NetSuite Journal Entries

The Export>NetSuite Journal Entries function exports transactions from FCA™ in a file format that can be imported into NetSuite. It excludes any transactions imported from NetSuite®, and gives you the option to also exclude transactions imported from PBM™ or FCA. Use this export to create a NetSuite .iif file that the client can import to update their NetSuite with changes made by the accounting office without having to do it manually in a journal entry.

Before using this export, export the client’s chart of accounts from their NetSuite file. Save the exported file where you can find it.

In FCA:

1. Select File>Exports>NetSuite Journal Entries.
2. Choose the path for the file and enter a file name.
3. Click Save.
   

   Note: The following dialog box will open the first time this export is run for a client. Click OK to continue.

    
4. Click the Import COA button.
5. Open the Chart of Accounts file created in NetSuite. This is only required the first time, but it is a good idea to periodically import a current chart of accounts from the client’s NetSuite.
6. When OK button becomes live, start mapping the FCA accounts to the NetSuite accounts that the data will be imported to. Type an account number or click on the arrow in each box in the Map To column to select the desired NetSuite account from the drop-down list.
7. Set the options in the window as desired.
   • Period/Year and Date Range⁠—Decide whether to export all qualifying transactions from the entered period, or those within an entered date range. For example, if this information is to be sent to the client following each pay period, use the Date Range option.
   • Summarize:
     • None⁠—All transactions will be sent as they exist in FCA.
     • Summarize all but Bank⁠—All detail records of transactions will be summarized into one journal entry with all records from checking type accounts being posted to the net offset account selected. At the same time, a separate transaction will be created using the date, check number, and contact from the original transaction for every record coming from a checking type account. One side of the transaction will post to the checking account, and the other side will post to the Net Check Offset Account. Using this option provides the client with the ability to do the bank reconciliation within NetSuite.
     • Summarize all⁠—This simply creates one journal entry with all records summarized.
   • Include PBM imports—This will include items you have imported from either FCA or PBM in the export file.
   • Send to Virtual Office—This will cause the program to open the file transfer utility with the export file ready to upload to the client's portal if this client has a VO Client ID recorded on the Setup>Company Information Company tab.
   • Suppress zero entries—Account records without amounts will not be exported.
8. Click OK to create the export file. A "Not Responding" message in the Windows Task Manager does not mean that the program is not working. A dialog box will open when the process is complete. DO NOT end the task or interrupt the export. When creating subsequent NetSuite journal entry export files, the program will display the date or period range of the file previously created and it will remember all previous account mappings.
9. Send the file to the client to import into NetSuite.