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Prevent No Customer/Vendor Amounts From Showing On Aging Reports

I have often times come across clients who have migrated their trial balances without assigning a customer or vendor to the name column/field on Journal Entry lines that impact Accounts Receivable and/or Accounts Payable accounts. This will always result in a balance showing at the top of the Aging Report with “No Customer” or “No Vendor” assigned to the amount.

 

One must also note, once the accounting period has been closed you can no longer assign a customer or vendor to the name column/field on the Journal Entry line and without a customer or vendor assigned,  you may never be able to close out the amount and prevent it from appearing.

Quick Fix Approach

A quick method to hide any amounts assigned to either “No Customer” or “No Vendor” is to edit the Aging Report by filtering out any entries with “No Name” assigned to the name column/field. This will hide the entries and the amounts will no longer be displayed on your newly created Aging Reports.

However, by customizing the Aging Reports to hide transaction with no customer or vendor assigned to the name column/field, the transactions in question and our account balance could possibly never reconcile to our initial trial balance load.  These transactions are an indication that we may have erroneous entries that need to either be tied out or corrected.  Additionally, this method will prevent us from ever using the standard NetSuite Aging Reports that your system was provisioned with.

Recommended Approach

In preparation and before loading your opening balances, you should consider creating the following:

  1. Create a new Customer record called “Customer Balance”
  2. Create a new Vendor record called “Vendor Balance”

When you are preparing your balances for data loading, assign the customer “Customer Balance” to the name column/field for a Journal Entry that will impact the Accounts Receivable account. Alternatively, assign the vendor “Vendor Balance” to the name column/field for a Journal Entry that will impact the Accounts Payable account.

Note: You can also edit an existing Journal Entry by adding the “Customer Balance” or “Vendor Balance” to the name column/field provided the accounting period is still open.

Below you will see the results of adding the vendor “Vendor Balance” to the name column/field on the Aging Report.

Next you must create a reversing Journal Entry using the opposite balances – for example, if the original entry was a Credit to Accounts Payable, then on the reversing entry, you would specify a Debit to Accounts Payable.

Below you will see the results of creating the reversing Journal Entry on the Aging Report.

The next step is critical as it will apply the two Journal Entries to each other and clear the outstanding balance against the “Vendor Balance” vendor record.

Navigate to the vendor record and click on the “Make Payment” button.

 

Select the two Journal Entries, and click save.  This will apply the two Journal Entries against each other, canceling them out.

By following this procedure, your Aging Report will no longer show amounts for “No Customer” and/or “No Vendor” as well as “Customer Balance” and/or “Vendor Balance”

As you can see below, you will also retain the Trial Balance for the originating data load we started with at the beginning of this example.

If we can be of any assistance in adjusting your trial balance entries as shown above, or with any other area of your NetSuite environment, our NetSuite consulting team can help.  We have 15 years of NetSuite experience, and more than 25 years of experience implementing ERP solutions.  Please contact us at info@67.solutions or by phone at 647-631-2528.

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Powerful Custom Mass Updates

If you have used or administered NetSuite for any period of time, you may be familiar with the Mass Update feature. This powerful feature allows users to perform updates and changes to data in mass, using the many per-built updates readily available and with minimal configuration.

However, sometimes there are specific scenarios where there may not be a pre-built mass update available for a specific task.  In today's example, we will cover how to perform a mass update by creating our own custom mass update.

In this example we are going to assume that a number of unapproved journal entries have been imported into the system in error.  Because of the large number of journal entries imported, our task is to clean up and remove the transaction in question as quickly as possible.

 

Step 1

In step 1 we create a simple SuiteScript 2.0 that will process the returned transaction records that we pass to it.  In our SuiteScript below, we are looking specifically for the type of transaction "context.type", and the transaction id "context.id."  Once we have this information, we can then process the record, in this case, delete the record.

 

Step 2 a

Once we've uploaded the SuiteScript to the documents folder in NetSuite, we can then locate it and proceed to create our Script Record.

 

Step 2 b

Be sure to select "Mass Update" as the script type and then provide a name our new Mass Update script.

 

Step 3

Let's create our deployment record for our newly-created Mass Update script.  It is imparative to select "Journal Entry" from the Applies To field List of values.  Also note that this same script created in Step 2a and Step 2b above, may be used multiple times on different record, simply by creating another unique deployment record and selecting a different record from the Applies To list of values.

 

Step 4

Now that the deployment record has been created and assigned to the Journal Entry transaction type, lets navigate over to the Mass Updates, and view our custom update.  This is found under Custom Updates > Journal Entry and our newly-created mass update is Mass Delete.  Go ahead and click on the link.

 

Step 5

Create the Mass Update search by providing a meaningful name.  Under criteria, let's select "Type" and set it to "is Journal" and let's also select "Status" and set it to "is Journal:Pending Approval."  We want to be sure NOT to return any Journal Entry records with the Status Approved!  When ready, click on the "Preview" button.  You should also "Save" you search at this time as well.

 

Step 6

Our final set is to review the returned records.  If they are the desired results, we can check off each that apply (or apply all) and continue by clicking the "Preform Update" button.  At this point in time, each individual record is passed to the script we create in Step 1 above to be processed, in our case, deleted.

If we can be of any assistance in the creation of custom mass updates as shown above, or with any other area of your NetSuite environment, our NetSuite consulting team can help.  We have 15 years of NetSuite experience, and more than 25 years of experience implementing ERP solutions.  Please contact us at info@67.solutions or by phone at 647-631-2528.

 

 

 

 

 

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Build Dependent Filtered Dropdown Lists

Limiting what options a user can select from a drop-down list based on a value they already selected in a prior drop-down list is a common, yet simple task to configure in NetSuite.

For this example we'll use a fictitious company running NetSuite and who sells vintage wines.  Here they want to assign all of their items they sell to a Wine Country for better visibility and reporting inventory and sales data.  They also want to assign their items to a Wine Region however, the list should only show Wine Regions that specifically belong to the previously chosen Wine Country.

Step 1

First we must create a new custom List called "Wine Country."

Step 2

Next we create a new custom Record Type called “Wine Region” and leave the Include Name Field checked.  Once the new Record Type has been saved, add an additional field called “Wine Country” to the custom record, give the field, in this scenario, a Type of Multi-Select, and select “Wine Country” from the List/Record drop-down list.

Step 3

Now create the new entries in the “Wine Region” custom record to link all the appropriate Wine Region's to their respective Wine Country value. This can be accomplished by going to Customizations > Lists, Records, & Fields > Record Types, and click "New Record" next to the "Wine Region" record.

Step 4

Next create a new Item field so that users can select a Wine Country on the item record.  Assign the new field to the List/Record value of “Wine Country.”

Step 5

Now we must create a new Item field so that users can select a Wine Region on the item record.  Assign the new field to the List/Record value of “Wine Region.”

Step 6

On the Sourcing and Filtering tab of the "Wine Region" field, configure it to filter values as shown below.  This step is important to note, and is responsible for the actually filtering of values on the Wine Region field based on what has been previously selected from the Wine Country field.

Step 7

Now, when creating a new item, or modifying an existing item, we can specify the Wine Country and Wine Region values.  For this example, we chose “Australia” as the Wine Country, now we only see the Wine Region's that belong to Australia as specified by our custom record.

If we can be of any assistance in the creation of dependent drop down lists as shown above, or with any other area of your NetSuite environment, our NetSuite consulting team can help.  We have 15 years of NetSuite experience, and more than 25 years of experience implementing ERP solutions.  Please contact us at info@67.solutions or by phone at 647-631-2528.

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