NetCash Automation Rules - Merchant to Entity Alias Mapping
Overview
A common NetCash automation rule matches a bank transaction to a NetSuite transaction when the amount and date are the same and the Merchant on the bank transaction matches the Entity on the NetSuite transaction. The Merchant on a bank transaction often does not exactly match the Entity name in NetSuite, for example "Zoom Pro" instead of "Zoom." Entity Alias Mapping tells NetCash which Merchant values belong to which Entity, so these transactions still match.
If your bank does not send a Merchant, NetCash can also find the Entity from the transaction Description. See Description-based entity matching below.
Entity alias mapping
NetCash compares the Merchant on each bank transaction to the Entity name and to each Entity Alias for an exact match. To add an Entity Alias:
- Navigate to NetCash > Setup > Entity Mapping.
- Click New Row.
- Select the NetSuite Entity to add mapping for.
- In the Entity Alias cell next to the NetSuite Entity, enter each value the Entity may appear as in the Merchant field of your bank transactions. To add more than one alias, separate each value with a comma.
The following example shows Entity Mapping for the NetSuite Entity "Zoom." On the bank transactions, Zoom often appears as the Merchant "Zoom" or "Zoom Pro." This Entity Mapping ensures that when NetCash sees a bank transaction with the Merchant "Zoom Pro," it treats that transaction as the NetSuite Entity Zoom for any NetCash Automation Rules. Several Entities in the screenshot have multiple Entity Aliases.
Add an alias only when the Merchant on your bank transactions differs from the NetSuite Entity name. Entities whose names already match the Merchant do not need one.
Description-based entity matching
Some banks do not send a Merchant value. For these banks, the identifying text appears only in the Description, for example "ACH PAYMENT ACME INC INV 12345". When a bank transaction arrives with an empty Merchant, NetCash checks the transaction text for a NetSuite Entity name or an Entity Alias. If it finds one, NetCash fills in the Merchant field with the matched alias text. From that point, the transaction resolves to the Entity and works with Automation Rules the same way as any transaction that arrived with a Merchant.
Description-based matching applies to new bank transactions from every ingestion path including provider syncs, direct API, and CSV imports.
How matching works
- NetCash only fills a Merchant that is empty. A Merchant supplied by the bank or CSV is never overwritten, even when the Description contains a different Entity's alias.
- NetCash checks the Description, then the Alternate Description, then the Name. The first field with a match is used.
- Both NetSuite Entity names and Entity Aliases are searched.
- Matching is not case-sensitive.
- An alias must appear as a whole word or phrase. It does not match inside a longer word.
- When the text contains aliases for more than one Entity, the longest match is used.
- The Merchant is filled with the matched alias text, not the Entity name. If the alias is later deleted from the Entity Mapping, the transaction no longer resolves to the Entity.
| Alias | Description contains | Match |
|---|---|---|
| acme | ACH ACME INC | Yes |
| acme | ACMECORP PAYMENT | No |
| acmecorp | ACME PAYMENT | No |
| bank of america | DEBIT BANK OF AMERICA CARD PMT | Yes |
| bank of america | BANK FEE MONTHLY | No |
| UPS | PAYMENT UPS STORE | Yes |
| UPS | UPSTATE FREIGHT | No |
Use distinctive aliases
NetCash matches the alias as written. A very short alias (one or two characters) matches any standalone occurrence of that word in a Description. Use distinctive aliases to avoid matching the wrong Entity.
OneWorld subsidiary scoping
In OneWorld accounts, NetCash only matches Entities in the same subsidiary as the bank account. If two subsidiaries have the same alias text, a transaction on a subsidiary A bank account resolves to the subsidiary A Entity. A transaction in a subsidiary with no matching Entity keeps an empty Merchant.
Turning off description-based matching
Description-based matching is on by default. To turn it off, navigate to NetCash Setup > System Features > Matching, select Disable Description Entity Matching, and click Save. New transactions keep an empty Merchant when the bank does not send one.
Settings are cached
NetCash caches global settings. Allow up to 20 minutes, or save the settings again, before testing a change.
Applying description matching to existing transactions
Transactions imported before an alias existed are not updated automatically. The NetCash | Entity Alias Backfill | MR script fills the Merchant on existing transactions that have an empty Merchant. The script has one on-demand deployment (Not Scheduled) and these parameters:
| Parameter | Description |
|---|---|
| From Date, To Date | Limits the transactions scanned to this date range. |
| Provider | Limits the scan to one provider, for example PLAID. |
| Bank Accounts | Limits the scan to specific bank accounts. Enter internal IDs separated by commas. |
| Preview | Logs the Merchant values NetCash would set and changes no records. |
- Run the deployment with Preview selected and review the Execution Log. Each line reads "would set merchant to ...", and the final line shows the scanned, matched, updated, and skipped counts.
- Run the deployment again with Preview cleared to update the transactions.
The script processes the newest transactions first and handles up to about 100,000 rows per run. If the script stops early because of NetSuite governance limits, the counts show skipped rows. Run the script again to process them, or narrow the date range, provider, or bank accounts.
