How To Create A Report In Netsuite

Report Overview QRG

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Contained in this reference guide:

Navigate and Manage Reports:

Run a Report
Drill Down to Detail Reports
Print Reports
Export Reports
Email Reports
Use the Report Builder
Schedule Reports

1. Run a Report

NetSuite has many pre-built reports that you can use as is or customize via the Report Builder.

Your access to a pre-built/standard report will depend on your role and permissions.

Most reports provide both Summary and Detail views.

To review list of Standard Reports, search for 'Standard Reports' in SuiteAnswers.

The "Standard Reports" SuiteAnswers document will also provide you with a description of each report.

What role can do that? Accountant, Finance Leader

Steps

1.1 Navigate to Reports > Reports Overview.

1.2 Expand Sales, for this example.

1.3 Click Sales by Donor | Customer.

NOTE: You can run ANY report in the Report Overview page by Expanding any section and clicking on the Report name.

----------OR-----------

Access reports through the Reports Menu. Reports > Sales > Sales by Donor | Customer.

NOTE: You can run ANY report through the Reports Menu by selecting any section and clicking on the Report name.

1.4 To run a Detail Report, navigate to Sales by Donor | Customer and click Detail.

2. Drill Down to Detail Reports

You can shift between summary and detail versions of a report by clicking the navigation links available next to report titles.

The detail report will normally list the transactions that make up the totals & groupings in the Summary report.

For more information, refer to the document "Drilling Down to Records or Transactions" document in SuiteAnswers.

What role can do that? Accountant, Finance Leader

Steps:

2.1 Navigate to the applicable report (e.g.Sales by Donor | Customer summary).

2.2 Click View Detail (Located at the top of the report, next to the report title).

2.3 Click Transaction detail (e.g. Transaction Number or date) or Entity Name (e.g. Customer Name) to drill down into the transaction or entity record.

2.4 Click " Back to Summary", to navigate back to the Summary report.

To see which transactions make up a specific number (e.g. Projected Total amount), click the Number to see the Detail report for that amount only.

3. Print Reports

You can produce print-friendly versions of NetSuite standard reports, using printer settings and preferences.

NOTE: Printing a report will preserve the collapse or expand settings on the report.

What role can do that? Accountant, Finance Leader

Steps

3.1 Navigate to a Report.

Scroll through the Reports drop down menu a select a report

(e.g. Reports > Sales > New Donor | Customer Sales report.)

------------OR------------

Navigate to the Reports Overview menu, Expand a section, and select a report. (e.g. Reports > Reports Overview > Sales > New Donor | Customer Sales )

3.2 Navigate to the footer of the report.

3.3 Click .

NOTE: When you print a NetSuite report, it will display on the screen first. From there you will use the Print Dialogue box to set your printing preferences and print to your connected printer.

4. Export Reports

In NetSuite, you can export your report as a CSV file or a PDF, or export the data to Microsoft® Word or Microsoft® Excel.

NOTES:

Exporting a report will preserve the collapse or expand settings on the report.
Exporting a report to Excel will export any formulas and calculations used in the report.
There are limitations in exporting to PDF. Refer to the SuiteAnswers document called "Limitations on Exports to PDF."

Each export format has certain advantages and limitations. Refer to the SuiteAnswers document called "Comparing Export Formats" for a list of these.

What role can do that? **Accountant, **Finance Leader

Steps:

4.1 Navigate to the applicable NetSuite Report.

4.2 Navigate to the footer of the report.

4.3 Select Export-CSV , Export-Microsoft® Word , Export-Microsoft® Excel , or Export-PDF .

4.4 Once you have exported a report to an external application, you can open it in that application and customize it as needed.

5. Email Reports:

You can email a report directly from NetSuite to any employee, vendor, donor, customer, partner, or group entered into NetSuite.

What role can do that?**Accountant, **Finance Leader

Steps

5.1 Navigate to the applicable NetSuite Report.

5.2Navigate to the footer of the report.

5.3 Click Email.

5.4 Navigate to the Recipients subtab.

5.5 Select the primary Recipient.

5.6 Select any additional recipient in Copy Others or enter their Email address.

5.7 Check CC or BCC as required for each additional recipient.

5.8 Click .

5.9 Navigate to the Message subtab.

5.10 Enter a subject and message text for the email message.

5.11 Check Send Report as Attachment. Leave unchecked , for the report to be embedded in the email message.

NOTE: The report attachment will be in HTML format.

5.12 Navigate to the Attachments subtab.

5.13 Select Attach File > List, to select a file from the NetSuite File Cabinet

5.14 Click the file name.

NOTE: You can filter by folder name (first dropdown) or Search by file name, by using wild cards (%) around the search words. For example, %filename%.

5.15 Select Attach File, to select a file from your computer.

5.16 Click .

5.17 Click Choose File, Select your file, Click Open, then Click .

5.18 Click .

5.19 Check Zip Attachments to zip the attached files.

5.20 Click Send.

6. Use the Report Builder

Create a schedule on your report, to have it automatically emailed to recipients according to the schedule defined.

Schedule your large, long-running reports to run during off-peak hours.

What role can do that?**Accountant, **Finance Leader

Steps

6.1Navigate to the applicable NetSuite Report.

6.2 Navigate to the footer of the report and click Schedule.

6.3 Enter a Schedule Name to identify the report and the Date and Start Time is scheduled to run.

6.4 Check Run Report More than Once and define the recurrence pattern for either Daily event, Weekly event, Monthly event, or Yearly event.

6.5 Enter the Start At and End By Date (or Check No End Date.)

6.6 Navigate to the R ecipients subtab.

6.7 Select the primary Recipient.

NOTE: This recipient can be a Contact, Customer, Group, Vendor, Partner, Employee or Group.

6.8 Select any additional recipient in Copy Others or enter their Email address. Check ;CC or BCC as required for each additional recipient.

6.9 Click .

6.10 Navigate to the Message subtab.

6.11 Enter a subject and message text for the email message.

6.12 Check Send Report as Attachment.Leave unchecked , for the report to be embedded in the email message.

NOTE: The report attachment will be in HTML format

6.13 Navigate to the Attachments subtab.

6.14 Select Attach File > List, to select a file from the NetSuite File Cabinet.

6.15Click the file name.

NOTE: You can filter by folder name (first drop down) or Search by file name, by using wild cards (%) around the search words. For example, %filename%.

6.16 Select Attach File, to select a file from your computer.

6.17 Click .

6.18 Click Choose File, select your file, click Open, then click .

6.19 Click .

6.20 Check ZIP ATTACHMENTS to zip the attached files.

6.21 Click .

7. Schedule Reports

Use the Report Builder to customise the MANY standard reports in NetSuite.

You can remove columns, add extra columns, group, filter, sort and share your customised reports with a select audience.

NOTE:

Financial Reports (like the Balance Sheet Report), uses a Financial Report Builder. This builder has one extra step that allows you to control the layout of Financial Reports. Search in SuiteAnswers for "Financial Report Builder" for more information.

In the following scenario:

The Fund Development manager needs to know which donations are being generated by which of the Fund Development field representatives.
He has found the standard NetSuite report called Sales by Donor | Customer, but wants to add the team member's name as a column to the report.
He does not need to see the Customer column.

What role can do that? **Accountant, **Finance Leader

Steps

7.1Navigate to a Report.Scroll through the Reports drop down menu a select a report (e.g. Reports > Sales > Sales by Sales Rep report.)

------------OR------------

Navigate to the Reports Overview menu, Expand a section, and select a report. (e.g. Reports > Reports Overview > Sales > Sales by Sales Rep)

7.2 Review the report and then Click Customize.

7.3 Enter an appropriate Name for the report.

NOTE: Please follow our report naming convention.

7.4 Navigate to Edit Columns subtab.

7.5 In the Report Preview section, click Customer.

7.6 Click Remove Column.

7.7 Navigate to the Add Fields section.

7.8 Click Sales Rep.

7.9 The Sales Rep field is now displayed as the last column in the Report Preview.

7.10 Click the Sales Rep column, to highlight it.

7.11 Drop and drag it to the first column or click Move Left

7.12 Rename this field by going to Column Label. Enter FD Field Rep and click [Tab] on your keyboard.

NOTE: You need to [Tab] away from the field to ensure it refreshes on the Report Preview.

7.13 Click Item.

7.14 Check Group with Previous Column.

NOTE: This will group items sold, for each sales Rep.

7.15 Navigate to Filters tab > Add Fields section.

7.16 Add the field to Filter by.

7.17 Select the Value to filter by.

7.18 Check Show in Filter Region to allow users to dynamically select a value

7.19 Navigate to Sorting tab > Add Fields section

7.20 Add the field that you want to Sort by.

7.21 Check Descending to sort in descending order. Leave unchecked for ascending order.

7.22 Navigate to More Options subtab.

7.23 Select the Report Options as required.

NOTE: Click the field name for description of each check box functionality.

7.24 Select the default Expand Level.

7.25 Select a custom Drill Down Report, if you have created one.

7.26 Navigate to More Options > Audience subtab.

7.27 Check Select All to make it available to all Roles, otherwise select the appropriate audience.

7.28 Navigate to More Options > Access subtab.

7.29 Check Select All to make it available to all Roles, otherwise select the appropriate audience

NOTE: If a Custom Role does not have the permission to Navigate to the underlying report [e.g. Sales Report] BUT has been added as part of the Audience, the report will not be viewable since technically, the user does not have the permission to run it. This means, the user must be added from the Access Tab of the said report to be able to access the report.

7.30 Click to save & Navigate to the report.

NOTE: It is best practice to preview the report by clicking on [save] instead of [preview]. This ensures that all customizations that you have done is saved.