NetLease CSV Upload to Change Fields

Use Case: If changes have been made to your leases after the data has already been imported OR you realized incorrect information was imported, you can update the data through a CSV import. These steps are ideal for leases that are still in pending status. Once a lease is commenced Schedule Information should be updated through Lease Modifications and Subsidiary and Segmentation Data should be updated through Lease Transfers. Custom fields unique to your instance can be updated through this process at any time regardless of lease status.

These steps can be used after a lease is commenced to mass update lease payments and non-lease payments as part of the Mass Payment Modification process.

Step-By-Step Process: 

  1. First, you will need to know the internal ID of the record you want to update. 
    1. Follow the steps in How to Show Internal IDs to make sure internal IDs are visible in your system.
  2. To find the internal ID, navigate to the information you would like to update and export to excel.
    1.  To update information on the lease record you will need the lease internal IDs. Go to NetLease > Lease Management > Lease List to see the internal ID for each of your leases.
    2.  To update lease payments and non-lease payments you will need the lease payment internal ID. Search “NetLease Lease Payment IMPORT TEMPLATE (UPDATE)” in the global search bar to see all the lease payment lines and their internal IDs.
  3. Once exported to excel, you will have the internal IDs for each lease or lease payment line (depending on what you are updating)
    1. Delete any irrelevant rows and columns
    2. Add columns for lease record fields that need to be updated that were not in the lease list view
    3. Update the cells you want to change
    4. Save as a CSV file
  4. Import to NetLease:
    1. Setup > Import/Export > Import CSV Records
    2.  Set the import type and select your csv file. The import type will always be Custom Records when you are importing data to NetLease. The Record Type varies depending on what information you are updating. If you are updating info on the Lease Record you should choose NetLease Lease as shown in the example below. If you are updating Lease Payments or Non-Lease Payments you should select NetLease Lease Payment as the record type.
    3. Click Next. Select UPDATE. This is a very important step as it is how the system knows you are updating existing data rather than importing new data. If you select "Add" you could potentially duplicate your leases.
    4. Click Next. Map the columns on your import template to the appropriate field in NetLease. Not all the columns have to be mapped--just the ones that have updates to be imported. In this example, we are only updating the Subsidiary and the Vendor. Regardless of which fields are being updated, you always needs to map the Internal ID. This is what tells the system which leases to update.
    5. Best practice is to use internal IDs for segmentation data (Subsidiary, Department, Class, Location). You can find the internal IDs by navigating to the respective list in NetSuite. If you use names they need to match exactly the name that appears in the list in NetSuite. To map internal IDs on the import, click the pencil next to the field and select "Internal ID" in the drop down for "Choose Reference Type."
    6. Click next and run the import.
    7. Monitor the import status. If there are any records that could not be imported download the CSV Response to troubleshoot. Common errors include number formatting, date formatting, currency formatting and spelling errors. Numbers need to be in general format with no commas or symbols. The date format should match exactly the date format set up in your NetSuite instance (most commonly used format is short date). The currency format should match exactly how the currency is set up in your instance (USD vs. US Dollar). Spelling errors can be avoided by using internal IDs for Segmentation data.



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