As a Netsuite user, you can use saved searches to create a custom list of values that can be synced to a sample. We can help with mapping your saved search. Here are the steps and notes to consider when building your saved searches.
Step 1: Creating the saved search in Netsuite
1. In Netsuite, go to Financial > Other > Saved Searches > New
2. The following screen will list all your available Netsuite records for which to create saved searches. Locate the field you need and click on it; for this guide, a saved search is created for the field “Class”
3. Fill out the initial information listed below:
Search Title: Can be left as is but recommend naming it something that would be easy to identify later should you want to make any adjustments.
ID: Field can be left blank, leaving the field blank will allow Netsuite to create it on its own once the search is saved. Otherwise label it as you would like.
Select the “Public” check box: This allows Stampli to import the saved search to your Stampli account once it is mapped.
In the bottom portion, select the filter preference.
For example, you may want to filter the class based on the subsidiary for which it is available.
After the filter is selected, switch to the subtab results and select the fields needed. When selecting your criteria, it is important to rename the header title for the purpose of filtering. If filtering is not needed, skip this portion.
In the edit screen, click on the “Results” subtab.
Under the Results tab, rename the custom label section for each field. The labels should be in all lowercase.
key - The Internal ID of the value on your list.
name - The value/name of each option on the list.
indexer - The filtering criteria - can be Vendor ID, GL Account, Location, Department, etc.
Click save; this will return you to the new saved search menu.
Navigate back to Financial > Other > Saved Searches.
Take note of the "ID" that was created, as it will need to be entered into Stampli to tie these reports together!
Step 2: Creating the Matching Field in Stampli
Log into Stampli as an Admin user
Go to System Settings → Invoices → GL Accounts / Line Items (or Header fields, depending on whether this is needed at the header or line level)
Click Add New Field
Configure:
Field Name: Match what you named it in NetSuite (e.g. "Vendor Cat")
Field Type: General text (even if it's a list in NetSuite — Stampli receives it as text)
Save the field
Step 3: Linking the Saved Search in Stampli
In Stampli, go to System Settings → Invoices → Import/Export
Find the field you created in Step 2.
In the saved search configuration, enter:
The Saved Search ID from NetSuite (from Step 1)
The key column (Internal ID — the vendor ID used for matching)
The value column (the category name or whatever data you want to display)
Run the Import to pull the data
Step 4: Verify the Saved Search
Open an Invoice in Stampli
The new field should now display the value pulled from the saved search (matched by vendor internal ID)
If you see internal IDs instead of names — this is a known behavior (not a bug).
If IDs show instead of names, open a Chat with Stampli Support, and our Support team can submit a request to pull the dIsplay name instead of the Internal ID.
FAQs
Question | Answer |
"Can we pull from a checkbox on the vendor record?" | Only works if it's based on a PO. Otherwise there's no transaction data to connect to. Use a list/record field instead. |
"It's showing the ID, not the name" | Known behavior — the import fetches internal IDs by default. Open a support ticket to request getting names displayed instead. |
"Can we use any field from the vendor record?" | Only a specific set of vendor-record fields sync to Stampli automatically (vendor name, subsidiary, currencies, terms). For anything else, you need this saved search approach. |
Filter needed? | No — no criteria filter is needed on the saved search. Bring all vendors. |
Note: This functionality only exists for Stampli's Netsuite Integration