By installing the Toolio SuiteApp, 5 saved searches will be added to your NetSuite instance out of the box. Please see them outlined below:
Transaction:
These saved searches serve as a starting point for configuring your data feeds which will be delivered to Toolio daily. Please note that these searches are locked by default so that our team can continue to update them with incremental changes in the future, without overwriting any of your customizations.
Getting Started
Since the templates are locked, you will be prompted to rename the saved search and 'Save As' when you select edit on the template. You can simply append the title to make it unique:
From here, you should review and edit the saved searches to make sure that the correct NetSuite fields are captured on each feed, and that the filters applied to the data are aligned with your reporting needs.
Please find below an outline of the Results (fields) and Criteria (filters) for each Toolio Saved Search. Please note that these Out of the Box saved searches are based on common configurations. Your NetSuite configuration may differ in some instances - you should feel free to make edits to the criteria, results, and mappings directly on the saved searches in your account. Please reach out to your Customer Success Manager with any questions.
NetSuite Resource to Toolio Model Mappings
In NetSuite you will need to build 5 saved searches, one for each of the Toolio models. The respective NetSuite resources to Toolio models are:
NetSuite Search Type | Toolio Model |
Item (type Inventory) | Product |
Item (type Inventory, with Location available) | Inventory |
Transaction (types Sales Order and Return Authorization) | Sale |
Transaction (type Purchase Order) | Purchase Order |
Transaction (type Item Receipt) | Receipt |
Instructions for Editing a Saved Search
The following example outlines editing and reviewing your Toolio - Product Feed saved search, however the general steps will apply to all four searches. Additional details around the criteria and results for the other searches can be found below.
1. Once you’re logged into the NetSuite Administrator role and have installed the Toolio SuiteApp (outlined here), simply type "toolio" into your search bar. You should see all 5 Saved Searches displayed in the results:
2. Select the Toolio Saved Search you would like to review. For the purpose of this example, we are selecting Toolio - Product Feed Item. Once the Saved Search loads, you can see the results and make edits to the search by clicking the highlighted button:
3. Under the tab “Criteria,” under “Standard,” you can see the Criteria, or filters currently applied to the Saved Search
4. Under the "Results," tab below "Columns," you can see the Results, or fields that are currently being returned. You will also see a formula for how the field is being calculated (if applicable), along with a custom label, the display name of the field.
5. Please make any edits as needed to the Criteria and Results tabs to align with your reporting workflows. Please note that the Out of the Box results are all core attributes that Toolio requires. You will also need to add your custom attributes to the search. To do so, select your field values and for the custom label, add the Display Name of the attribute you have configured on Toolio. See example below for the custom attribute "Size."
8. Save this Saved Search and let your Customer Success Manager know that you have reviewed and signed off on the data feed.
Search Criteria & Results Mapping for Toolio Models
The following sections cover the search type, naming, criteria, and results definition for your NetSuite saved searches.
Product / Variant
Saved Search Type: Item
Search Name: Toolio - Product Feed
Criteria Tab:
Criteria Filters | Criteria Values |
Type | is any of Inventory Item |
Matrix Child Item | is true |
Inactive | is false |
Results Tab:
NetSuite Field | Custom Field (Toolio) |
Average Cost | unit_cost |
Name | variant_id |
Parent | product_id |
Parent : Display Name | title |
Base Price | unit_retail |
Inventory
Saved Search Type: Item
Search Name: Toolio - Inventory Feed
Criteria Tab:
Criteria Filters | Criteria Values |
Type | is any of Inventory Item |
Matrix Child Item | is true |
Available | is greater than 0 |
Results Tab:
This will require an extra column -- set the corresponding formula associated with the NetSuite Field value.
NetSuite Field | Formula | Custom Field (Toolio) |
Inventory Location |
| location |
Location Available |
| quantity |
Formula (Currency) | {locationquantityavailable}*{locationaveragecost} | total_cost |
Formula (Numeric) | {locationquantityavailable}*{custitem_planned_original_retail_price} | total_retail |
Sale
Saved Search Type: Transaction
Search Name: Toolio - Sale Feed
Criteria Tab:
Criteria Filters | Criteria Values |
Type | is Sale Order, Return Authorization |
Main Line | is false |
Date Last Updated | is after Thirty Days Ago |
Results Tab:
NetSuite Field | Formula | Toolio Field |
Date |
| timestamp |
Type |
|
|
Location (no hierarchy) |
| location |
Quantity |
| sales_units |
Formula (Currency) | {quantity}*{item.averagecost} | sales_cost |
Amount |
| sales_retail |
Item : Name |
| variant_id |
Document Number |
| sale_id |
Purchase Order
Saved Search Type: Transaction
Search Name: Toolio - Purchase Order Feed
Criteria Tab:
Criteria Filters | Criteria Values |
Type | is Purchase Order |
Main Line | is false |
Date Last Updated | is after Thirty Days Ago |
Results Tab:
NetSuite Field | Toolio Field |
Date | order_date |
Document Number | po_number |
Due Date/Receive By | due_date |
Item : Name | variant_id |
Item Rate | unit_cost |
Item : Base Price | unit_retail |
Location (no hierarchy) | location |
Status | status |
Quantity | order_quantity |
Receipt
Saved Search Type: Transaction
Search Name: Toolio - Receipt Feed
Criteria Tab:
Criteria Filters | Criteria Values |
Type | is Purchase Order |
Main Line | is false |
Date Last Updated | is after Thirty Days Ago |
Results Tab:
NetSuite Field | Toolio Field |
Document Number | po_number |
Fulfilling/Receiving Transaction | delivery_id |
Fulfilling/Receiving Transaction : Date | delivery_date |
Item : Name | variant_id |
Item Rate | unit_cost |
Item : Base Price | unit_retail |
Location (no hierarchy) | location |
Stats | status |
Quantity Fulfilled/Received | received_quantity |
Inbound Shipment (Not included in SuiteApp - Only If Applicable)
Saved Search Type: Inbound Shipment
Search Name: Toolio - Inbound Shipment Feed
Criteria Tab:
Leave Blank
Results Tab:
NetSuite Field | Toolio Field |
Items - Receiving Location | location |
Expected Delivery Date | due_date |
Actual Delivery Date | delivery_date |
Items - PO | po_number |
Item : Name (*your SKU identifier) | variant_id |
Items - Quantity Expected | order_units |
Items - Quantity Received | received_units |
Item : Average Cost | unit_cost |
Item : Name (*your SKU identifier) | variant_id |
Item : Base Price | unit_retail |