Release Notes 25.8.1

6 Release Notes 25.8.1

NetSuite for Government 25.8.1 Release Notes

Revision Date: August 05, 2025

Important:

This document summarizes the changes to NetSuite for Government between 25.8.1 and the previous release. These release notes are subject to change every week.

The 25.8.1 enhancements and changes listed in this document are not available to customers until they are upgraded to NetSuite for Government 25.8.1. 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 25.8.1 – Release Date August 05, 2025

Finance:

Purchasing Change Orders:
- The Purchase Change Order lines may be conditionally encumbered based upon the Encumber checkbox.
- The Change Order totals section has been updated to include a new field for the purchase order calculated New Amount, and disabled access to the Original Amount and Amount Change fields.
Multi Subsidiary Support:
- The Soft Year-End Close record will now require the Subsidiary and Fiscal Year.
- The Fund field is now filtered by entity in the Interest Allocation Pool Definition screen.

Quick Codes:
- Users may get an error when creating a new Quick Code if their custom segment is being used in the Custom Segment Mapping to be part of their Quick Codes if the Custom Segment does not have a Default Search/Reporting Access Level of at least Edit. If they are using Custom Segments as part of their Quick Codes, they need to be sure the Default Search/Reporting Access Level for those Custom Segments is at least Edit.
- The Quick Code Record Name and Description fields are now available when editing the record.
- A Quick Code form has been published for the Purchase Contract transaction. Also, the CSV import has been updated to include the Quick Code.
- A Quick Code form has been published for the Expense Report screen. Also, the CSV import has been updated to include the Quick Code mapping.
- Corrected an error where the Administrator was given an error on Quick Code forms, "Please enter value(s) for: Fund, Department, Account" when adding a line item.
- Updated the Quick Code Validation logic to include custom segments as part of the unique string consideration.
Vendor Compliance Documents:
- The Compliance Document feature now has the option to require a document attachment when adding a new vendor compliance record. The System Setup screen, Compliance Tab, has this optional configuration option.
Roles & Permissions:
- The NS4G Finance Director role now has access to the Expense Registers permission.
Interest Allocation:
- The Program field may now be defaulted in the Interest Allocation Journal.

Budget Adjustment Budget Periods:
- Government Budgets and Government Budget Adjustments now contain both a start and end date for the budget to establish the budget period. NetSuite supports fiscal year budgeting, and budgeting for custom date ranges for grants, projects, and other uses of variable budget periods. The feature will be completely available in the September release.
- A data update script will be run on installation of the 25.8 release to populate Government Budget and Government Budget Adjustment start and end dates. This script may be re-run as needed and NetSuite support can provide assistance.

Various Fixes and Performance Improvements

Corrected an issue where the NS4G CS Script produced the following error message on various transaction screens, "Items you have requested in the record have been deleted since you retrieved the form".
Corrected an error message for encumbrances to differentiate that fully billed lines are allowed on a Vendor Bill for a full quantity payment only. This safeguard will prevent overspending on future bills which would cause a negative encumbrance balance. The new error reads: "Encumbrance balance will be exhausted or overspent on this partial payment. Revise the quantity to bill the full amount or increase the funds on the purchase order to cover the additional encumbrance required (lists each item)".
Improved performance on Government Budget Adjustments for Encumbrance Carry Forward Budgets.
The System Setup Enable Budget Validation checkbox is no longer required.

Human Resources and Payroll:

Payroll Quick Code:
- Quick Code is now enabled for Timecard Imports.
  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.
  Regarding permissions, the default settings include the following:
  - NS4G - Payroll Administrator: Edit
  - NS4G - Finance Director: View
  - Administrator: Full Access
  If using a custom segment, the role, NS4G-Scripts must be added to the Permissions Tab.
  
  Role: NS4G - Scripts
  
  Value Management Access Level - Edit
  
  Record Access Level - Edit
  
  Search/ Reporting Access Level – Edit

Mississippi Retirement Record Form Updates:
- Updated the "Retirement Plan" field to "Non-Mandatory". This field is not utilized in the file and is considered unnecessary for the Mississippi Pers file. This field can remain null or applied with agency configured plans for tracking only.
- Modified the "Salary Amount" field to "Non-Mandatory".
- Modified the "Salary Code" field to "Non-Mandatory".
Payroll Muti Entity Support:
- Multi-entity agencies now have the flexibility to report for one or multiple entities based on their unique entity structure and Tax ID (EIN) setup. This enhancement ensures that reporting aligns with each entity's specific requirements.
  The suitelet has been updated to "Run as User," ensuring that the user's entity is applied when running reports. This means users will only have access to run reports for entities they have permission to access.
  
  UI Changes:
  
  Primary Information Field Group
  A new field has been added:
  - Name: Entity
  - Sources: List of Subsidiaries (or Entities)
  - Type: Multi-Select
  - Default: All entities selected
  This addition allows users to select the relevant entities for their reports. The suitelet's "Run as User" functionality ensures that only entities applicable to the user's role are displayed.
  
  Logic Changes:
  
  The 941 report has been updated to query employee pay line data specifically for the selected entity. This ensures accurate and targeted reporting.
  
  File Saving:
  
  When the "Save Report to the File Cabinet" checkbox is selected, the file will be saved to the W2 folder specified in the Parent Entity Payroll and HR Preferences Record no matter which entity is selected. Users can continue to run the report in a new window for immediate results.
HR Tracking Records:
- A new feature has been introduced: the "Employee Licenses and Certifications" record. This record allows for comprehensive tracking of employees' licenses and certifications, including the ability to set the number or id, issuing state, issue date, expiration date and suspended status. It can be accessed via the "Employee Record" tab under the "Tracking" subtab or directly from the main menu under "Payroll and HR" > "Employee Assignments".
  To manage licenses and certifications and create new ones, navigate to "Payroll and HR" > "Other Setup" > "HR and Payroll Setup". Here, you can establish new licenses and certifications by assigning appropriate values and setting the type as License and Certification.
  Regarding permissions, the default settings include the following:
  - NS4G - Payroll Administrator: Edit
  - NS4G - Finance Director: View
  - Administrator: Full Access
  Custom roles require updates to include access to this new record.
- A new feature has been introduced: the "Employee Skills" record. This record allows for comprehensive tracking of employees' work-related skills, including their years of experience and educational background. It can be accessed via the "Employee Record" tab under the "Tracking" subtab or directly from the main menu under "Payroll and HR" > "Employee Assignments".
  To manage skill type definitions and create new ones, navigate to "Payroll and HR" > "Other Setup" > "HR and Payroll Setup". Here, you can establish new skill types by assigning appropriate values and setting the type to "Skill".
  Regarding permissions, the default settings include the following:
  - NS4G - Payroll Administrator: Edit
  - NS4G - Finance Director: View
  - Administrator: Full Access
  Custom roles require updates to include access to this new record.
- A new feature has been introduced: the "Employee Languages" record. This record allows for comprehensive tracking of employees’ languages, including the ability to speak, read and write. It can be accessed via the "Employee Record" tab under the "Tracking" subtab or directly from the main menu under "Payroll and HR" > "Employee Assignments".
  To manage Languages and create new ones, navigate to "Payroll and HR" > "Other Setup" > "HR and Payroll Setup". Here, you can establish new languages by assigning appropriate values and setting the type as Language.
  Regarding permissions, the default settings include the following:
  - NS4G - Payroll Administrator: Edit
  - NS4G - Finance Director: View
  - Administrator: Full Access
  Custom roles require updates to include access to this new record.
- A new feature has been introduced: the "Trainings, Courses, and Classes" record. This record allows for comprehensive tracking of Trainings, Courses and Classes.
  To manage and create new Trainings, Courses, and Classes, navigate to "Payroll and HR" > “Trainings, Courses, and Classes”.
  Regarding permissions, the default settings include the following:
  - NS4G - Payroll Administrator: Edit
  - NS4G - Finance Director: View
  - Administrator: Full Access
  Custom roles require updates to include access to this new record.
Minnesota PERA retirement system Report:
- Minnesota Public Employees Retirement Association (PERA) Report
  Payroll and HR Preferences Configuration:
  1. On the Payroll and HR Preferences page, select the applicable entity and click the Compliance tab.
  2. On the Public Employee Retirement System section, in the Agency PERS ID field, enter the Agency PERS ID, also known as the Employer Number.
  3. In the State Retirement Reports File Cabinet Location field, enter the internal id of the folder that will store state report files.
  4. Select the State Preferences tab.
  5. On the Primary State section, from the State drop-down, set the state to Minnesota.
  6. Under State Forms, select the following check boxes for the correct forms to default.
    1. Use State Employee Retirement Form
    2. Use State Position Form
    3. Use State Employment Retirement Reporting Form
  7. Click the Save button.
    Employee Retirement Configuration
    Employee Retirement Record
  8. On the Employee record, select the Compliance tab and the Retirement/Compliance Sub tab. Open the Employee Retirement Record.
  9. Set the Minnesota PERA Retirement Systems in the State Retirement System field.
  10. Assign the State Retirement Plan.
  11. Assign the Employee Pay Type.
  12. Assign the effective Begin Date for this record.
    
    Reporting Processing and Filing
    
    Reporting Period
  13. On the main menu, navigate to Payroll and HR > Compliance Reporting > Reporting Period.
  14. Click the New Reporting Period button.
  15. From the Type drop-down, select State Retirement and Minnesota PERA Retirement System for the State Retirement System. Enter the Year and Begin/End Dates.
  16. Set the Reporting Date for the Reporting Period as the file’s indicated Paid Date.
  17. Select the Entity. If a multi-entity agency, select the Entities to be included in the report.
    - Leave Sub Type and Sub Type Number blank for most reports. The sub type and sub type number functional similarly to Supplemental Pay Periods. The Sub Type can be used if a new reporting period is required with the same fields in order to produce a correction report. Multiple correction reports can be created utilizing the sub type number.
  18. Click the Save button
    
    Calculate
  19. On the Reporting Period page, click the Calculate button.
  20. The Reporting Period will default but the period and filter can be changed if needed. Click Submit.
    
    Employee Criteria
  21. During the Calculation the system will search Employee Retirement records and only employees with the following criteria will be returned:
    1. Employee Retirement Record where the state retirement system is set as the Minnesota PERA Retirement System.
    2. Employee Retirement Record where the record begin date <= Reporting Period End Date and the record end date >= Reporting Period Begin Date
    3. 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 and whose entity matches the Reporting Period Entity.
    4. 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.
    Review or Edit
  22. After submitting the calculation, the system redirects you to the Reporting Period record. When the status changes to complete the records are ready to view.
  23. To review or edit results, click the Employee Retirement Reporting subtab.
  24. Click an employee link to validate the results.
  25. To manually update a record, click the Edit button.
  26. A record can be manually added by selecting the New Employee Retirement Reporting Record. Any manually created records should be validated prior to committing. Recalculating the reporting period may alter manually created records.
  27. To recalculate, click the Calculate button and calculate as many times as needed.
    
    Commit
  28. On the Reporting Period page, click the Commit button after finalizing the reporting period.
    Employee Retirement Reporting records will no longer be editable once committed.
    
    To Generate Files
  29. On the Reporting period page, click the Files subtab to locate files.
    
    Uncommit
  30. If an error is occurred and changes need to be made, users can uncommit the reporting period.
  31. Click the Uncommit Period button.
  32. The status changes to Complete, all related files will be deleted, and the reporting period can now be updated.
    Related files will be deleted. The reporting period must be committed to regenerate the submission file.

Various Fixes and Performance Improvements

We have enhanced the NS4G Payroll Item Template Hide Rate pay stub form. This update ensures that the "Hours" field is now visible, while the "Rate" field is hidden for each hour code line on the pay stub. This feature can be accessed through Payroll and HR Preferences > Detailed Pay Stubs PDF/HTML Template.
Enabled the reporting period with a multi-selection filter for the entity.
A new field, "SUI State," has been introduced in the Payroll Item Line. This field identifies the employee's state for SUI (State Unemployment Insurance) calculations and reporting purposes.
The logic to populate this field has been updated. During the Calculate Payroll process, the system will automatically fill the "Payline > SUI State" field (custrecord_ns4g_payline_suistate) by referring to the "Employee Record > State Unemployment Insurance > SUI State" field (custentity_ns4g_taxes_suistatelist). If the "SUI State" field is empty, the system will use the "State Tax > State" field (custentity_ns4g_taxes_statelist) as a fallback option, considering that not all clients have transitioned to the new "SUI State Tax" field yet. This update will also apply when recalculating history.
Resolved a critical issue regarding the salary schedule. The system now accurately auto-populates the salary schedule from the designated position on the employee's position and pay record, ensuring seamless data synchronization.