How to Import Data into NetSuite Using CSV

Whether you're migrating from another system or simply need to bulk-update records, NetSuite's CSV Import Assistant is your go-to tool. It supports importing virtually any record type—customers, items, transactions, custom records, and more. This guide walks you through the process from start to finish.

Step 1: Download an Import Template

Before preparing your data, download a sample CSV template from NetSuite. Go to Setup > Import/Export > Import CSV Records. Select your record type, then click "Get Sample File" to download a template with all available fields and the correct column headers.

Step 2: Prepare Your CSV File

Open the template in Excel or Google Sheets and format your data:

• Use the exact column headers from the template. NetSuite uses these to map data to fields.
• External ID – Include an External ID column for each record. This is crucial for linking related records and for updating existing records later.
• Date format – Use the format matching your NetSuite date preferences (typically MM/DD/YYYY)
• List values – Use the exact text values that appear in NetSuite dropdowns (or internal IDs)
• Encoding – Save as UTF-8 encoded CSV to handle special characters

Common Field Mapping Tips

Step 3: Run the Import

Navigate to Setup > Import/Export > Import CSV Records. Follow the wizard:

1. Import Type – Select the record type you're importing
2. Data Handling – Choose "Add" for new records, "Update" for existing records, or "Add or Update" to do both. For updates, specify the matching field (Internal ID, External ID, or a unique field)
3. Upload File – Select your CSV file
4. Field Mapping – Map your CSV columns to NetSuite fields. Auto-mapping works when column headers match field labels. Manually map any unmatched columns.
5. Save Mapping – Save your field mapping for reuse on future imports
6. Review & Import – Review the summary and click Import

Step 4: Review Import Results

After the import completes, NetSuite displays a summary showing:

• Number of records successfully imported
• Number of records with errors
• A downloadable error file with the specific error for each failed row

Common errors include:

• "Invalid reference" – A list value doesn't match any existing record
• "Missing required field" – A mandatory field is empty
• "Duplicate value" – An external ID or unique field already exists
• "Invalid date" – Date format doesn't match NetSuite preferences

Import Order for Related Data

When importing data that references other records, import in this order:

1. Subsidiaries (if using OneWorld)
2. Custom Lists – List values referenced by other records
3. Vendors – Before purchase-related transactions
4. Customers – Before sales-related transactions
5. Items – Before transactions that reference them
6. Opening Balances – Journal entries for opening balances
7. Transactions – Sales orders, invoices, purchase orders, etc.

Best Practices

• Always import a small batch first – Test with 5-10 records before importing thousands
• Use External IDs – They make future updates and cross-record linking much easier
• Back up your data – Before a large import, take note of your starting point
• Clean your data first – Remove duplicates, fix formatting, and validate references before importing
• Save your mappings – Reuse mappings for recurring imports
• Use sandbox for testing – Practice your import process in a sandbox before running it in production

Planning a large data migration to NetSuite? Contact YRK Consulting for expert data migration services.