This article is relevant if you use NetSuite Allocation Schedules and have many to run during your month-end processing.
Background
NetSuite’s allocation schedules are a sophisticated tool for Controllers, designed for end-of-period accounting. These schedules enable the distribution of general ledger amounts across multiple accounts, effectively automating an otherwise complex task. A classic example would be the apportionment of facility rent across functional departments based on weighted average costs at the department level.
NetSuite doesn’t merely support the creation of these allocation schedules; it also facilitates the establishment of allocation batches. This allows for crafting dependency chains, wherein one allocation schedule feeds into the next in a sequence, creating a tightly woven, automated accounting process. NetSuite only allows you to chain together up to ten underlying schedules with these batches.
While the core utility of these schedules alleviates the burden on Accounting Controllers —- reducing the need for separate, cumbersome spreadsheets — the system can turn cumbersome with scale. In this case, a long-standing client approached us for whom we led a NetSuite implementation a decade ago, beleaguered by the tedium of managing over 100 allocation schedules. Navigating through them, clicking to generate journal entries, had become a painstaking, error-prone affair.
The question became this: Can we innovate around this challenge? Is there a more efficient, less manual method to leverage the power of NetSuite’s allocation schedules, especially when the scale is grand?
Introducing Bulk NetSuite Allocation Schedule Journal Entry Generation
While NetSuite’s allocation batches offer a semblance of automation, as mentioned, they hit a limitation with just 10 allocation schedules per batch. For organizations managing hundreds of schedules, this restriction effectively means no help is offered. What’s missing from NetSuite’s native capabilities is a mechanism for bulk execution of these allocation schedules.
Further adding to the challenge is that, unlike the bulk of NetSuite SuiteScript offerings, which run server-side, the allocation schedule operation specifically requires triggering functions client-side in a non-documented manner.
Take Advantage of the Prolecto Extensible Client Framework
We’ve engineered a license-free framework, designed to facilitate the rapid creation of high-performance NetSuite client-side applications. Just a month ago, I wrote on its capabilities in an article titled, Watch How to Extend NetSuite Sublist with High Performance Edits. In a similar vein, this framework enables bulk allocation schedule execution, akin to my 2020 article, See How to Craft Fast and Flexible NetSuite Bulk Record Generators.
User-Centric Functionality and Real-Time Feedback
Generating saved searches or SuiteQL queries to list out the schedules is straightforward. Basic filters help optimize the user experience, letting you either select all or individual allocation schedules for execution. Upon selection, the framework fires the native-but-not-API-exposed ‘Create Journal Entry’ routine. A real-time progress indicator illustrates the application is doing the work, capturing and presenting any error messages as they arise. We’ve designed it to reveal the newly created journal entries directly on the user interface, sparing the need to navigate through each schedule individually to get to the underlying automated work.
To get a better understanding, click through the accompanying images.
Engage with High-Caliber NetSuite Leadership
The true strength of the NetSuite platform is revealed when commanded by experts who know how to navigate its nuances. In this scenario, we’re capitalizing on two built-in capabilities:
- NetSuite’s SuiteLets for application creation, and;
- Client-side browser functionality (not often considered as we have to go beyond convention).
The finesse lies in discerning how to trigger NetSuite’s native features, even when formal APIs are absent. Here, the browser environment reveals these functions, enabling our tools to serve as agents for the end user maximizing efficiency while mitigating errors.
Prolecto Labs: License-Free Tools Centered Around Client Needs, Not Sales Agendas
Distinctive to our approach is our commitment to offer clients our license-free tools via Prolecto Labs. These tools serve as modular building blocks for crafting tailored solutions. The focus stays firmly on aligning with our clients’ specific business objectives, rather than pushing a software sales agenda. This ethical stance resonates with our clients. They say they feel heard, and they appreciate our capability to transcend perceived limitations, drawing upon 15 years of past NetSuite achievements to engineer innovative solutions.
If you found this article relevant, feel free to sign up for notifications to new articles as I post them. If you would like to tackle your NetSuite advanced accounting situations, let’s have a conversation.
Marty Zigman
Holding all three official certifications, Marty is regarded as the top NetSuite expert and leads a team of senior professionals at Prolecto Resources, Inc. He is a former Deloitte & Touche CPA and has held CTO roles. For over 30 years, Marty has produced leadership in ERP, CRM and eCommerce business systems. Contact Marty to set up a conversation.
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