NetClose - Auto Create Amortization from Transaction
Overview
NetClose can automatically create an amortization and generate its schedule when a NetClose Amortization Type is populated on a transaction line. The feature must be enabled in NetClose System Setup.
The auto-create flow works on any posting transaction type that supports the NetClose amortization line fields (for example, Vendor Bills and Journal Entries). It runs whenever the transaction is approved and posted, regardless of the entry method (UI, CSV import, etc.).
Prerequisites
- At least one NetClose Amortization Type is configured.
- If custom segments or custom fields should flow through to the amortization, a corresponding NetClose Amortization Create From Transaction sourcing setup must be in place for each field.
- A line memo or a transaction body memo must be present on every qualifying line. The amortization Name is sourced from the line memo (with the body memo as fallback) and is required. Lines with neither will fail to auto-create.
Step-by-Step Process
Enable Auto Creation
Navigate to NetClose > Setup > System Setup > System Features. Configure the three settings described in the table below, then click Save.
| Setting | Type | Purpose |
|---|---|---|
| Auto Create Amortizations From Transactions | Checkbox (default unchecked) | Turns the feature on. When checked, qualifying transaction lines auto-generate amortizations on save. |
| Auto Generate Schedule From Amortizations Created Automatically | Checkbox (default unchecked) | When checked, the generate-schedule script runs immediately after each amortization is auto-created. |
| Amortization Auto Generation Line Limit | Integer (default 5, hard cap 50) | Maximum number of qualifying lines processed inline during the save event. If a transaction has more qualifying lines than this value (or more than the hard cap of 50, whichever is lower), the work is dispatched to a Map/Reduce script in the background instead. Setting this to 0 forces every auto-create to run via Map/Reduce. |
Inline vs. background processing
When the qualifying line count is at or below the line limit, amortizations are created during the transaction save and are visible the moment the record reloads. Above the line limit (or above the hard cap of 50), the save returns immediately and a Map/Reduce script creates the amortizations in the background. The transaction record displays a banner saying schedules are being generated until the Map/Reduce completes.
Create an Amortization from a Transaction
- Open or create the source transaction (for example, a Vendor Bill or Journal Entry).
- On the transaction line, populate NetClose Amortization Type. This is the only required line field - every other amortization field has a sensible default (see the Field Sourcing Reference below).
- Optionally populate NetClose Amortization Start Date, NetClose Amortization End Date, and/or NetClose Amortization Capitalization Date on the line to override the defaults.
- Ensure the line memo (or, as a fallback, the transaction body memo) is populated. This drives the amortization Name.
- Save the transaction. Once the transaction is in a posting state, NetClose creates the amortization, tags it on the source transaction line, and (if the second global setting is enabled) generates the schedule.
Note
Auto-created amortizations land in Pending status. Before running journals, the user must generate schedules (if not auto-generated) and commence the amortization.
Field Sourcing Reference
When NetClose auto-generates an amortization, fields are sourced from the source transaction as follows:
| Amortization Field | Sourced From |
|---|---|
| Amortization Type | Source transaction line - NetClose Amortization Type |
| Start Date | NetClose Amortization Start Date on the line if populated; otherwise defaults to the Capitalization Date (when it is later than the transaction body date); otherwise defaults to the transaction body date |
| End Date | Source transaction line - NetClose Amortization End Date if populated; otherwise calculated as Start Date plus the Amortization Type's default Term |
| Term | If both Start Date and End Date are populated on the line, calculated as the number of months between them. Otherwise sourced from the Amortization Type's default Term. There is no NetClose Amortization Term line field - the line cannot override Term independent of the dates. |
| Capitalization Date | NetClose Amortization Capitalization Date on the line if populated; otherwise defaults to the transaction body date |
| Department, Class, Location | Source transaction line |
| Subsidiary | Source transaction body |
| Vendor | Body entity if populated; otherwise the line entity. For Vendor Bills, this resolves to the bill's vendor. For Journal Entries (which have no body entity), this resolves to the line entity. |
| Name | Line memo if populated; otherwise the transaction body memo. Required - the auto-create fails with a "Missing a required field: name" error if both memos are blank. |
| Amount | Transaction line amount |
| Custom Segments and Custom Fields | Per the NetClose Amortization Create From Transaction sourcing setup |
| Shared Transaction Allocation Templates | Per the sourcing setup |
| Accounting Book Override | Follows the source transaction |
Limitations and Callouts
NetClose Amortization permission is not checked during auto-creation
A user with no NetClose Amortization permission can still trigger auto-creation simply by saving a transaction that has the NetClose Amortization Type populated. The same is true for the UI, CSV imports, and any other save path.
If you need to restrict who can create amortizations, we recommend utilizing the NetClose Amortization Commence permission, which determines who can commence amortizations once they have been created. Amortizations must be commenced before journals can be run.
When Source Transaction Lines are Edited
- If amortization is in Pending status and the line is re-saved, the existing amortization is updated accordingly.
- If amortization is in Commenced status and the line is re-saved, the existing amortization does not update. On transaction save, a banner appears warning that one or more linked amortizations have already commenced. Any changes that should apply to those amortizations should be made directly on the amortization record or through a modification.
When Source Transaction Lines are Deleted
When a transaction line is deleted, the linked amortization is not automatically deleted. The next time the transaction is opened, NetClose displays an "Orphaned Amortizations Detected" banner listing the count of linked amortizations that no longer have a corresponding transaction line. The orphaned amortizations must be deleted manually from NetClose.
Create from Transaction Page
Once a transaction line has auto-generated an amortization, NetClose tags the line with the corresponding amortization. The transaction line will no longer appear on the Create from Transaction page.
