With Cryptio’s Netsuite integration, you are supported with multi-entity treatment, class, and custom segment categorization. If you haven’t connected your Netsuite integration just yet, check out our Connect your Oracle Netsuite to Cryptio article. If you want to learn how to sync the transaction between Cryptio and Netsuite, read our Syncing transactions to Netsuite article.

Pre-requisite - Netsuite interface

A. Set up your Netsuite classifications/properties

• If you are an experienced Netsuite user and have set up subsidiaries, classes, and custom segments, then jump to point B.
• If you are not sure how to set up the different properties and need more guidance, we have summarised the key terms, linked Netsuite help center articles, and put them in order to guide you through the whole process below.

Multi-entity / subsidiaries

• If you have multiple entities and want to make sure your multi-entity accounting is standardized, Netsuite has the powerful capabilities of pulling all transactions together and breakdown them down into subsidiaries.
• Users just need to make sure that all of these entities are set up within Netsuite (users can also assign existing transactions to subsidiaries later on by editing the journal entries). Follow the Netsuite guide on Working with Subsidiaries.
• ‼️ In Cryptio we associate 1 workspace = 1 entity. Users can now select the subsidiary when connecting to an integration. In Part B, we deep dive into how to link Cryptio with the Netsuite subsidiary.

Class

🧑‍🏫 Classes are categories that you can create to track records such as financials, transactions, and employees. Classes are most commonly referred to by NetSuite as revenue streams. Users can set up classes to differentiate different revenue (e.g. recurring vs. non-recurring revenues).

• Some of the benefits of using ‘classes’:

  • There is no need to create further sub-ledger within the CoA, instead just classify the transaction with the assigned ‘class’.

  • Super useful during reporting (e.g. sales report) and then users can break down the report by class or further custom segments.

    

• To create classes within Netsuite, check out this help center article.

• Video guidance:

  • https://www.youtube.com/watch?v=YqfySvAs2Oo
  • https://www.youtube.com/watch?v=k8jSUiAoDjI

Custom segments

🧑‍🏫 The Custom Segments feature lets you create custom classification fields similar to class, department, and location. You can create an unlimited number of custom segments, define possible values for each segment, and add the segments to specific record types. People working in NetSuite can then use the segments to classify records appropriately. For more benefits, check out Netsuite’s help center article.

• To create a custom segment, follow the instruction as summarised in the Netsuite help center article.
• A business may decide to track another sort of metrics to host transactions e.g. invoices, digital assets, etc.
• Video guidance: https://www.youtube.com/watch?v=ythqL-7iKSg

B. Updating existing permissions for multi-entities, classes, and custom segments treatment

You have already integrated your Netsuite account with Cryptio. To use the new features of Netsuite V2, you need to add new permissions in a few in the Role (Point B in the Connect your Oracle Netsuite article) in the created for the integration:

1. Navigate to Setup > Users/Roles > Manage Roles
2. Find and select the Role you have previously created for your Cryptio integration (it might be called ‘Cryptio Integration Role’.
3. Within the role, click Edit at the top or bottom of the page.
4. Scroll to the Permissions and under Lists add the following permissions with the associated levels:
   • Classes (View)
   • Custom Record Entries (View)
   • Subsidiaries (View)
5. Then under Setup add the following permissions and levels:

• • Custom Record Types (View)
  • Custom Segments (View)

C. If you have set up custom segments within Netsuite and you want to be able to book in ledger entries lines, follow these steps:

In order to create a custom segment, scroll back to Point A and see all guidance above.

For an existing custom segment in your Netsuite, you want to be able to link it with Cryptio:

1. Go to the Custom segment page, you can access this in a few ways:

   • Type in the custom segment name that is in use [e.g. Custom Segment Test] into the menu bar and select ‘custom segment name’ > Edit;

     • 

   • Click Setup > Company > Custom segment test. Then click ‘Custom segment’ on the page; or

     

   • Follow this link by substituting the ‘x’s with your company NetSuite code: https://xxxxxxx.app.netsuite.com/app/common/custom/custrecordentrylist.nl?rectype=2

2. Make sure the custom segment is available in ledger entries lines (transaction columns):
   • Under “Application & Sourcing”, select “Transaction Columns
   • Make sure “Journal Entry” is ticked

1. Now let’s allow the role to use it when creating journal entries
   • Under Permissions, add a new row with:
     • Change Default record access level to ‘View’
   • The integration role, e.g. Cryptio Integration Role
     • Value management access level to View
     • Record Access Level to Edit
     • Search/Reporting Access Level to View
   • Click ‘Add’
   • Then ‘Save’ this permission update

Go back to the integration role and edit permissions:

1. Go back to Manage Roles (as mentioned in Point B above)
2. Within the Roles, click Edit at the top or bottom of the page.
3. Scroll to the Permissions and under Custom Records add the following permissions with the associated levels:
   • Add your Custom Segment (View)

Cryptio interface

D. Updating your Netsuite account with Cryptio

• Go back to Cryptio ⇒ Integrations, and click on the update button to pull your classes & custom segments

🚨 Note: You can also disconnect and reconnect the integration in order to change the subsidiary number (more information below).

E. Push transactions from Cryptio to Netsuite subsidiary, class, and custom segment structure

Subsidiary

As mentioned above in Cryptio we associate 1 workspace = 1 entity. Users can now select the subsidiary when connecting to integration by following the steps below.

First time connecting to Netsuite or disconnecting/reconnecting to Netsuite:

• When connecting to Netsuite, users will see the pop-up window below. Different from the previous version, we have an additional ‘Subsidiary ID’ field that the users can link to their entity.

• This subsidiary ID can be the Parent company ID (e.g. like the one above which is the default option) or it can also be a child entity or child entity of a child entity (e.g. Cryptio > Cryptio US > Cryptio NY office ID). To find the ID, users can do so in Netsuite by:

  • Go to Set up > Company > Subsidiaries
  • Click 'View' for the entity the user wants to link the Cryptio workspace to
  • Find the ‘Internal ID’ number and fill that number into Cryptio’s ‘Connect to Netsuite’ window pop-up
  • Finalize the integration between Cryptio and Netsuite (follow the steps in this article).
  • 

Class and custom segments

In Cryptio there are a few ways to update class and custom segments for transactions.

1. Update them in the Chart of Account
   • Navigate to the Accounting page in the side navigation bar
   • Select a CoA mapping
   • In the pop-up CoA mapping details, scroll down to Update mapping
   • Choose the right class from the dropdown for the ‘Select a class to map all transactions with this label’ box
   • Click Save
   • Then click ‘Apply mappings’ to refresh this update
2. Update them on the Transactions page
   • Navigate to the Transactions page in the side navigation bar
   • Select a transaction from the main page or can navigate to Need review > Ready to be synced
   • In the pop-up Transactions details, scroll down to the Manual chart of accounts mapping
   • Choose the right class from the dropdown for the ‘Class’ box
   • Click Save