NetSuite | Transaction saved search for accounts payable review
When managing accounts payable (AP), team members are often asked about the status of an invoice, when payment was sent, the coding for a specific invoice and other questions about AP activity. Utilizing a NetSuite saved search is a perfect use case for helping answer these vendor questions quickly. Saved Searches are one of my favorite features about NetSuite. Today, I am going to walk through a transaction saved search for getting answers to questions about vendor activity.
First, navigate to Reports -> New Search. Select Transaction Search from the list. Once selected, a blank transaction search screen should appear. Click the ‘Create Saved Search’ button on the top.
From here, we will select a filters to get the data we need from the Criteria section:
Type: The type dictates the type of transaction. Select ‘Bill’, ‘Bill Credit’, and ‘Bill Payment’
Account: The account that the transaction is coded to. Each transaction hits two accounts (a debit and credit). Since we don’t want to see each transaction twice and every transaction type will hit Accounts Payable, we set a filter to see all transactions lines not hitting the Accounts Payable account.
"I use this search all the time for reviewing accounts payable during the check run" - intheBlk client
Navigate to the Results subsection. We dictate what the search results should return in this section. Sort the transactions by Date, with the Descending box checked. The fields we want to return are:
Date: The transaction date (this is when the transaction hits the sub-ledger).
Period: The transaction posting period (this is when the transaction hits the general ledger).
Type: The type of transaction. In our search, we should only see the types we filtered for above.
Document Number: The invoice number, check number, or credit memo number.
Vendor Name: The vendor the transactions relate to. To find this field, scroll to the bottom of the field option drop down and select ‘Vendor Fields…’. From here, select Name.
Chart Fields: Any chart fields being used in your NetSuite account. For biotech teams, this might be general ledger account, department, and program/class.
Memo: The memo detail associated with the transaction line.
Amount: The transaction amount.
Finally, we add filters to the report to allow users to refine their search. This also removes the need to directly edit the report. Let’s include the following filters:
Name: Allowing users to filter transactions by a specific vendor.
Chart Fields: Allowing users to filter based on a specific department or program.
Type: Allowing users to filter based on the specific transaction types.
When adding these filters, be sure and select the ‘Show in Filter Region’. Also, select ‘Show as Multi-Select’ to allow users to select multiple criteria.
Finally, add an appropriate Search Title and click Save. You now have a saved search for querying vendor activity. Here is what the saved search should look like:
I recently built this saved search for one of my clients. A few weeks later, the client said "I use this search all the time for reviewing accounts payable during the check run". If you or your team want to gain more efficiencies with NetSuite’s Saved Search, send us a note at firstname.lastname@example.org. We specialize in helping accounting teams optimize their accounting software infrastructure.