Release Notes 25.6.2

NetSuite for Government 25.6.2 Release Notes Hot Fix

Revision Date: June 10, 2025

Important:

This document summarizes the changes to NetSuite for Government between 25.6.2 and the previous release. These release notes are subject to change every week.

The 25.6.2 enhancements and changes listed in this document are not available to customers until they are upgraded to NetSuite for Government 25.6.2. 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 2025.1 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 25.6.2 – Release Date June 10, 2025

Finance:

Utility Billing Integration:
- Updates to the Utility Billing integration to incorporate additional ledger detail posting.

Various Fixes and Performance Improvements

Human Resources and Payroll:

Disable Employee Entity Record
- To ensure data integrity and consistency, it is crucial that the 'Employee' entity field remains unchanged after the initial record save. All subsequent calculations, reports, and scripts rely on the stability of this field.
  - When a new employee record is saved, the entity field will be disabled from further edits.
  - This script will allow users to set the employee's entity during record creation. Once set, the field will appear as read-only. Any attempts to change the existing entity, including via CSV, will result in an error.
Include Entity on all Employee Records
- The 'entity field' has been integrated into the following records, enabling enhanced reporting capabilities by entity and facilitating security restrictions based on entity parameters.
- It is essential to ensure that employee records have the entity field set consistently for accurate reporting and calculations. The following fields are non-editable through the UI, mass updates, or imports:
  - Employee Pay Codes
  - Employee Position and Pay
  - Employee Direct Deposit
  - Employee Benefit Plans
  - Employee Leave Plan
  - Employee Compliance Record
  - Employee Dependents
  - Employee Retirement Reporting Record
  - Employee W2
  - Employee ACA
- A post-installation script has been developed to automatically populate the entity field for records with null values, utilizing the Employee's Entity. This script ensures consistency and eliminates the need for manual entity changes.
Position Record Enhancements:
- To improve user experience and accessibility, we have implemented the following changes to the position record:
  - We have ensured that the position record respects roles and entity security. Now, users with position record access can only view positions associated with the entities assigned to their specific role, enhancing data privacy.
  - The job description field now offers enhanced functionality with NetSuite's Generic Text Enhance feature. This enables users to leverage AI assistance when crafting job descriptions, streamlining the process and potentially improving the quality of descriptions.
Salary Schedule Enhancements:
- The salary schedule record has been updated with the following improvements:
  - Notes on the salary schedule record are now visible, providing additional context and information.
  - For clarity, the "Subsidiary" field has been renamed to "Entity," aligning with our entity-focused approach.
  - Similar, to the position record, the salary schedule record now adheres to role-based security. Users can only access and view salary schedules relevant to the entities assigned to their designated role, maintaining data integrity and confidentiality.
- The Salary Schedule Field on the Position Screen has been updated to enhance data integrity. Now, users can only select values aligned with the Position's entity, ensuring accurate and consistent data entry.
Printing Payroll Checks Enhancements:
- For multi-entity agencies with separate charts of accounts, it is essential to maintain distinct credit, debit, and fund accounts for each entity. When generating payroll checks, the system must ensure the correct check number sequence associated with the selected account. To enhance user experience, the following has been implemented:
  - Print Payroll Checks Suitelet:
    - Introduced the Entity field, enabling users to easily filter and select the desired entity based on their role and access permissions.
    - Upon selecting an entity, the associated account specified in the Payroll and HR Preferences > Checks > Credit Account field is automatically displayed.
    - The system now displays only the checks linked to the specified account, ensuring a focused and efficient payroll generation process.
- For multi-entity agencies with distinct charts of accounts per entity, it is essential to utilize separate credit, debit, and fund accounts when processing checks.
  - When committing a payroll batch and generating check records, the system will refer to the Payroll and HR Preferences Record associated with the entity specified in the Payroll Batch. This ensures accurate record-keeping and alignment with the corresponding payroll and HR preferences.
  - When invoking the functions ns4g_mr_createcheckrecords and getRecordValues(), the system will pass the entity as a parameter to retrieve the appropriate account information.
  - Additionally, the system will continue to set the department based on the NS4G System Setup > Balance Sheet Department.
    
    Note:
    Please note that the NS4G System Setup currently lacks entity-specific functionality.
Payroll Direct Deposit Enhancements:
- Payroll Direct Deposit Bank Details Enhancement
  - For multi-entity agencies each entity may require a unique Bank Detail Record. For customers without multi-entity existing settings will remain unchanged.
  - To address the issue of users being unable to create two direct deposits, if the entity field is unique in each payroll direct deposit bank detail record, the record will be allowed to be saved. The error message has been modified to read, "Only one payroll direct deposit bank details record per entity is permitted."
  - Setting the Entity field (custrecord_ns4g_paycycle_entity) is now required on the Pay Cycle record. This precaution will help prevent future script issues and potential problems associated with null values.
- Direct Deposit Logic Update:
  - When generating the direct deposit file, the system will evaluate the Pay Cycle of the Payroll Batch and apply the Payroll Direct Deposit Bank Detail Record where the entity defined on the Pay Cycle (custrecord_ns4g_paycycle_entity) matches the Entity (custrecord_ns4g_dirdepbankdtls_entity) on the Bank Details record.
  - This update ensures a seamless transition for existing customers without Multi-Entity while providing the necessary functionality for agencies with multiple Entities.
Payroll Quick Codes:
- Vendor Bill Quick Code Form:
  - Vendor Bills utilize two standard forms. Certain column fields, namely 'NS4G Account', 'F&D', 'Department', and 'Selected Fund', are hidden in the quick code form but are essential for fund validation. Currently, these fields are populated by a script, but when using the quick code form, the script fails to update them, resulting in the generation of vendor bills. It is assumed that clients will opt for either quick codes or fund validation, not both.
  - To address this, the 'Generate Vendor Bills' script has been updated to incorporate the following logic:
    - First, check if the Bill preferred form name contains the keywords 'Quick Code'. If true, the specified fields will not be populated.
    - Next, verify if the 'NS4G System Setup' includes a checked 'Use Quick Codes' option, and if the vendor bill is set as a quick code transaction type. If both conditions are met, the specified fields will not be populated.
    - Finally, if none of the above conditions are satisfied, the system will continue with the original logic, assuming the agency is employing fund validation. This ensures the necessary fields are set accordingly.
State Compliance Reporting:
- Utah Retirement System and Minnesota PERA report:
  - The State Compliance Setup List has been updated with additional fields to accommodate the Utah Retirement System and Minnesota PERA retirement system. Agencies are advised to utilize these values when populating employee retirement records, ensuring accurate and consistent data entry.
State Unemployment Insurance:
- There are often reciprocity agreements, such as the one between Illinois and Iowa, which means employees residing in Illinois but working in Iowa contribute to Iowa's State Unemployment Insurance (SUI) while paying state taxes in Illinois.
- When processing payroll, the system currently considers the employee's state assigned in the State Tax field and adjusts the State Unemployment Insurance pay bucket accordingly. For instance, if an employee's state is Illinois, the system adds Illinois SUI Taxable Wages and Illinois SUI Total Wages to the calculation for regular earnings.
- Now, when a pay or hour code impacts the State Unemployment Insurance pay bucket, the system first checks if the employee's SUI State is specified. If it is, the system uses this information to adjust the related state's Unemployment Insurance Pay bucket. However, if the SUI State field is empty, the system reverts to the existing logic, sourcing the state from the employee's State Tax field.
Benefit Plan and Affordable Care Act Reporting Enhancements:
- On the Benefit Plan Record and NS4G Benefit Plan Form:
  - Field: Employee Required Contribution
    - Included in the list view.
    - Shows on the NS4G Benefit Plan Form.
    - Placed in the Primary Information field group.
  - Field: Employee Self-Insured Coverage
    - Included in the list view.
    - Displays on the NS4G Benefit Plan Form.
    - Categorized under the Primary Information field group.
- On the Employee Benefit Plan Record and NS4G Employee Benefit Plan Form:
  - Field: Employee Required Contribution
    - Included in the list view.
    - Shows on the NS4G Employee Benefit Plan Form.
    - Grouped under Primary Information.
  - Field: Employee Self-Insured Coverage
    - Included in the list view.
    - Display on the NS4G Employee Benefit Plan Form.
    - Categorize under Primary Information.
- On the Dependent Benefit Plan Record and NS4G Dependent Benefit Plan Form:
  - Field: Employee Self-Insured Coverage
    - Included in the list view.
    - Shows on the NS4G Employee Benefit Plan Form.
    - Grouped under Primary Information.
Configuring Custom Segments
- Agencies may require creating additional custom segments for tracking and reporting purposes when dealing with unique funding scenarios.
  1. Navigation:
    1. Login to your NetSuite account and navigate to the administrator role or a role with the necessary access permissions.
    2. Go to Customization > Lists, Records, & Fields > Custom Segments.
  2. Create a New Custom Segment:
    1. Click New Custom Segment to initiate the creation process.
  3. Primary Information Field Group:
    1. Provide a clear and descriptive Label for your custom segment.
    2. Assign a unique record ID, following the format: "_agencyabbreviation_labelname".
    3. Leave the Type as List/Record and the Display Type as Normal.
    4. Ensure Filtered By remains unset.
  4. Accounting Field Group:
    1. Select GL Impact to enable accounting-related functionalities.
  5. Detail Field Group:
    1. Add helpful information about the segment's purpose in the Help and Description fields.
  6. Values Tab:
    1. Define the list of values that will be associated with this custom segment. These values will appear when selecting the segment.
  7. Application & Sourcing Tab:
    1. It is recommended to copy the existing settings defined on the Fund custom segment and apply them to the following subtabs:
      1. Application & Sourcing
      2. Validation & Defaulting
      3. Permissions
      4. Dependent Segments.
    2. Set the desired Display Order for your custom segment.
  8. Quick Code Settings:
    1. If you wish to display this segment on the Quick Code, follow these steps:
      1. Go to the Application & Sourcing Tab > Transaction Columns> Source List > Quick Code (Quick Code).
      2. Go to the Application & Sourcing Tab > Custom Record Type > Quick Code.
  9. Payroll Settings:
    1. If your custom segment will be utilized for payroll postings, take the following actions:
      1. Navigate to Transactions > Payroll GL Transaction.
      2. Go to Transaction Columns > Application > Time.
  10. (Optional) Additional Settings:
    - Depending on your specific requirements, you may need to configure other settings and options within the custom segment. Refer to the NetSuite Help article titled "Creating a Custom Segment” for detailed guidance on these configurations.
      1. Custom Segments Mapping:
        
        A Custom Segment Mapping record is required to include custom segments into the backend scripting process.
      2. Access the Custom Segment Mapping page:
        
        Login with your administrator role or a role with the necessary permissions.
        
        Navigate to Setup > Accounting > Custom Segment Mapping.
      3. Create a new mapping record:
        
        In the Custom Segment ID field, enter the unique identifier for the custom segment you want to map.
        
        For the Record Type ID field, specify the custom record ID you wish to associate with this mapping.
        
        Note:
        Please note that not all record types are currently supported.
      4. Supported records include:
        
        Supported Records & Transactions
        
        Timecard - Record Type ID:TimeBill
        
        Payroll GL Transaction - Record Type ID: customtransaction_ns4g_payroll_gl_trans
Custom Segments in Payroll
- Custom Segments have been incorporated into the Posting Logic for the Payroll GL Transaction Record. Please note that custom segments have not yet been incorporated into the Payroll Posting Report and Payroll Detail Posting Report.
- The following outlines the impacts of custom segments on the posting logic for the Payroll GL Transaction Record:
  - Additional Pay: Debit Side
    - Default: Utilizes the Pos and Pay Employee Fund Allocation, including custom segments.
    - Overridden by Pay Code: If the Pay Code Fund, Dep, Account, etc., string, including custom segments, is set.
    - Overridden by Posting Rules: If the posting rule is set to "Follows Hours % Split" or "Follows Timecard Dollars % Split," the posting rule logic will take precedence, including custom segments set on the timecard if applicable.
    - Overridden by Payroll Posting Map: If applicable, the Payroll Posting Map logic will overwrite the previous settings.
  - Employer Benefits: Debit Side
    - Default: Follows the Pos and Pay Employee Fund Allocation, including custom segments.
    - Overridden by Pay Code: Similar to Additional Pay, the Pay Code settings can overwrite the default if the necessary fields are set.
    - Posting Rules: The posting rule logic will override the settings if the rule is set to "Follows Hours % Split" or "Follows Timecard Dollars % Split."
    - Payroll Posting Map: If applicable, this logic will also overwrite the previous configurations.
  - Credit Side Segments:
    - Pre-Tax Deduction, Tax, and Post-Tax Deduction
    - Fund: Retrieved from Payroll and HR Preferences > Checks Tab > Fund Field.
    - Department: Balance Sheet Dept or Null.
    - Account: *Pay Code Liabilities Account.
  - Hour Codes: Debit Side
    - Default: Follows the Pos and Pay Employee Fund Allocation, including custom segments.
    - Overridden by Hour Code: If the Hour Code Fund, Dep, Account, etc., string, including custom segments, is set.
    - Posting Rules: As with Additional Pay and Employer Benefits, the posting rule logic will override if set to "Follows Hours % Split" or "Follows Timecard Dollars % Split."
    - Payroll Posting Map: This logic will also overwrite the settings if applicable.
    - Timesheet Funding String: In certain cases, the funding string set on the timesheet, including custom segments, will overwrite the previous settings.
  - Payroll Check Amounts: Credit Side
    - Fund: Payroll and HR Preferences > Checks Tab > Fund Field.
    - Department: Balance Sheet Dept or Null.
    - Account: Payroll and HR Preferences > Checks Tab > Debit Account.
  - Direct Deposit Amounts: Credit Side/Liability
    - Fund: Payroll and HR Preferences > Checks Tab > Fund Field.
    - Department: Balance Sheet Dept or Null.
    - Account: Payroll and HR Preferences > Direct Deposit Tab > Credit Account.
  - Vendor Bills: Credit Side/Liability
    - Fund: Payroll and HR Preferences > Checks Tab > Fund Field.
    - Department: Balance Sheet Dept or Null.
    - Account: Payroll and HR Preferences > Checks Tab > Debit Account.

Various Fixes and Performance Improvements

17 Release Notes 25.6.2