Each record in Oracle NetSuite can be uniquely identified by its record type in combination with either an External Id or a system-generated Internal Id.
Why use External Ids?
- Data Consistency Across Systems
- External Ids allow you to map records between NetSuite and external systems without relying on NetSuite’s internal Ids, which can change.
- Avoid Dependence on NetSuite Internal Ids
- NetSuite’s internal IDs are system-generated and can change if records are deleted and recreated.
- Optimize Relationships by using an External Id
- External Ids can be mapped into a Record Reference column without needing to query the Internal Id of the related record in NetSuite.
Update Existing Records
Integration without External Id
First, lets look at the standard method an integration will check for the existence of a record.
By default, an integration checks for existing records using grouped fields. For example, if the integration groups by a contact’s email address, it will:
- Search for an existing contact with that email.
- Create a new record if no match exists.
- Update the record if a match is found.
Integration with External Id
If the External Id field is mapped, the grouping will not be used to check for existing records. Instead the External Id will be used:
- Search for an existing contact with the provided External Id.
- Update the record if a match is found.
- Create a new record if no match exists.
Optimized Record References
If the data source contains an External Id for a related record, that Id can be sent into NetSuite.
For example, if I have the External Id for a customer that I want to link to the contact, I can use a Record Reference additional column to assign the External Id directly without an additional query to NetSuite.
