The process outline below offers a great opportunity for businesses to use a saved search to set field values, without having to utilize scripting.  Clients can utilize this process as with the example below to pull in the total applied credit memo’s for a customer and/or project.  In today’s work force being able to source the data needed real time into one place offers greater efficiencies. The process described below offers opportunities for the business to source reporting/analytical data to records real time on edit and or view, without having to look in multiple places.

Use Case

This specific scenario will allow users to source any and all credits that have been applied to a specific invoice.  This allows for  real time sourcing without scripting.  Saved Searches can be used to dynamically populate fields on any record if setup properly. This is accomplished by setting the saved search to only return one result column.  This can be done by adding a specified filter as well as setting a field to source the value from the field definition. In this use case we will be dynamically setting a transaction field using a saved search to show credit memos applied to an invoice.

Abaci - Streamline Your Business on NetSuite | Total for Credit Memos | NetSuite Consulting | NetSuite Solution Provider

Pros: This is a huge advantage when you need to dynamically populate a field, but don’t want to go through the hassle of writing a script.

Cons: This cannot be used in a saved search as the result is not readily available and is only calculated when you are viewing or editing the record.

 

Creating Saved Search

  • Let’s start by creating a saved search.
    • Navigate to Lists > Search > Saved Searches > New

Abaci - Streamline Your Business on NetSuite | Search Navigation | NetSuite Consulting | NetSuite Solution Provider

    • Select a Transaction Saved Search

Abaci - Streamline Your Business on NetSuite | Search Setup | NetSuite Consulting | NetSuite Solution Provider

  • Create a Name for your Saved Search (Remember this for later)

Abaci - Streamline Your Business on NetSuite | Search Title | NetSuite Consulting | NetSuite Solution Provider

  • Check the Public Checkbox and Add Search Criteria
    • In our example we use the following Criteria
    • Type is Credit Memo
    • Applied to Transaction: Type is Invoice

Abaci - Streamline Your Business on NetSuite | Search Criteria 1 | NetSuite Consulting | NetSuite Solution Provider

  • Add Search Results
    • In our example we use the following Results
    • Applied To Link Amount (Foreign Currency) with a Summary Type of SUM (This sums the total of the resulted credit memos)

Abaci - Streamline Your Business on NetSuite | Search Results | NetSuite Consulting | NetSuite Solution Provider

  • Now we need to add Available Filters (Don’t Skip this Step!)
    • In our example we will add the following Filter:
    • Applied to Transaction (Check the Show in Filter Region checkbox)
    • Available Filters work differently when applied to a custom field. When a field is set to source its value from a saved search with an available filter, it will automatically populate that filter with the filter option. In this case when used for our custom field the search will automatically set the “Applied to Transaction” filter with the current applied to transaction.

Abaci - Streamline Your Business on NetSuite | Search Filters | NetSuite Consulting | NetSuite Solution Provider

  • Save the Saved Search

Abaci - Streamline Your Business on NetSuite | Save and Run Button | NetSuite Consulting | NetSuite Solution Provider

Creating Custom Transaction Field

  • Next, add a custom transaction field to hold the value from the search.
    • Navigate to Customization > Lists, Records, & Fields > Transaction Body Fields > New

Abaci - Streamline Your Business on NetSuite | Customization Navigation | NetSuite Consulting | NetSuite Solution Provider

  • Create a Name for the Field, a description (Optional), and a Type.
    • In our example we will set this to “Currency”
    • Important: Make sure to Uncheck the “Store Value” Checkbox to allow the field to be dynamically set.

Abaci - Streamline Your Business on NetSuite | Transaction Field Header | NetSuite Consulting | NetSuite Solution Provider

  • Apply the field to a Transaction Type
    • In our example we will check the “Sale” checkbox to apply it to Invoice.

Abaci - Streamline Your Business on NetSuite | Transaction Field Details | NetSuite Consulting | NetSuite Solution Provider

  • Finally, in the Validation & Defaulting subtab select the saved search you created from the “Search” field.

Abaci - Streamline Your Business on NetSuite | Transaction Field Validation | NetSuite Consulting | NetSuite Solution Provider

  • Click “Save”.

Now simply navigate to any invoice record with a Credit Memo applied.  There  you can see the value of the sum of all credit memos applied to that invoice record.  This is a great way for users to capture necessary data elements in one place.

Abaci - Streamline Your Business on NetSuite | Total for Credit Memos | NetSuite Consulting | NetSuite Solution Provider

For more information on Creating Saved Searches to Set Field Values and/or have questions/need assistance implementing NETSUITE;  PLEASE FEEL FREE TO CONTACT US!

About ABACI

ABACI is a premier NetSuite Solution Provider.  That provides deep knowledge; in both business process and technology architecture. Our team is passionate about NetSuite and has an exclusive commitment to NetSuite. We pride ourselves on providing the highest level of system expertise on its full suite of cloud-based business management applications.