In NetSuite, items may sometimes not appear in transactions due to various configuration issues. One common reason involves the item’s accounting setup. Here, we’ll discuss how the absence of specified accounts in the item’s accounting subtab can affect its availability in transactions and how to resolve this issue.
Accounting Subtab in NetSuite
Every item in NetSuite has an accounting subtab where you define the financial accounts associated with that item. These accounts dictate how transactions involving the item are recorded in your general ledger. If the necessary accounts are not specified, the item might not be available for transactions, such as sales orders, purchase orders, or inventory adjustments.
Common Missing Accounts
- Income Account: This account is used to record revenue when the item is sold. If this account is not specified, the item cannot be added to sales-related transactions.
- Expense/COGS Account: This account records the cost of goods sold or expenses related to the item. Without this account, the item might be excluded from purchase-related transactions.
- Asset Account: This account tracks the inventory value of the item. Missing this account can prevent the item from appearing in inventory adjustments or other asset-related transactions.
Steps to Check and Update the Accounting Subtab
- Navigate to the Item Record:
- Go to Lists > Accounting > Items.
- Search and select the item in question.
- Open the Accounting Subtab:
- In the item record, click on the Accounting subtab.
- Verify Account Settings:
- Ensure that the appropriate accounts are specified:
- Income Account: Select the correct income account.
- Expense/COGS Account: Ensure the expense or COGS account is filled in.
- Asset Account: Verify the asset account is set.
- Save Changes:
- After making the necessary updates, save the item record.
Impact on Transactions
If these accounts are not specified:
- Sales Transactions: The item will not be available for selection in sales orders, invoices, or cash sales.
- Purchase Transactions: The item will be missing from purchase orders, vendor bills, and other procurement-related transactions.
- Inventory Transactions: Adjustments, transfers, and other inventory operations may not list the item.