Ever considered how to use an external identifier to locate records in NetSuite while preserving the integrity of NetSuite’s transaction ordering? The answer is straightforward: external IDs. A record in NetSuite is uniquely identified by its external ID. The external ID is not required to run in a specific order; it can be alphanumeric.
It can be used to link the transaction to an earlier system or simply to keep secondary numbering in place for the company. External IDs for NetSuite are also frequently used to create dynamic hyperlinks to third-party apps or to integrate a specific type of NetSuite record with another system.
What is NetSuite External ID?
One way to create a unique record ID separate from NetSuite’s automatically generated Internal ID (internalid) is to use the NetSuite External ID, also known as externalid. When attempting to create an integration between NetSuite and a third-party application.
Think about an application for human resources (HR) that keeps track of crucial employee data. Let’s say you want to provide a way to link to the HR application from within NetSuite. The employee’s HR record ID may be stored as an external ID on the employee record. The hyperlink that would take the NetSuite user to the appropriate record in the HR application can then be easily generated automatically.
The Nature of NetSuite External ID
The NetSuite external ID, a versatile substitute that only comes into play when called upon, is a good addition to the NetSuite internal ID. Their appearance depends on certain provisions, typically when records are created or modified. External IDs are essential to enabling interactions with the system. They make tasks like importing datasets and connecting with third-party apps easier. Because they are optional, they give users a strong tool for personalized record identification that integrates seamlessly with the NetSuite system.
Although external IDs are very helpful for integrating and synchronizing data across systems, the global search feature in NetSuite does not allow thed to look for transactiIfer if you need to locate a transaction using its extern, a saved search is the answeral ID. Once again, saved searches‘ omnipotence and adaptability come to the rescue!
Comparing NetSuite Internal ID vs External ID
Any organization using NetSuite for resource planning and data management must comprehend the distinctions between the primary and secondary keys, namely the internal ID and external ID. The internal ID is the NetSuite primary key for comparing NetSuite identifiers. It is generated automatically by the system and cannot be changed once created, making it the most reliable identifier in the NetSuite environment.
On the other hand, NetSuite’s external ID serves as a user-specified secondary key, giving it greater operational flexibility, particularly when integrating external software systems. It matches records from external sources to the NetSuite database as an identifier. Below are some differences of NetSuite external and internal IDs:
| External IDs | Internal IDs |
| Businesses are free to decide whether or not to use the external ID. There is no system requirement to update them, even though it is typically a manual process. | On the other hand, the system, not the user, manages the internal ID, which is generated for every record. |
| The external ID field can accept letters and numbers and is case-sensitive in certain cases. | The internal ID is only sequential and numeric. |
| As long as the record is not locked or in a closed period, an incorrectly entered external ID can be updated through a CSV import. | On the other hand, the internal ID is generated on Create and cannot be altered. |
| The external ID is not displayed in the form, and a field isn’t displayed, although a “field” can be selected in searches and other queries. | Internal IDs are readily visible in a record’s system notes or URL. |
Advantages of NetSuite External IDs
Although NetSuite external IDs can be quite helpful, it’s crucial to remember that they have certain applications. You are not required to use those scenarios if they do not pertain to your organization.
External IDs are useful for tracking previous system numbering during implementation or migration from an old system. They can be entered when importing open transactions as part of the implementation’s data migration. Later in this text, the details of this procedure are explained.
They are also perfect for connecting to record numbers or transactions not NetSuite. There are two ways to update the NetSuite external ID: an import or possibly an automated solution. The third-party application can be linked using scripts, stored searches, or custom fields.
The external ID can be used to finish a hyperlink’s URL if you wish to create dynamic links to a corresponding record in a third-party system. This can make it easier to link from their NetSuite counterpart to particular data outside of NetSuite.
However, it is important to avoid filling the external ID with excessive or irrelevant information for its sake. External IDs should be utilized carefully and strategically to guarantee optimal effectiveness and user-friendliness in your company’s systems. A sentiment that your whole NetSuite environment should take into account!
Creating External IDs
Using a CSV import to create or edit external IDs is fairly simple. If you are importing records or transactions, you may easily add an external ID column that corresponds to the external ID field in the field mapping.
First, you need to create a CSV file. If your purchase orders already exist, you do not have to include information other than an identifier to link to the relevant NetSuite record and a new external ID value you need to import.
- Go to Import/Export > Import CSV Records under Setup.
- Choose the CSV file to be uploaded after choosing the Import Type and Record Type.
- Make sure to select Update instead of Add on the Import Options screen.
- Click through to the Field Mapping page to align the two columns with their corresponding NetSuite fields.
- To finish your import, click Next and Run.
Guidelines for External IDs
Take into account the following rules about external IDs:
- External IDs need to be distinct within specific record groups and within a single record type. For information on record groups and types, see Shared Internal and External IDs.
- Updates to external IDs can be made via web services or CSV import. To prevent external IDs from being inadvertently modified using two different techniques, your organization should preserve external IDs using a single approach. Each record instance can only have one external ID value, even though records of a given type may be utilized in several integration scenarios. For each type of record, external ID values can only be set and updated by a single integrated application to preserve data integrity. All records of a specific kind must have external ID values that originate from the same external application.
- External IDs are case-insensitive when referencing web services. For further information, refer to Using Internal IDs, External IDs, and References.
The End
The NetSuite external ID is a powerful, customizable identifier for seamless data integration and enhanced workflow management. By leveraging external IDs strategically, businesses can link NetSuite records with external applications, creating robust, dynamic connections supporting data integrity and process efficiency. Whether you are migrating data, establishing inter-application links, or simply managing records, the external ID in NetSuite proves invaluable, allowing you to easily match and manage records across diverse systems.
