Saved search to fetch the list of Journal entry for the period April, 2022 to March, 2023, capturing Journal entry no, Journal Entry date, approval date, amount, created by and approved by.
The navigation to create a new saved search is – list>search>saved searches >new. Saved search is created under the type -transaction.
- Under the criteria subtab – add the criteria
1.type – journal
2.posting-yes
3.Date-within the period 1/4/2022 to 31/3/2023
- Under results subtab add the fields-
Date – summary type – group
Period – summary type -group
Document number (is renamed as journal entry number)- summary type – group
Type – summary type- group
Created by (is renamed as name of creator)- summary type- group
Amount – summary type – maximum
Name of approver- a formulae text column is created with formulae –
case when{systemnotes.type}=’Change’ or {systemnotes.type}=’Set’ and {systemnotes.newvalue}=’Approved for Posting’ Then {systemnotes.name} else null end.
The summary type here is maximum
Date of approval- a formulae date field is created with formulae –
case when {systemnotes.newvalue}=’Approved for Posting’ then {systemnotes.date} end.
The summary type here is maximum.
Including the amount column in the same saved search mentioned above will result in inaccurate figures.
As per NetSuite, utilizing system notes-related fields will lead to value duplication and consequently yield inaccurate results. While we need system note fields to retrieve the data for “Approved By” and “Approval Date” in a saved search, including these fields prevents us from obtaining the correct amount for Journal Entries (JE) within the same search. Under such circumstances, it becomes necessary to create 2 separate saved searches to fetch details related to the amount, approved by, and approval date.