NetSuite Saved Searches: The Ultimate Beginner’s Guide

Saved Searches are one of NetSuite’s most powerful tools. They let you filter, sort, and display data in real time—without needing complex reports or scripts. From tracking overdue invoices to monitoring sales performance, saved searches are the backbone of reporting in NetSuite.

In this blog, we’ll cover everything a beginner needs to know about NetSuite Saved Searches: what they are, how to build them, and tips for getting the most out of them.

🛠️ What is a Saved Search in NetSuite?

A Saved Search is a reusable search that displays records based on criteria you define. Unlike standard reports, Saved Searches are:

• Dynamic: Always updated in real-time.
• Customizable: Add filters, columns, formulas, and summaries.
• Sharable: Can be assigned to roles or emailed automatically.

👉 Example: Create a Saved Search to show all invoices overdue by more than 30 days.

⚡ Types of Saved Searches

• Transaction Searches → Sales Orders, Invoices, Purchase Orders.
• Customer Searches → Track customers by location, sales rep, or outstanding balance.
• Item Searches → Inventory levels, reorder alerts, top-selling products.
• Employee Searches → Expense reports, timesheets, certifications.

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

1. Navigate to:
   Reports > Saved Searches > All Saved Searches > New
2. Choose a Record Type:
   Example: Transactions, Customers, Items.
3. Define Criteria:
   • Add filters (e.g., Status = Open, Amount > 500).
   • Combine with AND/OR logic.
4. Select Results Columns:
   • Choose fields (e.g., Customer Name, Amount, Date).
   • Add formulas for calculated fields.
5. Apply Sorting & Summaries:
   • Group by customer, item, or time period.
   • Add totals, averages, or counts.
6. Save & Run:
   • Give it a clear name (e.g., “Overdue Invoices – 30 Days”).
   • Share with roles or schedule email delivery.

⚡ Powerful Features of Saved Searches

• Highlighting: Add conditional formatting (e.g., overdue invoices in red).
• Formulas: Use SQL-like expressions for advanced calculations.
• Dashboards: Publish Saved Searches directly to dashboards.
• Exporting: Export to Excel/CSV for offline analysis.
• Email Scheduling: Send daily/weekly reports automatically.

📊 Example Use Cases

• Finance: Overdue invoices, customer balances, open POs.
• Sales: Pipeline by sales rep, opportunities closing this month.
• Operations: Items below reorder point, pending shipments.
• HR: Employees without timesheet submissions.

✅ Best Practices

• Use descriptive names (e.g., “Customer Aging – Over 60 Days”).
• Share only with the roles that need it.
• Avoid returning unnecessary fields to keep searches fast.
• Use Formulas sparingly—they can slow searches if overused.
• Regularly review Saved Searches to delete unused ones.

⚡ Using Formulas in Saved Searches

One of the most powerful features of Saved Searches is the ability to use formulas. NetSuite formulas are written in SQL expressions, allowing you to perform calculations, conditional logic, and formatting inside your search.

🔹 Example 1: Days Overdue for an Invoice

Formula (Numeric):

{today} - {duedate}

👉 Shows how many days an invoice is overdue.

🔹 Example 2: Display “Overdue” or “On Time”

Formula (Text):

CASE WHEN {duedate} < {today} THEN 'Overdue' ELSE 'On Time' END

👉 Adds a column that labels invoices based on their due date.

🔹 Example 3: Full Customer Name (First + Last)

Formula (Text):

{firstname} || ' ' || {lastname}

👉 Combines first and last names into one field.

🔹 Example 4: Conditional Highlight for Large Invoices

Formula (Numeric):

CASE WHEN {amount} > 10000 THEN 1 ELSE 0 END

👉 Can be used with highlighting to flag invoices over $10,000.

🔹 Example 5: Month of Transaction

Formula (Text):

TO_CHAR({trandate}, 'Month')

👉 Returns the month name of the transaction date.

✅ Tip: Always choose the right formula type (Text, Numeric, Date) when creating formula fields in Saved Searches.

✅ Final Thoughts

Saved Searches are the Swiss Army knife of NetSuite. They give users real-time access to critical data without needing IT or developers. By mastering Saved Searches, you can improve decision-making, save time, and create reports tailored to your business needs.

Whether you’re in finance, sales, or operations, Saved Searches will quickly become your go-to reporting tool in NetSuite.