and credit memos against customer claims; post the withheld journals on the AR side |
| AP Clerks / AP Specialists | Receive and process retention bills against vendor claims; post the withheld journals on the AP side |
| Project Managers | Submit claims that include retention; understand the retention balance on their projects |
| Project Accountants | Reconcile the Project Total Retained balances; release retention at handover |
| Controllers / Financial Controllers | Oversee AR and AP retention balances across the organisation; sign off on releases |
| CFOs / Finance Directors | Run the retention balance reports and dashboards |
Conversely, the following do not typically need Retainage access:
- Sales or estimating-only roles that don't touch billing.
- Operational roles (timesheet entry, inventory) that don't see project financial transactions.
- External stakeholders or read-only audit roles — give them View access to the underlying invoices and bills only.
Retainage is granted separately from Project Financials
A role granted Project Financials access through the PF Assign Permissions utility does not automatically receive Retainage access. If a user needs both — for example, a Project Manager who creates claims that include retention — you must grant the role through both utilities in turn. The two Suitelets each manage their own SuiteApp's custom records and transactions independently.
Revoking access
To remove a role's FC Retainage access:
- Navigate to FullClarity → Retainage → Assign Permissions.
- Select the role to revoke from the Selected Role dropdown.
- Click Revoke.
The Suitelet removes every FC Retainage custom record and custom transaction line from the role's permissions, and removes the role from the FC Retainage Information record's registry. Unlike some other FullClarity SuiteApps, Retainage's revoke is fully symmetric with its grant — the role is returned to exactly the state it was in before Retainage permissions were applied.