Overview
To access System Settings, go to NetClose > Setup > System Setup in the NetSuite navigation bar. This page controls system-wide behavior for your entire NetClose instance and is typically managed by your NetClose administrator.
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 | Sets the earliest date available when filtering the task list. For example, a go-live date of August 2024 means task list filters will only return results from August 2024 forward. |
Preferences
| Setting | Description |
|---|
| Default Period | Controls which period is selected by default when opening most table views in NetClose. |
| Recon Update Balance MR Period Look-Back (Months) | NetClose runs a nightly script that checks for reconciliations that have gone out of balance due to transactions posting after the fact. This setting controls how many months back that job looks. The default is 12 months. |
| Show User Icon | When enabled, assignees appear as a colored icon with their initials rather than their full name. |
| Enforce Assignee | Prevents anyone other than the assigned user — including approvers — from changing the status of a reconciliation, flux analysis, or task. Has no effect on records with no assignee, or where the approver is also the assignee. |
| Enforce Overdue Reason | Requires users to provide an explanation when marking a record complete after its due date. You can enable this per module: Flux Analysis, Reconciliations, and/or Tasks. |
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. Use this tab to configure behavior for Accruals, Amortizations, Close Control, Flux Analysis, Reconciliations, Tasks, and Flux Analysis AI.
Accruals
| Setting | Description |
|---|
| Auto Approve Accruals | When enabled, accrual adjustment modifications are automatically approved upon creation — no manual approval step required. |
| Require Expense Account Match | Requires the GL Account to match the accrual's expense account during matching. |
Amortizations
| Setting | Description |
|---|
| Disallow Amortization Start Date Before Transaction Date | Prevents the amortization start or capitalization date from being set before the date of the underlying transaction. |
| Use Custom Amortization Transaction Types | When enabled, NetClose Amortizations use custom NetClose journal types instead of standard NetSuite journal types. |
| Enable Custom Amortization Transaction Approvals | When enabled, custom amortization journal entries follow a NetClose approval flow instead of the standard NetSuite Journal Entry approval process. See the approval flow walkthrough for details. |
| Custom Transaction Approvers | Specifies which employees are authorized to approve custom amortization transaction types. |
| Auto-Approved Transactions | Specifies which custom amortization transaction types should always auto-approve, bypassing the authorized approvers list. |
| Transaction Amortization Copy Date Text | For use when creating amortizations from NetSuite transactions generated by a third-party system that cannot pass date-type fields to NetSuite. When enabled, add the NetClose Amortization Text Integration Start Date and End Date fields to your Transaction Form. These fields accept text values and will automatically populate the corresponding NetClose date fields. The text must match your NetSuite date format preference (found under Formatting in NetSuite's Set Preferences page). |
| Summarize Method | Sets the default summary method on the Amortizations process journals page. When set to None (the default), a separate journal entry is created for each amortization selected during monthly processing. When set to Consolidate Lines, NetClose will combine NetClose Amortizations that would have identical journal entries (other than amount) into a single journal entry line. When set to Split Lines, NetClose will create a journal entry line for each individual amortization, however, all amortizations will be in one long journal entry. |
| Enforce Summarize Method | When enabled, users cannot change the summary method on the process journals page — only the method set here will apply. |
| Amortization Posting Date | Controls the posting date for amortization journal entries. By default, entries post on the last day of the month. Useful for organizations that don't follow standard calendar months. |
Close Control
| Setting | Description |
|---|
| Auto Post in Next Open Period | Controls what happens when a journal entry is posted to a period locked by NetClose Close Management. When enabled, the entry is automatically posted to the next open period and the user sees a banner notification. When disabled, the entry is blocked from saving. |
| Lock Records on Create | When enabled, the transaction locking feature only triggers when transactions are first created. |
| Trigger Lock on Execution Type | Limits the locking script to only run for the selected execution types. For example, selecting User Interface means locking only applies to transactions created through the UI. If nothing is selected, the script runs for all execution types. |
| Locking by Customer | Enables the ability to lock transactions by customer. |
| Locking by Vendor | Enables the ability to lock transactions by vendor. |
| Locking by Accounting Book | Enables the ability to lock transactions by accounting book. |
| Tiered Locking | Allows locking the General Ledger at a more granular level than standard NetClose locking. See the Tiered Locking article for details. |
Flux Analysis
| Setting | Description |
|---|
| Alternate Explanation 1 Label | Renames the Alternate Explanation 1 field on the Flux Record. |
| Alternate Explanation 2 Label | Renames the Alternate Explanation 2 field on the Flux Record. |
| Alternate Explanation 3 Label | Renames the Alternate Explanation 3 field on the Flux Record. |
| Disable Delete Flux Scenario Button | Removes the Delete Scenario button from Flux Scenario records. |
| Max Month Look Back Select Options | Limits how many months back a user can look when configuring a flux scenario. |
| Balance Refresh MR Period Look Back (Months) | NetClose runs a nightly job that checks for flux analyses that have changed or exceeded a threshold due to late-posting transactions. This setting controls how many months back that job looks. The default is 2 months. |
| Flux Analysis Approvals | When enabled, Flux Analysis records support an approver workflow — records can be assigned approvers, submitted for review, and set to complete status. |
| Real Time Flux Balances | When enabled, the Review Flux page shows live balances rather than waiting for the nightly refresh to complete. Useful when the balance refresh is still processing in the background. |
| Only Generate Accounts with Flux Groups | When enabled, only accounts that have been mapped to a Flux Group are included when generating a new flux scenario. Only enable this after all accounts have been intentionally mapped. |
Reconciliations
| Setting | Description |
|---|
| New Reconciliation Link Transaction View | When enabled, reconciliation balances link to the new transaction list view. |
| Create Reconciliations For Non-Primary Books | Allows reconciliations to be created for non-primary accounting books. |
| Limited Recon Functionality | Allows certain users to change reconciliation status and create reconciling items without being able to edit other fields. Requires the NetClose Reconciliation permission set to View and the NetClose Recon Limited Activity permission set to Full. Creating, editing, and deleting reconciling items remains controlled by the NetClose Reconciliation Item permission. |
| Require Account Group on Account Setup | Prevents GL Accounts from being saved without a NetClose Accounting Grouping value. |
| Generate Recons Chunk Size | Splits the account groupings into smaller batches when generating reconciliations. Slows the process slightly but can prevent script timeouts. Leave blank or set to 0 to disable chunking. |
| Auto Reconcile on Create | Determines whether a reconciliation rule runs automatically after it's created or must be triggered manually. |
| Use Custom Reconciliation Transaction Types | When enabled, journal entries created from the NetClose Reconciliations app use a custom NetClose transaction type instead of a standard NetSuite Journal Entry. |
| Enable Custom Reconciliation Transaction Approvals | When enabled, custom reconciliation journal entries follow a NetClose approval flow instead of the standard NetSuite process. |
| Custom Reconciliation Transaction Approvers | Specifies which employees are authorized to approve custom reconciliation transaction types. |
| Show Recon Item Age Columns | When enabled, the Item Date and Item Age columns appear in the Reconciliation Dialogue window. |
Tasks
| Setting | Description |
|---|
| Days to Show Completed Tasks On Board | Sets how many days a completed task remains visible on the Kanban board and task list before being hidden. Tasks older than this threshold can still be found by filtering for an accounting period, filtering by "Completed" status, or searching NetClose Task records directly. This setting is ignored when a period or status filter is already applied. |
| Enable Task Email Notifications On Trigger | When enabled, automated emails are sent when certain task events occur, such as an assignee change. Can be customized on a per-task basis. |
| Task Auto Generation Day | Sets the default value for the Auto Generation Day field on new task template records. Changing this setting does not update existing templates — those must be updated manually. |
| Task Auto Generation Preferred Period | Sets the default value for the Auto Generation Preferred Period field on new task template records. Changing this setting does not update existing templates — those must be updated manually. |
| Require Tasks to be Started | When enabled, users must move a task to In Progress before they can submit it for approval or mark it complete. |
| Update Templates from Task App | Controls whether users can update a task template directly from the Task Application popup using the Update Template button. |
| Limited Task Functionality | Allows certain users to change task status and complete steps without being able to edit other fields. Requires the NetClose Task permission set to View and the NetClose Task Activity permission set to Full. |
Flux Analysis AI
| Setting | Description |
|---|
| Flux Analysis AI Enabled | Enables the Flux Analysis AI feature. |
| ID Preferred | Controls which data fields are sent for AI analysis. Default includes: date, subsidiary name, account, transaction type, entity name, transaction name, memo, and amount. ID Preferred substitutes internal IDs for subsidiary and entity name fields and excludes memo. |
| Do Not Include Transaction Memo | Excludes transaction memo data from AI analysis. Memo data is included by default. |
| Flux AI Length (Characters) | Sets the target length of the AI-generated explanation. Default is 1,200 characters. Minimum is 50, maximum is 1,500. Values outside this range fall back to the default. |
| Flux AI Transaction Line Limit | Sets the maximum number of transaction lines sent for AI analysis. Default is 150. Minimum is 1, maximum is 250. If too much data is included, no AI response will be generated. Adjust with caution. |
Import Tools Subtab
| Setting | Description |
| Bulk Custom Role Permissions Import | Allows NetClose role permissions to be updated in bulk across one or more NetSuite roles. |
License/Usage Subtab
This tab is read-only and provides a snapshot of your current subscription and usage.
| Setting | Description |
| License | Shows your current license status and subscription tier. |
| Enabled Modules | Lists which NetClose modules are active in your instance. |
| Employee | Shows user counts including: total users, full users, task-only users, and your limits for each type. |
Manage Upgrades Subtab
| Field Name | Description | Example |
| Upgrade Preferences | Controls when NetClose updates are applied to your instance. Options are: major updates only, minor updates, or all releases including bug fixes. | Bug Fixes |
| Prevent Suite App Updates | Blocks Netgain from pushing updates to your NetClose bundle. If enabled and an update is released, it will fail to apply. Note: This may prevent you from receiving critical bug fixes or new features. Contact Netgain to coordinate future releases. | True |
| Last Upgraded Date | Shows the date your NetClose bundle was last updated. | 10/7/2023 |
| Send Release Notes To | Lists the individuals who will receive release notes when the bundle is updated. | Brittley Eldredge |
