NetCash Automation Rules - Create Transaction
Overview
NetCash is designed to simplify and automate the bank reconciliation process. To support this goal, it offers automation rules that minimize the need for manual intervention.
This article provides a detailed overview of how to set up Create Transaction automation rules. For information on the other rule types, refer to the NetCash Automation Rule Overview article.
Step-by-Step Process
- Go to NetCash > Setup > Automation Rules.
- This page displays a list of all existing automation rules. To create a new rule, click New +:
- On the Automation Rule record, set the Type field to Create Transaction. This will refresh the page and display only the fields relevant to that rule type.
- Complete the remaining fields as outlined in the table below:
| Field Name | Required | Field Description | Example |
|---|---|---|---|
| Name | Yes | Enter a descriptive name to help identify which accounts this transfer rule relates to. | Transfer Rule |
| Status | Yes | Select the appropriate status for the rule: Active, Testing, or Inactive. | Active |
| Group | No | This field allows the user to select one or more groups associated with this rule. For more information, see the article on Automation Groups. | All Banks |
| Transaction Type | No | Specify whether journal entries or checks/deposits should be created when transactions meet the criteria defined in the automation rule. | Journals |
Create Transaction rules can generate Journal Entries or Checks/Deposits. A walkthrough detailing the process for creating Checks and Deposits is provided at the end of this article. Netgain recommends that users create journal entries whenever possible, as Deposit Transactions do not store the Entity on the Cash account GL line which can impact reporting.
- After all required fields have been completed, click Create.
- This will reveal two additional subtabs: Filters and Transaction Template:
Filters
Rule Filters allow users to define which transactions should be excluded from the automation rule. Multiple filters can be added as needed to refine the rule's criteria.
- Click New Filter at the bottom of the Automation Rule record to add a new filter:
- Enter the following information for each desired filter:
| Field Name | Field Description |
| Source | Specifies the transactions the filter should apply to (e.g., Bank Transactions). |
| Field | Identifies the specific field within the selected source to be evaluated. |
| Operator | Defines the comparison logic used between the selected field and the specified value (e.g., Is, Contains, Greater Than). |
| Value | Indicates the value to be evaluated against the selected field. Transactions matching this condition will be filtered accordingly. |
Example:
To include only transactions with a Category of Fee in this automation rule:
Source = Bank Transactions
Field = Category
Operator = Is
Value = Fee
- After completing all required fields, click the green checkmark icon to save the filter.
All filters within a single rule are applied collectively to transactions. If two distinct filter conditions need to each trigger transaction creation, separate transaction creation rules must be established for each condition.
Transaction Template
- After configuring the filters, select the Transaction Template subtab.
- When auto-creating a transaction, the offset GL account and segmentations must be specified. For Create Transaction rules, the system defaults to using the Bank Account and Offset Account details from the related Bank Account records. This information will be applied during transaction creation.
- If the default details are not appropriate for this rule, use the pencil icon or double-click any cell to edit the fields. While the dropdowns will initially show a limited number of options, typing enables searching for the desired account from the full list of accounts:
- After entering all required information, proceed to test the automation rule.
Automation Rule Testing
Testing involves creating or monitoring transactions expected to meet the criteria for transaction creation, then verifying on the Review Matches page that the transaction was created and matched correctly.
Transaction auto-creation runs daily each morning. To test the automation rule immediately, deploy the script titled NetCash | Bank - Automate - Create | MR.
- Once the automation rule has run, navigate to the Review Bank Matches page by going to NetCash > Bank > Review Bank Matches.
- On this page, set the Matched By filter to Auto Match and the Automation Rule filter to the newly created Create Transaction rule:
- This will display a list of all transactions created by the automation rule.
- If the rule generates an incorrect transaction, select Unmatch. A confirmation message will be displayed, prompting the deletion of the NetCash-generated transaction. Select Delete to proceed:
- Next, return to the Create Transaction rule and make any necessary adjustments.
- If everything appears correct, no further action is required for the transaction creation rule.
Creating Deposits & Checks
In addition to journal entries, Create Transaction automation rules in NetCash can also generate deposits and checks. This setting can be configured individually for each rule.
The walkthrough below outlines additional considerations when configuring deposit and check creation.
Click here to view the walkthrough in full screen.
Step-by-Step Process:
- When creating a Create Transaction automation rule, ensure that Check/Deposit is selected as the Transaction Type.
Selecting the Check/Deposit transaction type means that when a transaction meets the filter criteria, the rule will create a Deposit for positive amounts and a Check for negative amounts.
- Since NetSuite requires checks to be associated with an entity, it's important to specify which entity will be used when creating checks through automation rules. To configure this, go to NetCash > Setup > Entity Mapping.
- The entity mapping page allows rows to be added or updated as needed.
- There are two important columns to consider: Entity and Entity Alias:
- The Entity column identifies the corresponding NetSuite entity.
- The Entity Alias column contains a comma-separated list of values used by NetCash to map the Merchant field from a bank transaction to the Entity field on a check or deposit generated by an automation rule.
- Beyond the steps outlined above, the remaining process for checks/deposits should follow the previously provided instructions in this article. When configured correctly, checks and deposits will be generated as transactions meet the automation rule criteria and will appear on the Review Matches page.