NetSuite Journal Entries from Excel
Prepare journal entries in Excel, validate them, and post them to NetSuite in one step. Download any entry to correct it or reuse it next month.
Screen recording with on-screen captions. A JournalEntry sheet opens from the Finsyte ribbon, and journal entry JE314 is downloaded: Headquarters, a memo of Moving Raw Materials to WIP, and two lines that debit WIP and credit Inventory Raw Component Stock. Caption: Update existing Journal Entries. The debit and credit amounts are changed and the entry is updated in NetSuite. Caption: Clear out Journal Entry # to Create New Journal Entries from existing information. The entry number is cleared, the date, posting period and amounts are changed, and Create New Entry posts a new entry, JE394. Caption: Review Journal Entry in NetSuite. The link at the top of the sheet opens the new entry in NetSuite.
Journal entries that start, and stay, in Excel
The Journal Entry template is laid out like NetSuite’s journal entry screen: the header fields at the top and a line for each debit and credit below. Build the lines with Excel formulas, check the sheet, and choose Create New Entry to post it.
- Standard and advanced intercompany journal entries
- Department, class, location, custom segments and custom fields on every line
- Validate Sheet flags missing or invalid values before you upload
- Download an existing entry to correct it, or to start a new one from it
- Approval routing in NetSuite still applies
From a worksheet to a posted journal entry in four steps
Insert the template
On the Finsyte ribbon, choose Record Edit › Journal Entry, or Intercompany Journal Entry for entries across subsidiaries.
Fill in the entry
Set the subsidiary, date and memo, then add a line for each account with its debit or credit and segments.
Validate
Validate Sheet marks any problem cell in red with a note. Out of Balance By must read zero.
Post and review
Create New Entry posts the entry, and Review Journal Entry in NetSuite opens it there.
The journal entries finance teams post every month
Accruals, reclasses, allocations and recurring entries usually start in a spreadsheet anyway. With the Journal Entry template, the spreadsheet is the entry: what you calculate is what posts.
Calculate the lines, then post them
Each transaction line takes an account number, a debit or credit, a memo, a name, and department, class and location. Account names fill in on their own through the GLAccountName function, and the amounts can be formulas that point at your allocation or accrual workings elsewhere in the workbook.
The header NetSuite expects
The header carries the subsidiary, date, book, currency and exchange rate, a memo, the posting period and a reversal date, the header fields NetSuite’s journal entry asks for. Out of Balance By shows the difference between debits and credits, and the entry posts only when it is zero.
Correct an entry that already posted
Type an entry’s number into Journal Entry # and choose Download Journal Entry. Change what needs changing, such as a missing department, and choose Update JE#, which names the entry, to save it back to the same entry in NetSuite. A locked entry still downloads, read-only, so you can review it.
Reuse last month’s entry
Download an existing entry, clear the Journal Entry #, change the date and amounts, and choose Create New Entry. To reuse a sheet next month, clear the Journal Entry # before you change the date and amounts, so Create New Entry posts a new entry instead of updating last month’s.
Intercompany entries
The Intercompany Journal Entry template creates NetSuite advanced intercompany journal entries, with a subsidiary on each line, for transactions between subsidiaries. It uses the same validation, download and review steps as the standard template.
Your segments and fields
The Journal Entry Fields pane in Finsyte Preferences adds your custom segments and custom fields to the template and sets their order, so each entry carries everything your reporting needs.
Checks before and after upload
Validate Sheet marks missing or invalid values in red, with a note on each. If NetSuite rejects an upload, the cells it objected to are marked the same way, and if nothing has changed since the last download or upload, nothing is sent. Approval routing stays in NetSuite’s hands: when your account requires approval, the entry follows it.
More financial transactions
Payments, deposits, expense reports and other financial transactions can be created and edited in bulk with Bulk Records.
NetSuite journal entries from Excel: FAQ
- QHow do I upload a journal entry to NetSuite from Excel?
- Insert the Finsyte Journal Entry template from Record Edit, fill in the header and a line for each debit and credit, and choose Validate Sheet. When Out of Balance By reads zero, choose Create New Entry to post it to NetSuite.
- QCan I edit a journal entry that is already in NetSuite?
- Yes. Enter its number in Journal Entry #, choose Download Journal Entry, make your changes and choose Update JE# (the button names the entry) to save them back to the same entry.
- QCan I download a locked journal entry?
- Yes. A journal entry that is locked in NetSuite still downloads into the template, marked Locked record (read-only), so you can review it in Excel. Intercompany journal entries work the same way.
- QCan I use custom segments and custom fields?
- Yes. Add them in the Journal Entry Fields pane of Finsyte Preferences, and they appear as columns in the template alongside department, class and location.
- QDoes it support intercompany journal entries?
- Yes. The Intercompany Journal Entry template creates NetSuite advanced intercompany journal entries, with a subsidiary on each line.
- QDo NetSuite approvals still apply?
- Yes. Entries follow your NetSuite approval setup. If your account requires approval, an entry created from Excel waits for it like any other.
Try it with your own NetSuite data
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