Go through the NetSuite navigation bar to NetClose > Setup > System Setup. You'll see the following configuration items for your entire NetClose system. Settings are organized across five tabs: General, System Features, Import Tools, License/Usage, and Manage Upgrades.
General Tab
The General tab contains foundational settings for your NetClose implementation, including date configurations, display preferences, and default accounts.
Transition Selections
| Setting | Description |
|---|
| NetClose Go-Live Date | This field limits how far back your task lists can filter. For example, if you set a go-live date in August 2024, you can only filter for tasks from August 2024 or later. |
Preferences
| Setting | Description |
|---|
| Default Period | This field controls the default behavior of the "Period" filter when opening most table views in NetClose. |
| Recon Update Balance MR Period Look-Back (Months) | Occasionally, transactions will post after you perform a reconciliation, which causes the reconciliation to be out of balance. Nightly, NetClose refreshes outstanding reconciliations and will alert selected users if a reconciliation goes out of balance. This setting controls the number of months that NetClose will run this script for reconciliations. For example, if the number is set to 12 (the default), NetClose will refresh all reconciliations for periods within the past 12 months to check for out-of-balance reconciliations. |
| Show User Icon | If this box is checked, the NetClose pages will show the assignee as a colored icon with their initials instead of their name. |
| Enforce Assignee | The Enforce Assignee setting prevents any user (including the approver) other than the Assignee from changing the status of a reconciliation, flux analysis, or task record. If a record has no Assignee or if an Approver is the Assignee, then this setting will not have any effect for that record. |
| Enforce Overdue Reason | Select which NetClose modules (Flux, Reconciliation, Task) should require users to provide a reason when a record is marked complete after its due date. When enabled for a module, users must enter an explanation for the delay before the system allows the record to be completed. |
Default Intercompany Accounts
| Setting | Description |
|---|
| Receivables Account | Default Intercompany Receivables Account for transfers within Amortizations or Accruals. |
| Payables Account | Default Intercompany Payables Account for transfers within Amortizations or Accruals. |
System Features Tab
The System Features tab contains module-specific settings organized by functional area. Configure behavior for Accruals, Amortizations, Close Control, Flux Analysis, Reconciliations, Tasks, and Flux Analysis AI.
Accruals
| Setting | Description |
|---|
| Auto Approve Accruals | This setting allows accrual adjustment modifications to be automatically approved after they are created. |
| Require Expense Account Match | Checking this box will require the GL Account to match the expense account of the accrual when matching. |
Amortizations
| Setting | Description |
|---|
| Disallow Amortization Start Date Before Transaction Date | Disallow amortization start or capitalization date to be before the date of the underlying transaction. |
| Use Custom Amortization Transaction Types | When enabled, this setting will cause NetClose Amortization to use custom NetClose Amortization Journal types rather than standard NetSuite Journal Types. |
| Enable Custom Amortization Transaction Approvals | When enabled, this setting will cause NetClose Amortization custom transaction type journal entries to follow an approval flow, which is outside of the normal Native NetSuite Journal Entry approval process. Click here to see a walkthrough of the approval flow. |
| Custom Transaction Approvers | Select the employees who are authorized to approve the custom amortization transaction types. |
| Auto-Approved Transactions | Select the custom amortization transaction types that should auto-approve. This ignores the authorized users and will always auto-approve. |
| Transaction Amortization Copy Date Text | This field should be used when creating Amortizations from NetSuite Transactions that are generated in a 3rd-party system that cannot push date-type fields to NetSuite. If you are in that situation, turn this setting on and then customize your Transaction Form to include the NetClose Amortization Text Integration Start Date and End Date Fields. These fields accept Text values and will then automatically set the correct Date value in the NetClose Amortization Start and End Date fields. The Text value that is input in the 3rd party system must be in the same format as your NetSuite Date Format preference, which is found under the Formatting section of the Set Preferences page in NetSuite. |
| Summarize Method | This setting dictates what summary method will default on the Amortizations process journals page. By default this is set to none, which means that an individual journal entry will be created for each Amortization that a user selects when processing monthly journals. |
| Enforce Summarize Method | When this setting is enabled, users will not be able to change the summarize method on the process journals page. Only the Summarize Method selected on the system setup page will be used. |
| Amortization Posting Date | This setting is used to change the posting date for journal entries created by NetClose Amortizations. By default, journal entries will post on the last day of the month. This can be helpful for companies that do not follow standard calendar months. |
Close Control
| Setting | Description |
|---|
| Auto Post in Next Open Period | This setting controls the behavior of journal entries when a user attempts to post them in a period locked by the NetClose Close Management module (NetClose > Close Management > Lock Transactions & Account Segments). If checked, the user will see a banner message alerting them that the transaction was posted in the next unlocked period, just like NetSuite's native posting period handling. If unchecked, the transaction will be prevented from being saved in the locked period. |
| Lock Records on Create | Checking this box will make the transaction locking feature trigger only when transactions are created. |
| Trigger Lock on Execution Type | Selecting an execution type sets the locking script to only trigger if executed by one of the selected types. Selecting "USER INTERFACE" will set the locking scripts to only run if triggered through the user interface. If there are no selections made, the locking script will run normally. |
| Locking by Customer | Checking this box will enable you to lock transactions by customer. |
| Locking by Vendor | Checking this box will enable you to lock transactions by vendor. |
| Locking by Accounting Book | Checking this box will enable you to lock transactions by accounting book. |
| Tiered Locking | This setting enables users to lock their General Ledger at a more granular level than the basic NetClose Locking functionality. This is explained further in this article. |
Flux Analysis
| Setting | Description |
|---|
| Alternate Explanation 1 Label | This will update the title of the Alternate Explanation 1 Field on the Flux Record. |
| Alternate Explanation 2 Label | This will update the title of the Alternate Explanation 2 Field on the Flux Record. |
| Alternate Explanation 3 Label | This will update the title of the Alternate Explanation 3 Field on the Flux Record. |
| Disable Delete Flux Scenario Button | This will remove the Delete Scenario button on a Flux Scenario record. |
| Max Month Look Back Select Options | Limits the number of months a user can look back in a flux scenario. |
| Balance Refresh MR Period Look Back (Months) | Occasionally, transactions will post after you perform a flux that will cause the flux to exceed a threshold. Nightly, NetClose refreshes outstanding fluxes and will alert selected users if a flux changes or exceeds a threshold. This setting controls the number of months that NetClose will run this script for fluxes. For example, if the number is set to 2 (the default), NetClose will refresh all fluxes for periods within the past two months to check for fluxes that have changed and exceeded the threshold. |
| Flux Analysis Approvals | This setting controls whether the Flux Analysis module will have approvers turned on, which will allow for Flux Analysis records to have approvers assigned and allow for the Flux Analysis to be submitted for review and set to complete status. |
| Real Time Flux Balances | This setting changes the Review Flux Page from showing NetSuite Flux Analysis Record Balance amounts to showing the Real Time Balance. The Flux Refresh Balance process can take time to update every NetSuite record, so this allows customers to view the live Flux Analysis balances while the refresh is processing in the background. |
Reconciliations
| Setting | Description |
|---|
| New Reconciliation Link Transaction View | Checking this box will link reconciliation balances to the new transaction list view. |
| Create Reconciliations For Non-Primary Books | Checking this box allows creation of reconciliations for non-primary books. |
| Limited Recon Functionality | The Limited Reconciliation Functionality setting is intended for situations where some users should be able to change the status and create reconciling items for a NetClose Reconciliation, but not edit or change other fields. When this setting is enabled, NetClose will respect the NetClose Reconciliation and NetClose Recon Limited Activity permissions. If a user has the NetClose Reconciliation permission set to the view level, they will not be able to perform any actions on a Reconciliation unless they have the NetClose Limited Recon Permission Activity set to Full. Creating, editing, and deleting Reconciling Items will still be controlled by the NetClose Reconciliation Item permission. |
| Require Account Group on Account Setup | This setting prevents GL Accounts from being added or saved without the NetClose Accounting Grouping field filled out. |
| Generate Recons Chunk Size | This is the size of the chunks that the generate recon script will split up the account groupings submitted when generating reconciliations into. It will make the generate recons script run slower, but can help prevent timing out. If no value, or 0 is set, no chunking will happen. |
| Auto Reconcile on Create | When you create a reconciliation rule, this option determines whether it runs automatically after creation or must be manually kicked off. |
| Use Custom Reconciliation Transaction Types | When this setting is on, if a Journal Entry is created from the NetClose Reconciliations App, it will be created with a custom NetClose Reconciliation Transaction type rather than a standard NetSuite Journal Entry. |
| Enable Custom Reconciliation Transaction Approvals | When enabled, this setting will cause NetClose Reconciliations custom transaction type journal entries to follow an approval flow, which is outside of the normal Native NetSuite Journal Entry approval process. |
| Custom Reconciliation Transaction Approvers | Select the employees who are authorized to approve the custom NetClose Reconciliation transaction types. |
| Show Recon Item Age Columns | When enabled, the Item Date and Item Age columns will be displayed on the Reconciliation Dialogue window. |
Tasks
| Setting | Description |
|---|
| Days to Show Completed Tasks On Board | This field requires a number to specify how many days after a task has been completed; it will remain on the Kanban board and task list. By default, when no filters are applied, the task board and list will not show tasks that have been completed more than that many days in the past. However, this setting will be ignored if a user is filtering for a period or has a status filter on that includes the "Completed" status. The completed tasks will disappear from the board and list to reduce clutter after this period. Completed tasks passed the number in this setting can be found by filtering for an accounting period or filtering for status including "Completed", using saved searches, or searching for NetClose Task list and viewing the native NetSuite record. |
| Enable Task Email Notifications On Trigger | This will enable automated emails to be sent by default when certain events occur. An example event is an assignee change. This can be customized on a task-by-task basis. |
| Task Auto Generation Day | Whatever value is set here will be defaulted for the "Auto Generation Day" field on the task template record when new records are created. Updating this setting will not retroactively update previously created tasks. You will need to manually update this field on all existing template task records. |
| Task Auto Generation Preferred Period | Whatever value is set here will be defaulted for the "Auto Generation Preferred Period" field on the task template when new records are created. Updating this setting will not retroactively update previously created tasks. You will need to manually update this field on all existing template task records. |
| Require Tasks to be Started | When turned on this setting will force users to "start" a task by moving it into the in progress status before submitting it for approval or making it complete. |
| Update Templates from Task App | This setting controls whether users will have the option to update a NetClose Task Template from the Task Application Popup Window using the Update Template Button. |
| Limited Task Functionality | The Limited Task Functionality setting is meant in situations where some users should only be able to change the status and complete steps for a NetClose task and not be able to edit or change other fields. When this setting is on, NetClose will respect the NetClose Task and NetClose Task Activity permissions so that if a user has the NetClose Task permission set to the view level then they won't be able to do anything to a task unless they have the NetClose Task Permission Activity set to Full. |
Flux Analysis AI
| Setting | Description |
|---|
| Flux Analysis AI Enabled | Check this field to enable flux analysis AI. |
| ID Preferred | There are two options for the data to be analyzed. The default and an ID preferred query that have the following fields included. Default: date, subsidiary name, account, transaction type, entity name (customer, vendor, employee, etc), transaction name, memo, amount. ID Preferred: date, subsidiary internal id, account, transaction type, entity internal id (customer, vendor, employee, etc), transaction name, amount. |
| Do Not Include Transaction Memo | Do NOT include transaction memo data when analyzing transaction data. By default, it is included. |
| Flux AI Length (Characters) | The default value is 1200. The minimum is 50 and the max is 1500. If a number is entered outside of the range, it will use the default value. The system cannot guarantee the length will be exact but will be around the range. |
| Flux AI Transaction Line Limit | Be careful adjusting this field. The default line count is 150. The minimum value is 1 and the max value is 250. If the value is not within the respective range, the default will be used. If there is too much data generating the AI response, there will be no AI response generated. |
Import Tools Subtab
| Bulk Custom Role Permissions Import | This tool link allows NetClose permissions be updated in Bulk for specific or multiple roles within NetSuite. |
License/Usage Subtab
| License | This grouping provides information regarding your license status and the TIER of your subscription. |
| Enabled Modules | This grouping indicates which of the NetClose modules are active within your instance. |
| Employee | This grouping presents employee/user totals for the following:- The combined total of Task Only and Full users.
- Total number of Full users.
- Total number of Task Only users.
- Your limit of Full users.
- Your limit of Task Only Users.
|
Manage Upgrades Subtab
| Field Name | Description | Example |
| Upgrade Preferences | This field controls when your version of NetClose will be upgraded. You can choose to only receive updates when there are major updates, when there are minor updates, or whenever NetClose release bug fixes. | Bug Fixes |
| Prevent Suite App Updates | This field will prevent Netgain from being able to update the NetClose Suite App in your account. If this setting is on and Netgain releases an update, the update will fail. Note: This could prevent NetClose from receiving critical bug fixes or beneficial new features. You will need to communicate with Netgain to receive future releases. | True |
| Last Upgraded Date | This field shows the date that your product was last upgraded. | 10/7/2023 |
| Send Release Notes To | List individuals who should receive release notes when the bundle is updated. | Brittley Eldredge |
