Step-by-Step Guide to Importing Sales Orders into NetSuite

I have seen many situations where companies have regular orders placed that bypass the need for an opportunity and quote process. In these examples, and others I’m sure, it’s worth looking at compiling your data in a spreadsheet and importing it.

Importing sales orders into NetSuite can save you time and effort by eliminating the need to manually enter order data.

It also opens up the opportunity to create a template that only needs minor adjustments each month before importing.

In this guide, I’ll walk you through the process of importing sales orders, step-by-step. You will learn how to create your own sales order import template and how to use the NetSuite import assistant.

Preparing a CSV file for a Sales Order import in NetSuite

Everyone’s CSV template is going to look a little different as all of our Sales Order forms have unique fields and mandatory requirements. This should give you enough of a starting point though to complete your own template.

Your CSV file will be made up of two sections as per the image below.

Example of the template used for importing Sales Orders into NetSuite.
  1. Header Data (Left) – This relates to the header of the Sales Order record. We will define such fields as Customer, Date and Subsidiary. This information will be the same for every line that relates to the same Sales Order
  2. Line Date (Right) – These are the fields that can be found in the item sublist of the Sales Order record. Each row of your CSV will be for a different line item.

If you are importing multiple Sales Orders in to NetSuite on the same file then the External ID column is crucial. This is what will tell the system where one Sales Order ends and the next one begins. Ensure you have the same value for External ID on every line of the same Sales Order.

I have populated my columns below and am ready to import. Check out our CSV Import Tips and Best Practices article for detailed information on how to avoid errors on some of these fields.

A populated example of the template used for importing Sales Orders into NetSuite.

Importing Sales Orders via CSV file in NetSuite

So now you have your CSV file saved to your computer you need to follow these steps –

  • Using a role with the Import CSV File permission navigate to Setup > Import/Export > Import CSV Records.
  • Select Transactions from the Import Type drop down and Sales Order from Record Type drop down.
The NetSuite CSV Import Assistant for a Sales Order Import
  • Upload your CSV file and click Next
  • On the Import Options page select the Add radio button and click Next.
  • On the Field Mapping page map the CSV column (left hand side of the central table) to the corresponding NetSuite field (right hand side of the central table). Using column headers that match the field names in NetSuite should result in many of these columns auto mapping. Once all columns are mapped click Next.
Field Mapping for importing sales orders into NetSuite.
  • Enter a name for your Import if you are going to save it for future use, then click Save and Run. If you do not need to save it then hover over the arrow to right of Save and Run and select Run.

Your import will now begin to load. Navigate to Setup > Import/Export > View CSV Import Status to view it’s progress. You may click the Refresh button at the top left of the page until the status bar shows 100%. Your import will then be complete and you will want to find and check a sample of your Sales Orders.

When your NetSuite Sales Order Import Fails

If some or all of your import fails you will be given a CSV file containing a error description. You will need to edit your file in response to this error and try the import again. This article outlines some of the more common errors and some unintuitive resolutions.

So now you have learnt how to perform a very basic Sales Order import why not delve deeper in to the world of NetSuite CSV imports. Strengthen your knowledge with the following articles –

Complete List of NetSuite CSV Import Types and Record Types: Master the Art of NetSuite CSV Imports

A Beginner’s Guide to NetSuite CSV Imports: Setting Up Your First Import

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