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Auto processing Bank Statement files that are in the file cabinet

This page allows users to configure automatic processing for files that have already been imported into the File Cabinet. The user will need to setup 2 file folders in NetSuite, 1 for files that need to be processed and another for files that have been processed.

This process replaces the need for the user to import a file manually and create, match and process a bank statement.

Instructions

Configuration directions

1. Create a new File Cabinet Folder for both unprocessed and processed files.

  • The processed folder may not be a sub folder of the unprocessed folder! Note the folder ID for both folders.
  • Make sure you use the ID of the processed folder as Statement folder ID for the Bank Account configurations subject to auto process statements for

_file_cabinet_folders.png

2. Create a 'Bank Statement File Processing' (Parent) record.

  • Go to Setup > ZoneReconcile Setup > Bank Statement File Processing
  • Create a New Bank Statement File Processing record
  • Add a name for the Bank Statement File Processing that allows easier understanding which bank does it relates to when revisiting the configurations later on
  • Record the internal IDs of the 'unprocessed' and 'processed' folders created in step 1

_zr_processed_unprocessed_folder.png

If 'Order statements according to date' is enabled, the SuiteApp will auto process statements and order them in a chronological manner, taking the internal ID as a parameter. If the date should be used as an ordering parameter, enable this checkbox. 

Next, select your preference of the 'Statement auto import settings':

_zr_auto_import_preference.png

  • Create bank statement to process record (no matching): When selected, the system will generate a Statement to process record. These records will remain pending until the user takes action to process them
  • Create bank statement and match transactions: When selected, the system will generate Bank Statements and automatically match transactions
  • Create bank statement, match and process transactions: Similar option to the previous one with one core difference - the system will generate Bank Statements and both match and process transactions automatically

If no option is selected (preference is empty), the system will only generate a Bank Statement to process record.

3. Create a 'Bank Statement File Processing Rule' (Child) record.

The purpose of the Bank Statement File Processing Rule record is to map your statement files with the bank account configuration (the bank GL account).

The Matching Rule (is an optional setup) is a field that holds a valid JavaScript flavour regex. It defaults to .*. It will pick all files within the Un-processed folder. You can change the selection of the file name (matching rule) on the file name from the default value to the one that matches your needs.

Test your regular expressions on Regex101, remember to select the javascript flavour first.

If the regex was not valid you will get a pop-up showing you the error.

To continue with your setup:

  • select the internal ID of Bank Account Configuration if your bank account is configured as single file import

_zr_single_config.png

  • or the Multiple Configuration Record for multi file imports

_zr_multi_import.pngPlease note, you must either select the 'Bank Account configuration' or the 'Multiple configuration record', but not both! 

This section completes the configuration directions. Continue with script scheduling.

Scheduling direction

Once your bank files are incoming to the NetSuite File Cabinet, to enable the bank statement processing for reconciliation (converting the banking file into bank statements ready for reconciliation), it is mandatory to schedule one script record only.

Make sure you are logged into NetSuite as Administrator. Navigate to Customisation > Scripting > Scripts. Filter the results based on Type 'Map/Reduce' and click 'View' of the ZR Auto Import MR:

Under 'Deployments', click on the script title:

Edit the script record and make sure to enable the following parameters:

  • Status - set it to 'Scheduled'
  • Under the schedule section - make sure to enable the preference 'Daily event'
  • Start time - should be early in the morning as 5:30am
  • The repeat frequency recommendation is - each 12 hours, but open to adjustments per preference
  • No End Date checkbox - must be enabled

Save. If you are executing this action during work time, the first scheduled action will be executed the next day, at 5:30am in the morning.

If you would like to instantly process the bank statements, edit the script, update the status to 'Testing', then Save and execute:

With this action, the bank statements will be processed either to the Statement list or the Statements to Process list, depending on your Bank Statement File Processing rule setup.

  • If your setup is pre-defaulting to 'Empty' or 'Create bank statement to process record (no matching)'

you can find your bank statements by navigating to Transactions > ZoneReconcile > Statements to Process:

_zr_statements_to_process.png

  • If your setup is pre-defaulting to 'Create bank statement and match transactions' or 'Create bank statement, match and process transactions'

you can find your bank statements by navigating to Transactions > ZoneReconcile > Statement list:

To continue with reconciliation, follow the guidelines of Process Bank Transactions.

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