How to Create a Simple Saved Search in NetSuite
NetSuite saved searches are a key element in getting your system operating at its full potential!
Having the ability to automatically generate information from multiple places with the click of a button can help your team pinpoint exact information in seconds. Learn how to create basic saved searches in NetSuite with our ultimate guide to NetSuite's saved search (and our PDF manual!)
Our team of cloud consulting experts is here to show you how to create a saved search in NetSuite as part of our NetSuite tutorial series.
With our easy-to-download manual you can print it out on your own time and share it with existing or new team members!
What is a Saved Search in NetSuite?
In technical terms, a saved search in NetSuite is a database query. In regular words, it searches through NetSuite's database of records to find exactly what you need. Saved searches can grab data from any record type, allowing users to quickly view important sales data, inventory numbers, sales for specific regions, and so much more.
When you run a search within NetSuite, you can save it to come back to later, hence the term "saved search". Each time you run a saved search it pulls the data in real-time so you always have fresh results.
How to Create a Saved Search in NetSuite
- After logging into NetSuite, click on reports > new search from the NetSuite Dashboard.
- Select the type of records you want to search from the menu. You can create a search for any type of record, including Accounts, Customers, Vendors, and more!
For this walkthrough, we're conducting a transactions search so we're going to select transactions.
- Click create saved search
- Enter a name for the saved search in the Search Title Box. You'll want to make it descriptive enough to remember what the search is for. For this example, we're going to name it "Invoices Created Yesterday."
- Enter search criteria. Here's where you're going to dive into the specifics of your saved search.
Select the Record Type
- First, create the criteria for the desired record Type (for this case, Invoices). Enter Type in the filter column and select invoice when prompted.
- Then, click the set button.
- Enter Main Line in the filter column and select "yes". Click on the set button again.
This tells NetSuite we want to look at the main information for the transaction and limits results to one line per invoice. Transaction records have multiple lines and NetSuite refers to the header information as the Main Line. This is the information relating to the entire transaction.
- Enter Date Created in the filter column. When prompted, type in "yes" (short for yesterday) in the Quick Filters box, then click on "Yesterday" when it appears.
- Click set.
- Your criteria should now look like this:
- Scroll down to the bottom of the page, hover your cursor over the arrow next to the save button and click save and run.
Note: If you want to see how a report would look before actually saving it, you can click the Preview button.
- That's it! You've created a saved search!
If you still need help creating specific types of saved searches or you aren't sure how to apply the filters you need, contact us! We can get you the NetSuite support you need to keep it running flawlessly.
NetSuite Saved Search Tips
We love tips and tricks for NetSuite here at SCS Cloud. Our expert team is always coming up with ways to do things as easily and efficiently as possible so we can pass on the knowledge to our clients!
Here are some of our favorite tips for NetSuite's saved search functionality:
- Change columns displayed by editing the search, clicking on the results subtab, and editing the columns available.
- Change the order of columns by clicking on the desired field, then clicking and holding the six dot icon on the left side of the page. From here, you can drag and drop the line up or down.
- Add real-time filters by editing the search. Click on the filters subtab and add filters as desired.
- Administrators have a saved search shortcut! Navigate to lists > search > saved searches > new.
- Test new searches by clicking the "preview" button instead of the "save and run" button to see how the results of a search would look.
What is the Difference Between a Saved Search and Report in NetSuite?
Saved searches can be better for going in-depth on specific datasets, while reports give you strong overviews and quick data visualizations.
Also, saved searches don't provide totals and subtotals like NetSuite's reports do, so you won't be able to see data the same way it's summarized in reports.
Saved search data is run in real-time, but so are NetSuite's reports, so you shouldn't have to worry about fresh data regardless of the data analysis method you choose.
Need Help with NetSuite's Saved Searches?
Our NetSuite-certified team is always ready to help! We provide ongoing NetSuite support and optimization to make sure the software is as efficient as possible for your business.
Contact us today to get started!