NetSuite's CSV Import Assistant is one of the most powerful and frequently used tools for bulk data creation and updates. While it is robust, a successful import requires careful preparation and a clear understanding of its mechanics. This guide provides a comprehensive collection of tips, tricks, and fact-checked best practices to help you master the CSV import process and avoid common pitfalls.

Tip 1: Prepare Your Data File Meticulously

The most common source of import errors is a poorly formatted CSV file. Before you even open the Import Assistant, ensure your file is clean.

• Save as CSV (UTF-8): Always save your spreadsheet as a CSV file with UTF-8 encoding. This prevents issues with special characters and ensures compatibility.

• No Formulas or Formatting: Your CSV should contain only raw data. Remove all formulas, merged cells, multiple tabs, and special formatting.

• Consistent Headers: Use a single header row with clear, simple names for each column. These headers do not need to match NetSuite field names, but it is a good practice to keep them consistent.

• Check for Blank Rows/Columns: Delete any empty rows or columns, especially at the end of your data set, as they can cause the import to fail.

• Date Formatting: Ensure all date columns use a consistent format (e.g., MM/DD/YYYY) and that the format matches what you select in the Import Assistant.

  
  

Tip 2: Use Saved Import Maps and Master Templates

Never map an import from scratch more than once. The key to efficiency and consistency is to map once and reuse forever.

1. Create a Saved Import Map: After you successfully configure the field mapping for an import, use the Save Mapping & Start Import option. Give it a descriptive name (e.g., "Customer - Add - New Leads").

2. Build a Master CSV Template: Create a corresponding spreadsheet template with the exact same column headers and order as your saved map. Include a sample row with data formatting examples and a notes row explaining each field. Store this in a shared location for your team.

This "template kit" approach dramatically reduces errors and the time spent on recurring imports.

Tip 3: Understand How to Match Records for Updates

When updating existing records, you must tell NetSuite how to find the correct record to update. You have three primary options, and choosing the right one is critical.

**Best Practice:** For any recurring import process or system integration, always use the **Internal ID** or **External ID**. Relying on the record's name is inefficient and risky.

Tip 4: Handle Dropdown Fields Correctly

Fields that are dropdown lists in the NetSuite UI (e.g., Payment Terms, Sales Rep) require special handling.

• Use the Name: Your CSV file should contain the exact name of the dropdown option (e.g., "Net 30," "John Smith").

• Reference by ID: For performance and accuracy, you can also reference these values by their Internal ID. In the Field Mapping screen, click the pencil icon next to the field and choose "Internal ID" as the reference type.

  
  

Tip 5: Use the "Run" Button, Not "Save & Run"

When you are ready to start the import, you have two options: "Run" and "Save & Run." For most cases, especially when you are not 100% certain the import is perfect, always choose "Run." This will process the file without saving the import map, preventing you from accidentally overwriting a good saved map with a bad configuration.

Tip 6: Troubleshooting Common Errors

• "Invalid reference key...": This is the most common error. It means the value in your CSV file for a related record (e.g., the Customer on a Sales Order) does not exist in NetSuite or is misspelled. Double-check your data.

• "Please enter a value for...": This means a mandatory field in NetSuite was not mapped or was left blank in your CSV file.

• Import is Stuck or Fails: For very large files (over 10,000 rows), the import may time out. Break your file into smaller chunks and import them separately.

By following these tips, you can make your CSV import process more reliable, efficient, and less prone to errors.