Importing Matrix Options for Items

You can use the Import Assistant to add matrix options for some types of item records. You can do this import instead of using the Matrix Item Assistant or creating matrix items manually.

An item matrix, which enables tracking your items by options such as size and color, consists of a parent item and subitems, or children. Each individual combination of matrix options is stored as a separate item record. For example, a parent item record for a sweater could have a list of subitems, with each subitem record representing a different size and color combination.

You can import parent and child item records together in a single CSV file. A limit of 2000 child matrix items is permitted for each parent matrix item.

Item Types that Support Matrix Options Import

You can import matrix options for the following types of items:

• Assembly/Bill of Materials

• Lot Numbered Assembly

• Serialized Assembly

• Inventory Item

• Lot Numbered Inventory Item

• Serialized Inventory Item

• Non-Inventory Item for Sale

• Non-Inventory Item for Resale

• Non-Inventory Item for Purchase

• Service Item for Sale

• Service Item for Resale

• Service Item for Purchase

• Other Charge Item for Sale

• Other Charge Item for Resale

• Other Charge Item for Purchase

Prerequisites for Importing Matrix Items

Before you can import matrix items, you must do the following:

• Ensure that the Matrix Items feature is enabled, at Setup > Company > Setup Tasks > Enable Features, on the Items & Inventory subtab.

• Set up a custom list and a custom item field for each matrix option, at Customization > Lists, Records, & Fields > Lists > New and Customization > Lists, Records, & Fields > Item Fields > New. (See detailed instructions below.)

Setting Up Custom Lists and Item Fields for Matrix Options

Before you import matrix items, you need to set up a custom list and a custom item field for each matrix option. Each custom list represents a matrix option such as size or color, and includes the set of possible values for that option. Each custom item field provides an interface for display and selection of that matrix option on item forms. The matrix options that you have set up in this manner are displayed on the Import Assistant's Field Mapping page as fields to be mapped.

Setting Up Your CSV File for Matrix Items Import

The CSV file containing your matrix items data should include columns that map to the following fields. For best results, set the column headers to match these field names.

• External ID: Recommended for all CSV imports, to serve as a unique identifier for each record.

• Item Name/Number: Name for each matrix item.

• Matrix Type: Possible values for this column are Parent Matrix Item, Child Matrix Item.

• Subitem of: For each child matrix item, this column's value is the name of the parent matrix item. For each parent matrix item, this column is blank.

• Columns that map to custom lists, such as Color, Size. Values for these columns should match those in the custom lists you set up.

Your CSV file also can include columns that map to other Item record fields.

The following table shows the contents of a sample matrix items CSV file. Notice that the parent matrix item is an individual record, and each child matrix item also is an individual record.

Mapping Fields for Matrix Items Import

On the Import Assistant Field Mapping page, you need to map CSV file columns to NetSuite fields, so that data is imported into records correctly. For a matrix items import, the key fields that you need to map are:

• Item Name/Number

• Matrix Type

• Subitem of

• Each matrix option field

Depending on your CSV file column names, the first three fields may be mapped automatically. You must manually map each matrix option field. Notice that in the NetSuite Fields pane, matrix option fields have names with the format Matrix Option - <Custom_List_Name>.

The following screenshot shows a sample mapping for a matrix items import:

Tips for Matrix Items Import

• When you select matrix options for a parent in the NetSuite user interface, child matrix items are created automatically. The CSV import process is different. Each parent matrix item and each child matrix item must be added or updated individually, and the CSV file should include a separate line for each parent matrix item and child matrix item. Otherwise, the rules for creation of matrix items in the NetSuite user interface generally also apply to matrix items imports.

• Each child matrix item can have separate pricing data.

• A limit of 2000 child matrix items are permitted for each parent matrix item.

• You can use the Import Assistant to add child matrix items to existing parent matrix items. Use the Subitem of field to store the value of the parent matrix item for each child.

• The following limitations apply to updates of matrix items with the Import Assistant:

  • You cannot change matrix option values for existing child matrix items.

  • You cannot change the parent matrix item (Subitem of value) for existing child matrix items.

  • You cannot change the matrix type value for existing matrix items.

  • Unlike in the user interface, matrix items imports cannot update child matrix items as a group in the parent item record. Each child matrix item record must be updated individually.

  • Otherwise, the fields that you can update with matrix items imports are the same as those you can update manually in the user interface. 

• You cannot use the Import Assistant to delete matrix options.

• In the user interface, child matrix items inherit Units Type field values from parent matrix items. However, items imports set Units Type field values separately on parent and child matrix items. You should map this field for both parent and child items and include values for both in CSV import files. Also note that Stock Units, Purchase Units, and Sale Units values are dependent on Units Type values.

• When you are using a CSV import for populating the facet field values, ensure that the facet field values are not missing for the child matrix items. If the facet field values are missing for the child matrix items, the facet filter might not work as expected. This issue is observed only when you use non-matrix options as facet fields.

The Import Assistant is available at Setup > Import/Export > Import Tasks > Import CSV Records. After you select the record type for import, you choose the import character encoding.