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NetSuite's CSV import feature is a lifesaver when you need to handle large amounts of data at once. It allows you to add or update many records quickly, such as setting up customer data or creating item records. For example, if you're setting up a sandbox, you can easily incorporate users and roles with CSV imports.
But these imports do not always go smoothly. Seeing “0 imported records” is a common headache for NetSuite administrators or developers. Errors arise when data does not match what NetSuite expects, and resolving one issue often reveals others. Each error may need its own fix before the import can fully work.
In this guide, we'll look at eight common CSV import errors in NetSuite, where they appear in different workflows, and simple solutions for each. We'll also show how Nanonets ai helps detect these errors before they get in your way. With advanced machine learning, Nanonets makes sure your data is correct and ready to go, so you can skip manual verification and go straight to import.
List of common CSV import errors
1. The record already exists
Description:
This error means that NetSuite believes that a similar record already exists on the system, which it considers a possible duplicate. It's a useful way to avoid having multiple entries for the same thing, even if that's not your intention.
Workflows where this can occur:
- Sales transactions: When importing many sales orders, each transaction needs a unique identifier to avoid duplicates.
- Customer Imports: When updating customer records, errors appear if the system sees duplicate customer IDs.
Resolution:
Use the External ID field to group related lines. For example, when importing a transaction with multiple lines, assign it a unique external ID so that NetSuite will group those lines into one transaction instead of flagging duplicates.
2. Enter a value for the amount
Description:
This error appears when NetSuite cannot calculate a quantity because something is missing, such as “Rate” or “Quantity.” NetSuite requires these fields for all transactions in order to calculate totals correctly.
Workflows where this can occur:
- Supplier invoices: This happens a lot with supplier invoices if there are missing rates or quantities for each item.
- Invoices: If amount-related fields are missing from an invoice import, NetSuite won't know how to calculate the total.
Resolution:
Make sure fields like “Rate” and “Amount” are mapped and formatted correctly in your CSV. Also, make sure items have a “Base Price” in NetSuite, even if it is zero, so the system can do the calculations smoothly.
3. Error in the chart of accounts
Description:
When you import accounts, the order is very important. Parent accounts should appear before child accounts, and if the account type values are invalid, you will get errors like “Invalid parent reference key.”
Workflows where this can occur:
- Account Settings Imports: This often happens when configuring accounts in a new NetSuite environment.
- Subsidiary accounts: Importing COAs between subsidiaries can cause errors if the hierarchy is out of place or the parent accounts are not listed first.
Resolution:
List parent accounts before child accounts in your CSV. Also, make sure the account types are selected correctly to avoid errors. For additional help, add dropdown menus to your COA template to ensure only permitted account types are used.
4. Invalid department reference key
Description:
This error typically occurs when a department referenced in the CSV is not configured correctly in NetSuite or is inactive. Departments must be mapped correctly, especially in companies with multiple subsidiaries.
Workflows where this can occur:
- Expense allocations: Common when importing journal entries with department codes.
- Payroll Imports: Payroll often has department assignments for each line item and misalignments can cause this error.
Resolution:
Verify that the department names in your CSV follow the correct format and include the parent-child hierarchy (such as “Sales: Eastern Region”). Also, confirm that the departments are active and assigned to the correct subsidiary.
5. Invalid entity reference key
Description:
This error appears if an entity (such as a customer or supplier) in the CSV does not have permissions, currency, or other settings that match what NetSuite expects. For example, if a customer record is missing the currency in its CSV, the system will flag it.
Workflows where this can occur:
- Multicurrency Imports: In multi-currency setups, this error is common if an entity lacks the required currency.
- Transactions between entities: Journal entries with multiple entities, such as departments or subsidiaries, often have these errors.
Resolution:
Before importing, verify that all referenced entities are active and have the correct currency set. Also, confirm that the format of your CSV matches NetSuite's needs and that the permissions match for the importing user.
6. Invalid tax code reference key
Description:
This error appears when a tax code in the import file does not match what is configured in NetSuite. This is often due to inactive or incorrect tax codes or when the tax code does not apply to the selected subsidiary or item.
Workflows where this can occur:
- Sales transactions: When importing sales transactions such as invoices or sales orders, an incorrect tax code may prevent the complete import.
- Supplier invoices: This error usually appears on supplier invoice imports if the tax codes do not match the supplier or subsidiary settings.
Resolution:
Verify that the tax codes in the CSV file match those configured in NetSuite and are active. Tax codes must align with the appropriate subsidiary, location, and entity in NetSuite. Running a saved search for active tax codes before importing can help ensure that you are using valid codes.
7. Advanced Intercompany Journal Entry Import Errors
Description:
This error typically occurs with intercompany journal entries when the “Due To/From Subsidiary” field does not align with any other listed subsidiary. General ledger accounts also need to be set up for intercompany eliminations.
Workflows where this can occur:
- Transactions between companies: Transactions between subsidiaries will fail if general ledger accounts are not configured for intercompany support.
- Financial Consolidation Imports: When consolidating data, problems arise if the intercompany account setup is not correct.
Resolution:
Make sure the “Due to/from subsidiary” field matches the subsidiaries on the journal entry lines. Also, verify that general ledger accounts are set up for intercompany transactions and reference the correct accounts.
8. The record does not exist
Description:
This error appears if a record cannot be found in the CSV in NetSuite. It can also happen if the field values in the CSV do not match the NetSuite format, such as using an ID that does not exist.
Workflows where this can occur:
- Inventory adjustments: Common when importing inventory updates if the records do not align with what is already in NetSuite.
- Supplier Imports: Errors also appear when importing suppliers if some referenced suppliers do not exist in NetSuite.
Resolution:
Verify that the external IDs in your CSV file are correct and unique. Run a saved search in NetSuite to verify the IDs before importing them and update them in the CSV as necessary.
Final thoughts
CSV imports are an efficient way to manage data in NetSuite, but errors are likely to occur. Even if an import finishes without problems, workflows may not work as expected if you forget certain settings, such as the “CSV” context. Always consider the impact of your imports on your existing workflows.
Nanogrid ai facilitates this process. With its machine learning and ai workflow capabilities, Nanonets detects data problems before they slow you down. Nanonets automatically checks for formatting errors, validates references, and flags missing values, so you don't have to. By simplifying pre-import checks, Nanonets helps you get your data into NetSuite quickly and accurately, freeing up your team for other work.
