NetCash Custom Sourcing for Segments and Custom Records
Overview
The Custom Sourcing feature in NetCash allows users to assign specific values to custom records and segments—such as department, class, location, and custom segments—on journal entries created by NetCash. When performing manual or automatic bank transaction matches, this feature ensures that segment values are correctly applied to journal entry lines. Sourcing also lets you use custom records and segments in automation rule filters, match criteria, and grouping. The instructions below reference segments, but sourcing can be created for custom records as well.
Sourcing is only available for custom segments and list/record field types
In NetCash, users can use free-text type fields on automation rules within filters, match criteria, and grouping. However, NetCash sourcing records can only be created for custom fields that are type list/record or custom segments. Sourcing for other field types such as date, currency, or free text are not supported.
Prerequisites
- Custom Segments Predefined: Any custom segments (like activity codes) should be set up in NetSuite beforehand.
- Custom Segments Enabled: Ensure the custom segments to be used (e.g., activity code) are activated and visible in NetSuite’s Transaction Forms.
Walkthrough
About the Sourcing page
- Access the sourcing page via NetCash > Setup > Sourcing
- This section lists all configurable segments available for sourcing in NetCash. Each sourcing record allows custom values to be specified for bank transaction matches.
- Users can add new sourcing by clicking the + button in the top.
- Any record or segment here will show in the GL transaction side of the manual match page, so if a user doesn’t want to see a segment on the manual match page, then they should inactivate the sourcing.
Sourcing records NetCash creates for you
When you install or update NetCash, it checks for segments that don't have a sourcing record yet and creates one for each. This runs on every install and update.
NetCash creates records for:
- Department, Class, Location, and Entity.
- Every active custom segment in your account, if the Custom Segments feature is enabled.
An auto-created custom segment record has the Name, Source, and Transaction Line Column filled in. The Transaction Template Field, Bank Account Fields, and Bank Activity Fields are empty. To use the segment in automation rules or bank account defaults, open the record and fill in those fields.
Update your app to see sourcing records for new custom segments
A custom segment you add after an update doesn't get a sourcing record until the next update. To use it sooner, create the record by hand as described in the steps below.
If you don't want a segment in NetCash
Set the sourcing record to inactive. NetCash ignores inactive sourcing records, so the segment drops out of the Manual Match page, bank accounts, and rule templates. The record still exists, so the next update doesn't create a new one.
Don't delete the sourcing record or inactivate the segment
NetCash recreates a deleted sourcing record on the next update. Inactivating the custom segment itself removes it from all of NetSuite, not just NetCash. Inactivate the sourcing record instead.
Creating and editing sourcing records
- Navigate to NetCash > Setup > Sourcing.
- Define sourcing details for each custom record or custom segment.
| Field | Description |
|---|---|
| Name | Enter a clear, descriptive name for the sourcing configuration, e.g., "Activity Code Sourcing". |
| Source | Choose the record type for this sourcing setup, such as the segment you want to set up sourcing for. |
| Transaction Line Column | Specify the transaction line column on the journal entry where the segment value should be populated. This column ensures the sourcing is accurately mapped to the journal entry line. |
| Transaction Template Field | Set a default value in the transaction template field. This value will be used by automation rules for specific activity codes or other custom values in transactions. |
| Bank Account Line Type | Defines the segment value to populate on the bank line of the journal entry, based on manual or automatic matches. |
| Bank Offset Line Type | Sets the segment value to source on the offset line of the journal entry, based on manual or automatic matches. |
| Bank Activity Bank Line Field | The NetCash Bank Transaction field to populate on the bank line of the journal entry. |
| Bank Activity Offset Line Field | The NetCash Bank Transaction field to populate on the offset line of the journal entry. |
| Required On (optional) | NetCash will require a value to be included for this segment/record when transactions are created manually using the Create Transaction button on the Manual Match page. By default, NetCash will not require the value on any transaction type. |
| Show Hierarchy (optional, only for Department, Class, and Location) | By default, NetCash does not display hierarchy for Department, Class, and Location. Users can enable hierarchy for NetCash select fields from the Department, Class, and Location sourcing records. |
- Enable custom segment visibility on journal entries
- Navigate to Customization > List, Records & Fields > Custom Segments.
- Select your custom segment, such as Activity Code, and open its configuration.
- In the Application & Sourcing tab, locate Custom Record Types and ensure that NetCash Rule Transaction Line Template is set to Yes. This setting allows NetCash to access and apply the segment on journal entries.
- Verify segment display on transaction forms
- Go to Customization > Forms > Transaction Forms and search for Journal Entry.
- Select the journal entry form that is used by the company and click Edit to modify the form layout.
- Under Screen Fields > Lines, ensure that the relevant segment (e.g., Activity Code) is checked. This action ensures that the custom segment appears on journal entries, allowing NetCash to apply the segment values during sourcing.
- Configure custom sourcing on bank accounts
- Search NetCash Bank Account and select any bank account.
- Click Edit to open the bank account’s customization options.
- Under Customization select Customize Form and navigate to Fields > New Field.
- Define fields with clear, descriptive names such as Activity Code Bankline and Activity Code Offset to avoid confusion.
- For each field:
- Field Name: Enter a descriptive name for the field, e.g., Activity Code Bankline.
- ID: Follow your organization’s custom field ID conventions.
- Set up custom sourcing in automation rules
- Go to Automation Rule setup in NetCash.
- After custom sourcing is set up, the configured segments (e.g., Activity Code) should now appear as options in the Transaction Template tab of your automation rule.
- Define sourcing for the rule using the following options:
- From Account Record: Pulls values from the bank account’s record settings.
- Specify Value: Manually assign a default value that will apply whenever the rule is triggered.
Don't select None for a sourcing value
The system requires an integer for each value. Choosing "None" causes errors.
7. Configure sourcing on bank account records
- To set sourcing on a bank account, go to NetCash > Bank Accounts.
- Open a bank account and scroll down to the Segment section.
- Assign default values (e.g., Activity Code B for the bank line, Activity Code C for the offset line) for auto or manual matching.
- Default segment values can be set to populate for each bank transaction processed through NetCash. These defaults can be overridden at the rule level or manually adjusted during transaction processing.
8. Run automation rules or create manual matches/transactions
- Once the setup is complete, any transaction created by an automation rule will use the custom sourcing for those segments.
- When manually creating a transaction from the manual match fields, the segment defaults that were established will appear in the transaction creation form but can also be overridden from that form.
Sourcing to Shared Transaction Templates
If a user has purchased Shared Transactions then NetCash sourcing can be used to add a Shared Transaction Template to a transaction created by NetCash. The process for this is the same as everything outlined above, with the exception of creating the field on the NetCash Transaction Template Line. Instead of applying a transaction line field to the custom record NetCash Transaction Template Line, users need to edit the NetCash Transaction Template Line Form. This process is demonstrated in the walkthrough below.
