By installing the Toolio SuiteApp, 5 saved searches will be added to your NetSuite instance out of the box. Please see them outlined below:

These saved searches serve as a starting point for configuring your data feeds which will be delivered to Toolio daily. From here, you should review and edit these 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

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

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