Part Four: CSV Import Best Practices, a Real World Example, & the Conclusion

For the final installment of our CSV Imports Series, we have compiled some of the best practices, as well as a real world example of this process, to follow for success when using this functionality.

 

CSV Import Best Practices

Make sure your imports are processed successfully and correctly the first time around by following these key steps:

1. Copy and “Paste-as-Values” your CSV file data into a new worksheet before importing.
   • This ensures that your import file does not contain any formulas/blank cells.
2. Use internal IDs for keyed values.
   • Internal IDs reduce the risk that imports will fail due to a mismatch between values on the CSV file and values in NetSuite.
3. Save your CSV imports, especially when they are being used as part of a larger project.
   • Saving your imports helps ensure that multiple import iterations for the same data set are processed in the same way and helps speed the overall import process. Remember to share your saved CSV imports as a final step if you expect other users to access them! Imports can be shared by navigating to Setup > Import/Export > Saved CSV Imports and clicking on the “Access” link next in the appropriate row:
     
4. Use the CSV Response file to troubleshoot import errors.
   • NetSuite automatically generates a response file, which can be found on the CSV Job Status page, for all imports. Response files for failed imports contain failure reasons, which can be useful when troubleshooting.
     
5. Be sure to create a record of existing values prior to updating historical data.
   • Using saved searches to document historical data can help with troubleshooting/restoration should anything go wrong.

 

CSV Imports – A Real-World Example

Recently, SquareWorks set up an “integration” for one of its clients between an external expense report management platform and NetSuite using CSV imports.  Below are the client requirements and our solution:

Requirements

• The client required an easy and efficient way to import expense reports, created and approved in a third-party platform, into NetSuite so that they could be paid via the regular A/P process.
• The client required that the import be reliable and easily repeatable, and that it require little-to-no manual intervention on the part of a user.

SquareWorks Consulting’s Solution

• SquareWorks worked with the third-party provider to configure an on-demand report, available to specific users in the external expense reporting platform, designed to create a CSV file in exactly the format and containing exactly the data points required to import expense reports into NetSuite.
• SquareWorks configured a saved CSV import based on the data contained in that file.
• SquareWorks shared that saved CSV import with the appropriate NetSuite users.

The above created, in effect, an “integration” between the client’s expense report application and NetSuite.  Expense reports created and approved in the third-party platform may now be “synced” to NetSuite via a simple and repeatable export and import, requiring almost no input from a user.  Best of all, the solution required no scripting or development work, and should require only minimal ongoing maintenance.

 

Conclusion

As you can see through this series, the NetSuite CSV import engine is a powerful tool from which any company using NetSuite can benefit.

With a little training and guidance, even non-technical users can learn to use the engine successfully, greatly improving their accuracy and efficiency when maintaining/updating data or entering records containing many data points.

NetSuite has also provided several security mechanisms to help ensure that the CSV import engine is accessed only by authorized users for appropriate purposes, making it easy to deploy the tool to a broad range of users without great risk.

Finally, the import engine can serve as an easy-to-implement foundation for basic integrations, something that can help avoid costly development time and ongoing script maintenance.

More detailed information on configuring and processing CSV imports can be found in SuiteAnswers and, as always, we here at SquareWorks are happy to answer any questions you may have.

Happy importing!