NetClose - Using Document Management & Folder Dimensions

Overview

The Document Management feature in NetClose Reconciliations connects Microsoft SharePoint or Google Drive directly to Reconciliation Records in NetClose. Users get a live link to all support documentation and can auto-create support "Items" on the Reconciliation Record.  

Reconciliation Folder Structure Setup

Folder Dimensions in NetClose

To pull files from Microsoft SharePoint or Google Drive into NetClose, NetClose creates a folder for each Account Grouping inside the period folder when reconciliations are generated.

By default, the system uses the NetClose Account Group name as that folder layer. For finer control over how reconciliations are organized - for example, when several Account Groupings share a category like "AP" - you can override the default with up to two folder dimensions per Account Grouping:

• Folder Dimension 1 - replaces the Account Group name as the outer folder layer
• Folder Dimension 2 - adds an inner folder layer nested inside Folder Dimension 1 (optional)

With both dimensions set, the path to reconciliation files is Netgain Tools > NetClose Reconciliations > Period folder > Folder Dimension 1 > Folder Dimension 2.

Always store reconciliation files in the deepest folder for each Account Grouping - Folder Dimension 2 if set, otherwise Folder Dimension 1, otherwise the Account Group folder.

For example, if a user has two NetClose Account Groups one called AP Trade and one called AP Canada, and they set Folder Dimension 1 for AP Trade as “AP” but not Folder Dimension 2, and for AP Canada they set Folder Dimension 1 to “AP” and Folder Dimension 2 to “Canada”, and the period is March 2026, then the files for those respective groups would be as follows.

The deepest folder for each Account Grouping (the “tagged” folder shown when opening the Document Management tab on a reconciliation) now includes the period name in its folder name. This makes it easier to identify the period when a user has folder-level access only and the folder appears outside its parent in a Shared-with-me view.

How to Set Up Folder Dimensions

Users set Folder Dimension 1 and Folder Dimension 2 on the NetClose Account grouping by navigating to NetClose > Setup > Account Grouping and Rules. Click Edit on the table to assign or modify Folder Dimension 1 and Folder Dimension 2 for each reconciliation record. View full size

Alternatively, users can click into individual NetClose Account groupings and navigate to the OneDrive Setup section to define these Folder Dimension 1 and Folder Dimension 2. View full size

Reconciliation Tags and Operation

1. Generate reconciliations for the next period. The folder structure described above is created automatically. 

2. Users can either drag and drop files or can search for a file by selecting Upload File. Once these files are linked and customized, they will remain linked/customized for future reconciliation periods. View full size
   

3. The Document Management feature also generates an Import File Tag - a unique string used in two ways: as the tag that links a file to a reconciliation, and as the text indicator that auto-creates reconciling Items inside the file. These tags are randomly generated but can be overridden; once overridden, future reconciliations of that account/subsidiary combination will use the new tag. View full size
   
   

4. To customize all File Import Tags, perform a CSV import for the first month of reconciliations (the first month the Microsoft Connection was established) to override the field “Reconciliation Group Tag” (custrecord_nact_recon_group_tag) for each reconciliation to a unique string of characters. Once updated, this tag can be used to upload reconciling items from any excel file from within the larger "Netgain Tools" folder generated by the system.

5. If the user would like NetClose to auto-create an "Item" on the Reconciliation Record, they would input a text indicator in their file by using their Import File Tag ("NETCLOSE_TOTAL_DEBT>" ). This indicator tells the system to bring in the balance and the description. If the arrow on the indicator is pointing to the RIGHT, the system will pull in the balance to the right of the text indicator and the description to the right of the balance and vice versa for the arrow pointing to the LEFT. The system will pull in this information and create an "Item" to explain the unexplained balance for the reconciliation. The tag can be used to bring in more than one item, so if the tag appears twice in one file it will create two reconciling items. View full size View full size

6. To sync files, navigate to NetClose > Reconciliations and select the specific reconciliations for syncing. Users can select one, multiple, or all reconciliations to sync. Please note, that the script to sync all reconciliations runs overnight, so it is generally preferable to select the specific reconciliations a user wants to sync. Click the Sync Files button within NetClose to sync the tagged reconciliation items that are stored in excel files in the OneDrive. Users can also drag and drop files directly into Document Management for specific reconciliations to trigger syncing. View full size View full size

Once setup, the user is ready to begin their reconciliation process!

Carrying Files Forward Each Period

NetClose copies any file with a # symbol in its name from one period's reconciliation folder into the next period's folder when the new folder is generated. Include # in the name of any template or reference file that should appear automatically each period.

Folder Permissions Roll-Forward

When NetClose generates the next period's reconciliation folders, it copies access from each Account Grouping's tagged folder forward to the new period - so customers no longer need to re-share folders each month.

Where to Set Permissions

Grant SharePoint or Google Drive access at the Reconciliation Account Grouping folder - the tagged folder that opens when a user clicks the Document Management tab on a reconciliation. Depending on configuration, this is the Folder Dimension 2 folder, the Folder Dimension 1 folder, or the Account Group folder.

NetClose uses the Account Grouping folder as the anchor for the roll-forward lookup. Permissions set on the period folder, the NetClose Reconciliations parent, or on individual sub-folders or files are not guaranteed to carry over.

How it Works

NetClose reads the current access on the most recently generated tagged folder for each Account Grouping and applies it to the new folder. Through SharePoint and Drive inheritance, access on the tagged folder also propagates to sub-folders and files inside it.

• Permission changes apply on a go-forward basis. They do not retroactively change access on prior period folders.
• "Most recently generated" is determined by folder creation timestamp, not calendar order. If an earlier period is regenerated after a later one already exists, the later folder is used as the source for the next regeneration.
• NetClose never overwrites permissions on folders that already exist.

When Manual Setup is Still Required

First-time generations have no prior folder to copy from. Set initial permissions in SharePoint or Google Drive after the first generation - both the first time an Account Grouping is used and when a new Account Grouping is added later.

Period Folder Name Format

By default, period folders created under NetClose Reconciliations use an abbreviated month-year format (for example, Jan 2026). A global setting now allows administrators to switch to a numeric YYYY.MM format (for example, 2026.01) for newly generated period folders. The numeric format sorts the period folders chronologically when listed in SharePoint, OneDrive, or Google Drive, which is helpful for customers with many months of history. 

To update, go to NetClose > Setup > System Setup > System Features > Reconciliations. Select "Document Management Use Numeric Period Names" and Save. View full size

File Size and Parse Settings

Document Management syncs Excel files stored in the tagged folder for each reconciliation. Files up to approximately 30 MB have been successfully synced; the practical ceiling depends on the customer’s NetSuite account configuration and sync timing.

For best sync performance with large Excel files, set the ParseXTab setting to 1 under Netgain > Setup > System Setup > Document Management. With ParseXTab set to 1, NetClose reads only the first tab/sheet of each Excel file rather than every tab/sheet in the workbook. View full size