Shared Transactions Allocating NetAsset Journals

Overview

Shared Transactions can apply an allocation template to transactions generated by other Netgain products, including NetAsset. This article covers NetAsset specifically, but the same two-part setup applies to any Netgain product that posts transactions - the only thing that changes is where you add the template field and where you build the custom sourcing record.

Setup is two one-time pieces:

  1. A Shared Transaction Template field on the NetAsset Asset record, so you can select a template per asset.
  2. A custom sourcing record that copies the template from the asset onto the transaction lines when NetAsset posts a journal.

Once both are in place, select a template on the asset, run journals as usual, and Shared Transactions generates the allocation journal entry automatically using that template.

Before you start

Ensure:

  • Shared Transactions and NetAsset are both installed in the account.
  • The allocation template you want to apply already exists. To build one, see Shared Transactions Creating a New Template.
  • Set this up and confirm it in a sandbox before using it in production.

Step 1: Add the Shared Transaction Template field to the asset record

Add a custom field to the NetAsset Asset record so each asset can carry a template.

  1. Go to Customization > Lists, Records, & Fields > Record Types and open the NetAsset Asset record type. For detailed field-creation steps, see NetAsset Add Custom Fields.
  2. Add a new field and set the Type to List/Record.
  3. Set the List/Record source to Shared Transaction Template, so the field pulls from the Shared Transaction Template list.
  4. Click Save.

The field now appears on the NetAsset Asset record, where you can select a template.

Step 2: Create the custom sourcing record

Build a NetAsset custom sourcing record that copies the template from the asset onto the transaction lines at posting time.

  1. Go to NetAsset > NetAsset Setup > Manage Custom Sourcing and click New NetAsset Custom Sourcing.
  2. Set the Trigger to Transaction Posting. This sources field values from the asset record onto the transactions NetAsset posts.
  3. For the From Record Field, select the Shared Transaction Template field you created in Step 1.
  4. For the destination field, select the Shared Transaction Template (Body) field on the transaction. See Shared Transactions Customizing the "Shared Transaction Template (Body)" field if that field is not on the list. You may have to "show" the field on your transaction form.
  5. Click Save.

Applying a template and running journals

With the field and sourcing in place, select a template in the Shared Transaction Template field on the asset record, then run journals for the period as you normally would in NetAsset.

Each posted journal shows an Allocation Preview tab that links to the Shared Transaction journal it generated.

Shared Transactions creates the allocation journal entry automatically once the journal is run, and applies the selected template to it.

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