Support for Electronic Bookkeeping Act

Note:

Starting January 1, 2024, electronic documents are required be stored in accordance with specific rules for electronic transactions as provided in the Electronic Bookkeeping Act.

The Japan Localization SuiteApp has features for complying with requirements of the Electronic Bookkeeping Act for storing and managing electronic transaction documents.

The Electronic Transaction Data subtab on transaction records has fields where you can specify details of electronic documents related to the parent transaction.

To view the subtab on transaction records, the role that will use it must first have the right permissions. By default, only the Accountant role is granted permission to access the subtab, for other roles you must manually grant them permission.

To grant a role the permissions to view the Electronic Transaction Data subtab:

1. Go to Setup > Users/Roles > Manage Roles.

2. Click the Edit or Customize link of the role that will view and use the Electronic Transaction subtab.

3. Click the Permissions subtab and do the following:

   • On the Custom Record subtab, set the permission level of Electronic Transaction Data to Edit.

   • On the Lists subtab, set the permission level of Documents and Files to Create.

4. Click Save.

After the permissions are granted to a role, the Electronic Transaction Data subtab will be available to that role on the following transaction records:

• vendor bill

• vendor credit

• purchase order

• estimate

• sales order

• cash sale

• invoice

• credit memo

• invoice summary

• journal entry

• expense report

An electronic transaction document can be a PDF copy of an invoice sent by your company to a customer. By specifying the PDF invoice on the Electronic Transaction Data subtab, you can associate or link the PDF file to its corresponding sales order record in NetSuite. Another example is an email of a bill you received from a vendor. This can be associated with its corresponding purchase order record.

Important:

First, you must store electronic documents in the File Cabinet before specifying them on the Electronic Transaction Data subtab of their corresponding parent transactions.

To specify electronic documents on the Electronic Transaction Data subtab:

1. Store in the File Cabinet the electronic transaction document that you want to specify on its parent transaction record.

2. Edit the relevant transaction record.

3. On the transaction, click the Electronic Transaction Data subtab.

4. Select or enter values in the following fields:

   • Document Name – select the file name of the electronic document you want to specify.

   • Send or Receive – select Send if the electronic document was sent by your company, or select Receive if it was received by your company.

   • Document Type – select the document type of the electronic document.

   • Transaction Date – specify the date of the parent transaction.

   • Transaction Amount – enter the amount of the transaction.

   • Transaction Entity – select the entity that your company had this transaction with.

5. Click Save.

Important:

Your administrator or any role with permission must not edit or delete an electronic document in the File Cabinet that is already specified in an Electronic Transaction Data custom record. This will cause an error when the custom record or the parent transaction is edited.

After the transaction is saved, an Electronic Transaction Data custom record will be created with the details you specified. This custom record associates or links the electronic document to its parent transaction. Electronic Transaction Data custom records lets you store, retrieve, and manage electronic documents in a structured way.

In addition, you can search for Electronic Transaction Data records by year using a saved search provided by the SuiteApp. You can go to Customization > List, Records and Fields > Electronic Transaction Data. The search result page displays all Electronic Transaction Data records that have been created. Search filters are available to narrow down your search for a record.

General Notices