NetAsset - Workflow for Transaction Memos
Overview
Customers using NetAsset occasionally have requirements for data combinations in fields. For example, wanting the asset name and ID in the memo field on posted transactions. For these types of asks, you can use a native NetSuite Workflow.
This example goes through how to add the asset name and ID to the main body memo field in a NetAsset Depreciation Entry. (Note this will not update the individual transaction line memos)
While workflows are a native NetSuite feature and are not maintained by Netgain, they can be setup to work on our records since we are a fully embedded app in NetSuite. In order to follow the steps below, your role will need the ability to create workflows in NetSuite.
Step by Step
- Navigate to Customization > Workflow > Workflows > New
- Fill out the form as pictured below:
- Name = Use a name that will be easily referenced in the future and clearly explains what the purpose of the workflow is
- Record Type = Transaction
- Sub Types = NetAsset Depreciation Entry
- Release Status = Needs to be Released in order to run
- Keep Instance and History = We suggest putting this as "Always" so you have a history to reference if it doesn't run properly
- Scroll down to the second half of the page to the Initiation section.
- If you have a "condition" (something that must be true to want to run this workflow), then open the Condition field and set up your requirement. Click Save.
- Populate the remaining fields as show below:
- Select "Event Based"
- Check the box for "On Create" and "On View Or Update".
- Click Save. The Workflow page will then appear.
- Click anywhere in the "State 1" box on the screen. This will pull up the sidebar for the state. Click the "New Action" button at the bottom of the sidebar.
- Select "Set Field Value"
- In the popup window, select "Memo" as the Field and check the indicator for the "Formula" Value type. The formula is the information that will be used to create the Memo on the depreciation journals created by NetAsset. You can put whatever you like in this field.
- This is an example formula: {trandate} || ' ' || {custbody_fa_asset.name}|| ' ' ||{custbody_fa_asset.altname} || ' ' ||'Monthly Depreciation Entry'
- It will put the transaction date, followed by the asset ID, asset name, and the text "Monthly Depreciation Entry".
- Click Save. You can go back to this workflow to change the formula and therefore components of the memo anytime, but it wont change retrospectively.
