REQUIREMENT:
Hoping to get some guidance on how to add system notes field on Journal entries as a condition in Transaction approval workflow as I am not able to find available fields.
Currently we have an approval workflow that stops the Next Approver from approving their own journal entry, ie if Created by = Next Approver then the Approve button won’t show up.
But this should only apply for manual created journal entries, system generated entries such as Amortization and ARM journal entries should be excluded. For these journal entries, the created by = Netsuite System ( set up as an employee record ) so
the Next Approver still can approve it.
Currently the process is that the Next Approver runs the revenue recognition process for ARM and when he clicks on the JE to review it, the Created By is set under his name ( Created by = Next Approver ) and therefore he can’t Approve it.
Plan is:
Set up an employee record = Netsuite
In the transaction workflow
Initiation stage, set field value Created By = Netsuite if condition is
{Createdby.id} = -4 . I have researched that apparently system user = -4
set field value Created By = Current user if condition is {Createdby.id} != -4.
But this isn’t sufficient. I want to also include a condition where if ” condition is
{Createdby.id} = -4 AND context = bulk processing ” then set field value created by = Netsuite.
SOLUTION:
suggestions to refine your approach.
- Using System Notes: To differentiate between manually created journal entries and those generated by the system, you can leverage the System Notes feature in NetSuite. However, you’ll need to ensure that the appropriate fields are accessible in your workflow. If the System Notes field isn’t directly available, consider using a saved search or a custom field that tracks the origin of the entry.
- Workflow Conditions: In your workflow initiation stage, you can set conditions based on the following logic:If {createdby.id} = -4 (indicating it’s a system-generated entry) and the context is bulk processing, set the field value to “Netsuite.” If {createdby.id} != -4, set the field value to the “Current User.”
- Bulk Processing Context: Since you want to include a condition based on the bulk processing context, ensure that your workflow has access to this context. If it does, use it in your conditions to handle approvals accordingly.
- Testing: After implementing these changes, thoroughly test the workflow with various scenarios:Manual journal entries created by different users.
- System-generated entries from bulk processing.
- Edge cases where the user’s role or permissions might affect the outcome.
- Documentation: Document any changes you make to the workflow, including the rationale behind the conditions. This will be helpful for future reference and for any team members who may work with this workflow.
- Further Support: If you encounter specific challenges during the implementation, consider reaching out to NetSuite support or consulting the NetSuite user community for additional insights.