Close Manager Task Record Overview
Close manager task records help you assign, track, and manage Intelligent Close Manager (ICM) tasks outside of the dashboard portlet. You can use task records to assign work, set due dates, update status, and open the associated task page.
To view or edit close manager task records, you must have the Manage Accounting Periods permission and enable the Intelligent Close Manager feature.
There are two types of close manager task records:
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System: NetSuite creates these records automatically for groups of system-generated ICM tasks. One system task record can represent one or more ICM tasks with the same task name, accounting period, and subsidiary.
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Custom: Users create these records for company-specific close activities. Each custom task record represents one custom ICM task.
You can open close manager task records from the Close Manager Tasks list or from linked task names in the Intelligent Close Manager portlet.
System-Generated Tasks
NetSuite automatically creates close manager task records for ICM tasks in the first open accounting period.
NetSuite groups ICM tasks by task name, accounting period, and subsidiary, and creates one close manager task record for each group. If NetSuite identifies additional work for the same task name, accounting period, and subsidiary, the additional work is associated with the existing task record instead of creating another record. Close manager task records have a one-to-many relationship with ICM tasks.
For example, suppose your first open accounting period is January 2027, the subsidiary is US Company, and seven sales orders are pending billing. NetSuite creates one Invoice sales orders task record for that accounting period and subsidiary. In the ICM portlet, the Tasks column for Invoice sales orders shows 7, indicating that the task record represents seven pending sales orders.
The following table shows how system-generated ICM tasks correspond to Close Manager task records when the first open accounting period is January 2027.
|
Accounting Period |
Subsidiary |
Task Name in ICM |
Number of Tasks in ICM |
Close Manager Task Record |
|---|---|---|---|---|
|
January 2027 |
US Company |
Invoice sales orders |
7 |
One Invoice sales order task record |
|
January 2027 |
US Company |
Approve vendor bills |
5 |
One Approve vendor bills task record |
|
January 2027 |
US Company |
Approve Journal Entries |
4 |
One Approve journal entries task record |
NetSuite creates task records only for the first open accounting period so that you can focus on the current close cycle. Tasks for later accounting periods can still appear in the ICM portlet, but NetSuite doesn't create corresponding task records until those periods become the first open accounting period.
For example, suppose your first open accounting period is January 2027, and US Company has several vendor bills pending approval in both January and February 2027. NetSuite creates a task record named Approve vendor bills for January, but not for February. All the approve vendor bill tasks for February still appear in the ICM portlet when you filter to February, but they don't have a corresponding task record yet. When January 2027 closes and February 2027 becomes the first open accounting period, NetSuite creates one task record for the February 2027 Approve vendor bill tasks. You can then assign the task record, set a due date, and update other task details.
Custom Tasks
You can create custom close manager tasks for close activities that NetSuite doesn't generate automatically. For example, you can create tasks for internal reviews, reminders, or company-specific checklists.
Each custom close manager task record represents one task in the ICM portlet. Unlike system-generated tasks, custom tasks aren't created from NetSuite activity and don't represent a group of related tasks.
For example, suppose an accounting manager creates two custom tasks for US Company in January 2027. Each custom task corresponds to one ICM task and appears on the Custom tab for the selected accounting period and subsidiary.
|
Accounting Period |
Subsidiary |
Task Name in ICM |
Number of Tasks in ICM |
Close Manager Task Record |
|---|---|---|---|---|
|
January 2027 |
US Company |
Review SOX Control Evidence |
1 |
1 Review SOX Control Evidence task record |
|
January 2027 |
US Company |
Submit Local Statutory Reporting Package |
1 |
1 Submit Local Statutory Reporting Package task record |