Shared Transactions Mass Uploading Allocation Templates

Overview:

Shared Transaction templates allow pre-determined allocations to quickly be applied to a single expense or to an entire bill. With a CSV upload, you can easily mass upload all your unique templates.

Step by Step Process: 

To successfully upload all your templates, the process will require two separate CSV uploads. This first CSV file only focuses on the template names and descriptions and will not contain any information on the actual allocation of the expense or journal. The second CSV upload will focus on how the template will allocate the expenses to different departments or subsidiaries.

Here are the step-by-step instructions for the first CSV to upload template names:

  1. Open a new excel spreadsheet and add the two following columns:            
    1. Template Name
    2. Template Description
  2. Under the first column, list all names of the templates you want to create.
  3. Under the column ‘Template Description’ give a brief description of the template (optional). This could include details on when you would expect this template to be used.
  4.  Save the file as a CSV.
  5. Within NetSuite, navigate to the CSV upload page Setup > Import/Export > Import CSV Records.
  6. With the Import Assistant open, update the Import Type to ‘Custom Records’ and the Record Type drop-down to ‘Shared Transaction Template.’
  7. Under the CSV files section, click Select and upload the .csv file you saved.
  8. Select 'Next' to progress to the Step 2-Import Options.
  9. Within the Import Options section, make sure Add is selected and "Run Server SuiteScripts and Trigger Workflows" is checked.
  10. After progressing through File Mapping, you will be prompted for Field Mapping.
  11. Once mapped, select 'Next' and then 'Run'.
  12. If the fields are mapped correctly and the field contents match the field values in NetSuite, the upload will show complete, and the templates will be available.
  13. In the event of a failed upload, review the logs for the specific reasons for the failed load and repeat the steps above.

If this was successful, you can navigate to Netgain > Setup > Shared Transactions Templates and you will be able to view the list of all the templates you just uploaded along with the template internal IDs. Please remember that at this point we have only uploaded template names but no information on allocations.

Here are the step-by-step instructions for the second CSV to upload template allocation information:

Open a new excel spreadsheet and add the following columns as desired:

Template Name  (required)

The name of the template as seen in the first upload. Template names much match exactly to the first file uploaded. Template names will be listed once for each allocation line.

Weight (required)

The desired weight for this allocation line. Note that weight does not need to equal 100 as weight is relative.

Department Internal ID

The internal ID of the specific Department that the allocation should go to.

Class Internal ID

The internal ID of the specific Class that the allocation should go to.

Location Internal ID

The internal ID of the specific Location that the allocation should go to.

Subsidiary Internal ID

The internal ID of the specific Subsidiary that the allocation should go to.

Your excel spreadsheet should look something like this:

  1. Save the file as a CSV.
  2. With NetSuite open navigate to the CSV upload page: Setup > Import/Export > Import CSV Records.
  3. With the Import Assistant open, update the Import Type to ‘Custom Records’ and the Record Type drop-down to ‘Shared Transaction Allocation.’
  4. Under the CSV files section, click Select and upload the .csv file you saved.
  5. Select Next to progress to the Step 2 Import Options
  6. Within the Import Options section, make sure Add is selected and "Run Server SuiteScripts and Trigger Workflows" is checked.
  7. After progressing through File Mapping, you will be prompted for Field Mapping
  8. Make sure that the Internal IDs are selected for Department, Class, Location etc. by clicking the pencil/ edit button.
  9. Once mapped, select 'Next' and then 'Run'.
  10. If the fields are mapped correctly and the field contents match the field values in NetSuite, the upload will show complete, and the final templates will be available.
  11. In the event of a failed upload, review the logs for the specific reasons for the failed load and repeat the steps above.


If this was successful, you can navigate to Netgain > Setup > Shared Transactions Templates and you will be able to view the list of all the templates you just uploaded along with the individual allocation lines.


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