NetSuite — Business Intelligence
NetSuite Reporting & Analytics
Complete reporting framework for Global Food Solutions. Financial statements, operational metrics, sales analytics, procurement insights, inventory intelligence, and 30+ KPI definitions — all built on NetSuite saved searches and SuiteAnalytics.
35+
Reports
30+
KPIs
6
Departments
5
Frequencies
02
Financial Reports
Profit & Loss Statement
Monthly / Quarterly / YTD
Income statement showing revenue, COGS, gross margin, operating expenses, and net income. Primary financial report for executive review and board reporting. Includes department-level breakdown for brand (department) analysis.
Column Definitions
- Revenue: Total invoiced sales, net of returns and allowances
- COGS: Cost of goods sold including raw materials, production, and freight-in
- Gross Margin: Revenue minus COGS (target ≥ 28%)
- Operating Expenses: SGA, payroll, facilities, insurance, depreciation
- EBITDA: Earnings before interest, taxes, depreciation, amortization
- Net Income: Bottom line after all expenses, interest, and taxes
Filters
- Period: Month, Quarter, Year-to-Date, Custom Range
- Department (Brand): All, or specific brand
- Location: Edgewood NY, Hermitage PA, Consolidated
- Comparison: Prior Period, Prior Year, Budget
Drill-Down Paths
- Revenue → Revenue by Customer → Individual Invoice
- COGS → COGS by Item → Item Cost History
- Operating Expenses → Expense by Account → Individual Transactions
Balance Sheet
Monthly / Quarterly
Statement of financial position: assets, liabilities, and equity. Tracks inventory valuation, accounts receivable, accounts payable, and working capital position.
Column Definitions
- Current Assets: Cash, AR, Inventory, Prepaid Expenses
- Fixed Assets: Equipment, Vehicles, Leasehold Improvements (net of depreciation)
- Current Liabilities: AP, Accrued Expenses, Current Debt Portion
- Long-Term Liabilities: Notes Payable, Equipment Financing
- Equity: Retained Earnings, Owner's Equity
Drill-Down Paths
- AR → AR Aging → Customer Balance → Open Invoices
- Inventory → Inventory Valuation → Item Detail → Lot-Level
- AP → AP Aging → Vendor Balance → Open Bills
Cash Flow Statement
Monthly
Operating, investing, and financing cash flows. Critical for managing working capital in a commodity food business where payment terms and inventory cycles directly impact liquidity.
Column Definitions
- Operating Cash Flow: Net income + non-cash adjustments + working capital changes
- Investing Cash Flow: Equipment purchases, vehicle acquisitions, deposits
- Financing Cash Flow: Loan proceeds, loan repayments, owner distributions
- Net Change: Total cash increase/decrease for period
- Ending Balance: Cash position at period end
Trial Balance
Monthly / On Demand
Listing of all GL accounts with debit and credit balances. Used for period close verification, reconciliation, and audit preparation.
Column Definitions
- Account Number: GL account code
- Account Name: Descriptive account name
- Debit Balance: Total debit balance for period
- Credit Balance: Total credit balance for period
- Net Balance: Debit minus Credit
Budget vs. Actual
Monthly / Quarterly
Compares budgeted amounts against actual results by account, department, and location. Highlights favorable and unfavorable variances with percentage deviation. Escalation triggered when variance exceeds 10%.
Column Definitions
- Budget: Approved budget amount for the period
- Actual: Posted GL transactions for the period
- Variance ($): Actual minus Budget (positive = over budget)
- Variance (%): Percentage deviation from budget
- Status: On Track / Caution / Over Budget
Filters
- Department (Brand), Location, Account Category
- Variance threshold filter (show only > 5% / > 10%)
■ All financial reports use NetSuite Financial Report Builder with drill-down to transaction level. Reports locked to Finance/Controller and CEO roles.
03
Operational Reports
Daily Shipment Report
Daily
All outbound shipments for the day: items fulfilled, carrier, tracking, delivery status, and temperature compliance. Sent automatically at 6:00 PM EST to operations and sales leadership.
Data Sources
- Item Fulfillment records (status = Shipped)
- Carrier tracking integration (FedEx, UPS, GFS fleet)
- Temperature log entries (reefer units)
KPIs
- Orders Shipped vs. Orders Due (fill rate)
- On-Time Shipment Rate (target ≥ 97%)
- Temperature Compliance Rate (target 100%)
- Total Weight Shipped (lbs)
Weekly Inventory Report
Weekly (Monday AM)
Inventory snapshot across Edgewood NY and Hermitage PA facilities. Stock levels, aging, expiry alerts, and reorder recommendations. Identifies slow-moving and excess inventory for markdown or transfer.
Data Sources
- Inventory Balance records (both locations)
- Lot/Serial records with expiry dates
- Open POs (inbound pipeline)
- Open SOs (committed inventory)
KPIs
- Total Inventory Value ($)
- Days of Supply (by top 20 SKUs)
- Lots Expiring within 30 Days
- Inventory Turns (rolling 12 weeks)
Monthly Production Report
Monthly (1st Business Day)
Production output, yield rates, waste tracking, and work order completion metrics. Covers both facilities with comparison against production plan.
Data Sources
- Work Order records (completed)
- Assembly Build records
- Inventory adjustments (waste/scrap)
KPIs
- Production Volume (lbs / units)
- Yield Rate (target ≥ 96%)
- Waste / Scrap Rate (target ≤ 2%)
- Work Order Completion Rate
Quarterly Quality Report
Quarterly
Quality inspection results, non-conformance trends, CAPA status, temperature compliance, and vendor qualification summary. Required for SQF audit readiness.
Data Sources
- Quality Inspection custom records
- CAPA custom records
- Temperature Log custom records
- Hold/Release records
KPIs
- Inspection Pass Rate (target ≥ 99%)
- Non-Conformances (count, severity trend)
- CAPA Closure Rate within 30 Days
- Temperature Excursions (count)
Annual Compliance Report
Annually (January)
Comprehensive compliance summary: FSMA, SQF, USDA, FDA, NYSDAM, and Pennsylvania Department of Agriculture. Includes license status, audit results, corrective actions, and renewal schedule for both Edgewood NY and Hermitage PA facilities.
Data Sources
- Audit Record custom records
- License tracking records
- CAPA records (annual summary)
- Training completion records
■ Operational reports delivered via scheduled saved searches. Daily reports auto-send; weekly/monthly require Finance sign-off before distribution.
04
Sales Reports
Revenue by Customer
Monthly
Revenue ranked by customer with period-over-period comparison. Identifies top accounts, growth trends, and at-risk customers with declining revenue.
Metrics & Dimensions
- Metrics: Total Revenue, Order Count, Avg Order Value, Revenue Growth %
- Dimensions: Customer, Territory, Sales Rep, Product Category
- Comparison: Prior Month, Prior Year Same Month
Revenue by Product
Monthly
Revenue by item/product category. Identifies top-selling products, margin by product line, and seasonal demand patterns across cheese, dairy, and commodity categories.
Metrics & Dimensions
- Metrics: Revenue, Units Sold, Avg Selling Price, Gross Margin %, Volume (lbs)
- Dimensions: Item, Item Category, Department (Brand), Location
Sales by Rep Performance
Weekly / Monthly
Individual sales rep performance: revenue against target, new customer acquisition, order volume, and activity metrics. Feeds commission calculations.
Metrics & Dimensions
- Metrics: Revenue, Revenue vs. Target %, New Customers, Orders, Calls Logged
- Dimensions: Sales Rep, Territory, Time Period
Pipeline Report
Weekly
Active opportunities by stage, probability-weighted value, expected close date, and sales rep assignment. Forecasting tool for revenue planning.
Metrics & Dimensions
- Metrics: Opportunity Value, Weighted Value, Days in Stage, Win Probability
- Dimensions: Stage, Sales Rep, Customer, Expected Close Month
Win/Loss Analysis
Monthly
Closed opportunities analyzed by outcome. Win rate by rep, loss reasons, competitive displacement, and average deal cycle length.
Metrics & Dimensions
- Metrics: Win Rate %, Deals Won/Lost, Revenue Won/Lost, Avg Cycle Days
- Dimensions: Sales Rep, Loss Reason, Competitor, Product Category
Customer Profitability
Quarterly
True profitability by customer after COGS, freight, rebates, and allocated overhead. Identifies customers where revenue masks negative contribution margin.
Metrics & Dimensions
- Metrics: Revenue, COGS, Gross Margin, Freight Cost, Rebates Paid, Net Contribution
- Dimensions: Customer, Sales Rep, Product Mix, Payment Terms
Commission Report
Monthly
Commissions earned by sales rep based on invoiced (collected) revenue. Includes tier breakdowns, overrides, and reconciliation against targets.
Metrics & Dimensions
- Metrics: Invoiced Revenue, Commission Base, Commission Rate, Commission Earned, YTD Total
- Dimensions: Sales Rep, Customer, Invoice, Payment Status
■ Sales reports built as saved searches with role-based audience restrictions. Sales Reps see own data only; Sales Manager sees all reps.
05
Procurement Reports
Spend by Vendor
Monthly
Total spend ranked by vendor with period-over-period trend. Identifies vendor concentration risk and opportunities for consolidation or renegotiation.
Metrics & Dimensions
- Metrics: Total Spend, PO Count, Avg PO Value, Spend Growth %, % of Total Spend
- Dimensions: Vendor, Item Category, Location, Department (Brand)
Spend by Category
Monthly
Procurement spend grouped by commodity/item category. Tracks raw material cost trends critical for cheese and dairy pricing decisions.
Metrics & Dimensions
- Metrics: Category Spend, Volume (lbs), Avg Cost/lb, Cost Trend %, Budget Variance
- Dimensions: Item Category, Vendor, Location, Time Period
PO Aging Report
Weekly
Open purchase orders by age bucket: 0-7 days, 8-14 days, 15-30 days, 31-60 days, 60+ days. Highlights overdue deliveries requiring vendor follow-up.
Metrics & Dimensions
- Metrics: PO Amount, Days Open, Expected vs. Actual Receipt Date, Overdue Flag
- Dimensions: Vendor, Age Bucket, Item, Location
Vendor Performance Scorecard
Monthly
Vendor scoring across quality, delivery, pricing, and responsiveness. Weighted composite score drives preferred vendor status and qualification reviews.
Metrics & Dimensions
- Metrics: On-Time Delivery %, Quality Acceptance Rate, Price Competitiveness, Responsiveness Score, Composite Score
- Dimensions: Vendor, Product Category, Scoring Period
Commodity Price Impact
Weekly
CME market price tracking against GFS purchase prices for key commodities (barrel cheddar, block cheddar, butter, NFDM). Calculates spread and margin impact of commodity price movements.
Metrics & Dimensions
- Metrics: CME Spot Price, GFS Avg Purchase Price, Spread, Margin Impact ($), Trailing Week Avg
- Dimensions: Commodity, Vendor, Time Period (daily/weekly)
Procurement Savings Report
Quarterly
Cost savings achieved through vendor negotiations, bulk purchasing, contract pricing, and alternate sourcing. Tracks savings against annual procurement targets.
Metrics & Dimensions
- Metrics: Savings ($), Savings vs. Target %, Cost Avoidance, Price Reduction %
- Dimensions: Savings Category, Vendor, Item Category, Initiative
■ Commodity Price Impact report integrates with CME data feed. Spread threshold alerts trigger at 3% variance from trailing week average.
06
Inventory Reports
Stock Status
Daily
Current on-hand quantity and availability by item and location. Shows committed (SO), on-order (PO), and available-to-promise quantities.
Key Fields
- Item, Location, On Hand, Committed, On Order, Available
- Reorder Point, Safety Stock, Below Minimum Flag
Inventory Valuation
Monthly
Total inventory value by costing method (weighted average). Breakdown by item category, location, and lot. Feeds Balance Sheet inventory line.
Key Fields
- Item, Quantity, Unit Cost, Extended Value
- Location, Category, % of Total Value
Inventory Turnover
Monthly
Turnover rate by item and category. Identifies slow movers and fast movers for inventory optimization. Target: 12+ turns/year for perishable dairy.
Key Fields
- Item, COGS (12mo), Avg Inventory Value, Turns
- Days of Inventory, Trend (3/6/12 month)
Inventory Aging
Weekly
Inventory age distribution by receipt date: 0-30, 31-60, 61-90, 90+ days. Critical for perishable food inventory management and FIFO compliance.
Key Fields
- Item, Lot, Receipt Date, Days in Inventory
- Age Bucket, Value, Expiry Date
Shrinkage Report
Monthly
Inventory losses from damage, expiry, theft, and cycle count variances. Target shrinkage rate: ≤ 0.5% of inventory value.
Key Fields
- Adjustment Type, Item, Quantity, Value
- Reason Code, Location, Shrinkage Rate %
Lot Trace Report
On Demand
Full forward and backward traceability for any lot number. Tracks from vendor receipt through production, storage, and customer delivery. FSMA recall readiness requirement.
Key Fields
- Lot Number, Vendor, Receipt Date, Customers Shipped
- Production Batches, Current Location, Status
Expiry Forecast
Weekly
Lots expiring within 30, 60, and 90 days with remaining value. Triggers markdown recommendations and priority sales pushes for near-expiry product.
Key Fields
- Item, Lot, Expiry Date, Days Remaining
- Quantity, Value, Recommended Action
Fill Rate Report
Daily / Weekly
Order fill rate: percentage of SO lines fulfilled completely on first shipment. Identifies stockout-driven partial shipments and backorder frequency.
Key Fields
- SO Line Count, Fully Filled, Partially Filled, Backordered
- Fill Rate %, Item-Level Fill Rate, Customer Impact
■ Inventory reports use saved searches against Inventory Balance and Lot records. Lot Trace is a custom Suitelet for real-time forward/backward trace.
07
KPI Definitions
| KPI | Formula | Target | Freq | Owner | Source | Viz |
|---|---|---|---|---|---|---|
| Financial | ||||||
| Gross Margin % | (Revenue - COGS) / Revenue * 100 | ≥ 28% | Monthly | Finance | P&L | Line |
| Net Margin % | Net Income / Revenue * 100 | ≥ 8% | Monthly | Finance | P&L | Line |
| EBITDA | Net Income + Interest + Taxes + D&A | Growth YoY | Monthly | Finance | P&L | KPI |
| Current Ratio | Current Assets / Current Liabilities | ≥ 1.5 | Monthly | Finance | Balance Sheet | Gauge |
| DSO (Days Sales Outstanding) | (AR / Revenue) * Days in Period | ≤ 35 days | Monthly | AR / Finance | AR Aging | Line |
| DPO (Days Payable Outstanding) | (AP / COGS) * Days in Period | 30-45 days | Monthly | AP / Finance | AP Aging | Line |
| Working Capital | Current Assets - Current Liabilities | Positive, growing | Monthly | Finance | Balance Sheet | KPI |
| Budget Variance % | (Actual - Budget) / Budget * 100 | ≤ ±5% | Monthly | Finance | Budget vs. Actual | Heat |
| Sales | ||||||
| Monthly Revenue | Sum of invoiced revenue | Per annual plan | Monthly | Sales Mgr | Invoices | |
| Revenue Growth % | (Current - Prior) / Prior * 100 | ≥ 15% YoY | Monthly | Sales Mgr | Invoices | Line |
| Average Order Value | Total Revenue / Number of Orders | ≥ $5,000 | Weekly | Sales Mgr | Sales Orders | KPI |
| Win Rate | Opportunities Won / Total Closed * 100 | ≥ 40% | Monthly | Sales Mgr | Opportunities | Gauge |
| Pipeline Value | Sum of open opportunity values (weighted) | 3x monthly target | Weekly | Sales Mgr | Opportunities | |
| New Accounts | Count of new customer records (period) | ≥ 3/month | Monthly | Sales Mgr | Customers | KPI |
| Customer Retention Rate | (Customers End - New) / Customers Start * 100 | ≥ 95% | Quarterly | Sales Mgr | Customers / Invoices | Gauge |
| Operations | ||||||
| On-Time Shipment Rate | On-Time Fulfillments / Total Fulfillments * 100 | ≥ 97% | Daily | WH Mgr | Item Fulfillments | Gauge |
| Order Fill Rate | Lines Fully Filled / Total Lines * 100 | ≥ 98% | Daily | WH Mgr | SO / Fulfillments | Gauge |
| Inventory Turns | Annual COGS / Average Inventory Value | ≥ 12/year | Monthly | WH Mgr | COGS / Inventory | |
| Shrinkage Rate | Inventory Loss Value / Total Inventory Value * 100 | ≤ 0.5% | Monthly | WH Mgr | Inv Adjustments | Line |
| Cycle Count Accuracy | Accurate Counts / Total Counts * 100 | ≥ 99% | Weekly | WH Mgr | Cycle Counts | Gauge |
| Production Yield | Output Quantity / Input Quantity * 100 | ≥ 96% | Monthly | WH Mgr | Work Orders | Gauge |
| Procurement | ||||||
| Vendor On-Time Delivery | On-Time Receipts / Total Receipts * 100 | ≥ 95% | Monthly | Purch Mgr | Item Receipts / POs | |
| PO Cycle Time | Avg days from PO creation to item receipt | ≤ 7 days | Monthly | Purch Mgr | POs / Receipts | Line |
| Cost Savings % | Savings Achieved / Total Spend * 100 | ≥ 3% annual | Quarterly | Purch Mgr | PO Analytics | KPI |
| Vendor Quality Rate | Accepted Lots / Total Lots Received * 100 | ≥ 99% | Monthly | Purch Mgr / Quality | Inspections | Gauge |
| Quality & Compliance | ||||||
| Inspection Pass Rate | Passed Inspections / Total Inspections * 100 | ≥ 99% | Monthly | Quality Mgr | Inspections | Gauge |
| CAPA Closure Rate | CAPAs Closed On Time / Total CAPAs * 100 | ≥ 90% | Monthly | Quality Mgr | CAPA Records | Gauge |
| Temperature Excursions | Count of out-of-range temperature readings | 0 | Daily | Quality Mgr | Temp Logs | KPI |
| Customer Complaints | Count of quality-related customer complaints | ≤ 2/month | Monthly | Quality Mgr | Case Records | Line |
| Recall Readiness (Mock Recall) | Time to complete mock recall (hours) | ≤ 4 hours | Quarterly | Quality Mgr | Lot Trace | KPI |
■ 32 KPIs across 5 departments. All KPIs have defined targets, owners, and data sources. Review targets annually during planning cycle.
08
Report Distribution
| Report | Frequency | Recipients | Format | Escalation |
|---|---|---|---|---|
| Daily Shipment Report | Daily 6 PM EST | WH Mgr, Sales Mgr, CEO | Email (HTML) | Alert if fill rate < 95% |
| Weekly Inventory Report | Monday 7 AM EST | WH Mgr, Purch Mgr, Finance, CEO | Email (PDF) + Dashboard | Alert if expiry lots > 10 |
| Weekly Sales Report | Monday 8 AM EST | Sales Mgr, CEO | Email (HTML) + Dashboard | Manual review if revenue < 80% target |
| PO Aging Report | Wednesday 9 AM EST | Purch Mgr, WH Mgr | Email (CSV) + Dashboard | Alert if PO > 60 days overdue |
| Commodity Price Impact | Friday 10 AM EST | Purch Mgr, Sales Mgr, CEO | Email (HTML) | Alert if spread > 3% from trailing avg |
| P&L (Monthly) | 5th business day | CEO, Finance | Dashboard + PDF archive | CEO review meeting if margin < 25% |
| Budget vs. Actual | 5th business day | CEO, Finance, Dept Heads | Email (PDF) + Dashboard | Alert if variance > 10% |
| Revenue by Customer | 3rd business day | Sales Mgr, CEO | Dashboard + PDF | Review if top-10 customer < 80% prior month |
| Sales by Rep | Weekly + Monthly | Sales Mgr (all), Reps (own) | Dashboard + Email | Auto-flag if rep < 70% of target |
| Commission Report | 15th of following month | Finance, Sales Mgr, Reps (own) | Email (PDF) | Manual dispute window: 5 business days |
| Monthly Production Report | 1st business day | WH Mgr, Quality Mgr, CEO | Email (PDF) + Dashboard | Alert if yield < 94% |
| Quarterly Quality Report | 10th of Q+1 Month 1 | Quality Mgr, CEO, Auditors | PDF (bound) + Presentation | Alert if pass rate < 97% |
| Vendor Performance | Monthly (10th) | Purch Mgr, Quality Mgr, CEO | Dashboard + PDF | Auto-flag if score < 70/100 |
| AR Aging Summary | Weekly (Monday) | AR Clerk, Finance, CEO | Dashboard + Email | Alert if 90+ day AR > $50K |
| Expiry Forecast | Weekly (Tuesday) | WH Mgr, Sales Mgr, Quality Mgr | Email (HTML) | Alert if >$20K value expiring in 30 days |
| Annual Compliance Report | January (annual) | CEO, Quality Mgr, Legal, Board | PDF (bound report) | Board review meeting required |
Auto System automatically flags or sends alert
Manual Requires human review and action
Alert Automated threshold-based alert to stakeholders
■ Report distribution managed via NetSuite scheduled saved searches and SuiteScript email triggers. All schedules in EST (Edgewood NY timezone).
09
Custom Report Builder
1
Define the Requirement
Before building, document: What question does this report answer? Who is the audience? What is the frequency? What action should the reader take based on this report?
Best practice: If you cannot identify a specific decision the report supports, the report probably is not needed.
2
Create the Saved Search
Build a saved search as the data foundation. Select the appropriate record type, define criteria (filters), and add result columns. Use summary types (SUM, COUNT, AVG, MIN, MAX) for aggregation. Apply formula columns for calculated fields.
Reports > Saved Searches > All Saved Searches > New
Naming convention: customsearch_gfs_[dept]_[report_name] (e.g., customsearch_gfs_sales_rev_by_cust)
3
Format the Results
Configure the results display: column order, sort order, grouping, and totaling. Add conditional highlighting (red/yellow/green) for threshold-based visual cues. Set column widths and labels for readability.
Saved Search > Results tab > Columns, Sort, Highlighting sub-tabs
4
Set Audience and Permissions
Define which roles can view and run the saved search. Reference the roles permission matrix (netsuite-roles.html) to ensure the report does not expose data beyond the role's authorized scope.
Saved Search > Audience tab > Roles / Departments / Employees
5
Schedule the Report
Configure the email schedule: frequency (daily, weekly, monthly), time of day (all GFS reports use EST), recipient list, file format (HTML inline, CSV attachment, PDF attachment), and subject line format.
Saved Search > Email tab > Schedule, Recipients, Format
Subject line format: [GFS] [Report Name] - [Period] (e.g., "[GFS] Weekly Sales Report - W20 2026")
6
Add to Dashboard (Optional)
If the report should appear as a dashboard portlet, add it via dashboard publishing. Select the saved search, choose chart type or list view, and assign to the appropriate role's dashboard.
Setup > Publishing > Dashboard Publishing > [Role] > Add Custom Search Portlet
7
Test and Validate
Run the saved search and verify: (a) data accuracy against a known transaction, (b) correct audience restrictions (test as each role), (c) email delivery format and timing, (d) dashboard portlet renders correctly.
Always test with a known date range where you can manually verify totals against the GL or transaction records.
8
Document and Register
Add the new report to this design system page. Document the report name, saved search ID, data source, audience, frequency, escalation rules, and owner. Register in the distribution matrix (Section 08).
Update netsuite-reporting.html with the new report card and distribution table row.
9
Ongoing Maintenance
Review all reports quarterly for continued relevance. Archive reports that are no longer actively used. Update filters when new locations, departments, or item categories are added. Monitor email delivery failures in the scheduled search log.
Reports > Scheduled Reports > View Execution Log
Report Design Best Practices
One question per report. A report that answers multiple unrelated questions should be split into separate reports.
Lead with the KPI. The most important number should be visible without scrolling.
Include context. Always show comparison (prior period, target, budget) so the reader knows if the number is good or bad.
Actionable, not informational. Every report should drive a decision. If no one acts on it, it should be retired.
Minimize columns. Show only what is needed. Use drill-down for detail rather than cramming columns.
Use conditional formatting. Red/yellow/green visual cues reduce cognitive load and surface exceptions immediately.
■ All custom reports must follow the naming convention and be registered in this design system. Undocumented reports will be flagged for review during quarterly audit.