A journal entry records debits and credits to be posted to general ledger accounts. Account values are thus adjusted without having to enter transactions such as invoices or bills.
The source data for a journal entry often comes from another system and is readily available in CSV or Excel format. Rather than key this information in manually or with a CSV import CloudExtend users save time by creating their journal entry directly from Excel.
In this video, we are going to show you how to manage Journal Entries via Excel using CloudExtend Excel Data Management for NetSuite.
💡 Tip: It is best to check out the forms and fields and identify header, column, and required fields in NetSuite that you may need in building the template.
If you are using NetSuite Classic Interface you can go to:
Transactions>Financials>Make Journal Entries
Line List: Account
Line List: Debit
Line List: Credit
Line List: Memo (Optional only. Used for notes)
Different ways of Creating Journal Entries
See different ways of creating journal entries using CloudExtend.
Creating One Journal Entry
Creating Multiple Journal Entries
To create one record. You may use the trandate field, enter the same trandate value, and all the lines along with it will be created as one record in NS.
Recreate an existing Journal Entry from NetSuite
If you have an existing journal entry you want to recreate, get the internal ID from NetSuite and put the internal ID values in the internalID cell. Hit Refresh and this will pull the latest data of that record, then do the following:
Step 1: Clear out internalID and tranID fields and update other header fields such as Transaction Date and line level debits and credits.
Because the internalId is now empty, this will create a new record in NetSuite. The tranID by default is automatically generated by NetSuite, clear it out to avoid duplicates.
Step 2: Go to Upsert to create a new record.
If the internalID is returned and is highlighted green, it means the new journal entry has been created successfully (yay for you).
Copy/Paste Data Prepared from Other Systems
If you have data from other systems, you can prepare them beforehand and easily use the copy/paste feature of Excel and you are ready to upload to NetSuite in a few clicks!
Manually Key in Data using Picklist to Get the Values from NetSuite
You can create Journal Entries from scratch. Make sure to have all the mandatory and necessary fields to populate loaded into the template. Picklist values are available for list data type in NetSuite.
2 Ways to Select Picklist Values
Type-ahead on the cell. This will look for a matching list of items in NetSuite.
Use the Picklist drop-down value in the add-in itself.
Creating Multiple Journal Entries
To create transactions with multiple lines (line-level detail) ensure that all header level fields are identical.
💡 Tip: As long as another header field is different NetSuite will recognize it as a new set of record.
Using Trandate Field only
For this example, there are 3 different header values. There were three journal entries created in NetSuite.
Using Trandate and Memo field
In the example, you can see that the trandate value is the same. To create multiple records, we can use memo and other header values to split and create multiple records.
The first 6 lines have the same trandate and memo values which equates to one Journal Entry.
The last 2 lines have the same trandate and memo value which created a separate Journal entry.
Burst Upload Feature
The Burst Mode Upload was built for users who want to upload a large number of records or those who want to queue up multiple uploads without having to wait for each one to complete.