NetLease Manage Custom Sourcing
Custom Sourcing is used when you have information in one place that needs to be "sourced" or copied over to another place in NetSuite/NetLease. Common use cases are:
- populating a custom field or custom segment from the lease record on the lease journals (Transaction Posting Use Case) and
- allocating a GL impact on the lease transactions to different departments and/or locations (Allocation Use Case).
To create a new custom sourcing record, navigate to the NetLease tab > NetLease Setup > Manage Custom Sourcing > New.
Out of the Box Sourcing
You do not need to create Transaction Posting custom sourcing records for Memo, Department, Class, Location or the Lease Record. These will all source to created transactions automatically.
Note that customer and vendor will source to the Bills and Invoices created but will not show on journal transactions out of the box.
Sourcing Requirement Checklist
The fields and information referenced on the sourcing record come from other transactions/records. Check that your answers to these three questions are yes before proceeding:
- Is the field I want to pull information from on the source record/transaction?
- Is there a field created and visible on the destination record/transaction to receive the information?
- Is the underlying "type" of field the same in both places (integer field needs to go to integer field, list field needs to go to list field, etc)
You can learn how to create custom fields as needed or add fields to records and transactions via our NetLease Add Custom Fields article.
Types of Sourcing Supported
The different sourcing options available are found on the sourcing record under the Type drop down. The options are:
| Sourcing Type | Purpose |
| Transaction Posting | Source field values from the Lease record and populate it on the Lease transactions (ex. NetLease Amortization Journal Entry) |
| Allocations | Source field values from underlying Amortization Records (child record of the Lease record) and uses the information to break out journal entries. (ex. split the NetLease transactions 50/50 between two different locations) See the NetLease Allocations article for a full walkthrough of this use case including how to use the custom sourcing record |
| Modification | Sources field values from the modification record (not the lease) and copies them to the lease record. (ex. you add a custom field to the modification record and want it sourced to the lease record after mod - like a cost center) |
| Termination | Sources field values from the termination record (not the lease) and copies them to the lease record. (ex. you want the termination reason on the lease record itself, so you source it from the termination field to a custom field on the lease record) |
| Formula Mapping | Very uncommon use case. It sources a field from the lease record into the memory for NetLease to use in calculations elsewhere. This is usually used by developers but can be useful for Percentage Rent clients who want to reference this field in their Percentage Rent calculations for sales. |
Transaction posting is the most common custom sourcing record that gets setup, so we will walk through an example to set one up. Follow the instructions for Allocations via the NetLease Allocations article. Modifications and Termination sourcing would be done similarly to transaction posting.
Choose Type Selection First
Always select the Type on the Custom Sourcing record before filling out any other information. The fields available on the record change depending on which Type you select and any information you have entered will be reset to blank when a new type is selected.
Transaction Posting Example
- Navigate to a new Custom Sourcing record via NetLease > NetLease Setup > Manage Custom Sourcing > New.
- Verify the Type is Transaction Posting (this is the default).
- Fill out the fields as follows:
| Custom Sourcing Field | Definition | Example |
| Type (required) | See above for options | Transaction Posting |
| Name (required) | Name for the record - choose something identifiable | Activity Code (Transaction) |
| From Lease Field (required) | Field from the Lease Record where you are sourcing the information from Note: using easily identifiable names on your record and transactions makes this part easy) | Activity Code |
| To Transaction Field (required) | Field on the Transactions where you want the information sourced to Note: the descriptions after the names indicate where on the transaction the field lives - (Expense Line) is typically what you want for line item information - no description will be the fields in the main top part of the transaction record | Activity Code (Expense Line) |
| Populate Post Sourcing/Filtering of Field (optional) | Populate when the "To Transaction Field" (the destination field on the transaction) has its available options dependent on another field being set first (e.g., a filtered list). Select the field dependency from this drop down list. | If Activity Code was limited by Department, then we would put Department in this field. |
You may notice three checkboxes on the right side of the page. These are not commonly checked by users.
Inactive - Check if you want to inactivate this record. The logic on this record will no longer be applied in NetLease when checked.
Dev Mode - Check this box to change the to and from fields to use internal IDs instead of the drop down. This is helpful for technical users of NetLease and when you have fields with similar names and you want to make sure you select the correct field.
Custom Segment - This box will auto-check when you use a custom segment field in your to and from fields. It is required to be checked for custom segments, so verify it gets checked
- When the record is filled out, click the Save button
- The record will now be active. Run journals from the lease record to test the sourcing is working correctly.
Sourcing Filters
Sourcing filters are optional and are not commonly used, however they can be very powerful when the use case arises. Example reasons you may need to use a filter would be:
- The note field on the lease should be the memo for Termination Journals
- Allocation is only applicable to the Lease Expense Account
- Allocation is mapped differently for different subsidiaries
The filters applied will default to all if nothing is selected, but when your custom sourcing record should only be applied to a subset of situations, that's when you would use the filters.
The filters we support are:
- Impacts (Debit vs Credit vs Header vs Line only - where on the transaction does the rule apply)
- Transaction Types
- Accounting Books
- Accounts (this references the account mapping from the lease type record, not the specific accounts from your chart of accounts - that mapping isn't supported)
- Subsidiaries
- Operator (empty vs not empty - this applies to the "From Field" - Typically set as "Is Not Empty" so the sourcing from lease to transaction doesn't overwrite fields to blank that are populated on the transaction by NetSuite)
- Classification
- Lease Types
- Intercompany Segment Account (this applies to transfer situations when you have a custom segment changing
You can select any combination of filters for your use case. You can select multiple options within a filter box by holding the CTRL button while selecting. (Command button on a Mac)
Common Questions and Debugging
Q: Custom sourcing for a custom segment is working on amortization entries but not on other transactions (e.g., modifications). I have it set to "ALL" transaction types on the Sourcing Filter.
The "Apply to Transaction Types" setting selects which NetLease-generated transactions the sourcing applies to, but some transactions (like modification entries) may use different underlying record types. Confirm the correct transaction types are checked. Also verify the custom segment being sourced has actually been applied to each relevant transaction type in NetSuite's segment configuration — a segment not enabled on a transaction type will silently fail.
Q: I cant find the "Project" field in the "To Transaction Field"?
The transaction field would be most likely be "Name" since NetSuite treats Customer/Vendor/Project as the same field on transactions. A lot of the time customers will create a custom field for Project to split it out, so check to see if they have done that or not.
Q: I need to source the same field to both the header (body) and a line on the transaction. Only one is working.
This is a known limitation. The system currently does not support sourcing from one source field to two different destination fields in the same record. Workaround: Create a second custom field on the lease record with "Store Value" turned off that formulaically mirrors the original field, then create a second sourcing rule pointing the second custom field to the second destination.
Q: I'm getting a validation error when trying to create a second custom sourcing record with the same From/To field combination but different filters.
This is a known limitation. The duplicate validation fires at the field level without accounting for whether the filters are different. As a workaround, try creating separate sourcing rules per lease type so each rule is scoped to avoid the conflict. If the use case genuinely requires the same From/To with different filters, this needs a support ticket for a product fix.
Q: Custom sourcing is not applying to FX Adjustment journal entries.
This is a known limitation. FX Adjustment entries are native NetSuite book-specific journal entries, not NetLease custom transactions. Custom sourcing is not currently supported in the creation process of these transactions. If the client requires a vendor or segment populated on those entries, a custom script solution would be needed.
Q: One field is sourcing correctly (e.g., Location) but a second similar field (e.g., Department) is not pulling in at all.
First, check that the From and To fields on the sourcing record aren't blank — this can happen if the record was edited in dev mode and not properly saved. If the fields are correctly set, the issue may be that NetSuite filters Department based on another field (like Location) being set first. Use the "Populate Post Sourcing/Filtering of Field" option to ensure the dependent field populates after the filtering field is resolved.
Q: I'm getting a script error "Please enter value(s) for: [Field Name]" when running amortization or reclass journals.
This happens when a field is required on the client's preferred journal form but isn't being populated by custom sourcing. Two fixes:
- Set up a custom sourcing record to populate the required field from the lease record.
- Create a separate preferred journal form in NetLease Setup that doesn't require that field (e.g., a dedicated Reclass Journal form).
Note: Reclass journals use native NetSuite journals and are therefore subject to whatever fields are required on the client's preferred form.
Q: I selected "Transfers" in Apply to Transaction Types and now the transfer process is erroring.
Uncheck "Transfers" from the Apply to Transaction Types field on the custom sourcing record. Transfers are a transaction type that can cause errors if the sourcing logic tries to apply values the transfer record doesn't support. Reach out for dev support if this is a required use case.