Data Import to NetSuite: A Complete Guide to CSV Uploading

CSV imports are an efficient method to transfer large amounts of data into NetSuite with minimal effort. All you need is a CSV file containing the necessary details, and you can follow the steps in the NetSuite Import Assistant to upload your data.

NetSuite Guide | CSV Upload

Using CSV imports makes it easy to move substantial data sets into NetSuite without excessive hassle. In this guide, we’ll demonstrate how to bring a customer record into your NetSuite environment through a CSV file upload via the NetSuite Import Assistant.

Grasping the Data Required for NetSuite Import

Before preparing your CSV file for import, it’s crucial to know what kind of data you will need to include in the file to successfully transfer the information into NetSuite.

In this tutorial, we’ll focus on importing new Customer Records. If you navigate to Lists > Relationships > Customers and view a customer record, you'll notice a wealth of information available.

Fields marked with red stars are mandatory; those are the fields you'll need to import at a minimum to create new customer records in NetSuite. Some fields on this example customer record are dropdowns, suggesting that relevant information exists in another part of NetSuite. Ensure you have all necessary dropdown choices available before conducting your customer import.

There are various kinds of fields, such as boolean values, which are typically represented as checkboxes. If a field requires a true/false response, you'll need to format it accordingly in your Excel sheet before the import. Watch the video above to gain further insights into the required information for a NetSuite import and how to set up your CSV file!

If you are handling multi-select fields, look at this separate guide on completing a NetSuite CSV Import with Multi-Select Fields.

NetSuite Import Type and File Configuration

Since we're importing Customer records, which are classified as a relationship type in NetSuite, you would select 'Relationships' for the Import Type. The next field will display an option for Record Type, allowing you to choose 'Customers Only'.

You generally don’t need to modify the Character Encoding or CSV Column Delimiter unless necessary.

As a basic guideline for beginners, we suggest importing just one file to NetSuite at a time. For this situation, we’ll select the One File to Upload option and choose the CSV file we prepared for this import.

Once you’ve filled out these fields and you’re set to proceed, click 'Next' at the bottom of the screen.

Import Options in the NetSuite Import Assistant

Step two in the NetSuite Import Assistant is quite straightforward. Here, you can decide how the importer behaves using the options 'Add', 'Update', or 'Add or Update'.

'Add' will incorporate new data into NetSuite without altering existing data; 'Update' updates current NetSuite records with the new data you are importing, and 'Add or Update' will do a combination of both based on whether the data being imported is completely new or already exists in NetSuite. In this case, since we're bringing in new customer information, we’ll utilize the 'Add' function.

Important Note on File Mapping with the NetSuite Import Assistant

In this guide, we uploaded just one file in the first step. Hence, the Import Assistant will skip the third step, File Mapping. As mentioned previously, it’s advisable to import one file at a time in most contexts. However, keep in mind that if you attempt to upload multiple files simultaneously, you'll encounter a file mapping step.

Field Mapping in the NetSuite Import Assistant

This is where we begin mapping fields within the NetSuite Import Assistant.

You’ll observe that the Import Assistant has already pre-populated some mappings it identified, such as "Job Title" from the Excel sheet. The NetSuite Import Assistant recognized this as intended for the job title field on the customer record and automatically filled in the field mapping.

On the left side, you can see the fields from your CSV file that are available for mapping to NetSuite fields.

A green checkmark next to your CSV field indicates it is already in the center mapping area, so we’ll need to add a couple more fields.

On the right side of the page, all the customer record fields in NetSuite that correspond to your CSV file data are visible.

At this juncture, we must drag all unmapped CSV fields into their corresponding NetSuite fields. Here's our finished field mapping for this tutorial example:

Is a Custom Field Missing? If you can't find a custom field to map, making it impossible to complete the mapping, refer to this troubleshooting article: Missing Custom Field for NetSuite CSV Import.

Addressing NetSuite CSV Import Errors

Let’s quickly review our Excel file. You will see "Individual" appearing in each cell of the 'IsPerson' column:

We've set this up as a troubleshooting scenario, so when we click 'Next', we might encounter a Field Mapping error.

The error message will indicate the needed fix. In this instance, it states that checkbox/boolean data must be in 'T' or 'F' format for the NetSuite field 'Individual', suggesting it’s a simple true or false value labeled differently, making it somewhat unclear.

To fix this, return to your Excel file and update those cells from "Individual" to a "T" value. After saving your updated CSV file, click the 'Back' option to return to the first step in the NetSuite import assistant, Scan & Upload CSV File. Select your adjusted CSV file and click next. You'll see that your settings and field mapping remain intact because we clicked 'Back' instead of canceling the import.

Note: If you're too busy to fix an error in the CSV file immediately but want to save your settings and mapping, you can choose to save your import from the error message screen.

Finalizing and Running a NetSuite CSV Import

The last step in the Import Assistant involves saving the mapping and initiating the import into NetSuite. Be sure to assign a Name and provide a Description so that other NetSuite users in your organization can easily reuse it later. If you think you might reference your import in SuiteScripts down the line, you can also give it a distinct ID, starting with CUSTIMPORT. After entering all necessary details, click 'Save and Run'.

Monitoring a NetSuite CSV Import

Once your import process is running, you’ll receive a confirmation message indicating that the import is underway. This message includes a link to the Job Status page, allowing you to track your import's progress.

Keep in mind, the confirmation just indicates that the NetSuite import is in progress; it does not mean it is finished yet. You will receive an email when your import is complete. If you’re importing a considerable amount of data, it might take time (ranging from a few minutes to several hours, depending on the volume of records). However, you can check the status of the import at any time to see how it’s advancing.

While the NetSuite imports remain pending, they will show a Status of "In Progress". You can gauge how far your import has progressed by looking at the Percent Complete column.

Be aware that even once the status reads Complete, it doesn't guarantee that all records were imported. Always verify how many of your records made it into NetSuite by checking the Message column. You can find out why individual records failed to import by viewing the CSV response file and making the necessary adjustments.

Scheduling CSV Imports in NetSuite

Throughout this tutorial, we have successfully imported a CSV file into NetSuite and explored a troubleshooting scenario to guide you through handling complications during an import.

A limitation of the Import Assistant is the inability to schedule imports natively. However, Versich has developed a CSV Import Scheduler that allows you to schedule imports via email or from within the NetSuite interface!

That concludes our tutorial! We hope this guide provides valuable assistance as you familiarize yourself with NetSuite and its potential for your business.