Watch the video below for full step by step details or follow along in the article.
What is Excel Power Query and Power Pivot?
Power Query is a business intelligence tool available in Excel that allows you to import data from many different sources and then clean, transform and reshape your data as needed.
Power Pivot allows users to perform powerful data analysis and create sophisticated data models. With Power Pivot, you can mash up large volumes of data from various sources, perform information analysis rapidly, and share insights easily.
CloudExtend Excel Analytics for NetSuite bridges the gap between NetSuite and Excel allowing users to see their NetSuite data in their spreadsheet. Users can then choose to analyze their data directly in Excel or use Power Query to consolidate and transform for more sophisticated analysis in Excel or Power BI.
Why would a NetSuite user use Power Query?
There are multiple reasons for choosing Excel Power Query and Power Pivot. Here are just a few.
Need to link multiple data sources (or NetSuite saved searches) together
Power Query enables you to build a data model directly in Excel that relates each of your data sets, whether they be NetSuite saved searches, data from the web, SQL, etc.
Data needs to be transformed and cleansed on a repeated basis.
When using Power Query to access and transform data, you define a repeatable process (query) that can be easily refreshed in the future to get up-to-date data. In the event that you need to modify the process or query to account for underlying data or schema changes the Power Query Editor makes this easy.
The following illustration shows a few of the transformations available in the Power Query Editor.
Your Excel file has all the data your users need to analyze but you need to share it without risking data loss and integrity.
With Excel Power Query your users can ‘connect’ to your data and perform their own analysis without actually editing the original file thereby eliminating any possibility of an end user damaging your data.
Your original data source comes from an App like NetSuite and you need to add custom columns or measures and prevent them from being overwritten during a CloudExtend refresh.
Because Power Query transformations occur outside of your original data any custom columns or measures you add will remain even when your original data source is refreshed and an Excel table is re-created by CloudExtend.
You need to work with large data sets that Excel cannot handle
Power Pivot allows you to go beyond the limitations of a native Excel file (ie you can have greater than 1 million rows)
You need to combine multiple files together
Power Query includes a folder connector that allows you to import existing and, importantly, newly added files to your existing data model. This is known as “Combine & Load To”. As an example, your organization may add a new Excel file with financial data for each month. If you’re using NetSuite you could use CloudExtend to target a specific monthly folder and update it on a schedule. Whenever the file gets updated Power Query will update your data model and you will see the results of all the combined monthly files aggregated in one view. This is a great example of how it’s possible to support more than 1 million rows of data.
The following illustration shows a step in the folder connector that enables users to automatically create connections to new files in the folder that meet user defined criteria.
Getting your NetSuite data into Excel
NetSuite has a powerful search engine that can help you extract the data you need. Historically users have had to save their results as a CSV file and then copy and paste into Excel. This might be acceptable for a one-off analysis, but it’s certainly not scalable. Further, if you want to relate multiple search results together you’re left with a number of VLOOKUP formulas and might even resort to VBA.
Using CloudExtend and Power Query together
Define and Structure Your NetSuite Saved Search
The first step in analyzing your data is to structure your saved searches so that the results will have common key fields that can later be used to link them together. You’ll want to include dimension data and fact data. Dimension data is typically on the “one” side of a one to many relationship and fact data is on the many side. A typical NetSuite dimension table would be a customer or employee record and a fact table would be transaction records, such as sales.
The common key field across tables will typically be a NetSuite internalID field. We recommend that you add the key field in your dimension table at the top of the search results and that your fact tables have the key fields at the bottom of the search results and that you use a standard naming convention. An example is in the screenshot below.
Add your searches to Excel using CloudExtend and assign them to a schedule
The next step is to bring your NetSuite searches into Excel. This Excel file will be used as the source for Power Query and if you plan on adding scheduled searches to it you should save it to OneDrive for Business or SharePoint. Typically end users will not be editing this file and instead they will be accessing it via Power Query. This is also an ideal way to share your data with co-workers in a way that preserves the integrity of your file.
Here you can see the scheduling tab in CloudExtend. Once you’ve connected your saved searches to Excel you can assign them to run at scheduled times. CloudExtend can update your workbooks in the background even when they are closed. As a best practice we recommend one search for each schedule. Each workbook can have multiple schedules so if you have 5 searches you could have 5 different schedules.
Next, we'll need to get the location of this file in SharePoint or OneDrive for our next step. From your Excel file, choose File->Info->Copy Path
That's it. You have now successfully created your source data file. If you've put this on a schedule (recommended) you won't need to touch it again. If you have not, then you will still need to do a manual refresh with CloudExtend (but hey, it sure beats copy/paste from CSV files).
Use Power Query ‘Get Data’ to connect to your Excel source file
This is the fun part. We're going to show you how to connect to your source data. You'll be amazed at all Power Query can do.
Create a new Excel file and save it, preferably on OneDrive for Business or SharePoint
Select Get Data->From Other Source->From Web (you might be tempted to choose 'from file', don't).
Next, paste the date you copied from File->Info->Get Path in the previous section. This is the link to your Excel File on SharePoint. For some weird reason you also need to remove the ?web=1 from the URL (let's just call it a Microsoft quirk).
You will then be presented with a list of table names in your Excel source workbook as well as worksheet names. Choose the table name, not the worksheet name.
Once you’ve selected the tables we recommend choosing ‘Transform Data’. This will give you an opportunity to remove unnecessary columns, add new calculated columns, and perform any data cleansing. The beauty of this is that the steps will be remembered each time the data is refreshed. If you forgot something you can always open the Query Editor in Excel and modify your steps. To complete the import you’ll want to be sure that you close and load to the data model.
Now you’ll want to edit the data model by navigating to the data tab in Excel. Under the Data Tools section you’ll see an icon to launch the Power Pivot window.
In the power pivot window you will connect your dimension tables (Customer, Subsidiary, Employee, Subsidiary below) to your fact table (Sales Orders) by dragging and dropping a connecting line between the key index fields in your tables.
Insert a pivot table
This is where the magic happens. Now that you’ve related all your tables together you can slice and dice by any dimension. Below you can see sales by rep as well as sales by item. A slicer has been added that allows users to limit the data to a specific subsidiary. Unlike a web based UI, your analysis is updated instantly as you can leverage the speed and power of Excel.
A note on Power BI
Microsoft Power BI also uses Power Query. To connect to Power BI the steps are similar.
Create your data source (in our case Excel) and use CloudExtend to populate it with scheduled saved searches from NetSuite
Open Power BI and use Power Query and select the Excel file as your source data.
Associate the tables by common key fields