In NetSuite, updating the records through CSV import may lead to duplicate data in the system. This document explains how to avoid such scenarios, especially when updating the entity address records.
The entity (customer, vendor, lead, etc) address records are maintained as separate records in NetSuite. These are called the sub records. As it is a separate record, when updating these records through CSV import, it is mandatory to map the record internal ID (Address Internal ID) in the import assistant. Otherwise, NetSuite will treat it as a separate address record and append it to the address sublist in the entity record (This will be like updating the entity record, not the address subrecord).
If the Address internal ID is also mapped, NetSuite will update the existing address record without appending it to the sublist.
The address internal ID is easily available in the address sublist in the entity record itself (for the administrator role). See the below screenshot.
To get the ID for multiple entities, it will be feasible to fetch it using a saved search. So, create a saved search of the customer, vendor, or entity record type for which the address needs to be changed.
A sample saved search link has been given below for a single prospect record.
After creating the saved search, export it to the excel file.
The updated address needs to be imported into the system.
Map the following mandatory fields in the import assistant.
- Entity Internal ID – Internal ID of the entity
- Address Internal ID – Map to the ‘ID’ field in the import assistant
- The fields to update. Only the fields that need to be updated. For example, in an address, only the Zip code needs to be changed, then only map that field.
In the import assistant, choose the ‘Update’ data handling option.
See the below screenshot for the field mapping reference.
After the successful import, only the address fields that are mapped in the import assistant will be updated to the new value. The other field values will not be changed. And there will not be any duplicate addresses appended in the sublist.