Overview:

This guide provides step-by-step instructions for preparing CSV templates before importing into NetSuite’s native CSV import tool. Following this checklist helps prevent common formatting, validation, and mapping errors, ensuring a smoother import process.

1. Clean Up the Template

• Save the final template as a CSV file.

• Delete the following:

  • The first row (e.g., “Primary Information”)

  • Example rows between headers and actual data

  • All rows and columns after the data

  • All unused TBD columns

  • All unused and unrequired columns (Residual Value Estimates may need 0s instead of being deleted)

  • Any “Notes” columns clients may have added for their own use

• Unhide any hidden rows or columns before saving.

• Delete any blank rows that interrupt the data—imports will stop reading once they hit an empty row.

2. Formatting & Data Validation

• Ensure all non-date columns (including numeric ones like Cost, Residual Value, and Useful Life) are set to General format, not Number or Accounting.

• Confirm all Asset or Lease Types match what’s configured in the client’s NetSuite environment (from Types and Chart of Accounts templates).

• If using custom depreciation methods, confirm the method name in the template matches the NetSuite setup. Ensure either the depreciation formula or table lines are configured for this method.

• Verify Internal IDs have been provided (and match) for:

  • Subsidiary

  • Vendor

  • Department

  • Class

  • Location

• If clients provide External IDs instead of Internal IDs:

  • Use VLOOKUP/XLOOKUP to fill in Internal IDs yourself, or

  • Contact the client to correct the data.

• Confirm the Status column is set to Pending.

• Ensure Useful Lives are in months and entered as integers.

• Verify that no cells are blank where there should be 0's (e.g., accumulated depreciation, residual value estimates).

• Check formulas:

  • If formulas were used to populate Internal IDs or convert Useful Life from years to months, copy and paste as values before saving.

  • Reconfirm formatting is set back to General.

• Ensure any custom fields are created/configured in the client’s NetAsset/NetLease instance before uploading.

3. Field-Specific Validations

For NetAsset:

• Ensure Placed in Service Date does not come before the Acquisition Date.

• Confirm Accumulated Depreciation ≤ Cost.

For NetLease:

• Verify Commencement Date < End Date.

• Ensure Residual Value fields use 0s (not blanks or text like “N/A”).

4. Currency & Date Checks

• Currency: Open a blank asset or lease record in NetSuite to confirm the currency abbreviation used (e.g., USD vs US Dollar vs USA).

• Date Format:

  • Check NetSuite date format under Home > Set Preferences > Formatting > Date Format to ensure consistency with your CSV (e.g., MM/DD/YYYY vs DD/MM/YYYY).

5. Import Mapping Tips

• Verify that CSV column headers exactly match the field labels used in your saved import mapping.

• If all columns appear on one long line during import, change the delimiter to “comma (,)" on the first import setup page.

• Character limits:

  • Asset and Lease Names and Notes cannot exceed 300 characters.

6. Upload & Performance Guidance

• Optional (Recommended): Import a small sample (1–2 records per Asset/Lease Type) first, especially with new mappings.

• For total counts approaching 15,000 assets or more, consider splitting into batches and refer to the Stuff to Know for High-Volume Clients document.

• After import, review the Import Job Status page to confirm all rows processed successfully.

Final Tip:
Double-check field names, confirm Internal IDs, and ensure no blanks, hidden data, or formulas remain. Clean data upfront can save hours of troubleshooting post-import.