Scenario
A user needed to identify Vendor Bills that were created with duplicate Reference Numbers in NetSuite.
The account was configured with the Warn Only preference for duplicate numbers, which allowed users to override the warning and continue saving duplicate Vendor Bills. Because of this, the user wanted to create a Saved Search that would identify duplicate Vendor Bill Reference Numbers and trigger an email notification whenever a new duplicate bill was created.
Solution
Create a Transaction Saved Search using the following configuration to identify Vendor Bills with duplicate Reference Numbers.
Create the Saved Search
Navigate to Reports > Saved Searches > All Saved Searches > New then select Transaction as the search type.
Criteria Tab
Add the following criteria:
- Type = Vendor Bill
- Main Line = True
- Document Number is not empty
This excludes transactions with blank Reference Numbers.
Criteria Summary Tab
Add the following summary condition:
- Summary Type = Count
- Field = Internal ID
- Condition = Greater than 1
This identifies Reference Numbers used on more than one Vendor Bill.
Results Tab
Add the following fields:
- Document Number with Summary Type = Group
- Internal ID with Summary Type = Count
- Name with Summary Type = Group
Save and Run
Save the search and run the results to identify Vendor Bills with duplicate Reference Numbers.
To send email notifications automatically, configure the Email subtab of the Saved Search and specify the recipient users or groups who should receive duplicate bill alerts.
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