How to build a NetSuite Saved Search

Getting Started: NetSuite Saved Searches

NetSuite's saved search functionality is a powerful tool for analyzing data and generating actionable business insights. Whether you're a small business owner, CFO, controller, or NetSuite admin, mastering this feature can significantly enhance your data analysis capabilities and streamline your operations.

In this comprehensive guide, we'll walk you through creating a NetSuite saved search from start to finish, sharing best practices, tips for customization, and practical examples to help you harness its full potential.

What is a NetSuite Saved Search?

A NetSuite saved search is a versatile tool that allows users to query data within the NetSuite database and generate dynamic reports. Unlike standard reports, saved searches provide real-time data that can be customized and filtered to meet specific business needs.

Benefits of Using Saved Searches

Saved searches offer numerous advantages, including:

• Real-Time Data: Access up-to-date information instantly.
• Customization: Tailor searches to specific business requirements.
• Efficiency: Reduce manual data extraction and analysis efforts.
• Business Intelligence: Integrate with other BI tools for deeper insights.

Steps to Create a NetSuite Saved Search

Accessing the Saved Search Feature

1. Login to NetSuite.

2. Navigate to Reports > Saved Searches > All Saved Searches.

3. Click on New to start a new search

Choosing the Data Source

Select the type of record you want to base your search on, such as transactions, customers, or items. This will determine the available fields and criteria for your search. For illustrative purposes, I’ll use the Transaction data source type for the examples and steps in this guide.

Defining Criteria

Define the specific criteria your search should meet. You can think of the criteria for your search as the filters for your search output right out of the gate. In the example below, I selected a Transaction Search for my data source and set two common criteria filters: (1) Posting and (2) Period. The Posting filter allows you to exclude non-posting transactions by setting the “is true” criteria. The Period filter lets you define the specific accounting period of transactions you want to capture in the search.

Setting Display Options

Configure how you want the search results to be displayed. This includes selecting the columns, formatting options, and summary types.

Sorting and Filtering Results

Set sorting and additional filtering options to organize your data most effectively. This helps in making the results more readable and actionable.

Saving and Running the Search

Once all settings are configured, save your search. You can then run it anytime to fetch the most current data based on your search criteria.

Best Practices for Customization

• Use Summary Types Wisely: Leverage summary types like count, sum, and average to get quick insights.
• Group Related Fields: Group similar fields together for better readability.
• Limit Results: Set limits to improve performance, especially for large datasets.
• Use Available Filters: In advanced saved searches, leverage the “Show in Filter Region” checkbox to make the criteria filters set at the beginning of this post visible on the search's output without editing the original search results. This is beneficial for transaction searches where you need to update the criteria regularly. For example, the “Period” filter could toggle between a month, quarter, or full year of historical transaction detail without editing the original saved search.

Efficient Data Analysis with Saved Searches

• Regular Updates: Schedule searches to run at regular intervals.
• Dashboards: Add saved searches to dashboards for quick access.
• Alerts: Set up email alerts for specific conditions.

Integrating Saved Searches into Business Intelligence

• Export Data: Export saved search results to CSV or Excel for further analysis.
• Integrate with BI Tools: Link NetSuite with BI platforms like Tableau or Power BI for more advanced analytics.

Practical Examples and Use Cases

• Sales Performance: Track sales metrics like revenue, units sold, and customer demographics.
• Inventory Management: Monitor stock levels, reorder points, and supplier performance.
• Financial Reporting: Generate P&L statements, balance sheets, and cash flow analysis.

Common Mistakes to Avoid

• Overcomplicating Criteria: Keep search criteria simple to avoid performance issues.
• Ignoring Permissions: Ensure users have the appropriate permissions to run and view saved searches.
• Not Testing: Always test searches to ensure they return the expected results.

Conclusion

Creating a NetSuite saved search is a powerful way to enhance your data analysis capabilities and drive business intelligence. Following these steps and best practices, you can leverage saved searches to gain actionable insights and make informed decisions.

Ready to take your data analysis to the next level? Schedule a consultation with one of our certified NetSuite and financial analytics experts to discover how our team at Continuous Scale can help you optimize your NetSuite reporting experience.