Shared Transactions Allocating NetLease Journals

Overview

Shared Transactions can apply an allocation template to transactions generated by other Netgain products, including NetLease. This article covers NetLease specifically, but the same two-part setup applies to any Netgain product that posts transactions - the only thing that changes is where you add the template field and where you build the custom sourcing record.

Setup is two one-time pieces:

1. A Shared Transaction Template field on the Lease record, so you can select a template per lease.
2. A custom sourcing record that copies the template from the lease onto the transaction lines when NetLease posts a journal.

Once both are in place, select a template on the lease, run journals as usual, and Shared Transactions generates the allocation journal entry automatically using that template.

Before you start

• Shared Transactions and NetLease are both installed in the account.
• The allocation template you want to apply already exists. To build one, see Shared Transactions Creating a New Template.
• Set this up and confirm it in a sandbox before using it in production.

Step 1: Add the Shared Transaction Template field to the lease record

Add a custom field to the NetLease Lease record so each lease can carry a template.

1. Go to Customization > Lists, Records, & Fields > Record Types and open the NetLeaseLease record type.
2. Add a new field and set the Type to List/Record. View full size
3. Set the List/Record source to Shared Transaction Template, so the field pulls from the Shared Transaction Template list. View full size
4. Click Save.

The field now appears on the Lease record, where you can select a template. View full size

Step 2: Create the custom sourcing record

Build a NetLease custom sourcing record that copies the template from the lease onto the transaction lines at posting time.

1. Go to NetLease > NetLease Setup > Manage Custom Sourcing and click New.
2. Set the Type to Transaction Posting. This sources field values from the Lease record onto the transactions NetLease posts. Set the Type first, because the available fields change based on this selection. View full size
3. For From Lease Field, select the Shared Transaction Template field you created in Step 1. View full size
4. For To Transaction Field, select the Shared Transaction Template (Body) field on the transaction. See Shared Transactions Customizing the "Shared Transaction Template (Body)" field if that field is not yet enabled. You may have to "show" the field on your transaction form. View full size
5. Click Save.

Applying a template and running journals

With the field and sourcing in place, select a template in the Shared Transaction Template field on the lease record, then run journals for the period as you normally would in NetLease. View full size

Each journal shows an Allocation Preview tab that links to the Shared Transaction journal it generated. View full size

Shared Transactions creates the allocation journal entry automatically once the journal is run and applies the selected template to it. View full size