Tips for Working with Transactions

Refer to the following sessions for tips when working with transactions:

Customize
Use Options
Print, Fax, Email, and Copy
Memorize
Maintain
Close
View the General Ledger
Use Shortcuts & Keyboard shortcuts
Get help

Customize

Most transaction forms can be customized by using the Customize menu at the top of the page. The appropriate permission is required to customize the form. If you do not see the Customize menu, your current role does not include the permission.
Click List to open a list of all transactions of a specific type. From these lists, you can view and edit transactions, print and export your lists, and go to transactions' registers. Your customization of the viewing and sorting of the list will retain for the future views. You can change the list sorting by clicking another column heading.
Amount fields in transactions and records support computation. For more information, see Amount Fields.

Use Options

Some fields on transaction forms display a double arrow button that you can click for the List, Search, and New options:
- Click List to display a popup list of stored records from which to choose.
- Click Search to search for a record.
- Click New to open a window and create a new record for that field.
On transactions and records that have buttons with a dropdown list, you can select a different button option. Use the Tab key to go to the dropdown button. Then use the Down Arrow key to expand the dropdown list. Click Enter to select the desired action. To collapse the dropdown list, use the Up Arrow key.

For more information, see Popup and Dropdown Lists and Buttons and Menus in NetSuite.

Click Add Multiple in the Items subtab to open the Choose Item window. This window displays a list of items you can add. You can filter the list by item type or search for all or part of a name. When you click an item in the left pane, it is added to the right pane, where you can enter a quantity for the item. When you click Done, items and quantities shown in the right pane are added to the transaction.

Print, Fax, Email, and Copy

When you post a transaction, you can print, fax, or email a copy of the form:
- Check the To Be Printed box to save the form in a queue for printing later.
- Check the To Be E-mailed box and enter or verify an email address to email the form.
- Check the To Be Faxed box and enter or verify a fax number to fax the form.
Administrators configure the fax and print setup at Setup > Company > Preferences > Printing & Fax (Administrator). For more information, see Setting Printing and Fax Preferences.

Administrators configure the e—mail setup at Setup > Company > Email > Email Preferences (Administrator). For more information, see Setting Email Preferences.
When you view a transaction, you can make a copy of the transaction:
- From the Actions list, select Make Copy to replicate all the information from the original transaction and link it to the original transaction.
  
  For example, if an invoice is created from a sales order, the value in the Created From field is copied to the new transaction. The new transaction is also displayed in the history of the original transaction.
- From the Actions list, select Make Standalone Copy to make a copy of the original transaction that includes inventory costing but is not associated with the original.
  
  For example, click Make Standalone Copy on a transaction that uses advanced shipping to create a cash sale or invoice that has the same items as the original and includes the cost of good sold (COGS) account impact in addition to revenue. Because a standalone copy is not linked to the original, it does not retain the value in the Created From field. The new transaction is not part of the history of the original transaction and is considered a brand new transaction.

Memorize

Memorize a transaction to recall and use it again later. To memorize a transaction, go to the transaction type you want to memorize. Add the appropriate information to the form. From the Actions list, select Memorize. The Memorized Transaction page opens showing the information you entered. For more information, see Memorized Transactions.

Maintain

To maintain performance, the limit for transactions submitted through the user interface is 500 lines. For transactions submitted through CSV import or SOAP web services, the limit is 5,000 lines per transaction.
For journal entries, the limits are 1,000 lines for the user interface and for synchronous SOAP web services, and 10,000 lines for CSV import and asynchronous SOAP web services.

For more information, see Entering Transaction Line Items.

Close

Close a line item on a transaction if you do not expect to fulfill or receive the item. To close a line item on a transaction, click Edit on the transaction. Click the line you want to close and then check the Closed box. Click Done and then click Save.
Close an entire transaction so that it no longer has an open status. When you view sales orders, purchase orders, and return authorizations, click Close to check the Closed box for all lines on the transaction. Then when you click Save, the transaction is no longer open.

View the General Ledger

To view the general ledger results of posting transactions, from the Actions list, select GL Impact. The details of the general ledger impact of lines on the originating transaction are displayed.

Use Shortcuts & Keyboard shortcuts

Use the Shortcuts menu to place a shortcut link on your home page to frequently-used transactions. For more information, see Navigation Menu.
Transactions support many of the same keyboard shortcuts as other records. When using tabbed display, you can switch between subtabs by using keyboard shortcuts. Each subtab has a single letter underlined in the title. Press and hold the Alt key on your keyboard and then press the corresponding letter to switch to that subtab. The first field on the subtab is automatically selected. For information, see Keyboard Shortcuts.

Get help

Click the Help link at the top of the page to get help specific to the transaction you are working with.
Click the field name to display a popup window with field level help.

Important:

When processing transactions in bulk, you must submit one page at a time. If you do not process each page individually, information is not retained and can be lost when you click a different page.