NetSuite provides powerful data management and reporting tools that allow users to manage, share, and audit data across operations, ensuring high data quality and reliability. Here are four key reports and searches to help you share and manage data in NetSuite.
1. Web Queries
Web queries allow admins to share report data with colleagues who do not have a NetSuite license. This feature helps manage license costs and control access while distributing key business insights. Web queries link a NetSuite report to an Excel file, which pulls the latest data from NetSuite each time the file is opened.
How to set up a Web Query:
- Select the report:
Navigate to the desired report in NetSuite and click ‘Customise.’ - Enable Web Query:
Go to the ‘More Options’ tab and check the ‘Allow Web Query’ box. - Export the report:
Export the report to an Excel file, which will maintain an active link to NetSuite data. - Open and refresh the Excel file:
The Excel file will refresh automatically with the latest data each time it is opened. - Save and share:
Save the Excel file and share it with relevant stakeholders. - Regular updates:
Open the Excel file regularly to view the most up-to-date data.
Limitations: Web queries do not work for reports using the Financial Statement Layout, such as balance sheets and income statements.
2. Audit Trail Custom Search
Creating an “Audit Trail” saved search allows you to track and report changes made to records in NetSuite. This is useful for monitoring data integrity, ensuring compliance, and maintaining proper record-keeping.
How to set up an Audit Trail Custom Search:
- Create a new saved search:
Navigate to Reports > Saved Searches > New, and select ‘Analytics Audit Trail’ as the search type. - Configure search criteria:
Define the records and time period you want to audit. - Set up results columns:
Include fields such as the change date, user, record type, and modified fields. - Save and run the search:
Save the search and run it to view the audit trail. - Regular monitoring:
Schedule the search to run regularly or access it as needed to monitor changes.
3. Reports by Accounting Period or Date
NetSuite allows you to run reports by accounting period or date, a useful feature for both financial and inventory valuation reports. For example, you can run an inventory valuation report for a specific date, which is particularly useful before and after stocktakes.
How to run reports by Accounting Period or Date:
- Access preferences:
Go to Setup > Company > Preferences > General Preferences. - Select reporting preferences:
In the ‘Reporting’ section, choose to run reports by ‘Accounting Period’ or ‘Date.’ - Run inventory valuation reports:
Navigate to Reports > Inventory/Items > Inventory Valuation, and choose either a specific date or accounting period. - Review and analyse:
Generate the report, and compare data across different dates or periods to analyse changes.
4. Deleted Record Search
NetSuite tracks deleted records, allowing you to create a Saved Search specifically for deleted records. This feature is useful for auditing data removal actions or recovering important information.
How to set up a Saved Search for deleted records:
- Create a new saved search:
Go to Reports > Saved Searches > New and select ‘Deleted Record’ as the search type. - Configure search criteria:
Specify the date range or additional filters, such as user or record type. - Set up results columns:
Include fields like the record name, type, deletion date, and user who deleted the record. - Save and run the search:
Save and execute the search to view the results. - Review and refine:
Adjust criteria or results columns as needed. You can also schedule the search to run at intervals or share it with other users.
Bonus: Deleting multiple records simultaneously
NetSuite allows you to delete multiple customer records simultaneously, saving time over deleting them individually.
Before proceeding:
Ensure you have the necessary permissions and backup important data, as deletions are irreversible.
How to delete multiple records:
- Navigate to the Customer List:
Go to Lists > Relationships > Customers. - Enable editing mode:
Ensure the ‘Edit’ option is enabled. - Select multiple records:
Hold ‘CTRL’ (or ‘Command’ on Mac) and click each customer record you want to delete. - Initiate deletion:
Click ‘Delete Record’ and confirm the action if prompted. - Review and complete:
Ensure the correct records have been deleted.