Manage Records: How to Create Records using CloudExtend

XLNS | See different ways to create records using CloudExtend templates

Updated over a week ago

See different ways of creating a record using CloudExtend.

In this guide, we will use the Journal Entry records type, the same logic applies to other transaction records (Invoice, Vendor Bill, Expense report etc.)

Create One Record

๐Ÿ’ก Tip: To create one record. You may use the trandate field, enter the same trandate value, and all the lines along with it will be created as one record in NS.

Creating a new entry based off an existing records from NetSuite

If you have an existing journal entry you want to recreate, get the internal ID from NetSuite and put the internal ID values in the internalID cell. Hit Reload Records then Reload Records, this will pull the latest data of that record, then do the following:

Step 1: Clear out internalID and tranID fields and update other header fields such as Transaction Date and line level debits and credits.

Because the internalId is now empty, this will create a new record in NetSuite. The tranID by default is automatically generated by NetSuite, clear it out to avoid duplicates.

Step 2: Click to Upload to NetSuite > Upload Records to create a new record.

If the internal ID is returned and is highlighted green, it means the new journal entry has been created successfully (yay for you).

Creating One Record with multiple lines

There are multiple ways to create records, Since you are in Excel, it means that you have the option to manually enter values or prepare the data beforehand and use the copy-paste feature of Excel.

Copy/paste data prepared from other systems

If you have data from other systems, you can prepare them beforehand and easily use the copy/paste feature of Excel and you are ready to upload to NetSuite in a few clicks!

Manually key in data using picklist to get the values from NetSuite

You can create records from scratch. Make sure to have all the mandatory and necessary fields to populate loaded into the template. Picklist values are available for list data type in NetSuite.

Picklist Feature

Use the picklist feature to select items from the list.

Type Data into the sheet

CloudExtend Excel dynamically identifies picklist values while you type data into the sheet and tab/enter off the cell. Just put in the part of the name, no need to remember or look up the Ids.

๐Ÿ‘‰ Click here to learn more about the picklist (Cell Operations) feature!


Creating Multiple Records

To create transactions with multiple lines (line-level detail) ensure that all header level fields are identical.

๐Ÿ’ก Tip: As long as another header field is different NetSuite will recognize it as a new set of record.

Using Trandate Field only

For this example, there are 3 different header values. There were three records created in NetSuite.

Using Trandate and Memo field

๐Ÿ’ก Tip: To create multiple records, we can use memo and other header values to split and create multiple records.

The first 6 lines have the same trandate and memo values which equates to one Journal Entry.

The last 3 lines have the same trandate and memo value which created a separate Journal entry.

Internal Ids highlighted in green means a successful push to NetSuite.


Summary

  • Creating new records is as easy as entering data into Excel. Data can be entered manually, with formulas, macros, or copy/paste. Any picklist fields will be validated during the process. If you are manually entering data picklist fields work in much the same way they would in NetSuite.

  • Once your data is entered in Excel it's time to choose your update method. CloudExtend offers two upload options, Real-Time and Background.

    Typically users that are updating small data sets would use the Real-Time Upload. Users processing large data sets or who need to submit multiple uploads simultaneously would benefit from the Background Upload Process. Learn more.

  • CloudExtend Excel will give you 3 types of color-coded notifications after an upload๐Ÿ‘‰ Learn about the error notifications.

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