NetSuite Saved Searches

NetSuite Saved Searches
20+ Templates

Production-ready saved search definitions for transactions, inventory, customers, vendors, and financials — complete with criteria, columns, and use cases.

02 Transaction Searches 8 searches covering sales orders, POs, invoices, payments, and AP/AR aging

Open Sales Orders

All sales orders not yet fully fulfilled or closed. Primary pipeline visibility tool for sales and operations.

customsearch_gfs_open_so

Criteria Filters

Field	Operator	Value
Type	is	Sales Order
Main Line	is	True
Status	is any of	Pending Fulfillment, Partially Fulfilled, Pending Billing, Pending Billing/Partially Fulfilled
Date	is within	Last 365 Days

Result Columns

Field	Summary	Label
Document Number	--	SO #
Date	--	Order Date
Name (Customer)	--	Customer
Status	--	Status
Amount	SUM	Total
Ship Date	--	Ship Date
Department	--	Brand
Location	--	Warehouse

Sort & Summary

Sort: Date (descending) | GROUP BY Customer SUM Amount

Use Case Daily operations review: which orders need fulfillment, what is the open pipeline value, and which customers have the largest pending orders.

Open Purchase Orders

All POs pending receipt. Used by purchasing to track inbound product and vendor delivery performance.

customsearch_gfs_open_po

Criteria Filters

Field	Operator	Value
Type	is	Purchase Order
Main Line	is	True
Status	is any of	Pending Receipt, Partially Received, Pending Billing/Partially Received

Result Columns

Field	Summary	Label
Document Number	--	PO #
Date	--	PO Date
Name (Vendor)	--	Vendor
Status	--	Status
Amount	SUM	PO Total
Expected Receipt Date	--	ETA
Department	--	Brand
Location	--	Receiving Location

Sort & Summary

Sort: Expected Receipt Date (ascending) | GROUP BY Vendor SUM Amount

Use Case Purchasing pipeline management: track inbound deliveries, flag late receipts, and project incoming inventory against open sales orders.

Unbilled Shipments

Item fulfillments that have shipped but the corresponding invoice has not yet been created. Revenue leakage prevention.

customsearch_gfs_unbilled_ship

Criteria Filters

Field	Operator	Value
Type	is	Item Fulfillment
Status	is	Shipped
Billing Status	is	Unbilled
Date	is within	Last 90 Days

Result Columns

Field	Summary	Label
Document Number	--	IF #
Date	--	Ship Date
Created From	--	Sales Order
Name (Customer)	--	Customer
Amount	SUM	Shipment Value
Days Open	--	Days Unbilled

Sort & Summary

Sort: Date (ascending — oldest unbilled first) | SUM Amount

Use Case Weekly billing audit: identify shipped goods that haven't been invoiced to prevent revenue leakage and maintain accurate receivables.

Unapplied Payments

Customer payments received but not yet applied to specific invoices. Keeps AR clean and cash application current.

customsearch_gfs_unapplied_pmt

Criteria Filters

Field	Operator	Value
Type	is	Customer Payment
Main Line	is	True
Status	is	Unapplied

Result Columns

Field	Summary	Label
Document Number	--	Payment #
Date	--	Payment Date
Name (Customer)	--	Customer
Amount	--	Payment Amount
Unapplied Amount	SUM	Unapplied
Payment Method	--	Method

Sort & Summary

Sort: Unapplied Amount (descending) | SUM Unapplied Amount

Use Case Cash application queue: finance team applies payments to invoices daily to maintain accurate customer balances and aging reports.

Pending Invoices

Invoices created but not yet sent to customers. Ensures timely billing and cash flow acceleration.

customsearch_gfs_pending_inv

Criteria Filters

Field	Operator	Value
Type	is	Invoice
Main Line	is	True
Status	is	Open
Email Status	is	Not Sent

Result Columns

Field	Summary	Label
Document Number	--	Invoice #
Date	--	Invoice Date
Name (Customer)	--	Customer
Amount	--	Invoice Total
Due Date	--	Due Date
Terms	--	Payment Terms

Sort & Summary

Sort: Date (ascending) | SUM Amount

Use Case Billing operations: ensures all invoices are sent promptly. Run daily to catch invoices stuck in draft or missing email delivery.

Overdue AR

Open invoices past their due date. Core collections tool with aging bucket breakdowns.

customsearch_gfs_overdue_ar

Criteria Filters

Field	Operator	Value
Type	is	Invoice
Main Line	is	True
Status	is	Open
Due Date	is before	Today

Result Columns

Field	Summary	Label
Name (Customer)	GROUP	Customer
Document Number	--	Invoice #
Due Date	--	Due Date
Days Overdue	--	Days Overdue
Amount Remaining	SUM	Balance Due
Formula (Text)	--	Aging Bucket

Sort & Summary

Sort: Days Overdue (descending) | GROUP BY Customer SUM Amount Remaining

Formula: CASE WHEN {daysoverdue} <= 30 THEN '1-30' WHEN {daysoverdue} <= 60 THEN '31-60' WHEN {daysoverdue} <= 90 THEN '61-90' ELSE '90+' END

Use Case Collections prioritization: identifies past-due customers with aging buckets (1-30, 31-60, 61-90, 90+) for structured follow-up.

Past Due AP

Vendor bills past their due date. Protects vendor relationships and avoids late-payment penalties.

customsearch_gfs_pastdue_ap

Criteria Filters

Field	Operator	Value
Type	is	Vendor Bill
Main Line	is	True
Status	is	Open
Due Date	is before	Today

Result Columns

Field	Summary	Label
Name (Vendor)	GROUP	Vendor
Document Number	--	Bill #
Due Date	--	Due Date
Days Overdue	--	Days Past Due
Amount Remaining	SUM	Balance Owed
Terms	--	Payment Terms

Sort & Summary

Sort: Days Overdue (descending) | GROUP BY Vendor SUM Amount Remaining

Use Case AP management: prioritize overdue vendor payments to maintain terms compliance and avoid supply chain disruptions.

Open Work Orders

Active production work orders not yet completed. Tracks manufacturing pipeline and production scheduling.

customsearch_gfs_open_wo

Criteria Filters

Field	Operator	Value
Type	is	Work Order
Main Line	is	True
Status	is any of	Planned, Released, In Process

Result Columns

Field	Summary	Label
Document Number	--	WO #
Item	--	Assembly Item
Quantity	--	Qty Ordered
Built	--	Qty Built
Status	--	Status
Start Date	--	Start Date
End Date	--	Due Date
Location	--	Facility

Sort & Summary

Sort: End Date (ascending) | GROUP BY Location No aggregation

Use Case Production scheduling: track active work orders across Edgewood and Hermitage facilities, identify bottlenecks, and manage completion targets.

■ All transaction searches use Main Line = True to avoid line-level duplication unless line detail is required.

03 Inventory Searches 7 searches for stock levels, lot tracking, dead stock, and warehouse operations

Low Stock Alert

Items where quantity on hand is below the reorder point. Triggers replenishment actions before stockouts.

customsearch_gfs_low_stock

Criteria Filters

Field	Operator	Value
Type	is	Inventory Item, Lot Numbered Inventory Item
Is Inactive	is	False
Location Quantity Available	is less than	{Reorder Point}
Reorder Point	is greater than	0

Result Columns

Field	Summary	Label
Name	--	Item
Display Name	--	Description
Location	--	Warehouse
Location Quantity on Hand	--	Qty on Hand
Reorder Point	--	Reorder Point
Preferred Stock Level	--	Preferred Level
Preferred Vendor	--	Vendor

Sort & Summary

Sort: Location Quantity Available (ascending — most critical first) | GROUP BY Location

Use Case Automated replenishment: runs on schedule to flag items needing reorder. Feeds purchasing dashboard and triggers PO creation workflows.

Expiring Lots

Lot-numbered inventory approaching expiration date. Critical for food safety compliance and FIFO enforcement.

customsearch_gfs_expiring_lots

Criteria Filters

Field	Operator	Value
Type	is	Lot Numbered Inventory Item
Inventory Number > Expiration Date	is within	Next 30 Days
Inventory Number > Quantity on Hand	is greater than	0

Result Columns

Field	Summary	Label
Name	--	Item
Inventory Number	--	Lot #
Expiration Date	--	Expires
Days Until Expiry	--	Days Left
Quantity on Hand	--	Qty on Hand
Location	--	Warehouse

Sort & Summary

Sort: Expiration Date (ascending — soonest first) | GROUP BY Location

Use Case Food safety compliance: identifies lots expiring within 30 days so warehouse can prioritize FIFO fulfillment or arrange markdowns/donations.

Dead Stock

Inventory items with no sales activity in 90+ days. Identifies candidates for liquidation, write-down, or discontinuation.

customsearch_gfs_dead_stock

Criteria Filters

Field	Operator	Value
Type	is	Inventory Item, Lot Numbered Inventory Item
Is Inactive	is	False
Quantity on Hand	is greater than	0
Last Sale Date	is before	90 Days Ago

Result Columns

Field	Summary	Label
Name	--	Item
Display Name	--	Description
Quantity on Hand	--	Qty on Hand
Average Cost	--	Avg Cost
Total Value	--	Inventory Value
Last Sale Date	--	Last Sale
Days Since Last Sale	--	Days Dormant

Sort & Summary

Sort: Total Value (descending — highest value idle stock first) | SUM Total Value

Use Case Working capital recovery: surfaces high-value idle inventory for liquidation decisions. Feeds quarterly inventory write-down analysis.

Inventory Valuation by Location

Total inventory value broken down by warehouse location. Supports financial reporting and insurance valuations.

customsearch_gfs_inv_val_loc

Criteria Filters

Field	Operator	Value
Type	is any of	Inventory Item, Lot Numbered Inventory Item, Assembly Item
Is Inactive	is	False
Location Quantity on Hand	is greater than	0

Result Columns

Field	Summary	Label
Location	GROUP	Warehouse
Item Count	COUNT	SKU Count
Quantity on Hand	SUM	Total Units
Total Value	SUM	Total Value

Sort & Summary

Sort: Total Value (descending) | GROUP BY Location SUM Total Value

Use Case Monthly financial close: provides location-level inventory valuation for balance sheet reporting and insurance certificate updates.

Bin Utilization

Warehouse bin occupancy and capacity utilization. Optimizes storage allocation and picking efficiency.

customsearch_gfs_bin_util

Criteria Filters

Field	Operator	Value
Bin Number > Is Inactive	is	False
Location	is any of	Edgewood NY, Hermitage PA

Result Columns

Field	Summary	Label
Bin Number	--	Bin
Location	--	Warehouse
Item Count	COUNT	Items in Bin
Quantity on Hand	SUM	Total Units
Bin Type	--	Zone

Sort & Summary

Sort: Location, Bin Number (ascending) | GROUP BY Location

Use Case Warehouse optimization: identifies empty and overloaded bins for rebalancing. Supports put-away strategy and picking path efficiency.

Temperature Excursions

Cold chain monitoring: lots that experienced temperature deviations during storage or transit. Food safety critical.

customsearch_gfs_temp_excursion

Criteria Filters

Field	Operator	Value
Custom Record: Temp Log > Excursion Flag	is	True
Custom Record: Temp Log > Date	is within	Last 30 Days

Result Columns

Field	Summary	Label
Date	--	Date
Location	--	Facility
Zone	--	Storage Zone
Recorded Temp	--	Temp (F)
Threshold	--	Max Allowed
Duration	--	Excursion Duration
Affected Lots	--	Lots Impacted

Sort & Summary

Sort: Date (descending) | GROUP BY Location

Use Case FSMA compliance: documents temperature deviations for food safety audits. Triggers lot hold/quarantine workflows for affected product.

Transfer Orders in Transit

Inter-location transfers currently en route. Tracks product moving between Edgewood and Hermitage facilities.

customsearch_gfs_to_transit

Criteria Filters

Field	Operator	Value
Type	is	Transfer Order
Main Line	is	True
Status	is any of	Pending Receipt, In Transit

Result Columns

Field	Summary	Label
Document Number	--	TO #
Date	--	Ship Date
Transfer Location	--	From
Location	--	To
Status	--	Status
Item Count	COUNT	Line Items
Expected Receipt Date	--	ETA

Sort & Summary

Sort: Expected Receipt Date (ascending) | No aggregation

Use Case Inter-facility logistics: track product moving between Edgewood NY and Hermitage PA to coordinate receiving schedules and avoid double-booking.

■ Inventory searches reference location-level fields. Ensure multi-location inventory feature is enabled in NetSuite setup.

04 Customer/Vendor Searches 6 searches for order history, scorecards, credit status, compliance, and spend analysis

Customer Order History

Complete order history by customer with totals and frequency. Powers customer-facing portals and account reviews.

customsearch_gfs_cust_history

Criteria Filters

Field	Operator	Value
Type	is	Sales Order
Main Line	is	True
Status	is none of	Cancelled, Closed
Date	is within	Last Fiscal Year

Result Columns

Field	Summary	Label
Name (Customer)	GROUP	Customer
Document Number	COUNT	Order Count
Amount	SUM	Total Revenue
Amount	AVG	Avg Order Value
Date	MAX	Last Order Date
Date	MIN	First Order Date

Sort & Summary

Sort: Total Revenue (descending) | GROUP BY Customer SUM Amount / COUNT Orders

Use Case Account reviews: provides complete customer ordering profile for sales meetings, credit reviews, and retention analysis.

Vendor Scorecard Data

Vendor performance metrics: on-time delivery, receipt accuracy, and rejection rates. Feeds quarterly vendor reviews.

customsearch_gfs_vendor_score

Criteria Filters

Field	Operator	Value
Type	is	Item Receipt
Main Line	is	False (line level)
Date	is within	Last Fiscal Quarter

Result Columns

Field	Summary	Label
Name (Vendor)	GROUP	Vendor
Document Number	COUNT	Receipts
Quantity	SUM	Units Received
Formula (Percent): On-Time	AVG	On-Time %
Formula (Percent): Quality	AVG	Quality Pass %
Amount	SUM	Total Spend

Sort & Summary

Sort: Total Spend (descending) | GROUP BY Vendor AVG On-Time % / AVG Quality %

Use Case Vendor management: quarterly scorecard generation comparing delivery performance, quality metrics, and spend across the vendor base.

Customer Credit Status

Customers approaching or exceeding their credit limit. Prevents orders from shipping to over-limit accounts.

customsearch_gfs_credit_status

Criteria Filters

Field	Operator	Value
Type	is	Customer
Is Inactive	is	False
Credit Limit	is greater than	0
Formula (Percent)	is greater than	80 (balance / credit limit)

Result Columns

Field	Summary	Label
Entity ID	--	Customer
Company Name	--	Name
Credit Limit	--	Credit Limit
Balance	--	Current Balance
Unbilled Orders	--	Open Orders
Formula (Percent)	--	Utilization %
Credit Hold Override	--	Hold Status

Sort & Summary

Sort: Utilization % (descending) | No aggregation

Formula: ROUND({balance} / NULLIF({creditlimit}, 0) * 100, 1)

Use Case Credit risk management: daily check for customers above 80% credit utilization. Triggers hold notifications for accounts at 100%.

Vendor Compliance Expiry

Vendor certifications, insurance policies, and compliance documents approaching expiration. Maintains audit readiness.

customsearch_gfs_vendor_comply

Criteria Filters

Field	Operator	Value
Type	is	Vendor
Is Inactive	is	False
Custom: Certificate Expiry Date	is within	Next 60 Days

Result Columns

Field	Summary	Label
Entity ID	--	Vendor
Company Name	--	Name
Custom: Certificate Type	--	Document Type
Custom: Certificate Expiry	--	Expiry Date
Days Until Expiry	--	Days Left
Custom: Last Audit Date	--	Last Audited

Sort & Summary

Sort: Expiry Date (ascending — soonest first) | GROUP BY Certificate Type

Use Case Compliance management: proactive renewal tracking for COIs, SQF certificates, organic certifications, and GFSI audit documents.

Top Customers by Revenue

Ranked customer list by total invoiced revenue. Pareto analysis for account management and resource allocation.

customsearch_gfs_top_customers

Criteria Filters

Field	Operator	Value
Type	is	Invoice
Main Line	is	True
Date	is within	This Fiscal Year

Result Columns

Field	Summary	Label
Name (Customer)	GROUP	Customer
Amount	SUM	Total Revenue
Document Number	COUNT	Invoice Count
Amount	AVG	Avg Invoice
Formula (Percent)	--	% of Total

Sort & Summary

Sort: Total Revenue (descending) | GROUP BY Customer SUM Amount

Use Case Executive reporting: identifies top 20% of customers driving 80% of revenue. Informs key account strategy and customer retention priorities.

Top Vendors by Spend

Ranked vendor list by total purchase spend. Supports procurement negotiations and supplier consolidation.

customsearch_gfs_top_vendors

Criteria Filters

Field	Operator	Value
Type	is	Vendor Bill
Main Line	is	True
Date	is within	This Fiscal Year

Result Columns

Field	Summary	Label
Name (Vendor)	GROUP	Vendor
Amount	SUM	Total Spend
Document Number	COUNT	Bill Count
Amount	AVG	Avg Bill
Formula (Percent)	--	% of Total

Sort & Summary

Sort: Total Spend (descending) | GROUP BY Vendor SUM Amount

Use Case Procurement strategy: identifies concentration risk in vendor spend and targets top vendors for volume discount negotiations.

■ Customer/vendor searches use entity-level fields. Custom fields reference GFS-specific compliance record types.

05 Financial Searches 5 searches for revenue, COGS, margins, budgets, and cash flow

Revenue by Period

Monthly revenue totals from invoices. Core financial reporting search for income statements and trend analysis.

customsearch_gfs_rev_period

Criteria Filters

Field	Operator	Value
Type	is	Invoice
Main Line	is	False (line level)
Posting	is	True
Date	is within	This Fiscal Year

Result Columns

Field	Summary	Label
Accounting Period	GROUP	Period
Amount	SUM	Revenue
Document Number	COUNT	Invoices
Quantity	SUM	Units Sold
Department	GROUP	Brand

Sort & Summary

Sort: Accounting Period (ascending) | GROUP BY Period, Brand SUM Amount / SUM Quantity

Use Case Monthly P&L: provides period-over-period revenue data by brand/department for financial statements and board reporting.

COGS Detail

Cost of goods sold at line level from invoices. Maps cost to revenue for item-level margin analysis.

customsearch_gfs_cogs_detail

Criteria Filters

Field	Operator	Value
Type	is	Invoice
Main Line	is	False (line level)
Posting	is	True
Account Type	is	Cost of Goods Sold
Date	is within	This Fiscal Year

Result Columns

Field	Summary	Label
Item	GROUP	Item
Accounting Period	GROUP	Period
Amount (Debit)	SUM	COGS
Quantity	SUM	Units
Formula (Currency)	--	Cost Per Unit

Sort & Summary

Sort: Accounting Period (ascending), COGS (descending) | GROUP BY Item, Period SUM Amount

Formula: CASE WHEN {quantity} != 0 THEN {amount} / {quantity} ELSE 0 END

Use Case Margin analysis: pairs with Revenue by Period search to calculate gross margin by item and period. Identifies cost creep at the SKU level.

Margin Analysis

Gross margin by item, customer, or department. Revenue minus COGS with percentage calculations.

customsearch_gfs_margin

Criteria Filters

Field	Operator	Value
Type	is	Invoice
Main Line	is	False (line level)
Posting	is	True
Date	is within	This Fiscal Year

Result Columns

Field	Summary	Label
Item	GROUP	Item
Name (Customer)	GROUP	Customer
Amount	SUM	Revenue
Cost of Goods Sold	SUM	COGS
Gross Profit	SUM	Gross Profit
Formula (Percent)	--	Margin %
Quantity	SUM	Units

Sort & Summary

Sort: Gross Profit (descending) | GROUP BY Item, Customer SUM Revenue / SUM COGS / SUM Gross Profit

Formula: CASE WHEN {amount} != 0 THEN ROUND(({amount} - {costofgoodssold}) / {amount} * 100, 1) ELSE 0 END

Use Case Pricing strategy: identifies low-margin items/customers for repricing, and high-margin opportunities for growth focus.

Budget vs Actual

Compares actual GL postings against budget amounts by account and period. Core variance analysis tool.

customsearch_gfs_bva

Criteria Filters

Field	Operator	Value
Type	is	Budget
Subsidiary	is	Global Food Solutions, Inc.
Accounting Period	is within	This Fiscal Year

Result Columns

Field	Summary	Label
Account	GROUP	Account
Accounting Period	GROUP	Period
Budget Amount	SUM	Budget
Actual Amount	SUM	Actual
Formula (Currency)	--	Variance $
Formula (Percent)	--	Variance %

Sort & Summary

Sort: Account Number (ascending), Period (ascending) | GROUP BY Account, Period SUM Budget / SUM Actual

Variance $: {actualamount} - {budgetamount} | Variance %: ROUND(({actualamount} - {budgetamount}) / NULLIF({budgetamount}, 0) * 100, 1)

Use Case Financial planning: monthly variance reporting by account for management review. Highlights departments or cost centers exceeding budget.

Cash Flow Forecast

Projects cash inflows (AR due dates) and outflows (AP due dates) over the next 90 days. Treasury planning tool.

customsearch_gfs_cashflow

Criteria Filters

Field	Operator	Value
Type	is any of	Invoice, Vendor Bill
Main Line	is	True
Status	is	Open
Due Date	is within	Next 90 Days

Result Columns

Field	Summary	Label
Due Date (Week)	GROUP	Week Ending
Type	GROUP	Type
Amount Remaining	SUM	Amount
Document Number	COUNT	Count
Formula (Currency)	--	Net Cash Flow

Sort & Summary

Sort: Due Date (ascending) | GROUP BY Week, Type SUM Amount Remaining

Net Cash Flow: SUM(Invoice amounts) - SUM(Vendor Bill amounts) per week

Use Case Treasury management: weekly cash flow projection based on AR collections and AP obligations. Identifies weeks requiring short-term financing or early payment discounts.

■ Financial searches use posting-only transactions to align with GL. Budget search requires NetSuite budgeting feature to be enabled.

NetSuite Saved Searches20+ Templates

NetSuite Saved Searches
20+ Templates