Module Overview
NetSuite allows you to run and distribute reports on a one-time or recurring basis using a schedule you define. This is useful for running large reports during off-peak hours or distributing reports automatically on a regular basis. For long-running reports, use "Alert Me When Ready" to continue working while the report loads in the background.
Scheduling Reports
Schedule reports to run automatically and be emailed to recipients at defined intervals.
📅 Schedule a Report
- Open the report you want to schedule
- Click the Calendar icon in the toolbar
- In the Schedule Reports popup, enter the date to run the report
- Enter a start time (preferably off-peak hours)
- For recurring schedules, select "Run Report More Than Once"
- Choose a recurrence: Daily, Weekly, Monthly, Yearly
- Set a schedule end date (or leave blank for indefinite)
- Add recipients in the distribution list
- Select the attachment format (Excel, PDF, CSV, Word)
- On the Message subtab, enter the email subject and message
- Click Save
⚠️ Peak Hours Warning
If you select a time during peak hours, NetSuite shows a warning flag. Reports that take longer than 3 minutes to run during peak hours are automatically disabled. If this happens, NetSuite emails the primary recipient that the report timed out. You must either optimize the report or reschedule it for off-peak hours.
💡 Example: Monthly Sales Report
Distribute the Sales by Customer report to sales managers on the 1st of each month:
| Setting |
Value |
| Run Report More Than Once | ✓ Yes |
| Recurrence | Monthly |
| Day of Month | 1st |
| Start Time | 6:00 AM (off-peak) |
| End Date | None (runs indefinitely) |
| Attachment Format | Excel |
Managing Scheduled Reports
📋 View All Scheduled Reports
A list of scheduled reports is available on the Reports Dashboard under the Scheduled Reports category.
Reports → Reports Dashboard → Scheduled Reports
✏️ Edit or Delete a Schedule
- Navigate to the Report Schedules page
- View information about owner, report name, and schedule details
- Click Edit to modify recurrence, recipients, or end date
- To delete, navigate to Actions → Delete
Alert Me When Ready
For reports that take a long time to load, use this feature to continue working while the report processes in the background.
🔔 How It Works
- When you run a lengthy report, NetSuite displays a message that it may take time to load
- Click "Alert Me When Ready"
- A report snapshot loads in the background
- You can continue working in NetSuite on other tasks
- When ready, NetSuite sends you an email with a link to the snapshot
- You can also access the snapshot from the Reports Dashboard under Scheduled Reports or in the Report Results portlet
💡 Snapshot Limitations
Report snapshots display static information from the point in time they were created. Date, subsidiary, and column filters are not available in snapshots. However, you can still use report tools to view and export the snapshot data.
🗑️ Delete Report Snapshots
When you're finished viewing a snapshot, delete it to keep your list clean:
- From the Report Results portlet, click Delete
- Or from the Report Results page, click Delete
NetSuite removes the snapshot from your list.
🎯 Key Takeaways
- Schedule reports to run automatically on a one-time or recurring basis
- Schedule during off-peak hours to avoid timeout issues (3-minute limit during peak)
- Add both internal and external recipients to the distribution list
- Manage schedules from the Reports Dashboard → Scheduled Reports
- Use "Alert Me When Ready" to process large reports in the background
- Report snapshots are static — they don't have dynamic filters
- Delete snapshots when finished to keep your list organized
✅ Week 1 Complete!
Congratulations on completing Week 1! You now know how to access, view, filter, export, and schedule NetSuite standard reports. In Week 2, you'll learn to build custom saved searches for even more powerful data analysis.