Working with Templates: Learn about CloudExtend Excel Data Management for NetSuite templates

XLNS | Explanation of what CloudExtend Excel Data Management for NetSuite templates

Updated over a week ago

What Are Templates?

Templates are used by CloudExtend Excel to map NetSuite records and fields to Excel. The CloudExtend Excel Add-In allows fields to be selected via an easy-to-use interface. When a template is loaded on a Worksheet it becomes an Excel table. 

See this short video and read below.

Row 1 is reserved to hold the names of the NetSuite fields and should not be edited unless you are a power user (the names are hidden but can be exposed by clicking in a cell on Row 1). Table headers (Row 2) can be freely edited to make the field names more user-friendly.  Once a template is loaded into Excel it can be used to retrieve and/or update data from NetSuite. It can even create net new NetSuite records and transactions.

Building Templates

Step 1: Click on the + sign to create a new template (1) or click the icon to the right of the + sign to import templates we’ve already built (2). The pre-built templates can be used as-is or customized.

Step 2: Type or scroll to select the NetSuite Record or Transaction the template will be associated with. CloudExtend Excel even supports Custom Records. In the example below a template will be created for Vendor bills.

Step 3: Select the fields you want to add to the Template. You can type in any part of the field name or scroll to locate it.

💡 Note: For performance purposes, we only show the 1st 100 fields. Simply type-ahead and your fields will populate.

💡 Tip: You can rearrange fields by dragging and dropping.

Step 4: Create a name for your newly built template and click Save.

Step 5: Once your CloudExtend Excel template is saved you can load it into Excel by clicking on the template name (1). You will be warned that loading the template will clear the contents of the Active Worksheet (2). Select Yes if this is OK and your template will load as an Excel table.

Template Building Tips

💡 Tip 1: NetSuite field IDs

When creating a CloudExtend Excel template, the display name that appears on the record in NetSuite may be different than the field ID. The field ID is what is initially displayed in the template field list. If you are not sure of the field ID open the record in NetSuite. To find the field ID simply click on the display name once you see the ? sign and scroll down to the bottom. The field ID will be displayed. Once your template is loaded you can change the name of the field in the table header to make this easier for your end-users.

💡 Tip 2: Required fields

CloudExtend Excel respects the required fields of the form selected (or the default form if a custom form was not selected). To see which fields are required refer to your NetSuite form (create a blank new record). Enter a value in the entity field and press tab. Fields with an asterisk that are empty are required. Fields with an asterisk that is pre-filled have default values. Leaving this empty in CloudExtend Excel during an upload will result in the default value being populated. Save time and leave these values empty if you plan on uploading default values. In the example below (vendor bill) the red fields are required and the yellow fields, while required, will autofill with default values and can generally be left empty during an update.

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