Managing Included And Excluded Accounts
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Administrators configuring Accrual Automation in NetSuite need precise control over which accounts appear in the Accruals Worksheet. This configuration ensures the worksheet reflects only relevant financial data for more streamlined and accurate accrual calculations. For example, a business might only want to remove accounts like Office Expenses from being part of the accrual logic.
This article provides step-by-step instructions for managing included and excluded accounts in the Accrual Automation feature. It explains how to control Accrual Automation account types and how to exclude specific GL accounts from the accrual process by referencing their internal IDs.
Accrual automation, by default, considers expense-type accounts when generating accrual entries. In many cases, organizations need to account for Cost of Goods Sold (COGS), Other Expenses, or other GL account types to reflect the full scope of their financial activities. By specifying these additional account types, you can extend your accrual process to capture all relevant transactions.
Follow these steps to configure the GL Account Types:
Begin by accessing the Automate Platform Features, then click the Settings button on the Accrual Automation section:
It will open a new screen for the Accrual Automation Settings:
To add to the default list of expense accounts, look for the included GL Accounts Types under the Advanced Settings page:
If your organization’s accrual process relies on additional account types, select each applicable type (e.g., Cost of Goods Sold, Other Expense) from the provided options:
After choosing the GL Account Types, click the Submit button to confirm your changes:
Note: Since you’ve included these account types, remember that your Accrual Worksheet data will now reflect them in real-time the next time you run the process:
Now, to check the added GL Account Types, locate the Chart of Accounts by going to the Setup menu, hovering over Accounting, and selecting Chart of Accounts:
Next, it will open the screen for the Chart of Accounts with the GL Account Types shown under the Type column:
Simply scroll up and down to locate your added GL Account Types (e.g., Cost of Goods Sold):
The Accrual Automation feature also allows administrators to exclude specific GL accounts from being included in the accrual logic. This is useful when certain accounts — such as Office Expenses — should not be part of the accrual process. This can be configured using the Exclude GL Accounts IDs field, which accepts a comma-separated list of internal IDs associated with the accounts to be excluded.
Follow the steps below to exclude GL accounts from the accrual calculation:
To begin the process, go back to the Account Automation Settings section and click the Settings button in front of the Accrual Automation module:
Once inside the settings, scroll to the Advanced Settings section. If you need to exclude one or more accounts, locate the field labeled Exclude GL Accounts IDs:
To correctly fill out this field, you will need to know the internal IDs of the accounts you want to exclude. To retrieve these IDs, go to the Setup menu, hover over Accounting, and click the Chart of Accounts tab:
Because the internal ID column is not shown by default, you will need to enable it. Click the Home icon and then navigate to the Set Preferences tab:
In the Defaults section, check the box labeled SHOW INTERNAL IDS and then click the Save button to apply the preference:
After saving, return to the Chart of Accounts page and refresh your page. You should now see a column labeled Internal ID, which will show the values you need:
For example, if you want to exclude the Dues & Subscriptions and Equipment Rental accounts, note their internal IDs, such as 67 and 68:
To complete the exclusion, enter these IDs as a comma-separated list (e.g., 67, 68) into the Exclude GL Accounts IDs field in the Advanced Settings section. Once the IDs are entered, click the Submit button to save the changes and apply the exclusion:
This concludes the process of managing included and excluded accounts in Netsuite.
