Release Notes 25.7.1

NetSuite for Government 25.7.1 Release Notes

Revision Date: July 08, 2025

Important:

This document summarizes the changes to NetSuite for Government between 25.7.1 and the previous release. These release notes are subject to change every week.

The 25.7.1 enhancements and changes listed in this document are not available to customers until they are upgraded to NetSuite for Government 25.7.1. 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 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 25.7.1 – Release Date July 08, 2025

Finance:

Grant Additional Tracking Fields:
- The Grants Management screen now supports pass-through grant tracking with the new SubAward tab, as well as several additional fields on the Grant itself. These new fields allow tracking subrecipient information for subawards, as well as pass-through information required to produce the SEFA.
Carry forward Encumbrances at Year-End:
- The Encumbrance Carry Forward process now supports purchase orders which roll forward multiple years within NetSuite for Government.
Item Code Account Override:
- The Accounts Payable and Accounts Receivable Proof Listing reports will now display the Item Account associated with the transaction to support the Item Account Override feature.
Multi Subsidiary Support:
- The Encumbrance Carry Forward process now supports multiple entity configuration.
- The System Setup screen now allows configuration of Entity Preferences so that each subsidiary may have their own Fund values for the Operating Fund.
- The System Setup screen now allows configuration of Entity Preferences so that each subsidiary may have their own Account values for the Encumbrance Control Account.
- The System Setup screen now allows configuration of Entity Preferences so that each subsidiary may have their own Account values for the Budget Control Account.
- The System Setup screen now allows configuration of Entity Preferences so that each subsidiary may have their own Item Override Account.
- The System Setup screen now allows configuration of Entity Preferences so that each subsidiary may have their own Balance Sheet Department and value for the "No Department" Department.
- The Entity field has been added to the Fund record. This field will be used to filter the Fund selection on the Quick Codes record. Entity is now required for entry when creating or updating a Fund Record or creating Quick Code records.
- The Fund Record has been updated to comply with the new required field for the Entity code. All NetSuite for Government clients with a single Entity will have the Quick Code record updated with this new required field value.
Quick Codes:
- Transaction forms now support the ability to filter quick codes based upon the new "Show In" multi-select field on the Quick Code record. The multi-select field contains Purchases, Payables, Financial, Customers and Time. The screens represented within each category code are the same as the list in the administrator's Transaction menu. The initial implementation of this field will default all categories selected to preserve the status quo.
- The Location field has been added to the Quick Code record and functions the same as all other general ledger segments.
- The Entity field on the Fund Record has been populated with the Parent Company name, unless multiple entities exist. Clients with multiple entities will be contacted for additional support.
Custom GL Segment Support:
- Custom Segments are now supported with Quick Code records. This link is established by creating a Mapping Record to tie custom segments to the NetSuite for Government Quick Code record. This results in the Custom Segment being disabled when the quick code field is populated and re-enabled if the quick code field is cleared.
  To configure this integration, search for the Custom Segment Mapping screen and create a new record where the Custom Segment ID is the new custom segment and the Record Type ID = "customrecord_ns4g_quickcode”.
Vendor Compliance Documents:
- The Compliance Document feature is now available in NetSuite for Government. Compliance documents represent various vendor categories of additional compliance information such as: certificates of insurance (COI), DBE enterprise certifications, W-9 documents, business licenses and more. Simply, add the compliance document to the vendor record Compliance tab and then report on the status of documentation including expiring records. Optionally, a document attachment may be required when creating the compliance record on the System Setup screen. Lastly, insurance and other documents required for purchase orders and contracts may be attached directly to those records in the system for information and reporting.

Various Fixes and Performance Improvements

Corrected an issue on General Ledger Inquiries where an error occurred if the encumbrance description exceeded 999 characters. The description will now be truncated to fit the detail drill accordingly.
Corrected an issue where the Quick Code was not populated based on the GL segment values upon save.
Corrected an issue where the Government Budget Fiscal Year drop-down had duplicate values.
Change Orders will no longer disencumber on Rejected Status so that the transaction may be updated and resubmitted into workflow. To disencumber a rejected Change Order, use the Cancel/Liquidate button on screen.
The Project field on transaction forms is now Entity specific and will filter projects to the appropriate subsidiary.
Corrected an issue when both an Item and Expense lines are entered in a transaction. Internal note only.

Human Resources and Payroll:

Arizona Public Safety Personnel Retirement System:
- Added the "Arizona Public Safety Personnel Retirement System" (PSPRS) to the State Retirement System list.
- Updated the NS4G Arizona State Retirement System form:
  - Added a new field group named "Arizona Public Safety Personnel Retirement System" after the "Arizona Retirement System" field group.
  - Displayed the "Contribution Group Code" field required for the Arizona PSPRS file.
  Users can now use one form for both Arizona Retirement Systems, reducing the need to switch between forms.
- Values Deployment and State Assignment: The values have been deployed as inactive and specifically assigned to the state of Arizona. It is important to note that within the Payroll and HR Preferences, these values will be activated once the state of Arizona is selected.
- Contribution Group Codes Added: The following Contribution Group Codes have been added to the State Compliance setup list:
  - Defined Benefit (including modified DROP)
  - Defined Benefit (post-tax)
  - Defined Contribution
  - Defined Contribution Disability
  - Alternate Employer Contribution
  - Employer EODC ASRS Legacy
  - Employer EODC EORP Legacy
  - Employer Legacy (CORP and Public Safety)
  - Payroll Deduction Agreement
  - Defined Contribution Health Subsidy
  Reference:
  
  For comprehensive details on the configuration outlined by the state retirement system, please refer to the following link: https://www.psprs.com/uploads/sites/1/Payroll_and_Contribution_File_Specification_changes-06-15-22.pdf

Payroll Quick Code:
- The fund, department, and account details will be set on the quick code. However, as these fields may be derived from other sources such as employee position, payroll data, pay codes, hour codes, or posting maps, overriding these fields on the timecard may not be desired.
  When a quick code is selected on the timecard, all corresponding segments will be populated from the quick code. The values will be stored and saved, even if the quick code is later removed. Additionally, custom segments configured to appear on both the quick code and timecard will be defaulted accordingly.
  - If a Wildcard value is assigned to the Quick Code Fund or Department field, the timecard fields remain blank instead of populating with the wildcard.
  - Wildcards can be applied independently to funds and departments. A wildcard on one does not imply the same for the other.
  - The quick code is optional, its presence or absence on the form or record should not impact the timecard. Only when a quick code is applied should the relevant columns populate, and not all fields are required within the quick code. Furthermore, the account field on the timecard will not be defaulted or populated.
- Two new field have been added to the Payroll and HR Preferences. This addition offers two key functionalities:
  - Quick Code Fund Wildcard: This feature allows you to designate a specific fund as a wildcard for quick code setup. During payroll and GL postings generation, when this wildcard fund is utilized, the system will employ the posting hierarchy to determine the appropriate fund.
  - Quick Code Department Wildcard: You can now set a department as a wildcard for quick code purposes. When this department wildcard is applied during payroll and GL postings, the system will refer to the posting hierarchy to establish the correct department.
  These enhancements aim to provide greater flexibility and efficiency in your payroll and GL posting processes
- Quick Codes can be used to quickly populate the funding fields. Set the preferred Timesheet form to access and utilize the quick code on employee timecards, navigate to the "Custom Entry Forms" section. Here, locate the forms where the type is specified as "Time." Set the "NS4G - Time Tracking Quick Code Form with Clock In/Clock Out" as the preferred 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.

Affordable Care Act (ACA) Reporting:
- Reporting Period - 1095c - ACA When selecting "Calculate - ALL" previously the system failed to include newly created eligible employee records resulting in missing data. This issue has been resolved and the system will now recognize and include newly created record along with all other eligible employees, ensuring a complete and accurate ACA generation.
- The following fields are not used and will be hidden from the form. A future update will remove the fields:
  - Employee ACA Record: Tax Year (custrecord_ns4g_1095c_taxyear).
  - Employee ACA Record: Employee Mailing Address and Social Security Number (to be hidden as they are not utilized in the PDF or file).
  - Dependent Benefit Plan Record: Safe Harbor (custrecord_ns4g_memberplan_safeharb).
  - Dependent ACA Record: Dependent Social Security Number (custrecord_ns4g_1095cdep_depssn).
  - Dependent ACA Record: Dependent Address (custrecord_ns4g_1095cdep_depaddress).
  - Aggregated ALE Group Check Box: Payroll and HR Preferences > Compliance > Aggregated ALE Group.
  - Certification of Eligibility: Payroll and HR Preferences > Compliance > Certification of Eligibility (to be hidden).
- The following adjustments have been implemented to the Affordable Care Act module to enhance user experience and overall usability.
  On Dependent ACA Record:
  - When the "Box D: All 12 Months" checkbox is selected, all other month options will be cleared and disabled. Conversely, selecting any month will clear and disable the "All 12 Months" option.
  - The "Dependent" field is now displayed under the "Primary Information" group, positioned after the "Employee ACA" field. This field is required on both the record and the form.
  - Similarly, the "Employee ACA" field is required on the record and form.
  On Employee ACA Record:
  - The subtab list has been reordered, placing "Dependent" first, followed by "Company Info and Address," and then "Employee Info and Address."
  On Dependent Record:
  - Introduced a new field named "Middle Name," positioned between the "First Name" and "Last Name" fields.
  On Dependent Benefit Plan Record:
  - Introduced a new field named "Offer of Coverage”. This field populates from the "Benefit Plan's Offer of Coverage" field if set.
Equal Employment Opportunity Report:
- Two new fields have been introduced to the Employee record within the Human Resources > Personal section:
  - Name: Race
    Source: HR and Payroll Setup List (Type: Employee Race)
    Description: Select the employee's race for EEO reporting purposes. This field is mandatory for EEO-4 reporting. Please note that custom forms will not automatically include this field; it must be manually added.
  - Name: Hispanic or Latino (Checkbox)
    Description: Indicate the employee's status for EEO reporting.
  Note:
  Custom forms will not automatically include these fields; these must be manually added.
  Background: The Specified Ethnicity Categories are essential for EEO reporting and must be accurately coded to facilitate efficient reporting. The following values have been added to the HR and Payroll Setup Lists. No additional steps are required to enable these values.
  - Name: White
    Type: Employee Race
    
    Payroll ID: ns4g_employeerace_white
  - Name and Code: Black or African American
    Type: Employee Race
    
    Payroll ID: ns4g_employeerace_black
  - Name and Code: Asian
    Type: Employee Race
    
    Payroll ID: ns4g_employeerace_asian
  - Name and Code: Native Hawaiian or Other Pacific Islander
    Type: Employee Race
    
    Payroll ID: ns4g_employeerace_hawaiian
  - Name and Code: American Indian or Alaska Native
    Type: Employee Race
    
    Payroll ID: ns4g_employeerace_americanindian
  - Name and Code: Two or More Races
    Type: Employee Race
    
    Payroll ID: ns4g_employeerace_tworaces

Minnesota PERA retirement system:
- Employee Criteria
  - During the Calculation the system will search Employee Retirement records and only employees with the following criteria will be returned:
    - Identifies active Employee Retirement Records where the state retirement system is set as the Minnesota PERA Retirement System.
    - Employee Retirement Record where the record begin date <= Reporting Period End Date and the record end date >= Reporting Period Begin Date.
    - If multiple records overlap the reporting period, select the one with the latest end date.
    - If no "Employee Retirement" record meets the date criteria, the employee will be excluded from the report.
  - During the Calculation the system will search Employee Pay Period Totals Records where the related pay period has a Retirement/PERS Reporting Date that exactly matches the Reporting Date field on the Reporting Period
  - The system will return employee payroll totals where the "Payroll Totals > Entity" matches one of the selected entities on the "Reporting Period." If multiple entities are chosen, the system will group the results by entity.
  - To determine which position and pay record to use, the system will use the related Employee Pay Period Totals > Primary Position and Pay this reporting period date range. If multiple position and pay records return for this reporting period, the system will use the record set as primary with the greatest end date. If this is null for all employee payroll totals, then fields requiring the position and pay record will be left as blank.
Payroll Muti Entity Support:
- Generating Vendor Bills from Payroll now supports single and multi-entity agencies, offering enhanced compatibility.
  - To generate this record, the system will execute the following steps:
    1. Assess the Payroll Batch and determine the associated entity.
    2. During record generation, apply the identified entity to the Entity field (Field ID: subsidiary).
    3. Implement the entity-specific settings found in the Payroll and HR Preferences, including:
      - Fund Allocation Tab:
        
        Fund Allocation Method
        
        Over/Under Payroll Account
        
        Over/Under Payroll Fund
        
        Over/Under Payroll Department
      - Checks Tab:
        
        Credit Account
        
        Debit Account
        
        Fund
      - Direct Deposit Tab:
      - Credit Account
- The recently introduced "NS4G - Employee Hour Bucket Totals Report" saved search is now accessible via Payroll and HR> Reports. The hour bucket totals are displayed as individual transaction records, which can be easily exported into Excel for further analysis and summary creation. This feature offers a unique and flexible approach to data manipulation, compared to the Payroll Reports> Hour Bucket reports. The results are based on the employee Payroll Totals record and only displays hour buckets totals from committed batches.
  The report allows users to filter results by Payment Date Range, Hour Bucket, and Employee.
  
  This report offers enhanced flexibility and an improved reporting experience for users. With faster processing times compared to standard hour bucket report, users can benefit from customizable search options, the ability to save preferred configurations, and the integration of Excel/Pivot table features, ensuring maximum adaptability.
- The recently introduced "NS4G - Employee Payroll Item Lines" saved search is now accessible via Payroll and HR> Reports. The payroll item lines are displayed as individual transaction records, which can be easily exported into Excel for further analysis and summary creation. This feature offers a unique and flexible approach to data manipulation, compared to the Payroll Reports> Employee Pay Code and Hour Code reports. The results are based on the employee Payroll item line records and both uncommitted and committed batches can be reported on.
  The report allows users to filter results by Payment Date Range, Pay Code, Hour Code, Pay Period, Pay Period Status, and Employee.
  
  This report offers enhanced flexibility and an improved reporting experience for users. With faster processing times compared to standard pay and hour code report, users can benefit from customizable search options, the ability to save preferred configurations, and the integration of Excel/Pivot table features, ensuring maximum adaptability.
- The recently introduced "NS4G - Employee Pay Bucket Totals Report" saved search is now accessible via Payroll and HR> Reports. The pay bucket totals are displayed as individual transaction records, which can be easily exported into Excel for further analysis and summary creation. This feature offers a unique and flexible approach to data manipulation, compared to the Payroll Reports> Pay Bucket reports. The results are based on the employee Payroll Totals record and only displays pay buckets totals from committed batches.
  The report allows users to filter results by Payment Date Range, Pay Bucket, and Employee.
  
  This report offers enhanced flexibility and an improved reporting experience for users. With faster processing times compared to standard pay bucket report, users can benefit from customizable search options, the ability to save preferred configurations, and the integration of Excel/Pivot table features, ensuring maximum adaptability.
- On the Payroll Posting Map Record:
  - A new field was added to the Criteria:
    - Name: Entity
      Field ID: custrecord_ns4g_prpmap_entity
    This field allows users to specify the subsidiary or entity as a selection criterion for the posting map. If no selection is made, it indicates that the criteria are flexible. When an entity is chosen, one of the following selection criteria must also be set.
  - Logic Application: In the event that a user sets the Entity Field within the payroll posting map, the system will ensure that the payroll posting map is only applied when the entity on the Payroll Batch matches the selected criteria.
  - Entity Field Optionality: It is important to note that the Payroll Posting Map Entity field is not mandatory. If left unset or null, the payroll posting map will be applicable to any entity.
- The Payroll General Ledger Transaction Record now supports single and multi-entity agencies.
  To generate this record, the system will execute the following steps:
  1. Assess the Payroll Batch and determine the associated entity.
  2. During record generation, apply the identified entity to the "Entity" field (Field ID: subsidiary) within the Payroll GL Transaction.
  3. Implement the entity-specific settings found in the Payroll and HR Preferences, including:
    - Fund Allocation Tab:
      
      Fund Allocation Method
      
      Include Employee Detail in Payroll GL Transaction
      
      Maximum Employee Count
      
      Over/Under Payroll Account
      
      Over/Under Payroll Fund
      
      Over/Under Payroll Department
    - Checks Tab:
      
      Credit Account
      
      Debit Account
      
      Fund
    - Direct Deposit Tab:
      
      Credit Account

Various Fixes and Performance Improvements

Added the below values to the Position & Pay Record Priority List:
- P6: Sixth
- P7: Seventh
- P8: Eighth
- P9: Ninth
- P10: Tenth
Due to NetSuite's recent update, clients can no longer assign specific roles to NS4G centre tabs. The centre Tab settings for "My Benefits and Pay" has been updated to "All Roles" and removed the specified Employee centre Role. As a result, clients with custom Employee Centre roles will automatically be enabled to view the My Benefits and Pay centre tab.
The system logic has undergone an update to accommodate both multi-entity and single-entity agencies. In generating the Payroll GL Transaction record, the system will evaluate the payroll batch entity and utilize the NS4G system setup record, selecting the value from the balance sheet field based on matching entities.

10 Release Notes 25.7.1