1.Understand the Data Requirements
Before starting, understand what data you need to import and how it aligns with NetSuite’s data structure. Check the fields, field types, and any required fields in the record you’re importing (e.g., Customer, Vendor, Item). Ensure you have matching fields in your CSV file.
2. Field Mapping and File Preparation
The import wizard in NetSuite will guide you through mapping fields in your CSV to fields in NetSuite, but the accuracy of this mapping depends on your file’s structure. Label columns in the CSV file with exact NetSuite field names to minimize manual mapping. Avoid special characters in headers and ensure your data types align with NetSuite fields (e.g., date formats and currency formats).
3.Define Internal IDs and External IDs
Internal IDs uniquely identify records within NetSuite, which is useful when updating or linking records. External IDs are helpful for custom identifiers and can make mapping across systems easier. Make sure these IDs are correctly formatted in your CSV if you’re using them.
4.Set Up Import Options Carefully
During import, NetSuite offers options like Add, Update, or Add or Update:
- Add: Creates new records without affecting existing data.
- Update: Only updates existing records; ensure IDs are correct for precise targeting.
- Add or Update: Flexibly creates or updates records as needed. Choosing the right option is essential to avoid data duplication or overwriting.
5.Advanced Options
- Select the Correct Form Type: In the Advanced Options section of the Import Assistant, you’ll find an option to Specify a Form Type.
- Validate mandatory fields: Uncheck this box if you want to ignore any mandatory fields during the import
6.Check for Required Fields
NetSuite enforces certain mandatory fields during imports. Missing these required fields will cause the import to fail or create incomplete records. Review the record type’s fields in NetSuite or refer to the record schema to identify any required fields.
7.Use Test Imports
For complex imports, always run a test import with a small sample of data. This allows you to troubleshoot mapping issues, validate data integrity, and confirm that the records look as expected in NetSuite. Use a sandbox account if available for additional safety.
8.Handle Date and Currency Fields with Care
Make sure date formats match NetSuite’s accepted format or as configured in your account preferences. For currency fields, ensure they don’t contain any currency symbols (e.g., $ or €) as this can cause import errors.
9.Understand the Impact of Existing Data
Be mindful of data dependencies. For example, when importing transactions that reference items, customers, or vendors, those referenced records must already exist in NetSuite. Failure to match existing records can create orphaned data or failed imports.
10.Validate the Data Post-Import
- Run Saved Searches: Use saved searches to verify imported data and check for inconsistencies