Retrieving Data from NetSuite
Now that you have built your template it’s time to use it.
3 ways to retrieve data from NetSuite
- NetSuite Saved Search - Leverage saved searches in one of two ways
- Download - Use the template’s data filter to avoid downloading large unnecessary record sets
- Refresh - Typically used to bring in a very limited number of records via Internal ID or to call NetSuite to return the most recent results of the selected records
⭐️⭐️ IMPORTANT - There are two ways to bring in your data via your existing saved searches.
- Method 1 (described here) allows you to drop your search results into a pre-built template which then allows the record to be edited.
- Method 2 also allows you to drop your search results into Excel without a template. Because there is no template data cannot be edited and is only available for reporting purposes.
See this article for more information on Method 2.
The method described here requires that you retrieve your data into a previously created template. This then allows you to make changes and push them back up to NetSuite.
Step 1: Click on the menu icon on the top left hand side of the CloudExtend Excel toolbar.
Step 2: Click on Saves Searches.
Step 3: Select the appropriate search type. If you are looking for a vendor bill saved search you would not search for vendor bill but instead Transaction because that is the type of search it is categorized as in NetSuite.
Tip: If you are unsure of the what the type is, you can go to saved searches in NetSuite and find it (see below).
Step 4: Now you will select the saved search you want to bring in. You may filter your list by typing to the left of the magnifying glass.
Step 5: Choose your template. CloudExtend Excel was built to manipulate data and send it back to NetSuite therefore a template is required to hold the data. Only the fields in your template will be populated, ie if you have 20 search results columns in NetSuite but only 10 in a CloudExtend Excel template only those 10 columns will be populated.
Step 6: After you choose your template, click yes and your template will load and data will begin to populate the template from NetSuite. From here you can make edits to your data and send it back to NetSuite (Update).
Retrieves all or select (with Data Filter) records from NetSuite to Excel
Step 1: Clicking download will bring in all NetSuite Records associated with the template. This is not typically desired therefore Celigo recommends using a Data Filter (or NetSuite saved search as described later). Click on Create Filter (1). Add a rule or rules by clicking on the + sign or on 'Add a new rule' (2). Create your rule or rules (3) and press save (4).
The example below shows a filter created to limit the download all Vendor Bills with a transaction date on or after December 1, 2017. You can create as many rules as you would like.
Step 2: After you click download all the vendor bills from December 1, 2017 will populate as shown below. Now you can manipulate the data and send it back to NetSuite if you wish by updating as described later.
Refresh is available when you have one or more internal ID’s populated in the internal ID column. It is a quick way to bring in one or more records from NetSuite for editing.
Step 1: Take an internal ID from NetSuite and paste it into the Internal ID. Click on ‘Refresh’ and it will populate all the fields in your template.
Step 2: Your results stream in and you can start making changes to your data.