If you’re using NetSuite and wondering how to turn all that valuable data into actionable insights, you’re in the right place. One of the most powerful yet under-utilized tools in NetSuite is saved searches, a flexible way to filter, analyze, and report on virtually any record type in your system. As part of effective NetSuite consulting services, saved searches are often one of the first areas optimized to improve reporting accuracy and operational visibility.
In this tutorial, you’ll learn what saved searches in NetSuite are, how to create and customize them, and why they’re essential for stronger NetSuite reporting capabilities. Whether you’re a business analyst, finance professional, or operations lead, mastering saved searches can help you make smarter decisions faster.
What Are Saved Searches in NetSuite?
A saved search in NetSuite is a dynamic report that lets you pull specific data from your account using filters, criteria, and display rules you define. Unlike static reports, saved searches update in real time as your data changes, so you’re always working with current information.
Saved searches can help you:
- Track customer activity, orders, or revenue trends
- Monitor inventory levels and movements
- Build dashboards and performance scorecards
- Identify exceptions, bottlenecks, or opportunities
Because they’re highly customizable, saved searches are the backbone of proactive performance tracking in NetSuite.
When to Use Saved Searches
Saved searches become especially valuable when you need to:
- Create real-time insights without exporting data to spreadsheets
- Build custom reports that aren’t available in standard NetSuite reporting
- Send automated alerts (e.g., low stock, overdue invoices)
- Support metrics for KPI dashboards
- Enable teams with role-specific visibility into performance
In short: if there’s a question you wish you could ask your data a saved search can probably answer it.
Step-by-Step: How to Create a Saved Search in NetSuite
Here’s a clear walkthrough for building your first saved search:
1. Choose Your Search Type
Go to Reports > Saved Searches > All Saved Searches > New.
Select the record type you want to report on, like Transactions, Customers, Items, or Employees. This determines the base dataset your search will use.
2. Define Your Criteria (Filters)
Filters help limit results to what matters. For example:
- Date range (e.g., last quarter)
- Transaction type (e.g., sales orders)
- Status (e.g., open invoices)
Use dropdowns and fields to add logic (AND/OR) so only relevant records show up. An experienced netsuite erp consultant can also design advanced filter logic to support more complex reporting needs across departments.
3. Choose Columns (Results)
This is where you decide what information appears in your search results. You might include:
- Customer name
- Sales amount
- Item quantity
- Order date
- Shipping location
You can also use formula fields to calculate ratios, counts, or financial metrics right in the results.
4. Sort, Summarize, and Group
Saved searches allow you to:
- Sort results (e.g., highest to lowest sales)
- Summarize data by totals or subtotals
- Group records by category (e.g., by customer, item, or department)
This transforms raw rows into organized insights.
5. Set Up Alerts and Highlights
You can configure:
- Conditional highlighting (e.g., red for past due amounts)
- Email reminders that trigger when conditions are met (like overdue tasks)
These features make saved searches interactive and proactive.
6. Save and Share
Once your search does what you need:
- Name it descriptively
- Set permissions (who can view or edit)
- Add it to dashboards for easy access
Now your team can run real-time reports with a single click.
Tips for Better NetSuite Reporting With Saved Searches
Use Consistent Naming Conventions
Clear names help your team find the right searches quickly (e.g., “Open Sales Orders by Region”).
Leverage Formula Fields
Formulas let you create calculated columns like profit margins or age of receivables without external spreadsheets.
Build Dashboards Around Searches
Add saved searches as portlets to role-based dashboards so executives, sales, and operations see the metrics they need at a glance.
Use Summary Types Wisely
Summaries (like COUNT, SUM, AVG) turn detailed lists into meaningful totals ideal for KPIs.
Document Your Logic
Especially for complex searches, add notes or descriptions explaining the criteria and formulas so others can understand and reuse them.
Common Use Cases for NetSuite Saved Searches
Here are practical examples where saved searches elevate visibility and decision-making:
Sales Performance
Create searches that show:
- Top customers by revenue
- Sales rep performance
- Quotes that haven’t converted
Financial Insights
Track financial health with searches for:
- Aged receivables
- Cash flow trends
- Accounts payable are due soon
Inventory Management
Monitor inventory with searches for:
- Low stock items
- Fast-moving products
- Warehouse discrepancies
Operational Alerts
Set alerts for:
- Overdue tasks
- Unapproved transactions
- SLA breaches
These saved searches help teams act quickly rather than react after the fact.
Advanced Search Features You Should Know
1. Joins
Joins let you pull related data from linked records, like showing customer industry alongside order totals.
2. Highlighting and Color Rules
Conditional formatting (e.g., red for negative margins) improves readability and helps surface outliers.
3. Scheduled Email Delivery
You can schedule searches to run and email results to stakeholders on a regular cadence (daily, weekly, etc.).
4. SuiteAnalytics Integration
Saved searches feed SuiteAnalytics dashboards and workbooks, enhancing visualization and cross-object analysis.
Troubleshooting Common Issues
Search Returns Too Many Records
Check your criteria. Add filters or refine date ranges to narrow results.
Performance Is Slow
Avoid overly complex formulas where possible, and limit the number of summary fields.
Users Can’t See the Search
Review permissions and roles saved search access depends on record access rights.
Results Don’t Match Expectations
Double-check filters and linked fields mismatches often come from incorrect joins or missing criteria.
Final Thoughts: Why Saved Searches Are a Game-Changer
Saved searches in NetSuite unlock reporting capabilities that go far beyond standard reports. They empower users to explore data, automate alerts, build dashboards, and make informed decisions, all with real-time accuracy. Whether you’re tracking sales performance, monitoring financial health, or managing inventory, saved searches give you the visibility modern businesses need to stay agile.
At Big Bang 360, we often help clients leverage saved searches as part of our NetSuite consulting services, ensuring their reporting framework aligns with business goals and operational workflows.
Once you get comfortable building and customizing saved searches, you’ll find that NetSuite becomes not just an ERP, but a data-driven decision engine for your organization.
Frequently Asked Questions (FAQs)
What is a saved search in NetSuite?
A saved search is a customizable, real-time report that pulls specific data based on defined criteria and display rules.
Can saved searches send alerts?
Yes, you can configure saved searches to trigger emails when certain conditions are met.
Do saved searches update automatically?
Yes, because they pull directly from live system data, results refresh whenever the search runs.
Can multiple users share a saved search?
Yes, you can assign view and edit permissions so teams can access shared saved searches.
How do saved searches relate to dashboards?
Saved searches can be added as portlets on dashboards, giving users quick access to key metrics.
