Shared Transactions Allocation Validation Query
USE CASE: Especially when applying templates or 1:1 allocations to transactions in mass, either via CSV import or 3rd party integration, it is important to ensure that no errors are stopping the allocation from processing. Errors, such as incorrect segment combinations, e.g. specific departments not being enabled in certain subsidiaries, can stop the transaction from being allocated. Luckily, Shared Transactions has the ability to create and run custom queries, to catch these kinds of errors. Below you can find instructions on how to set up two custom queries. We recommend Shared Transactions users run these queries monthly to catch transactions that are missing their allocations. Once the transactions are identified, users can fix the issues, and in turn allow the transactions to allocate.
ONE-TIME SETUP PROCESS : If you have not already, work through this article and follow the instructions on how to set up and configure these custom queries. Once configured, follow the steps below to run the queries.
STEP BY STEP PROCESS
- Navigate to Netgain > Dashboards and open the Dashboard you saved your query to during setup
- Find and select your query from the list of queries on the left-hand side of the screen
- If configured correctly, you should now see two separate queries
Transactions Missing Allocations Query
- This query shows a list of all transactions where any Shared Transactions fields have been filled out, but an allocation is missing
- Users should work through the list of these transactions and investigate why the allocation did not occur
- The most common reasons why allocations do not occur are the following:
- The transaction is pending approval (allocation journals do not run until the source transaction is approved)
- The segmentation combination of the allocation is incorrect, e.g. specific departments not being enabled in certain subsidiaries (Please note that when entered in the NetSuite interface, Shared Transactions will issue a warning when there is an incorrect segment combination. However, when allocation information is entered on a 3rd party's interface, Netgain cannot guarantee that the 3rd party will issue warning for incorrect segment combinations.)
- Users can also make use of the "System Information" subtab on the transaction record, which can offer insight into why the allocation failed
Missing Allocations - Transaction Summary Query
- This query summarizes the transactions missing allocations by grouping them by transaction type, approval status, and transaction status
- By reviewing this query, users can better understand and identify the most common occurrences and groups of transactions not allocating
Certain transactions by themselves, such as purchase orders and item receipts, will not trigger a Shared Transactions allocation journal. This is because these transaction types do not post an amount to your ledger, so there is no GL impact to allocate. However, Shared Transactions still allows you to fill out the Shared Transactions fields on purchase orders. This is so that when the bill is created from the item receipt, the allocation information can automatically flow from the purchase order to the bill. The allocation journal will then be tagged to and visible on the bill.