The Opportunity sits at the very start of the Sales process. For this reason it is often the most numerous of all the transactions in the system. Opportunities don’t all convert so businesses often have hundreds or thousands of Opportunities to enter every month for their Sales teams to work from. Importing these opportunities from a list compiled from external data is almost a necessity for some companies.
Using the NetSuite opportunity csv import you can streamline the bulk generation of opportunities. Compile the relevant data in a spreadsheet and with a few simple clicks hundreds of Opportunities can be created and distributed out in minutes.
If you have not used the CSV Import feature in NetSuite for Opportunities before, follow the steps below to learn the basics.
Preparing a NetSuite Opportunity CSV Import File
When creating a CSV template for importing in to NetSuite there is no one-size-fits-all. Every companies import template will be different. Forms will have their own unique fields and what is considered mandatory will differ across environments. Keep in mind that the template I am using below is not necessarily right for you. You will need to check your own Opportunity form to determine which fields you need to include.
One thing that is unique to the Opportunity transaction form is that you can create new records without line items. No other transaction will allow this. This means that you could just import the header for a batch of Opportunities and distribute to to Sales people who can then add the line items later.
In the example I will work through I have included line items for the Opportunities. In this scenario, your CSV file will be made up of two sections as per the image below.
- Header Data (Left) – This relates to the header of the Opportunity record. We will define such fields as Customer, Expected Close Date and Subsidiary. This information will be the same for every line that relates to the same Opportunity.
- Line Date (Right) – These are the fields that can be found in the item sublist of the Opportunity record. Each row of your CSV will be for a different line item.
If you are not importing line items for your Opportunities then you can simply create a file that only includes section 1.
If you are importing multiple Opportunities in to NetSuite on the same file then the External ID column is crucial. This is what will tell the system where one Opportunity ends and the next one begins. Ensure you have the same value for External ID on every line of the same Opportunity.
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.
Importing a NetSuite Opportunity CSV Import File
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 Opportunity from the Record Type drop down.
- 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 – pictured below) 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.
- 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 Opportunities.
When your NetSuite Opportunity CSV Import Fails
If some or all of your import fails you will be given a CSV file containing an error description. This file is linked to the relevant line on the CSV Import Status page. 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.
Strengthen your knowledge of CSV imports with the following articles –