Release Notes 25.3.1

NetSuite for Government 25.3.1 Release Notes

Revision Date: March 04, 2025

Important:

This document summarizes the changes to NetSuite for Government between 25.3.1 and the previous release. These release notes are subject to change every week.

The 25.3.1 enhancements and changes listed in this document are not available to customers until they are upgraded to NetSuite for Government 25.3.1. Your access to these features and SuiteApps is subject to the terms of service in your NetSuite for Government contract.

Please also review the NetSuite general release notes for a comprehensive view of changes to the release. During this release period, NetSuite version 2024.2 is released. The general NetSuite release notes are accessible at this link:

https://docs.oracle.com/en/cloud/saas/netsuite/ns-online-help/book_N3865324.html

NetSuite for Government Version 25.3.1 – Release Date March 04, 2025

Finance:

Quick Codes:
- A Quick Code form has been published for the Accounts Receivable Invoice entry. Also, the CSV import has been updated to include the Quick Code and map to the correct GL segments.
- A Quick Code form has been published for the Cash Sales cash receipt entry. Also, the CSV import has been updated to include the Quick Code mapping.
- Quick Codes are now entity-specific and will allow for a subsidiary to be assigned to the record.

Customer Support Enhancements:
- The Purchase Contract field on the vendor Bill and Bill Credit will correctly filter by the vendor associated with the Purchase Contract.
- The Item Account Override feature has been extended to the Accounts Receivable functions of the Invoice, Cash Sale, Credit Memo and Cash Refund.
- New fields added to Account, Fund, and Department Records for state reporting requirements and compliance. User can select the proper number/id from a dropdown list and update the available values for each field.

Multiple Entity Support:
- The Accounts Payable and Accounts Receivable Proof Listing reports have been updated to filter by subsidiary to support multi-entity reporting.
Carry forward Encumbrances at Year-End:
- Role permissions have been added for the Soft Year-end Close process of carrying forward encumbrances. The following roles have been given access to validate against the year-end close status: Accountant, AP Clerk, Buyer and Purchasing Manager.
Automate Sales Tax in Purchasing and Vendor Bills:
- Corrected an issue where the tax reference number needed to be regenerated after a line copy.

Various Fixes and Performance Improvements

The Accounts Payable Proof Listing report has been updated to include the results and filters using the standard Fund and Department criteria instead of NetSuite for Government.
Corrected an issue where if the Employee has a default department, then the Expense Report Account field was not populated.

Human Resources and Payroll:

Affordable Care Act (ACA) Reporting:
- The ACA contact phone number is now sourced from the HR and Payroll Preferences record during PDF generation. This change replaces the previous method of obtaining the number from the NS4G system setup record, which will be deprecated.
- The Part 3 section of the Dependent ACA record is automatically populated based on the dependent's benefit plan during the calculation. If there is a corresponding benefit plan with defined coverage offered and the employer has selected self-insured coverage, the system will utilize that specific benefit plan. Subsequently, the system will refer to the coverage date of the benefit plan to determine and assess the applicable months reflected in Part III of the Dependent ACA record.
- 1095-C Part III:
  1. During the calculation process, if an employee's ACA record indicates that they are related to an ALE 1094-C entity and the ACA - Employer Provided Self-Insured Coverage field is marked as true, follow the below steps:
    1. Check the Employee Benefit Plan Self-Insured Coverage checkbox for the employee's self-record and the Dependent's Benefit Plan Self-Insured Coverage checkbox for their dependents. This will ensure the necessary data is populated.
    2. If the entity record has the ACA - Employer Provided Self-Insured Coverage field unchecked, do not populate the Part III section of the form.
  2. Populate the Employee 1095-C record.
  3. When generating the Employee ACA Record, follow the below steps:
    1. Evaluate all employee benefit records.
    2. Identify all Employee Benefit Plan records where the Employer Self-Insured Coverage checkbox is set to true, and the coverage dates overlap the reporting period.
  4. If multiple plans are marked as self-insured and their coverage periods overlap, count each plan for each month of coverage listed on the respective employee benefit plan record, provided at least one plan is marked as self-insured.
- When calculating the reporting period and determining the ACA reporting period type, the system will auto-populate the 1094-C record, Part 1, Line 18, using the following criteria:
  1. Evaluate all Employee ACA records with the calculated reporting period.
  2. Identify unique records where the ALE 1094-C field is set with the 1094-C record being populated.
  3. Count these unique records and populate the integer value on the ALE - 1094-C record field, Line 18, labeled Total Number of Forms 1095-C filed by and/or on behalf of ALE Member.
  4. Ensure that the values are saved and stored for future reference or updates.
- When determining the ACA reporting period and calculating the reporting period, the system will automatically populate the 1094-C record, Part 1, Line 19, based on the following criteria:
  1. If the ACA - Entity field is marked as the Authoritative Transmittal, the corresponding checkbox, Line 19: Authoritative Transmittal, on the associated ALE 1094-C form for that entity, should also be selected. The values should be saved and stored for future reference or updates.
  2. If the ALE 1094-C record being evaluated has Line 19: Authoritative Transmittal as False, then the fields for Line 20: Total Number of Forms 1095-C and Parts II, III, and IV should be left blank. The system will ensure that these values are saved and stored, allowing for easy recalculation or manual updates if needed.
- When determining the ACA reporting period and calculating the reporting period, the system will automatically populate the 1094-C record, Part 2, Line 20, based on the following criteria:
  If the evaluated ALE - 1094-C record's related Entity > ACA - Entity is the Authoritative Transmittal, the system will:
  1. Evaluate all Employee ACA records with the calculated reporting period in the Reporting Period field.
  2. Count the unique records and populate the integer value on the ALE - 1094-C record's Line 20: Total Number of Forms 1095-C filed by and/or on behalf of ALE Member.
  3. Save and store these values for future reference or updates.
- For our standard client type, we assume that the entity provides Minimum Coverage for all 12 months. Clients should be aware that manual overrides may be necessary if this assumption does not align with their records.
  If the All 12 Months (a) Minimum Essential Coverage Offer Indicator (YES) field is set to True, it is expected that the individual month Minimum Essential Coverage Indicators are also set to True. Clients should manually review and edit these records as needed, ensuring each applicable month is accurately reflected.
  When calculating the reporting period for the ACA On Calculate scenario, the following steps should be taken:
  
  For the ALE 1094-C record, if the ACA - Entity is the Authoritative Transmittal field is True, proceed with the following:
  
  Set the All 12 Months (a) Minimum Essential Coverage Offer Indicator (YES) field to True.
  Additionally, set the Jan - Dec (a) Minimum Essential Coverage Offer Indicator field to YES.
  These values should be saved and stored, especially if further edits are made to the entity record, as the ALE 1094-C record may require recalculation or manual updates.
- For Employee ACA Records (1095-C Records):
  When generating the ALE 1094-C record, if the related entity record's ACA - Entity is the Authoritative Transmittal field is true, the system will perform the following actions for that specific ALE 1094-C record:
  1. Set the All 12 Months (b) Section 4980H Full-Time Employee Count for ALE Member field to null. This assumption is made for typical clients, and they may need to override this if it is inaccurate. It is uncommon for clients to have a consistent employee count throughout all 12 months.
  2. Set the All 12 Months (C) Total Employee Count for ALE Member field to null. This assumption is made for typical clients, and they may need to adjust it if necessary. It is rare for clients to maintain a constant employee count for the entire year.
  3. Calculate and populate the Full-Time Employee Count for each month in their respective fields.
Florida Retirement System:
- Enhancements to the Florida Retirement System Reporting Module:
  1. New Pay Buckets:
    1. PERS Annual Leave Lump Sum Payments
    2. PERS Annual Leave Lump Sum Employee Retirement Contributions
    3. PERS Annual Leave Lump Sum Employer Retirement Contributions
    These pay buckets should be added to the relevant pay codes in the Pay Bucket + field.
  2. Reporting Period Considerations:
    - For the designated reporting period, if an employee has any positive or negative values in the Employee Payroll Totals for the Annual Leave Lump Sum Payments pay bucket, the system will create an additional Employee Retirement Record. This record will be processed according to the Annual Leave Payoff criteria provided by the Florida Retirement System.
  3. Post-Reporting Period Access:
    Once the State Retirement Reporting period has been committed, the system will restrict user edits to Employee Retirement Reporting records related to that specific committed period.
- For the field Member Address (Position 133) , the employee's address marked as Home will be used as the primary choice. If no home address is designated, the shipping address will be used. In cases where neither is available, any address from the address book can be used as a last resort. Additionally, when processing zip codes with dashes, the dash is removed to avoid errors during submission.
- Addresses an issue where the file name and report header displayed the incorrect date, ensuring accurate reporting submission.
Roles and Permissions:
- Enable Roles to Edit the Employee Retirement Reporting Record
  
  Previously only the Administrator was enabled to edit the Employee Retirement Reporting Record. Users can now enable additional roles to edit this field.
  
  Setup
  To enable custom roles, navigate to Manage Roles.
  1. Edit the appropriate roles.
  2. Under the Permissions tab, locate Custom Record
  3. Identify the Employee Retirement Reporting Record and apply Edit access.
Position Requisition:
- A new Custom Record, titled Position Requisition, has been introduced to streamline and monitor the hiring process for specific positions. This record can be accessed via the Payroll and HR menu, under the Position and Salary Setup section.
  - The Position Requisition record offers a comprehensive overview with the following fields:
    - Position: Details of the role being recruited.
    - Position Number: A unique identifier for the position.
    - Salary Schedule: Information on the salary structure and expectations.
    - Position FTE: Full-Time Equivalent, indicating the expected workload.
    - Open Date: The date the position becomes available.
    - Close Date: The deadline for applications or when the position will be filled.
Illinois State Income Tax Calculation:
Setup
The State Filing Status will be ignored as it is not required for the calculation. To enable the income tax calculation for an employee:
1. Navigate to the Taxes tab, then Federal & State > State Tax Section.
2. State Tax: Set the State Tax Pay code defined for your agency where the calculation rule is set with State Tax Deduction.
3. State: Assign Illinois as the state.
4. State Filing Status: Can be left blank.
5. State Dependents/Allowances: Enter the number of Allowances as per the employee’s Form IL-W-4, Line 1.
6. Additional Allowances: Enter the number of Allowances as per the employee’s Form IL-W-4, Line 2.
7. State Extra Withholding: If applicable, additional withholding amount provided by the employee as per the employee’s Form IL-W-4, Line 3.
- Calculation Notes:
  - The employee's wages will be annualized, and the tax rate allowance values will use annual figures. The final tax amount is then divided by the annual number of pay periods to determine the per-period tax amount.
  - For further guidance and detailed calculation information, refer to the official guide provided by the State of Illinois: https://tax.illinois.gov/content/dam/soi/en/web/tax/forms/withholding/documents/currentyear/il-700-t.pdf

Minnesota State Income Tax Calculation:
Setup
- To setup the applicable filing statuses for the State of Minnesota, navigate to the State Filing Status section.
  1. Edit the following statuses and assign them to Minnesota.
    1. Single
    2. Married
- To enable the income tax calculation for an employee:
  1. Navigate to the Taxes tab, then Federal & State > State Tax Section.
  2. State Tax: Set the State Tax Pay code defined for your agency where the calculation rule is set with State Tax Deduction.
  3. State: Assign Minnesota as the state.
  4. State Filing Status: Input the employee’s provided state filing status as per the employee’s Form W-4MN, Marital Status.
    1. If Employee selects Single; Married, but legally separated; or Spouse is a non-resident alien, then apply the status of Single.
    2. If Employee selects Married, then apply the status of Married.
    3. If employee selects Married, but withhold at higher Singe rate, then apply the status of Single.
  5. State Dependents/Allowances: Enter the number of Dependent Allowances as per the employee’s Form W-4MN, Line 1.
  6. State Extra Withholding: If applicable, input the extra withholding amount provided by the employee as per the employee’s Form W-4MN, Line 2.
- Calculation Notes:
  1. The employee's wages will be annualized, and standard deductions and dependent allowance values will use annual figures. The final tax amount is then divided by the annual number of pay periods to determine the per-period tax amount.
  2. For further guidance and detailed calculation information, refer to the official guide provided by the State of Minnesota: https://www.revenue.state.mn.us/sites/default/files/2024-12/wh-inst-25_0.pdf
Georgia State Income Tax Calculation:
Setup
- To setup the applicable filing statuses for the State of Georgia, navigate to the State Filing Status section.
  1. Edit the following statuses and assign them to Georgia
    1. Single
    2. Head of Household
    3. Married Filing Separately
    4. Married Filing Jointly
- To enable the income tax calculation for an employee:
  1. Navigate to the Taxes tab, then Federal & State > State Tax Section.
  2. State Tax: Set the State Tax Pay code defined for your agency where the calculation rule is set with State Tax Deduction.
  3. State: Assign Georgia as the state.
  4. State Filing Status: Input the employee’s provided State Filing Status.
  5. State Dependents/Allowances: Enter the number of Dependent Allowances as per the employee’s details.
  6. State Extra Withholding: If applicable, input the extra withholding amount provided by the employee.
- Calculation Notes:
  1. The employee's wages will be annualized, and standard deductions and dependent allowance values will use annual figures. The final tax amount is then divided by the annual number of pay periods to determine the per-period tax amount.
  2. For further guidance and detailed calculation information, refer to the official guide provided by the State of Georgia: https://dor.georgia.gov/employers-tax-guide

Various Fixes and Performance Improvements

The potential issues arising from the removal of the JS Library in NetSuite's 2025.1 release have been successfully addressed, guaranteeing a smooth transition for our clients. We identified and rectified a warning that was displayed when users printed payroll checks, ensuring a seamless experience.
This update resolved an issue during the history calculation process for payroll batches. Previously, batches with a status of Complete or Complete with Errors were being recalculated and changed to Commit - Submitted. As a result, pay periods with these specific statuses will no longer be included in the history calculation, ensuring accurate and consistent data.
Users are now able to run and save the pay and hour bucket report to the file cabinet without error.
The State Tax bracket notices have been relocated from the error log level to the audit log level.
Users can now calculate employee state income tax for the state of Georgia.
The Alabama Employee Income State Tax calculation is available with the 2025 tax rates. When the employee's tax state is set to Alabama, this calculation will be applied automatically.

30 Release Notes 25.3.1