Shared Transaction Sourcing

Overview

Shared Transactions gives you the ability to allocate native NetSuite Segments, Accounts, Custom Segments and more.  Below is a step by step guide for determining which fields get allocated and a few options related to each one. 

In the System Setup article, there is a list of sourcing records that are created immediately upon installation, they fall into 3 categories. Before discussing the three categories, it is important to mention that there are 3 setup options that relate to all custom sourcing:

  1. Active/Inactive
    1. Inactivating any of the sourcing fields prevents that field from showing on the Allocation Worksheet and from being allocated in any transaction
  2. Disabled on Worksheet
    1. This allows the field to show on the Allocation worksheet but with a field status of "Disabled" so it cannot be edited
  3. Ignore Original Line Value
    1. If checked, the original line value will not flow onto the allocation transaction even if left blank. If unchecked, the default functionality is for the original value in this field to flow to the allocation destination unless overridden. 

The different types of custom sourcing records require different levels up setup. They are as follows:

  1. Native Segment- These all relate to native NetSuite fields that can be used in the allocation process. No setup needs to be completed for these to work. The main thing to keep in mind is that whichever of these should not be available for allocation, should be marked inactive as indicated in the screenshot above. 
    1. Subsidiary 
    2. Account
    3. Location
    4. Department 
    5. Class
  2. Custom Segments- For each custom segment, a sourcing record will be created. This will allow the segment to be used on the Shared Transaction Worksheet. There are 2 setup item that may need to be completed depending on the desired level of functionality. 
    1. Enable a custom segment to be used on allocation templates. 
    2. Enable a custom segment to be available on the transaction line for 1:1 allocations. This would be necessary if the segment on the transaction line needs to change as a result of moving the subsidiary (if it can remain the same then simply select that subsidiary on the segment field that is already on the transaction line).  
  3.  Copy Column- This is not a segment field and is just a transaction line field that can be used in the allocation transactions if desired. 
    1. Memo
    2. Entity
    3. Any additional fields that can be setup using the process here. 

Setting up a Custom Segment to be used on allocation templates: 

  1. Enable the custom segment field on the Shared Transaction Allocation
  2. Link the added field on the sourcing record

STEP 1:

Navigate to the Custom Segment Setup page Customization > List, Record & Fields > Custom Segments, and edit the desired custom segment.

Select the Application & Sourcing subtab and the Custom Record Types sublist. Enable/apply the "Shared Transaction Allocation" record. Also ensure that the "Show in List" checkbox is checked. This will allow the segment to be shown on the Shared Transactions Template record.


STEP 2:

Go to the Shared Transaction Sourcing Record by navigating to Netgain > Setup > Shared Transaction Sourcing. If you have not already created a Shared Transaction Sourcing Record, you can create a new one here. Ensure that your custom segment is tagged on the "Custom Segment" field.

Select the ID of the custom segment in the "Allocation Field ID" field.  

Setting up a Custom Segment to be used 1:1 Transaction Allocations: 

Create a new Transaction Line field. 

  1. You can create a new transaction line field by searching for "Transaction Line field" in your search bar and by opening the "Transaction Line Fields" page, or by navigating to Customization > List, Record & Fields > Transaction Line Fields
  2. Once on the "Transaction Line Field" page click the blue "new" button to create the new transaction line

The name should be "Shared Transaction Allocation: [enter name of your custom segment]" e.g. "Shared Transaction Allocation: Groups"

  • On the "Applies to" subtab you can select which transactions that should have 1:1 Shared Transaction Functionality (Bills, Journals, etc.)
  • In the field "Type" select "List/Record" from the dropdown. Once this is selected a new field called "List/Record" will appear. From the drop down find the name of your customs segment.

  •  Once created, make sure to save this new transaction line field.
  •  Next, navigate back to the Shared Transaction Sourcing record (Netgain > Setup > Shared Transaction Sourcing) and link the new transaction field we created above to the "1:1 Transaction Segment Column" field.
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