NetSuite Saved Searches

One of the most powerful features in NetSuite is the Saved Search. Whether you’re an accountant checking overdue invoices or a sales manager reviewing opportunities, Saved Searches allow you to create custom, real-time reports tailored to your needs.

For beginners, understanding Saved Searches is the first step toward unlocking NetSuite’s reporting power. In this blog, we’ll explain what they are, how they work, and why businesses rely on them every day.

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🔎 What is a Saved Search in NetSuite?

A Saved Search is a reusable search or query that lets you filter, sort, and display NetSuite records based on criteria you define.

Think of it as a custom report builder where you can:

• Define filters (e.g., “show all invoices over $5,000”).
• Select columns to display (e.g., customer name, due date, balance).
• Summarize results (e.g., group by customer, count transactions, sum amounts).
• Save it for future use or share it with your team.

Unlike static reports, Saved Searches update in real-time, so your data is always current.

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🛠️ Why Use Saved Searches?

1. Flexibility – Customize your own reports without needing IT support.
2. Real-Time Data – Always see the most up-to-date information.
3. Automation – Schedule searches to run automatically and email results.
4. Visibility – Display results directly on dashboards as portlets.
5. Collaboration – Share searches with specific roles, departments, or the entire company.

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📊 Common Examples of Saved Searches

Here are some practical use cases for Saved Searches in NetSuite:

• Finance: All invoices overdue by more than 30 days.
• Sales: Top 10 customers by revenue this quarter.
• Inventory: Low-stock items that need replenishment.
• HR: Employee timesheets pending approval.
• Projects: All active projects with estimated vs. actual costs.

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📝 How to Create a Saved Search (Step-by-Step)

1. Navigate to Reports > Saved Searches > All Saved Searches > New.
2. Choose the record type (e.g., Transaction, Customer, Item).
3. Set your criteria/filters (e.g., “Status = Open”).
4. Select the columns/fields you want to display.
5. Add sorting or summary types if needed.
6. Save the search and give it a clear name.
7. (Optional) Add the search to your dashboard or set up email schedules.

👉 Pro Tip: Always use descriptive names like “Overdue Invoices – 30+ Days” so users can easily find and understand the search.

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⚡ Advanced Features of Saved Searches

• Highlighting Rules: Add conditional formatting to make data stand out (e.g., red text for overdue invoices).
• Formulas: Use SQL-like formulas to calculate custom values.
• Joins: Pull related data from multiple record types (e.g., show invoice + customer + sales rep).
• Permissions: Control who can view, edit, or run the search.

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✅ Final Thoughts

Saved Searches are one of the most essential tools in NetSuite. They provide flexible reporting, real-time insights, and automation that help businesses stay on top of critical data.

If you’re just starting out with NetSuite, practicing Saved Searches will make you more efficient and confident in using the system. Over time, you’ll discover how powerful they can be when combined with dashboards, workflows, and integrations.