NetClose - Saved Search Troubleshooting Tips
Overview
Saved searches used for auto‑reconciliation often need troubleshooting before they function properly. This feature becomes extremely powerful once set up correctly. However, since each NetSuite instance is unique, you might have to refine the standard saved searches multiple times.
This article provides practical troubleshooting tips to help you validate, refine, and correct saved searches so they work reliably with NetClose auto‑reconciliation. For guidance on the initial setup of your search and connecting to NetClose, please see our configuration articles.
Validate Search Result
Once your saved search is linked to your NetClose account grouping record, you can verify it by clicking the Validate Search Result button on the NetClose account grouping. This button initiates a script that reads your saved search and retrieves the balance for the current period. If the search has been linked correctly and field IDs are accurate, the system will display a value, as shown below.
Please note that this button does not validate whether your Subsidiary and Account filters are correct. It is primarily useful for checking the saved search criteria, your Search Column Label, and your Search Date Internal ID.
If one of your fields is incorrect, you'll instead see an error like the following:
In this case, the Search Date Internal ID is incorrect and needs to be looked at.
Review Generated Reconciliation
After generating your reconciliation, please review the below:
- First, review the GL Ending Balance or GL Activity, depending on the reconciliation method. You may click into the balances to review the detail.
- If the displayed balance does not tie back to your GL, it could be due to foreign currency translation. Under Dimensions, check the subsidiaries included in the reconciliation. Where reconciliations are not segregated by subsidiary, NetClose uses the functional currency of the highest subsidiary by default. To consolidate to a different subsidiary level, populate the "Consolidate To" field on the Subsidiary tab of the account grouping record. See this article for more information on foreign exchange rate handling.
Please note that you can select the Refresh Balances button at any time on the reconciliation record to sync GL balances, but a NetClose script also refreshes GL balances nightly. This does not refresh the saved search balance and CSV file. The reconciliation must be re-submitted on the Auto-Reconcile page to refresh the saved search balance.
2. Next, take a look at the Explained and Unexplained Balance fields. Note that the reconciliation item created from your search is listed under Explained Balance. You can download the search results via the download icon on the item line. This download includes the saved search results based on the filters set on the account grouping record.
Validate Search Data
If the saved search balance on the Reconciliation Item is different than expected, review the Criteria and Results of your saved search. Then, apply filters to your search to review the total amount for the appropriate period, account(s), and subsidiary(s) according to your reconciliation. This will allow you to mirror how NetClose filters your saved search during reconciliation generation.
While in Edit mode on your saved search, go to the Available Filters subtab. Bring in a From and To Period filter, as shown below. Additionally, if segregating your reconciliations by subsidiary or by account, bring in a Subsidiary or Account filter. Then, make sure the "Show in Filter Region" checkbox is checked and save your search. It is also helpful to turn on Show Totals for the saved search results. The total balance is what you should compare to the amount shown when you click Validate Search Results.
Use your period filter to select the relevant period of the reconciliation. Do the same for Subsidiary and Account, if applicable. Compare the search balance to what was pulled into the reconciliation and to the GL Ending Balance.
Consider Reconciliation Method
Keep in mind that if your reconciliation method is Ending Balance, only the TO filter will be applied for the last day of the accounting period you're reconciling. If your search is a transaction search, all transactions from all prior periods will be included in the search under the Ending Balance method.
If your reconciliation method is Activity, then a FROM and TO filter will be applied to the first and last days of the accounting period you're reconciling. If your search is a transaction search, only transactions for the selected period will be included in the search under the Activity method.
Common Errors
The following are some of the most common causes of saved search discrepancies:
- Missing Field IDs on account grouping record. If segregating reconciliations by subsidiary or by account, the corresponding fields must exist in the saved search, and the correct Field IDs must be populated on the account grouping record.
- Transactions/schedule lines missing from search results that should be included
- Transactions outside of the mapped accounts that are hitting the search
- Missing capitalization/depreciation/amortization entries (applicable to fixed asset and lease searches)
- Currency revaluations
Balance Changes
Please note that the saved search balance is synced to the reconciliation at the time the reconciliation is generated. If underlying data changes after that point, the user should re-submit the reconciliation on the Auto-Reconcile page to update the saved search balance.