How to Automate and Schedule NetSuite CSV Data File Imports

Background

Data migration is generally perceived as an overhead and a part of the system setup, so, the effort and approach used for data migration is expected to be simple. Automation is key to being able to quickly and routinely analyzing, visualizing, and contextualizing information. When companies can easily tap into these three metrics, they gain a better understanding and context of their business.

One of the most frequently requested features that we encounter while setting up data in NetSuite is the Data Import feature. Whether users are bulk importing data into NetSuite from an existing data source, or migrating to NetSuite from a legacy system, the data import functionality is usually at the top of the wish list.

In NetSuite, the CSV Import Assistant allows users to import business and customer data from comma-delimited CSV files for common record types. Though the import assistant is a handy tool, it has a few major drawbacks.

Pain Points

A substantial amount of manual effort is required each time data is imported, and each time the import process is performed. This applies to the following tasks:

• Scan and Upload File
• Select an Import Type
• Select a Record Type for Import
• Choose Import Character Encoding
• Select File for Import
• Mapping CSV File

Additionally, the Import Assistant tool does not allow users to schedule imports ahead of time. If manually importing data into NetSuite is a daily reality, this approach will consume a great deal of time and effort.

Solution

To overcome these challenges, ennVee built a script that automates the data import process and allows the process to be scheduled ahead of time.

The automation process fetches the data file from a specific drive or location, and transfers the same to the NetSuite file cabinet, where, based on mapping, the program will create/populate the respective records in NetSuite. The processed data file is moved to a specified archive NetSuite file cabinet, which can be referred to for future use.

Additionally, the automation process is repeatable and only requires a one-time setup with the following pre-requisites:

• Create Source & Archive Folders
• Create saved search to fetch Latest File Internal ID from File Folder
• Create CSV Data Import Mapping with NetSuite record

Steps in the Solution Process

1. Create file directories in the NetSuite file cabinet (Data file DIR and Archive DIR)
2. Place the file (that needs to be loaded) in the specific drive or local server (this path should be constant)
3. Create a saved search to fetch the data file Internal ID that needs to be processed
4. Create CSV data import mapping with NetSuite record
5. Create the Schedule Script to automate the import process. The script will include the following flow of tasks:
   1. Fetching the file from the local/specific drive and moving the file to the NetSuite file cabinet (Data File DIR)
   2. By using the created saved search, we are fetching the file Internal ID that needs to be processed
   3. Mapping CSV data to NetSuite records using the Mapping ID that we created manually
   4. Creating records in NetSuite based on mapping
   5. Once records are created in NetSuite, we are moving the processed data file to the NetSuite file cabinet (Archive File DIR)
6. Create script record and deployment for schedule script
7. Using schedule assistance we can schedule the process at specific intervals

Solution Components

• NetSuite (v-2017.1)
• Eclipse Neon
• SuiteScript 1.0 (JavaScript)

Outcome + Future State

The automated process provides the following features and benefits:

• Reduced amount of manual effort and time required to import CSV data files into NetSuite.
• Improved data quality and accuracy.
• Ability to automate the file transfer process from the local/share drive to the NetSuite file cabinet.
• Ability to automatically import CSV data into the NetSuite database.
• Mapping CSV data to NetSuite records is simplified and can be updated based on business requirements.
• Ability to use preferred encodings when transferring files to NetSuite.
• The scheduling option can be done based on business requirements.
• Finally, transferring processed files to the NetSuite archive folder is automated and can be referred to for feature use. The same approach can be used when importing data or updating records in NetSuite.

Explore our NetSuite services to see how automation can help improve your business processes. Check out our NetSuite blogs for more white papers and insights.