Understanding Memorized Transactions in NetSuite

Editing and Deleting a Memorized Transaction

In NetSuite, memorized transactions help automate recurring transactions such as Sales Orders (SOs) and Purchase Orders (POs). However, editing or deleting these transactions is not always straightforward.

Steps to Edit or Delete a Memorized Transaction

1. Open the memorized transaction in Edit Mode.
2. Click Memorize (even though it is already memorized).
3. A warning message appears:

• Click OK to create a new memorized transaction.
• Click Cancel to edit the existing one.

1. After clicking Cancel, adjust the transaction details (name, interval, automatic/reminder, etc.).
2. Delete the transaction if needed.
3. Verify by checking the Transactions tab in the related customer record.

Note: This approach may not always work, particularly when transactions are tied to auto-create rules or when the transactions are yet to be generated [document number – memorized].

Challenges with Memorized Transactions

Scenario: Memorized Sales Order Not Matching Expectations

• A memorized Sales Order (SO) appeared in the transaction list but did not match the expected transaction details.
• The created SO from the memorization template was closed, but a duplicate SO appeared as an active memorized SO.
• The So had a document status ‘Memorized’

Key Restriction: Auto-Create Rules and Deletion

• If a memorized transaction is linked to auto-create rules, it cannot be deleted directly.
• The auto-create rule must be removed first before the transaction can be deleted.

Example Case: Memorized Purchase Order (PO) Deletion

• A memorized PO created a duplicate PO with a “To Be Generated” status.
• When deleting the memorized transaction:
• The duplicate PO was deleted.
• The original PO remained unchanged.

Best Practice: If deletion is not required, marking a memorized transaction as inactive will prevent it from generating new transactions.

Testing and Replication of Memorized Transactions

Sandbox Testing Process – Scenario setup

1. Created a Sales Order (SO) and memorized it.
2. Verified that the memorized SO appeared under the customer record in the Transactions tab.
3. Attempted to open the memorized SO in View Mode, which resulted in an error:

• “Attempting to access a memorized transaction as a non-memorized transaction.”

1. Opened the memorized SO in Edit Mode (accessible).
2. Status showed “Pending Approval (Memorized Transaction)”.
3. Closed the original SO to replicate the issue.
4. Inactivated the memorization template.

Deleting Memorized Sales Orders in NetSuite

Solution Steps

Step 1: Delete the Memorization Template

• Navigate to Lists > Accounting > Memorized Transactions.
• Locate the memorization template related to the duplicate SO.
• Delete the template to prevent further memorized SOs from being generated.

Step 2: Remove the Memorized Duplicate SO

• Deleting the template will automatically remove any SO with a “Memorized” status.
• Verify by checking the Transactions tab in the customer record.

Step 3: Manage the Original SO

• The original SO remains unaffected.
• If necessary, the original SO can be deleted manually.

Expected Outcome

✔ Memorized duplicate SO is deleted.

✔ The customer record no longer shows unnecessary memorized transactions.

✔ The original SO remains intact and can be managed separately.

Key Takeaways

1. Memorized Transactions Cannot Always Be Edited or Deleted Directly

• Auto-create rules can restrict deletion.
• Inactivation prevents new transactions but does not remove existing ones.

1. Memorized SOs Behave Differently Than Regular Transactions

• Deleting a template removes future memorized transactions but does not affect original SOs.
• Original SOs remain unaffected.

1. Sandbox Testing Confirms NetSuite Behavior

• Memorized transactions have access restrictions in View Mode.
• Approval status influences deletion behavior.

By following these steps, users can manage memorized transactions effectively while ensuring that only relevant transactions remain in the system.