How to Use Shared Transactions in NetSuite 3 - Configure Shared Transactions Settings

For part three, we're going to look at how to configure the shared transaction application or suite app so that you can begin using it. And with this there are three pieces. We need to review our access level, purchase additional access if necessary, and then configure the application settings. So let's step in and see how easy this is to do. Right. So from our advanced intercompany journal. Now what I'm going to do is I have a tab here called NetGain and this is where all of the setup for the shared transactions is found. We have here I have three pieces. System setup templates and transaction sourcing. Let's look at system setup first. So this is where the setup fields that we want to do. So the first thing you'll notice here is under system features I have use custom transactions and one to one line allocation. Both of these are checked. Custom transactions means that a custom transaction journal type is used when to do the allocations. It makes your general ledger work a little more efficiently for some. Sometimes there are some customers where you may want everything to be the traditional journal. In case you leave that unchecked. One on one line allocation is a feature that allows you to directly post intercompany transactions without going through our worksheet. I'll demonstrate that to you later. That's where you would turn that on. Unlike shared Vendor bill and some of the other features, this can be deployed to multiple different transaction types. See here is the list and we're adding new ones all the time. For sake of this training, I'm going to just do it with the bill. But you can add these to any of these others. That's one of the paid version features here I have set the receivables and the payables account to match the same accounts as the intercompany framework. Under the accounting intercompany preferences tab, we wanted to source those in automatically hover through a quirk. You can't reach those fields to source us in. So our recommendation as a best practice is to make those these two match the intercompany preferences accounts as well. And then here we have the sourcing and this is where the sourcing comes for the key segments that you have. We have both. And you can see the behavior. I have class department that are a native segment entity here. So that copies the name of say the vendor onto the journal so that it can be seen here is brought over. And then of course I have these activity code and ICD10 code which are custom segments and those Also are mapped here so that they will pass through onto any journals that I have. The second piece is my license and usage. You can see that this tier is Demo Account, Test Drive Account Unlimited, there's Sandbox Unlimited, then there's the free version, and then there is the Paid tier for the Active. And if you want to, if you find yourself wishing to purchase that for these paid modules, all you need to do is here is go to the sync license and then it will open up a page that will take you to the area where you can actually upgrade the license. You bring it back in when the sync is complete. You can see that it will then take you here to. Where is that? I hit the sync here. And so now it's updating it and it's syncing the permissions. It's an unlimited, you know, it won't have any effect here on the demo account, but in that case that's all I would do and I'd be ready to go. The last and final setup piece before we're ready to go is here under the shared transaction sourcing. When I bring up the sourcing, this is what links various segments from different transaction types so that field values get passed along. And this is in all NetGame products we use this same controller device record that enables this to happen. What this will let you do is make sure that all your custom segments come through. And then on that source list here you can see that most of these came in automatically. If I found myself needing to have a new source list coming in. It's a very simple setup record found in our knowledge base. I won't go through setting one up here. But it's really a matter of just coming the name, identifying what custom segment I want to use, identifying which column. And as this get filled in, it will then identify to which column I want to copy. So it's like set, I want this column from this transaction to go to here onto this journal entry. And it's that simple. With that, that will actually complete everything that we need to do to be able to set up and actually run the shared transaction allocations on our next video. We'll actually get in and start using the tool. Thank you.