Tips and Tricks For Importing CSV Files To NetSuite

CSV uploads can be tricky to get right the first time, but using the following tips & tricks can help you prepare to get the best results you can.

Entity record uploads

Check the entity record you want to upload in the browser before you start creating your CSV file. Look for the following:

  1. Cleanse your data – make sure all duplicates are removed, your data file is as full of information for each entity. The fuller the information on each record the more efficient and precise the output can/will be.
  2. Field Names – the field names are going to be your column headers on your excel file, if these aren’t correct they will not map correctly to the fields within NetSuite.
  3. Mandatory fields – if these fields are not complete on each row of your CSV file the file will not upload at all, let alone one record.
  4. Field format – if the field is a date field then the date field in the CSV file must be exactly the same, for example, if you have an American date format in NetSuite but you use a UK date format in Excel it will not upload as required.
  5. Fields within NetSuite that are lists – If the field you are uploading to is a list field, the options within the list must be used on the CSV file, they must also be exact.
  6. Use Internal IDs where you can – the use of Internal ID’s can be beneficial, for example, if you have multiple subsidiaries, mapping using Internal ID’s will remove the use of the string name that the subsidiary field requires.
  7. Use External ID’s – this is set as a hidden field within the record that will allow you to do further updates to the record without having to manually update each record within NetSuite. This is particularly useful when doing a mass update of a set of records. An External ID example would be EXT-Vend1234.

 

Transaction Records

The use of CSV to upload a large number of transactional records can be a more efficient process as opposed to manually creating one by one through the user interface. The tips below can help assist you with making sure the CSV file is mapped correctly to NetSuite.

For header information:

  1. Field Names – the field names are going to be your column headers on your excel file, if these aren’t correct they will not map correctly to the fields within NetSuite.
  2. Mandatory fields – if these fields are not complete on each row of your CSV file the file will not upload at all, let alone one record.
  3. Making sure Accounting Periods are open – if the accounting period you are trying to post to isn’t open/created the transaction will not create
  4. Entity Names – if you are associating a transaction to a customer/vendor/employee the name needs to be exact. For example, if you have numbering for entities make sure the number appears before the name.
  5. Currencies – when creating a transaction be sure to select the right currency for the transaction as well as the Exchange rate. The exchange is particularly important if you are migrating data from a legacy system to NetSuite. If the exchange rate isn’t correct reconciliation will be difficult to do.

For Line level information:

  1. Item/account name – make sure the item name is the same as what is NetSuite, again if this isn’t correct then the upload will fail.
  2. Tax code – make sure the tax code is correct.
  3. If you are posting journals, make sure you have a column for Credit and Debit.
  4. Make sure all mandatory fields are filled in.

The most successful CSV imports are when the CSV file is well prepped and as much information is filled in for each transaction. If you have any further questions about CSV imports or need some help with your NetSuite system, please feel free to contact us here, or leave a comment in the comments section below.

 

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