NetAsset - Editing Reports in NetAsset
Overview
This article provides instructions for editing reports in NetAsset. There are three types of reports that can be edited:
- Scripted Reports
- Saved Search Reports
- Register Reports
All report types offer valuable capabilities. They can each be tailored to align with desired customization using the steps above. Saved Search reports provide the most flexibility for customization, as users can access and modify the underlying search criteria. In contrast, Scripted Reports are more restricted due to their coded nature; however, users can still change the grouping presentation and edit the information flowing into the report. Register Reports are in the middle. They are query based reports, so they can access information across multiple record types and give you the ability to add any of those fields to the report.
All report types can be accessed via NetAsset > Reports > All Reports. To determine which type of report you're working with, run the report and check for the "Edit this Search" button.
- If the button appears, the report is a Saved Search Report, and you should follow the corresponding editing process.
- The Register Reports are currently limited to the Asset Register, Asset Register Roll Forward Report, and Tax Register.
- All other reports are Scripted Reports. They can also be identified because their filters are at the bottom of the screen.
Step by Step Process
You want to Save & Copy any original report you are editing because any changes you make to the original report will get overridden with bundle updates. You need a new version to edit and work with. Never edit the original reports in NetAsset if you want the changes to save long term.
Going forward you can edit your custom report directly instead of navigating to the original report.
Scripted Reports
Customization of scripted reports is very limited because the data flow and presentation is all done via code on the back end. There are some customization options available however:
Editing the Data Included in Report
Scripted reports use a saved search on the back end to pull in the underlying data and that saved search can be edited to remove certain assets. For example, this is a common use case when a client has Intangible assets in NetAsset but they dont want them in their reports.
1. To start, navigate to NetAsset > Reports > All Reports to locate the Scripted Report you wish to edit. Once you've found the report, select View on the left side of the listed report (e.g., "Asset Balance Roll Forward Report").
2. After selecting View, locate the Saved Search field (e.g., "NetAsset Roll Forward Transaction Detail Search"). Copy the text from the Saved Search field and paste it into the Global Search Bar.
3. Locate the correct saved search and click Edit on the right side of the search result.
4. This will take you to the Saved Transaction Search screen. Scroll down to the Criteria subtab, then, under the Standard sublist, use the dropdown in the row to add any new criteria.
Keep in mind that if the saved search is a Transaction type search (like in this example), then you will only have access to the fields on the transaction record. You may need to drill into the NetAsset specific fields to find what you are looking for (e.g., NetAsset Type -> Machinery & Parts).
This example will remove all assets with Type "Machinery & Parts" from the report.
5. Rename the Saved Search title as needed, then select Save As. This step is crucial to ensure that future bundle updates do not overwrite the search with the default Netgain Saved Search.
6. In NetAsset > Reports > All Reports, select View next to the relevant report (e.g., Asset Balance Roll Forward Report).
7. Under Actions, select Make a Copy.
8. Rename the report, then under the Saved Search selection, choose the appropriate new saved search (e.g., NetLease Roll Forward Transaction Detail Search - Updated).
9. Click Save to save the customized report. This report can now be access as normal through your report list in NetAsset and you can make changes as needed to the existing report.
Editing the Column Grouping on Reports
Scripted reports also provide an option to change and layer the groupings used on the report.
Make sure you are operating on a new or editable report like explained above. In edit mode on the report, navigate to the Advanced Configuration tab.
Edit the Group By fields to change what is used as the grouping logic on your report. You can have up to three layers and they will nest based of Group By 1 is the top level, Group By 2 is the second level, and Group By 3 as the third level. Any field on the asset record can be used for grouping. This is a common customization for people who rely heavily on locations and projects.
Saved Search Reports
Saved searches are a native NetSuite feature and are provided as a courtesy out of the box. You can edit any saved search in NetSuite the same way.
1. Navigate to NetAsset > Reports > All Reports to find the Saved Search Report you want to edit. Open the report by selecting the Run button on the right side of the listing.
2. Edit the report by selecting the Edit this Search button at the top of the form.
3. Save a new copy of the report before editing. You can edit the Criteria to change the information included in the report (see the steps in the Scripted Report section for that walk through) and you can edit the Results tab the same way to change the information presented in the report. Any field on the underlying record can be used as both a criteria and result option.
4. Some additional features of saved searches include:
- Saved searches have a email capability that allows users to automatically send search results via email based on a schedule or specific trigger conditions. To adjust the settings of the email function, navigate to Reports > Saved Searches > All Saved Searches. From here, select Edit on your desired saved search which will bring you to the saved search settings of that report. Then select the Email subtab to find the available customizations. If you dont see it, look for a "More Options" button at the top of the page.
- Saved Searches enable the use of formula based-results, which you can use query formulas to populate. Add a formula field by going into the Results or Criteria subtabs, and add a Formula
- Saved Search results can be added to the reminders portlet of your NetSuite dashboard to provide updates or approaching deadlines. Check the box for "Available For Reminders" in the top section of the page to make the report an option on the reminders portlet.
Register Reports
Register Reports refers specifically to the Asset Register Report, Asset Register Roll Forward, and Tax Register. These are query based reports rather then saved search based reports, so they run faster and are more dynamic.
Register Reports can be customized to reorder or add fields not already shown on the report. To do this, navigate to NetAsset > Reports > All or Subledger Reports. Click View on the line the report you want to customize. Once on the record, click Edit.
Before editing, click Save & Copy from the drop down of the save options on the report. Name the new report, and continue with editing.
In edit mode of your new report, navigate to the tab labeled Advanced Configuration.
Once on this screen, you can add any fields desired by adding it to the list of fields on the report. Scroll to the bottom of the page.
- Label Column = What you want presented as the name for the column on the report. This is a text field.
- Field Selection = The actual field added to the report.
- The field selection list is very long because it includes any fields from the asset record, asset schedule line record, asset type record, asset revaluation records, asset disposal records, asset parent records (which are also asset records), and custom options to pull from the beginning of the schedule, end of the schedule and current place in the schedule.
- To make it easier to find what field you want to add, consider where in NetAsset the information is stored. Type that into the field to jump to that section of the list and then scroll for the specific field you are looking for.
- There are some "custom" options at the bottom of the list that are formulas.
You can also reorder the way the columns are organized by clicking and dragging a field to the desired location in this table. The order of fields on this page is what will be presented on the report itself.
Click Save. You can now click Preview Report to view it. This report will show as an option on your normal NetAsset Report list to access directly.