While working on NetSuite saved searches, things can often go south. You might end up entering incorrect criteria and filters, sorting order and results display, maintenance and documentation, performance issues, etc. You can only avoid common NetSuite mistakes if you are aware of them and how they occur. This page will give you a tutorial on how to avoid the top 10 NetSuite saved search mistakes and how to stay ahead of other competitors.
NetSuite is a cloud enterprise resource planning (ERP) solution software used by businesses for accounting and financial management, human capital management, payroll, project management, etc. NetSuite enables developers to categorise and filter searches, specifying exactly what data they want to retrieve. This can include any fields within NetSuite, such as customer information, transaction details, inventory levels, etc.
What makes NetSuite Saved Searches effective?
NetSuite saved searches are the backbone of the ERP (Enterprise Resource Planning) system. They empower developers and businesses with rich practicalisations and customizations. This reporting tool is used by developers to craft complex and tailored queries to extract valuable information from the listed data. The core functionalities of NetSuite are:
- Data Visibility Restriction to a specific set of NetSuite users.
- Capable of pulling refined user-centric reports.
- Determine the results to be displayed.
- Drafting emails in real-time.
- Highlighting important data for better representation and readability.
Top 10 Common NetSuite Saved Searches Mistakes
At times, a developer or a user fails to utilize summary searches while aggregating data, like calculating averages or totals. Some even overlook permissions or apply too many filters, which results in slowed performance and makes the search difficult to manage. You need to avoid making such mistakes as these hamper your performance and overall efficiency. Here are the 10 common NetSuite saved search mistakes you must avoid.
Mistake #1 – Manual Audit Sample Requests
There comes a time in a year or two when your company auditors request a sample of transactions made throughout the year. If the sample size is 5 to 10, all it takes is to add an ‘Internal ID No.’ criteria to a NetSuite saved search, and manually refer to every internal ID. But what if the sample size goes up to 50 to 100? Will you still be doing it manually? Obviously no, because it will take a lot of your time.
Mistake #2 – Consolidated Exchange Rates
All Transaction saved searches contain the “Consolidated Exchange Rate” field for NetSuite customers. This value must be selected intentionally as it is critical to every saved search Transaction. This value will default to “Per-Account”. NetSuite performs the consolidation dynamically, so the correct value for the Transaction saved searches must be tied back to the consolidated financial data. This forces the saved search to use consolidated exchange rates different from the one listed in general ledger accounts, which is not suggested.
Mistake #3 – Ignoring Record Limitations
Netsuite imposes record limitations on saved searches to avoid overloading the system. It happens a lot when we try to retrieve large results without using date-filtering records. It can lead to performance issues. As a developer, you must consider breaking down larger queries into smaller ones or use methods like (CSV (Comma Separated Value) exports or TESTlets to operate large amounts of data.
Mistake #4 – Not Utilizing Reminders/ Dashboard
You can create simple, concise reminders on Netsuite saved searches. You don’t have to rely on scheduled saved search results that offer a single run per day. Instead, try the NetSuite reminders that can be refreshed in seconds.
Take a look at this example:
For Example: Generate a “Transaction” saved search to monitor all sales transactions with a total amount exceeding $10,000 within the last 7 days. Set the “Date Created” filter to “On or after” one week ago. Activate the “Available for Alerts” option and configure it to notify relevant stakeholders via email whenever such transactions occur. Large transactions might indicate potential risks or significant business activities, warranting prompt attention from decision-makers. This proactive monitoring approach ensures timely awareness and appropriate actions to address emerging concerns or opportunities.
Mistake #5 – Overcomplicating the Query
NetSuite developers often overcomplicate saved searches using SQL queries when the standard options are available. Although saved searches offer flexibility, however, using multiple criteria, filters and join conditions can lead to slower performance and enhanced complexity.
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Mistake #6 – Not Using Hyperlinks
Using hyperlinks in saved searches increases navigation and speed through NetSuite records, especially when paired with summarized results. This saves you from the hassle of repeatedly shifting from summarised and detailed results.
Mistake #7 – Not Restricting Item Dropdowns
Businesses and organisations often have different sources of revenue, like monthly or annual subscriptions and services. In NetSuite, this generally represents the form of separate items for sale and transactions. By using the dropdown list on a transaction, you can restrict the items appearing for sale. You can stop the subscription service sales order to display only subscriptions for items on sale in the dropdown.
Mistake #8 – Neglecting Error Handling
NetSuite is a cloud-based operation and it too can make errors. Neglecting error handling can lead to unforeseen issues and disruptions in data extraction. Without error handling, debugging and troubleshooting become challenging and time-consuming. Developers must always prioritize error handling to maintain the reliability and integrity of their NetSuite environment.
Mistake #9 – Hardcoding in SuiteScript
It is easier to hard code in NetSuite saved search lookup and thing search.create(), vs referencing saved search ID in a script parameter. Hardcoding involves directly embedding specific values into your scripts rather than retrieving them from elsewhere. Although hardcoding is convenient for faster testing or simple scripts, it is generally not recommended for producing codes because it lacks flexibility and can cause maintenance issues.
Mistake #10 – Lack of Security Considerations
Security in designing saved searches is always a top priority. If you allow unauthorized users to access sensitive data, there can be serious consequences, like data breach. You must always implement role-based security permission and access controls to ensure data integrity and security.
Conclusion
Saved searches are difficult to migrate to various NetSuite environments. This is mainly because of the dependent records associated with saved searches. If you are someone who wishes to operate NetSuite safely and error-free, then consider using a reliable tool. Reach out to Emphorasoft for the best business advices and ERP solutions.
FAQs:
A NetSuite saved search is a reporting tool that allows users to create and save customized queries to retrieve specific data from the NetSuite database. This data can be filtered, sorted, and displayed based on various criteria to meet specific business needs.
Avoiding manual audit sample requests is important because handling large sample sizes manually can be time-consuming and error-prone. Automating these requests ensures accuracy and efficiency, saving significant time and effort.
Consolidated exchange rates must be selected intentionally in saved searches because they affect financial data accuracy. Incorrectly using default exchange rates can lead to discrepancies in financial reports, making it critical to align saved searches with consolidated financial data.
If a saved search retrieves too many records, it can lead to performance issues. To avoid this, consider breaking down large queries into smaller ones, using date filters, or exporting data to CSV files for easier management.
Utilizing reminders and dashboards in NetSuite saved searches can improve efficiency by providing real-time updates and alerts. This proactive approach helps you stay informed about critical business activities without relying on scheduled search results.
Overcomplicating queries by using excessive criteria, filters, and joins can slow down performance and increase complexity. Keeping queries simple and using standard options can help maintain optimal performance and manageability.
Using hyperlinks in saved searches enhances navigation and efficiency by allowing quick access to related records. This is especially useful when dealing with summarized results, as it saves time and reduces the need to switch between different views.
Restricting item dropdowns ensures that only relevant items appear in transactions, reducing the risk of errors and improving search accuracy. This is particularly important for businesses with multiple revenue sources or subscription models.
Error handling is crucial to maintain the reliability and integrity of data extraction processes. By prioritizing error handling, developers can prevent disruptions, make debugging easier, and ensure smooth operation within the NetSuite environment.
Enhancing security involves implementing role-based access controls and permissions to restrict unauthorized access to sensitive data. This helps prevent data breaches and ensures that only authorized users can view or manipulate critical information.
