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Table of Contents
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Overview
As part of NetSuite’s core processes, existing transactions are locked and restricted for editing, while new transactions cannot be created for any locked or closed period. FlowAP’s conversion process creates a transaction based on the date specified in the XML. Meanwhile, FlowAP’s approval process edits the transaction’s date based on necessity due to system limitations. Due to this, there are instances where the XML’s date falls under an already locked and/or closed period. This page details how FlowAP handles these scenarios and how NetSuite’s configuration regarding date-period mismatch handling plays a key part in this.
NetSuite Preferences
NetSuite has three main preference options that define how date-period mismatch is handled: Allow Transaction Date Outside of Posting Period, Default Posting Period When Transaction Date in Closed Period, and Allow Inventory Transactions Dated Outside the Posting Period. This section will discuss each option and how it affects the overall system behavior.
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This preference determines whether date-period mismatches are allowed for inventory-related transactions.
Check this box to allow dating a transaction outside the posting period.
Clear this box to prevent dating a transaction outside the posting period.
FlowAP Subsidiary Setup
Alongside the NetSuite preferences, three main settings must be configured to properly define the desired behavior whenever a transaction is dated on a closed period: Move Transaction Date When (Conversion), Move Transaction Date When (Approval), and Move Transaction Date To.
General Preference
Move Transaction Date To
This dictates what date will the trandate be updated.
This only applies when Move Transaction Date When setting is shared between Flow Conversion and Flow Approval. The value of this field dictates the final transaction date in case a transaction is dated on a closed period. Note that the behavior for the conversion occurs upon the creation of the record, while the behavior for the approval occurs each time an approval or a rejection is performed. Lastly, this setting only applies when Move Transaction Date When (Conversion) or Move Transaction Date When (Approval) IS NOT Never.
The available values for this setting are:
First Day of Current Period - This option takes the first day of the current period and uses it as the transaction date. The current period refers to the posting period of today’s date.
First Day of Earliest Open Period - This option takes the earliest open period and uses the first day of that period as the transaction date.
Conversion Preferences
Move Transaction Date When (Conversion)
This dictates the behavior of setting is specific to Flow Conversion. This dictates when the transaction date will be moved to a different date other than what is indicated in the inbound e-document or FlowAP document during conversion.
Period is Closed - This option requires moving transaction dates if the transaction is dated in a closed period.
Period is A/P Locked - This option requires moving transaction dates if the transaction is dated in a locked period.
Never - This option determines that dates should not be moved. DO NOT USE this option if Allow Transaction Date Outside of Posting Period is set to Disallow.
Approval Preferences
Move Transaction Date When (Approval)
This dictates the behavior of setting is specific to Flow Approval. This dictates when the transaction date will be moved to a different date during approval.
Date-Period Mismatch Allowed & Transaction Date Period is Closed - Use this option if the transaction date should be moved only when Allow Transaction Date Outside of Posting Period is set to Allow or Warn and the transaction date falls on a Closed period.
Date-Period Mismatch Allowed & Transaction Date Period is A/P Locked - Use this option if the transaction date should be moved only when Allow Transaction Date Outside of Posting Period is set to Allow or Warn and the transaction date falls on a Locked period.
Date-Period Mismatch Disallowed & Transaction Date Period is Closed - Use this option if the transaction date should be moved only when Allow Transaction Date Outside of Posting Period is set to Disallow and the transaction date falls on a Closed period.
Date-Period Mismatch Disallowed & Transaction Date Period is A/P Locked - Use this option if the transaction date should be moved only when Allow Transaction Date Outside of Posting Period is set to Disallow and the transaction date falls on a Locked period.
Never - This option determines that dates should not be moved. DO NOT USE this option if Allow Transaction Date Outside of Posting Period is set to Disallow.
Known Use Cases
Conversion
Allow Transaction Date Outside of Posting Period | Default Posting Period When Transaction Date in Closed Period | Allow Inventory Transactions Dated Outside the Posting Period | Move Transaction Date When (Conversion) | Move Transaction Date To | Expected Behavior |
|---|---|---|---|---|---|
Allow/Warn | Current Period | Checked | Period is Closed | First Day of Current Period | Transaction Date is moved to the first day of the current period if the posting period is closed. |
Allow/Warn | Current Period | Cleared | Period is Closed | First Day of Current Period | Transaction Date is moved to the first day of the current period if the posting period is closed. If transaction is inventory-related, transaction date movement will fail. |
Allow/Warn | First Open Period | Checked | Period is Closed | First Day of Current Period | Transaction Date is moved to the first day of the current period if the posting period is closed. |
Allow/Warn | First Open Period | Cleared | Period is Closed | First Day of Current Period | Transaction Date is moved to the first day of the current period if the posting period is closed. If transaction is inventory-related, transaction date movement will fail. |
Allow/Warn | Current Period | Checked | Period is Closed | First Day of Earliest Open Period | Transaction Date is moved to the first day of the earliest open period if the posting period is closed. |
Allow/Warn | Current Period | Cleared | Period is Closed | First Day of Earliest Open Period | Transaction Date is moved to the first day of the earliest open period if the posting period is closed. If transaction is inventory-related, transaction date movement will fail. |
Allow/Warn | First Open Period | Checked | Period is Closed | First Day of Earliest Open Period | Transaction Date is moved to the first day of the earliest open period if the posting period is closed. |
Allow/Warn | First Open Period | Cleared | Period is Closed | First Day of Earliest Open Period | Transaction Date is moved to the first day of the earliest open period if the posting period is closed. If transaction is inventory-related, transaction date movement will fail. |
Allow/Warn | Current Period | Checked | Period is A/P Locked | First Day of Current Period | Transaction Date is moved to the first day of the current period if the posting period is locked. |
Allow/Warn | Current Period | Cleared | Period is A/P Locked | First Day of Current Period | Transaction Date is moved to the first day of the current period if the posting period is locked. If transaction is inventory-related, transaction date movement will fail. |
Allow/Warn | First Open Period | Checked | Period is A/P Locked | First Day of Current Period | Transaction Date is moved to the first day of the current period if the posting period is locked. |
Allow/Warn | First Open Period | Cleared | Period is A/P Locked | First Day of Current Period | Transaction Date is moved to the first day of the current period if the posting period is locked. If transaction is inventory-related, transaction date movement will fail. |
Allow/Warn | Current Period | Checked | Period is A/P Locked | First Day of Earliest Open Period | Transaction Date is moved to the first day of the earliest open period if the posting period is locked. |
Allow/Warn | Current Period | Cleared | Period is A/P Locked | First Day of Earliest Open Period | Transaction Date is moved to the first day of the earliest open period if the posting period is locked. If transaction is inventory-related, transaction date movement will fail. |
Allow/Warn | First Open Period | Checked | Period is A/P Locked | First Day of Earliest Open Period | Transaction Date is moved to the first day of the earliest open period if the posting period is locked. |
Allow/Warn | First Open Period | Cleared | Period is A/P Locked | First Day of Earliest Open Period | Transaction Date is moved to the first day of the earliest open period if the posting period is locked. If transaction is inventory-related, transaction date movement will fail. |
Allow/Warn | Current Period | Checked | Never | First Day of Current Period | No movement of transaction dates. |
Allow/Warn | Current Period | Cleared | Never | First Day of Current Period | No movement of transaction dates. |
Allow/Warn | First Open Period | Checked | Never | First Day of Current Period | No movement of transaction dates. |
Allow/Warn | First Open Period | Cleared | Never | First Day of Current Period | No movement of transaction dates. |
Allow/Warn | Current Period | Checked | Never | First Day of Earliest Open Period | No movement of transaction dates. |
Allow/Warn | Current Period | Cleared | Never | First Day of Earliest Open Period | No movement of transaction dates. |
Allow/Warn | First Open Period | Checked | Never | First Day of Earliest Open Period | No movement of transaction dates. |
Allow/Warn | First Open Period | Cleared | Never | First Day of Earliest Open Period | No movement of transaction dates. |
Disallow | Current Period | Checked | Period is Closed | First Day of Current Period | Transaction Date is moved to the first day of the current period if the posting period is closed. |
Disallow | Current Period | Cleared | Period is Closed | First Day of Current Period | Transaction Date is moved to the first day of the current period if the posting period is closed. If transaction is inventory-related, transaction date movement will fail. |
Disallow | First Open Period | Checked | Period is Closed | First Day of Current Period | Transaction Date is moved to the first day of the current period if the posting period is closed. |
Disallow | First Open Period | Cleared | Period is Closed | First Day of Current Period | Transaction Date is moved to the first day of the current period if the posting period is closed. If transaction is inventory-related, transaction date movement will fail. |
Disallow | Current Period | Checked | Period is Closed | First Day of Earliest Open Period | Transaction Date is moved to the first day of the earliest open period if the posting period is closed. |
Disallow | Current Period | Cleared | Period is Closed | First Day of Earliest Open Period | Transaction Date is moved to the first day of the earliest open period if the posting period is closed. If transaction is inventory-related, transaction date movement will fail. |
Disallow | First Open Period | Checked | Period is Closed | First Day of Earliest Open Period | Transaction Date is moved to the first day of the earliest open period if the posting period is closed. |
Disallow | First Open Period | Cleared | Period is Closed | First Day of Earliest Open Period | Transaction Date is moved to the first day of the earliest open period if the posting period is closed. If transaction is inventory-related, transaction date movement will fail. |
Disallow | Current Period | Checked | Period is A/P Locked | First Day of Current Period | Transaction Date is moved to the first day of the current period if the posting period is locked. |
Disallow | Current Period | Cleared | Period is A/P Locked | First Day of Current Period | Transaction Date is moved to the first day of the current period if the posting period is locked. If transaction is inventory-related, transaction date movement will fail. |
Disallow | First Open Period | Checked | Period is A/P Locked | First Day of Current Period | Transaction Date is moved to the first day of the current period if the posting period is locked. |
Disallow | First Open Period | Cleared | Period is A/P Locked | First Day of Current Period | Transaction Date is moved to the first day of the current period if the posting period is locked. If transaction is inventory-related, transaction date movement will fail. |
Disallow | Current Period | Checked | Period is A/P Locked | First Day of Earliest Open Period | Transaction Date is moved to the first day of the earliest open period if the posting period is locked. |
Disallow | Current Period | Cleared | Period is A/P Locked | First Day of Earliest Open Period | Transaction Date is moved to the first day of the earliest open period if the posting period is locked. If transaction is inventory-related, transaction date movement will fail. |
Disallow | First Open Period | Checked | Period is A/P Locked | First Day of Earliest Open Period | Transaction Date is moved to the first day of the earliest open period if the posting period is locked. |
Disallow | First Open Period | Cleared | Period is A/P Locked | First Day of Earliest Open Period | Transaction Date is moved to the first day of the earliest open period if the posting period is locked. If transaction is inventory-related, transaction date movement will fail. |
Disallow | Current Period | Checked | Never | First Day of Current Period | Not allowed. Cannot save the transaction. |
Disallow | Current Period | Cleared | Never | First Day of Current Period | Not allowed. Cannot save the transaction. |
Disallow | First Open Period | Checked | Never | First Day of Current Period | Not allowed. Cannot save the transaction. |
Disallow | First Open Period | Cleared | Never | First Day of Current Period | Not allowed. Cannot save the transaction. |
Disallow | Current Period | Checked | Never | First Day of Earliest Open Period | Not allowed. Cannot save the transaction. |
Disallow | Current Period | Cleared | Never | First Day of Earliest Open Period | Not allowed. Cannot save the transaction. |
Disallow | First Open Period | Checked | Never | First Day of Earliest Open Period | Not allowed. Cannot save the transaction. |
Disallow | First Open Period | Cleared | Never | First Day of Earliest Open Period | Not allowed. Cannot save the transaction. |
Approval
Allow Transaction Date Outside of Posting Period | Default Posting Period When Transaction Date in Closed Period | Allow Inventory Transactions Dated Outside the Posting Period | Move Transaction Date When (Approval) | Move Transaction Date To | Expected Behavior |
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