Financial Report Totals Do Not Match Saved Search Results

Issue/Problem Statement:

Users noticed that the totals in the Income Statement report do not match the results generated from a Transaction Saved Search built on the same criteria. This discrepancy is creating confusion during financial reconciliation and month-end closing.

Symptoms:

• Report shows higher or lower revenue totals compared to a saved search.
• Transactions visible in the saved search are missing in the report.
• Department/class/subsidiary breakdowns do not align between reports and searches.
• Timing differences when running both on the same date range.

Root Cause Analysis:

• Accounting impact: Reports in NetSuite use GL impact (posting-level data), while Saved Searches may pull transaction-level data (including non-posting transactions like Quotes, Sales Orders, or partially applied transactions).
• Consolidation rules: Financial reports automatically consider subsidiary consolidation and currency revaluation, while saved searches do not unless explicitly configured.
• Posting period settings: Reports are driven by posting period, while searches often rely on transaction date.
• Filters mismatch: Saved search filters (e.g., “main line = true”) can exclude or duplicate data compared to reports.
• Role permissions: User’s access level may restrict visibility in one area but not the other.

Resolution Steps:

1. Confirm whether the report is GL-based and the saved search is transaction-based. Align search filters to only include posting transactions.
2. Check if the date criteria in the report is based on posting period, not transaction date. Adjust search filters accordingly.
3. Review subsidiary consolidation settings:

• Reports automatically consolidate.
• Add consolidation logic or filters to saved searches to align results.

1. Verify that both report and saved search use consistent class/department/location filters.
2. If non-posting transactions are appearing in the saved search, add a filter Posting = True.
3. Run the GL Impact Saved Search instead of transaction saved search for reconciliation.
4. If discrepancies persist, export both results to Excel, compare line by line, and identify excluded transactions.