Is there a way to restrict a journal entry from be posted if it’s missing a department or class code? My company requires journal entries being booked to certain general ledger (GL) accounts to require a department or a class code but it’s not automated so we need to perform a check before we close our books to make sure we don’t need to do any reclassification (due to missing department or class code).
Is it possible to have this automated in Netsuite, similar to how a message will show up if the journal entry doesn’t balance?
Solution:
create a workflow for this and then you can set it as a condition. It’s also possible through field restriction on the custom form.
Option 1: Using SuiteFlow (Workflows)
Create a Workflow:
Go to Customization > Workflow > Workflows > New.
Select Journal Entry as the record type and name your workflow.
Set the workflow to trigger on Before Record Submit or Before Record Save.
Add a Condition:Add a new state and create a condition that checks if the Department or Class field is empty when certain GL accounts are used.
For example, you can create a condition that says: “If the Department or Class field is empty, and the GL account is one of the specified accounts.”
Add an Error Action:In the same state, add an action to Show Message or Return User Error when the condition is met. This will prevent the journal entry from being saved unless the Department or Class fields are filled in.
Deploy the Workflow:Once the workflow is created and tested, deploy it to ensure that no journal entries can be posted without the required fields.
Option 2: Using Custom Transaction Forms
Create a Custom Transaction Form:
Go to Customization > Forms > Transaction Forms.
Find your existing Journal Entry form, and click Customize to create a new form.
Make Department and Class Required:In the custom form, set the Department and Class fields to Mandatory.
This will ensure that these fields are required whenever a journal entry is created using this form.
Assign the Form:Assign the custom form to your users or make it the default form for journal entries.