Defining Standard Search Filters

You can define the following as filter fields on the Criteria, Standard subtab of an advanced or saved search: the selected record type's fields, related record types' join fields, and formulas. For some types of searches, you also can define values from attached files as filters.

Note:

To use a saved search as a custom KPI that displays results for multiple date ranges, you must not define a date field as a filter on the Criteria subtab. For additional requirements for this type of custom KPI, see Notes on Using Saved Searches as Custom KPIs.

To define a field value from the selected record type as a filter:

Select the field from the Filter dropdown list. (The fields are listed in alphabetical order.)
Click the Set Description button to the right of the filter field to open a popup window where you can define the filter by entering a value and search logic (if available).
Click Add to choose the next filter.

To define a join field value from a related record type as a filter:

Select the related record type in the Filter dropdown list. (Related record types that have join fields available to be used as filters are listed at the end and are followed by ‘...’, for example, Account Fields....)
In the first popup window that appears, select the join field from the related record type you selected.
In the next popup window, enter a value, and search logic (if available), for the filter field, and click Set.
Click Add to choose the next filter.

For a list of related record types with join fields available for each record type search, see Related Records Fields Available for Advanced Searches.

To define a formula as a filter:

Select a Formula option from the Filter dropdown list.
Click the Set Description button to open a popup window where you can enter the formula.
Click Add to choose the next filter.

For more information, see Formulas in Search.

Note:

If you want to use parenthetical expressions to define search filters, check the Use Expressions box. For more information, see Using Expressions in Search Criteria.

To define a field from an attached file (such as the file's name) as a filter:

Select File Fields... in the Filter dropdown list.
In the popup window that appears, select a field from the File Filter dropdown list.
Click the Set Description button and in the popup window, enter or select a value for the filter field. Then click Set.
Click Add to choose the next filter.

For more information, see Searching by File Attachments.

Using Encrypted Fields in Searches

Searches and saved searches support the use of custom fields with encrypted values. Encrypted fields can be used in search results columns. They can also be included in search criteria filters with a limited set of operators (is, is not, is empty, is not empty). However, encrypted fields cannot be used in search formulas, highlighting, summary results, or summary criteria. Also, SuiteScript does not support saved searches with encrypted stored values. Please note that credit card numbers can be displayed in search results only when the user who runs the search has the View Unencrypted Credit Card Numbers permission. For more information about credit card number security, see Payment Card Number Security and Compliance.

Defining Preferred Vendor Filter for Item Search in OneWorld Account with Multiple Vendors Feature Enabled

If you define the Preferred Vendor field as a filter for an item search in a OneWorld account that has the Multiple Vendors feature enabled, you may encounter the following issue: If an item has more than one preferred vendor, the search is only capable of displaying the item under one of the preferred vendors, which happens to be the first one listed on the item record. This case is possible because there can be multiple preferred vendors in a OneWorld account that has the Multiple Vendors feature enabled, with a different preferred vendor per subsidiary.

To avoid this issue, instead of using the Preferred Vendor field as a filter, use a combination of the Vendor field and Vendor is Preferred field in filter criteria for the item search. Set the value for the Vendor filter field to be any of the vendors you want to include, and set the value for the Vendor is Preferred field to be Yes. An item search with these filter criteria will return all items where at least one of the subsidiaries has any of the designated vendors as the preferred vendor.

Limitations on Credit Card Number Search Filters

To maintain the security of customers’ credit card information, as of January 9, 2014, search criteria based on the Credit Card Number field can use only the following operators: is empty or is not empty. This limitation applies to searches executed in the NetSuite UI, as well as those executed programmatically through SOAP web services, SuiteScript, and SuiteFlow.

The Credit Card Number search criteria field has been changed from a text to a box type field. If you select this field on the Criteria subtab of a search definition page, you have options to filter search results by a value of Yes or No for this field. So you can filter search results based on whether they include a credit card number, but you cannot search based on credit card number values.

Note:

To comply with current limitations, any previously existing saved searches that used operators other than is empty or is not empty, such as contains, is, or is not, with the Credit Card Number field have been deleted from all NetSuite accounts.

Limitations on Transaction Search Filters

Opportunity fields in a transaction search return data only for opportunities that are linked to other transactions where the transaction linked is the criteria for the search. To return all opportunity data, use an Opportunity search instead of a transaction search.

If you select Created From field as results for a transaction search, line-level fields do not return values. The join from a transaction to its source transaction's Created From fields is at the main body level and not at the line-level.

In some cases, you can define Applied To Transaction fields as results to return values for line-level fields. For example, if the source transaction for an invoice is a sales order, Applied To Transaction fields, the join between the two transactions is at the line-level, so values are returned for line-level fields. However, if the source transaction for an invoice is an estimate, the join is at the main body level, so values are not returned for line-level fields. For more information, see Saved Searches.

Defining On Hand and Location On Hand Filters for Item Searches

There is a distinction between the On Hand and Location On Hand fields that can be used as search criteria and results. On Hand is the total on hand quantity of the item on ALL locations. Location On Hand refers to the specific on hand quantities per location.

This distinction also applies to the following pairs of fields:

Available and Location Available
Average Cost and Location Average Cost
Back Ordered and Location Back Ordered
Committed and Location Committed
On Order and Location On Order
Preferred Stock Level and Location Preferred Stock Level
Reorder Point and Location Reorder Point
Total Value and Location Total Value

For more information, see Saved Searches.

To define a field value from the selected record type as a filter:

To define a join field value from a related record type as a filter:

To define a formula as a filter:

To define a field from an attached file (such as the file's name) as a filter:

Using Encrypted Fields in Searches

Defining Preferred Vendor Filter for Item Search in OneWorld Account with Multiple Vendors Feature Enabled

Limitations on Credit Card Number Search Filters

Limitations on Transaction Search Filters

Defining On Hand and Location On Hand Filters for Item Searches

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