NetAsset - Manage Custom Sourcing
Overview
Custom sourcing enables the transfer of data between transactions, asset records, and automated posting entries within NetAsset. This functionality ensures custom field values flow correctly through the asset lifecycle, from initial capitalization through depreciation and disposal transactions.
Understanding Custom Sourcing Triggers
NetAsset provides seven trigger types for custom sourcing, each serving a distinct purpose in the data flow:
- Asset Creation: Sources data from originating transactions (Journal Entry, Vendor Bill, etc.) to populate asset fields during asset creation.
- Transaction Posting: Sources data from asset fields to populate transaction fields on automated posting entries (NetAsset Depreciation Entry, NetAsset Disposal Entry, etc.)
- Allocations: Sources data from child asset allocation records to transactions, ensuring allocation-specific information transfers to posted entries.
- Inventory Reclass: Sources data from inventory transactions (Inventory Adjustment, Item Fulfillment, Item Receipt) to NetAsset Inventory Reclass transactions.
- Automation Rule: Sources data from transactions to asset fields when automation rules execute.
- Direct Expense Transaction: Sources data from originating transactions to NetAsset Direct Expense posting transactions, enabling transaction-to-transaction mapping.
- Formula: Uses asset field values for inclusion in depreciation calculations. This trigger type does not require a destination field and is specifically designed for formula-based computations.
When to Use Multiple Sourcing Records
Custom field data does not automatically transfer through all stages of the asset lifecycle. To ensure custom field values flow from the originating transaction through to depreciation entries, configure both Asset Creation and Transaction Posting triggers.
Example Scenario: A custom field "Cost Center" exists on Vendor Bills and must appear on both the Asset record and subsequent Depreciation Entries.
Required Configuration:
- Create a custom sourcing record with Asset Creation trigger to map the Cost Center from the Vendor Bill to the Asset record
- Create a second custom sourcing record with Transaction Posting trigger to map the Cost Center from the Asset record to Depreciation Entries
Without both sourcing records, the custom field value will populate on the Asset but will not transfer to automated posting transactions.
Step-by-Step Process
Asset Creation Trigger
- Navigate to NetAsset > NetAsset Setup > Manage Custom Sourcing.
- Click New NetAsset Custom Sourcing to create a custom sourcing record.
- Configure the following fields to define sourcing from the originating transaction to the asset record:
| Field | Description |
| Name | A unique name to identify this custom sourcing configuration. |
| Trigger | Select Asset Creation to source from the transaction on the create assets screen to the asset record. |
| From Transaction Field | The transaction field to source from. |
| To Asset Field | The asset field to source to. |
| Field Label | The name to use for the custom column field. Only relevant when the field needs to be viewed on the transaction sublist during asset creation. |
| Field Type | The type of field the custom column will be. Only relevant when the field needs to be viewed on the transaction sublist during asset creation. |
| Field Join | The internal ID of the field the custom column should join on. Only relevant when the field needs to be viewed on the transaction sublist during asset creation. |
| Field Source | The field source list if the Field Type is List/Record (prefix should be customrecord_ or customlist_). Only relevant when the field needs to be viewed on the transaction sublist during asset creation. |
- Click Save to preserve the custom sourcing configuration.
Sourcing Custom Segments: When sourcing a custom segment on asset creation, enable the dev mode checkbox to input the internal line ID of the custom segment. For example, to source a custom segment named "Program," populate the custom sourcing record with dev mode checked and enter "line.cseg_program" in the From Field ID.
Transaction Posting Trigger
- Navigate to NetAsset > NetAsset Setup > Manage Custom Sourcing.
- Click New NetAsset Custom Sourcing to create a custom sourcing record.
- Configure the following fields to define sourcing from the asset record to automated posting transactions:
| Field | Description |
| Name | A unique name to identify this custom sourcing configuration. |
| Trigger | Select Transaction Posting to source from the asset record to automated posting transactions. |
| From Record Field | The asset field to source from. |
| From Record Type | Select Asset as the record type. |
| To Transaction Field | The transaction field to source to. |
- Click Save to preserve the custom sourcing configuration.
Note: Sourcing Filters
Sourcing filter fields control when a custom sourcing record applies. All filters use AND logic, meaning every specified filter must be satisfied for the sourcing to execute. Available filters vary by trigger type.
Common sourcing filter examples:
- Subsidiaries: Apply sourcing only to specific subsidiaries (e.g., only Parent Company assets)
- Asset Types: Apply sourcing only to specific asset types (e.g., only Vehicles)
- Accounts: Apply sourcing only when specific accounts are involved (e.g., only Balance Sheet accounts)
- Impacts: Apply sourcing only to debit or credit journal lines
- Accounting Books: Apply sourcing only to specific books in multi-book environments
Note: Sourcing from Proposal Records
Transaction posting custom sourcing can also source fields from NetAsset Revaluation Proposal, Disposal Proposal, and Transfer Proposal records. When selecting the From Record Field, the dropdown will display fields preceded by the record type and a colon (e.g., "Disposal: Notes", "Revaluation: Notes"). The From Record Type field will automatically update based on the selected field. Verify that the From Record Type is correct to ensure proper data mapping.
Inventory Reclass Trigger
- Navigate to NetAsset > NetAsset Setup > Manage Custom Sourcing.
- Click New NetAsset Custom Sourcing to create a custom sourcing record.
- Configure the following fields to define sourcing from the originating transaction to the inventory reclass transaction:
| Field | Description |
| Name | A unique name to identify this custom sourcing configuration. |
| Trigger | Select Inventory Reclass to source from the originating transaction to the inventory reclass entry. |
| From Transaction Field | The originating transaction field to source from. |
| To Transaction Field | The inventory reclass field to source to. |
| Field Source | The field source list if the Field Type is List/Record (prefix should be customrecord_ or customlist_). Only relevant when the field needs to be viewed on the transaction sublist during asset creation. |
- Click Save to preserve the custom sourcing configuration.
Other Trigger Types
The remaining trigger types follow a similar setup process. Navigate to NetAsset > NetAsset Setup > Manage Custom Sourcing, click New NetAsset Custom Sourcing, select the appropriate trigger type, and configure the necessary fields based on the specific data flow requirements:
- Allocations: Sources data from child asset allocation records to transactions.
- Automation Rule: Sources data from transactions to asset fields when automation rules execute.
- Direct Expense Transaction: Sources data from originating transactions to direct expense posting transactions.
- Formula: Uses asset field values for inclusion in depreciation calculations.