Proposal summary
This proposal describes the creation of Fixed assets from Bill/Journal with Netsuite.
Requirement
QIMA would like to automatically create fixed assets from Bills/Journals when these records are created in Netsuite.
Our Solution
Prerequisites
We need Full level permission of the following
- Fixed asset records
- Vendor bill
- Journal/Adjustments
Description of task
The requirement can be achieved by creating a custom line field named Asset Type in the item line and expense line in Bill. Also need to add the custom field Asset Type in the journal entry line. The available asset types which use the same account will display in this custom field. Users need to choose Asset Type in this custom field.
After the creation of the fixed asset, the asset name will add to the memo field in the expense line and journal line.
We will deploy one server-side script in bill and journal entry which will trigger in the save of the bill/journal. The script will create the asset records for each item/expense line based on the value in the asset type custom field in line.
The script will create a new asset type for new item/expense lines if you edit the existing bill and add new item/expense lines. And it will not update the existing asset type if the user updates the existing item/expense line in the bill/Jurnal.
We will deploy one client script that will validate the lines in bill/journal in the line commit. When the user adds a new line in bill/journal the script will check if there is value-added in the asset type custom field if there is any asset type existing using the same fixed asset account. If there is no value in the asset type field then the script will not allow the user to add that line.
If the bill/journal contains lines that don’t have fixed assets created is less than 100, The script will create fixed assets in real-time. Otherwise, we have to do the scheduled process. The script will be scheduled for every 1 hour.
Field Mapping
| Fixed asset fields | For creating asset records for items in the bill | For creating asset records for expense in the bill | For creating asset records for journal lines/adjustment line |
| Name | Bill. description in the item line. | Hardcode “Auto Generated Asset” | Hardcode “Auto Generated Asset” |
| ASSET DESCRIPTION | Bill. description in the item line. | Hardcode “Auto Generated Asset” | Hardcode “Auto Generated Asset” |
| ASSET TYPE | Bill.asset type new custom line field | Bill.asset type new custom line field | journal.asset type new custom line field |
| ASSET ORIGINAL COST | Bill.itemline amount | Bill. expenseline amount | Journal.debit amount |
| ASSET CURRENT COST | Bill.itemline amount | Bill. expenseline amount | Journal.debit amount |
| SUBSIDIARY | Bill.subsidiary | Bill.subsidiary | Journal.subsidiary |
| PURCHASE DATE | Transaction date of the bill | Transaction date of the bill | Transaction date of Journal |
| DEPRECIATION START DATE | If the Depreciation Starts Next Period in asset type unchecked, set purchase dateelse set 1st day of the next month | If the Depreciation Starts Next Period in asset type unchecked, set purchase dateelse set 1st day of the next month | If the Depreciation Starts Next Period in asset type unchecked, set purchase dateelse set 1st day of the next month |
| SUPPLIER | Bill.vendor | Bill.vendor | |
| PURCHASE ORDER | Bill.Related purchase order | Bill.Related purchase order | |
| PARENT TRANSACTION | Related Bill | Related Bill | Related journal/adjustment |
| PARENT TRANSACTION LINE | Bill.transaction line number | Bill.transaction line number | journal.transaction line number |
The Script will create the fixed asset records for intangible assets and fixed assets in the same way.
Risk
- If the user doesn’t enter the value in the asset type custom line field, the script will not create the asset record for this item/expense.
- If the bill/journal contains less than 100 lines, we will create bills in real-time. Otherwise, we have to do the scheduled process. The scheduled process may be delayed based on queue availability.
- If the user enters a value in the memo in line, the script will overwrite the value in the memo in line with the asset name.
- We will add a client script to validate the lines in the bill/journal. Therefore, the user creating the bill/journal must have the access to a fixed asset account and fixed asset type record. And this validation will work only for the record created through UI.
- If the user has to create bills/journals using CSV import, the user must enable RUN SERVER SUITESCRIPT AND TRIGGER WORKFLOWS checkbox under advanced options on the import assistant page. Otherwise, fixed assets will not be created in real-time. Also, users have to add Asset type in CSV for the new custom field and there will not be any validation for asset type in the bill/journal line.
Enhancement
As per the current proposal, the scheduled script will be scheduled for every 1 hour.
We can provide one option if the user wants to schedule the same process when they need it. We can create a new suitelet, the suitelet will contain a subsidiary field and button. So users can initiate the fixed asset creation process at any time by entering the value in the subsidiary field and clicking on the button on the suitelet page. And the process will start based on the queue availability. Since we are planning to schedule the script every 1 hour, we haven’t included this additional option in the current scope. Anyway, we will add this option if the business needs it.