Automatic Release from Use Restriction
The SuiteApp automatically releases eligible revenue from use restrictions by creating Release from Restriction transactions. A script performs the automatic processing.
Before you run the script, make sure an active Income or Other Income account has Applies To set to Release from Restriction. If no matching account is available, the script does not create Release from Restriction transactions.
After installing or upgrading the SuiteApp, go to Customization > Scripting > Script Deployments and open the Auto Release from Restriction script deployment. You can then run the script in either of the following ways:
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Run on demand - Click Save and Execute. You do not need to configure a schedule for an on-demand run.
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Run on a schedule - Configure the deployment to run automatically according to your preferred schedule. Use this option to process eligible releases regularly.
After installation or upgrade, you must first schedule the script run depending on your preferences. To schedule the script run, go to Customization > Scripting > Script Deployments.
The script uses a saved search selected in General Preferences to obtain candidates for processing. The default saved search is used upon installation or upgrade. You can select a compatible customized search when different search criteria are needed. For more information, see Selecting a Customized Saved Search for Automatic Processing.
After the saved search returns the candidates, the script determines which amounts are eligible and creates the corresponding transactions.
You can also create Release from Restriction transactions manually when needed. For more information, see Releasing Revenue from Restrictions.
Automatic processing applies only to use restrictions.
Automatically created transaction lines do not include a Time Restriction value. Continue to use the Release from Time Restriction report and the manual process for time-restriction releases.
Selecting a Customized Saved Search for Automatic Processing
Th SuiteApp uses a locked default saved search to identify candidates for automatic processing. The default search is selected during installation or upgrade. If you need different search criteria, create a copy of the default saved search and then modify it according to your preferences.
Before selecting a customized saved search, make sure it meets the following requirements:
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It must be a Transaction saved search.
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It must use summary results.
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It must include the grouping fields that define each intended release combination.
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It must contain exactly one Formula (Currency) column with the following settings:
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Summary Type - Sum
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Custom Label - Revenue to be Released
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A formula that returns a numeric amount.
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When creating a customized saved search, do not change the supplied calculation formulas. Group results only by custom segments, Department, Class, or Location. Do not group by Subsidiary or Restriction. Finalize the grouping fields before the first script run, and do not change them afterwards or when switching searches. Changes can create duplicate releases.
The script uses consolidated parent results and assigns the restriction values when creating each transaction. Also, do not change the formula logic. You can, however, change the search criteria and supported grouping fields before enabling or scheduling the automatic processing.
After automatic releases begin, also do not change the grouping fields. Historical released amounts are calculated using the original grouping.
When Classification is selected as a grouping field in the saved search, the selected classification value must be available on the parent subsidiary, because the Release from Restriction transaction is created at the parent-subsidiary level.
In the saved search or when creating a customized saved search, always set the posting criteria to Yes.
After confirming that the customized search meets these requirements, use the following procedure to select it for automatic processing.
To select a customized saved search for automatic processing:
When you select a custom saved search for automatic processing, the label of that saved search appears as a center label when you go to NFP Financial Center > Financial. You can then select the name of saved search to view the release from restriction report.
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Go to Setup > Company > General Preferences.
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Click the Custom Preferences subtab.
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In the Release from Use Restriction Saved Search field, select your custom saved search.
How the Automatic Release from Use Restriction Works
After the selected saved search returns candidate rows, the script determines which candidates are eligible for automatic release from restriction.
The saved search groups posting financial activity by custom segment groupings provided in the selected saved search.
The script calculates candidate amounts using the following information:
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Funding
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Expenses
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Amounts already released
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Funding restricted for future use
A candidate is eligible when Revenue to be Released is greater than zero.
For each eligible candidate, the script creates one balanced Release from Restriction transaction. It creates a separate transaction for each candidate.
The script uses the same active Income or Other Income account for both transaction lines. The account must have Applies To set to Release from Restriction:
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The debit line uses With Donor Restrictions.
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The credit line uses Without Donor Restrictions.
The script copies the Program value to both lines. It also copies the Grant, Region, Department, Class, and Location values and sets the parent Subsidiary when present. Program, Grant, Region, Department, Class, and Location are copied only when they are included as supported Group columns under Results. Adding these fields only as filters does not copy their values.
Later script runs consider amounts already released. This calculation helps prevent duplicate Release from Restriction transactions.
If the script cannot create a transaction for one candidate, it skips that, and continues processing the remaining candidates.
Reviewing Automatic Release from Restriction Processing Results
After the script finishes, use the Release from Use Restriction report to review the following amounts:
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Total funding
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Restricted funding for future use
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Revenue already released
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Total expenses
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Revenue to be released
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Revenue available for release
Before creating a Release from Restriction transaction manually, review the report to avoid duplicating an automatically created release. For more information, see Release from Use Restriction Report and Releasing Revenue from Restrictions.