ANS-0200 · SAVED SEARCHES & FORMULAS
How to Create a NetSuite Saved Search for Accounts Restricted by Department
This guide explains how to build a NetSuite saved search to identify accounts that have a "Restrict to Department" setting.
Short answer
Create an Account saved search. In the Results tab, add Name, Account Type, Description, and Balance fields with 'Group' summary. Include a Formula(Text) using DECODE({systemnotes.field}, 'Department', {systemnotes.newvalue}) with 'Maximum' summary, ordered by 'System Notes: Date', and labeled 'Department' to identify restricted accounts.
Scenario
Users often need to identify NetSuite accounts that have specific restrictions, such as being limited to a particular department. This visibility is crucial for financial reporting, compliance, and managing account access. A saved search can provide a dynamic list of these accounts.
Solution
To create a saved search that identifies accounts restricted by department, follow these steps:
Navigate to Reports > Saved Searches > All Saved Searches > New.
Select Account as the search type.
On the Results tab, add the following fields:Name with Summary Type GroupAccount Type with Summary Type GroupDescription with Summary Type GroupBalance with Summary Type GroupAdd a Formula(Text) field. Input the following formula:
DECODE({systemnotes.field}, 'Department', {systemnotes.newvalue})Set its Summary Type to Maximum, ensure it is ordered by System Notes: Date, and assign Department as its Custom Label.Note: While technically possible, using systemnotes in saved searches can significantly impact performance, especially with large datasets, and is generally not recommended for optimal system efficiency.
Preview the search results or save and run the search to view the identified accounts.
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