NetClose - AI Generated Flux Analysis
Overview
NetClose includes AI Flux Explanations — a feature that delivers instant analysis of account activity while keeping data security and privacy front and center. It is disabled by default and must be enabled before use. Here's what you need to know about how it works and how your data is protected.
Two Separate AI Capabilities
NetClose offers two different AI features, and they handle data differently. This article covers the first.
- AI Flux Explanations (this article) — NetClose writes the flux narrative by making a server-side call from your NetSuite account to OpenAI's API. This is the feature controlled by the Flux Analysis AI setting.
- AI via MCP tools — NetClose exposes your NetSuite data as tools to an AI assistant that you connect, such as Claude or ChatGPT. In that case the analysis runs inside your own AI subscription and tenant, under your own controls, and not through NetClose. See NetClose - AI Integration with LLMs via MCP.
Data Security
NetClose's AI Flux Explanations are designed with a privacy-first approach. They use the OpenAI API — not the consumer ChatGPT product — called server-side from your NetSuite account using a Netgain-managed API key. For this feature, OpenAI acts as a sub-processor.
Data submitted through the API is not used to train or improve any AI models. No prompts sent from NetClose are ever opted into data-sharing programs.
Submitted data is retained by OpenAI for a maximum of 30 days solely for abuse monitoring purposes. After that window, data is permanently deleted unless retention is required by law. Access to any retained data is strictly limited to a small group of authorized personnel bound by confidentiality and security obligations. See Data controls in the OpenAI platform for more information.
Stricter data-handling requirements?
AI Flux Explanations call OpenAI's API directly. They are not currently routed through a cloud-provider runtime such as Amazon Bedrock, Google Vertex AI, or Azure AI Foundry. Zero Data Retention (ZDR) is available only through a direct enterprise agreement with OpenAI, not a setting Netgain controls. If your policy does not allow inference through OpenAI's API, leave this feature disabled and use the MCP option above through your own approved AI runtime.
What Data Is Sent
The model is given only what it needs to explain a variance. As high-level context, NetClose sends the account or flux group name, the balances for the two periods being compared, and transaction counts by type. Your company name and industry are not sent as context.
To produce a meaningful analysis, NetClose also sends the underlying transaction lines for the account — up to 2,000 lines per period, trimmed to fit a per-period size limit before the request is sent. Only accounts included in a flux scenario are ever sent, and only for the two periods being compared. No data from other NetClose modules is sent.
By default, transaction lines include subsidiary and entity names such as vendors and customers. If those names are themselves sensitive, turn on "ID Preferred" in system settings, described below, which replaces them with internal IDs.
ID Preferred
By default, information sent to OpenAI includes transaction date, subsidiary name, account, transaction type, entity name, transaction name, memo, and amount.
If "ID Preferred" is enabled in system setup, it uses the same fields but replaces identifying names with internal IDs — for example, substituting the subsidiary's internal ID for its name, and the entity's internal ID for the entity name.
You can also configure either mode to omit transaction memos for an additional layer of protection.
Enabling AI
Flux AI settings are managed under NetClose > Setup > System Setup, under the Flux Analysis AI field group.
- Flux Analysis AI Enabled — Must be checked to activate AI Flux Analysis. This is a prerequisite for the settings below to work. When it is unchecked, NetClose makes no AI calls and no data leaves NetSuite for AI.
- ID Preferred — Switches your queries to Secure mode, replacing names with internal IDs.
- Do Not Include Transaction Memo — Removes memos from all submitted transaction data.
- Flux AI Length (Characters) — Modify the explanation length that AI provides.
