Using Tracking Categories with NetSuite
Using Tracking Categories with NetSuite
Re-Leased supports NetSuite's tracking categories, including Classifications, Locations, and Custom Segments, empowering you to categorize transactions for improved financial reporting. This guide explains how these categories sync between Re-Leased and NetSuite, how to configure Custom Segments for syncing, and helps you troubleshoot common issues.
Overview
NetSuite tracking categories allow you to organize and report on your financial data. When transactions sync from Re-Leased to NetSuite, the tracking categories assigned in Re-Leased—such as Classifications, Locations, and Custom Segments—are carried through to your invoice and bill lines, ensuring seamless integration.
Supported Tracking Categories
Here's what is supported in Re-Leased:
Classifications
Classifications are NetSuite's standard tracking categories, available across all subsidiaries in your NetSuite instance. Re-Leased syncs these classifications and enables you to assign them to any transaction.
Locations
Locations in NetSuite are linked to specific subsidiaries. In Re-Leased, when you create a transaction, only Locations associated with the relevant subsidiary will appear for selection.
Custom Segments
Custom Segments in NetSuite provide additional tracking capabilities, e.g., departments, cost centers, or tenant categories. Re-Leased supports syncing these segments, including hierarchical (parent-child) structures. Custom Segments require specific configuration in NetSuite before they will sync—see the setup steps below.
How to Set Up Custom Segments for Re-Leased
To ensure Custom Segments sync correctly between NetSuite and Re-Leased, you must configure the segment with the correct type, transaction applicability, and role permissions in NetSuite. Follow these steps:
Step 1: Confirm the Segment Type
Open the Custom Segment record in NetSuite. Under the segment's settings, confirm the following:
- Type must be set to List/Record. Other segment types (such as free-text or date) are not supported by Re-Leased.
- INACTIVE must be unchecked (i.e., the segment must be Active). Inactive segments will not sync to Re-Leased.
Step 2: Enable the Segment for Supported Transactions
Re-Leased only syncs Custom Segments that apply to transactions it supports (such as invoices and vendor bills). In the Custom Segment record, navigate to the transaction application settings and ensure that at least one of the following is enabled:
- Invoices
- Vendor Bills
If neither of these transaction types is selected, the Custom Segment will not sync into Re-Leased.
Step 3: Grant Permissions to the Re-Leased Integration Role
The Re-Leased Integration Role in NetSuite must have access to view and use the Custom Segment. Without the correct permissions, Re-Leased cannot read segment data during syncing.
To grant permissions:
- Open the Custom Segment record in NetSuite.
- Navigate to the Permissions settings for the segment.
- Add the Re-Leased Integration Role and grant the appropriate access level.
- Save your changes.
Limitations
Be aware of these limitations when using NetSuite tracking categories with Re-Leased:
- Location visibility — Locations are tied to a single subsidiary and cannot be accessed by child subsidiaries. You can only select Locations associated with the relevant customer subsidiary.
- Custom Segment types — Only List/Record type Custom Segments are supported. Free-text, date, or other segment types cannot be synced.
- Transaction applicability — Custom Segments must be configured for use with Invoices and/or Vendor Bills in NetSuite. Segments not applied to these transaction types will not appear in Re-Leased.
- Inactive items — Inactive Classifications, Locations, or Custom Segment values will not sync or be visible in Re-Leased.
- Permission requirements — The Re-Leased Integration Role must have the appropriate permissions to view and use Custom Segments in NetSuite. Missing permissions will prevent syncing.
Troubleshooting
Having issues with Custom Segments not appearing in Re-Leased? Follow these steps to troubleshoot:
- Ensure the Custom Segment is set to Active in NetSuite (the INACTIVE checkbox must be unchecked).
- Check that the segment type is set to List/Record.
- Verify the segment is configured to apply to Invoices and/or Vendor Bills in the Custom Segment's transaction settings.
- Ensure the Re-Leased Integration Role has been granted the necessary permissions to view and use the segment.
- Run a sync and check the Sync Results page for any related errors.
If you've verified the above and the issue persists, please contact Re-Leased Support for assistance.