#43 | NetSuite Employees Upload

A lot of companies are using NetSuite now. In a NetSuite implementation, the employees upload is an important part of the data migration process. In this session we dive into the employee data upload process and show you a demo in NetSuite.

I suggest you watch the video. It’s easier to understand if you are a visual/audio learner. The content below is the same as the video. It’s for those who learn by reading.

Here are the types of data that you will upload into NetSuite as part of an implementation.

Chart of Accounts
Employees List
Customers List
Vendors List
Fixed Assets

The foundation of everything is the Chart of Accounts which is why we put it first. Then we have the Employees, Customers, and the Vendors Lists which are very similar to each other.

Let’s take a look at the Employees Lists that we are going to upload.

NetSuite Employees list Uploads — Fig. 1 – Employees List to upload

Here’s an example and again we’ve only extracted four data fields but it could be a lot more.

Fig. 2 – Example of NetSuite Employees Upload file

In NetSuite, certain fields are configured to be mandatory. If that field is mandatory, like subsidiary, then that data has to be populated during the upload process. If you don’t put it in, you will get an error message.

We are going to show you in NetSuite how to do the Upload of Employees.

For the employees upload go to: Setup > Import/Export > Import CSV Records

NetSuite employee Uploads step 1 — Fig. 3 – Netsuite employee Uploads import CSV Records

Choose the following information:

Import type: Employees
Record type: Employees

NetSuite employee Uploads step 2 — Fig. 4 – NetSuite employee Uploads choose employees

Then choose the file that you are going to upload.

NetSuite employee Uploads step 3 — Fig. 5 – NetSuite employee Uploads choose file to upload

NetSuite employee Uploads step 4 — Fig. 6 – NetSuite employee Uploads add file to upload

All fields should be map correctly because the naming convention between NetSuite and Excel is similar except for address and work calendar.

NetSuite employee Uploads step 5 — Fig. 7 – NetSuite employee Uploads field mapping

Now look for:
Employee Address > Employee Address 1 > Address 1 then click OK

NetSuite employee Uploads step 6 — Fig. 8 – NetSuite employee Uploads field mapping step 2

Now you are going to map the address equal to address 1

NetSuite employee Uploads step 7 — Fig. 9 – NetSuite employee Uploads field mapping step 3

Click the pencil icon for country and choose United States then click done.

NetSuite employee Uploads step 8 — Fig. 10 – NetSuite employee Uploads field mapping step 4

Click the pencil icon for Subsidiary

NetSuite employee Uploads step 9 — Fig. 11 – NetSuite employee Uploads field mapping step 5

Choose Internal ID under reference type then click done and then click next

NetSuite employee Uploads step 10 — Fig. 12 – NetSuite employee Uploads internal ID

Type file name and click Save & Run.

NetSuite employee Uploads step 11 — Fig. 13 – NetSuite employee Uploads save and run file

Once you successfully uploaded you will see the green box and you can click on the hyperlink for import job status and you will be able to see the number of files successfully uploaded.

NetSuite employee Uploads step 12 — Fig. 14 – NetSuite employee Uploads confirmation

But in this case, an error occurred.

NetSuite employee Uploads step 13 — Fig. 15 – NetSuite employee Uploads first error shown

Now we will see what the problems are and have to fix them and re-upload.

NetSuite employee Uploads step 15 — Fig. 16 – NetSuite employee Uploads errors identified

We have to resolve all the error messages before the data is correctly uploaded.

Summary

To recap, we show you step-by-step how to upload employee data into NetSuite. The most time-consuming step is resolving error messages if the data is not formatted correctly.