Applies to: Payroll users using ZonePayroll
Last updated: May 2025
Saved Searches are one of the most useful tools in NetSuite for Payroll Officers. They help you identify issues before payroll runs — like missing bank account details, unapproved time, or incorrect employment setups.
This guide walks you through how to build a Saved Search using real payroll examples, with clear instructions for beginners.
📘 What Is a Saved Search?
Saved Searches let you:
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Filter records (e.g. “Show me employees missing bank info”)
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Display only the fields you care about
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Export lists for checking and follow-up
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Drill into records directly from the results
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Run routine checks before payroll
✅ Example: Find Employees Missing Bank Account Info
This is one of the most common checks Payroll Officers need before each pay run.
Step 1: Create a New Saved Search
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Go to:
Reports > Saved Searches > All Saved Searches > New -
Select Record Type: Employee
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Give your search a name, e.g.
Employees - Missing Bank Account Info
⚠️ Make sure you fill in the Title — this is required!
Step 2: Add Criteria (Filters)
Go to the Criteria tab and click Add Filter. Add the following baseline filters to ensure your search includes only active, relevant employees:
| Field | Condition | Notes |
|---|---|---|
Is Inactive |
is false | Excludes inactive employees |
Is Template |
is false | Excludes employee templates |
Hire Date |
on or before today | Filters out future-dated hires |
Employment Status |
none of Terminated, Non Payroll | Excludes terminated and non-payroll staff |
Then add your custom criteria — for this example:
| Field | Condition | Notes |
|---|---|---|
Bank Account Number (Custom) |
is empty | Finds employees missing payment info |
💡 If you leave a condition or value blank, NetSuite will show a “Please enter value(s) for: Filter, Description” error — make sure each filter is fully filled out.
Step 3: Choose Results (Columns)
Go to the Results tab and choose the fields you want to see:
| Column | Why It’s Useful |
|---|---|
Employee ID |
Internal reference for matching records |
Employee Name |
Name of the employee |
Subsidiary |
Useful if you work across multiple entities |
Email |
So you can contact them easily |
Bank Account Number (Custom) |
Verifies what’s missing |
Pay Frequency (Custom) |
Shows weekly, monthly, etc. |
Employment Status |
Helps confirm current employee status |
You can click on any underlined value (like a name) to drill into the employee record directly.
🧠 Understanding Columns & Drill Downs
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Columns = What shows in your table (like Excel headings).
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Drill down = Click a row to open the underlying record.
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You can sort or filter columns directly from the result screen.
✅ Optional Filters You Can Add
| Filter | Purpose |
|---|---|
Termination Date is empty |
Excludes terminated staff more explicitly |
Start Date is on or before today |
Useful if you're unsure if Hire Date is used consistently |
Subsidiary = [your company] |
Limits results to your entity or region |
🧾 Other Useful Payroll Saved Searches
| Use Case | Record Type | Sample Filter |
|---|---|---|
| Missing Super Fund (AU) | Employee | Super Fund is empty |
| Future-dated Start (not yet onboarded) | Employee | Start Date is after today |
| Time not yet approved | Time | Approval Status is not Approved |
| Approved leave not taken | Leave | Status = Approved, Start Date in past |
📚 Field ID & Prefix Conventions (ZonePayroll)
To help you identify which custom records and fields belong to ZonePayroll, here’s a list of commonly used prefixes:
| Prefix | Meaning | Used In |
|---|---|---|
ICS |
Infinet Cloud Solutions (legacy name of ZonePayroll) | Core payroll records and workflows |
PR |
Payroll-related fields (Pay Frequency, Termination Type, etc.) | Field IDs and script names |
EFT |
Electronic Funds Transfer (banking fields) | Bank account, BSB, ABA files |
ATO |
Australian Taxation Office (AU-specific) | TFN, super fields |
CA |
Canada-specific fields | Federal and provincial tax fields |
NZ |
New Zealand-specific fields | IRD, KiwiSaver, leave types |
UK |
UK-specific fields (less common) | NI, HMRC, P60 references |
You can confirm if a field or record came with ZonePayroll by checking if it belongs to Bundle ID: 30500.
📦 Pro Tips for Payroll Officers
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✅ Always include base filters to avoid pulling inactive or test/template employees.
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🗓 Schedule searches to email yourself weekly before pay day.
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📤 Export search results as CSV to follow up or check offline.
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📌 Pin commonly used searches to your dashboard or shortcuts.