Using Power BI and Netsuite to Optimize Inventory Analysis
Enhancing Reporting and Data Management for Better Inventory Insights and Cost Efficiency
A company specializing in home improvement products faced significant challenges with their inventory analysis processes. Relying on manual data integration from Netsuite and Excel, the system was inefficient, error-prone, and costly. Our team developed a custom reporting solution using Power BI, integrating with Netsuite through its "Saved Searches" feature. This solution streamlined the data export process, significantly reduced reporting times, and lowered costs, ultimately enhancing the client’s inventory analysis and decision-making capabilities.
Industry
Home Improvement and Construction
Company overview
A mid-sized company with both physical warehouse locations and online operations selling a wide range of construction and furnishing products.
The Challenge
Though the client maintains a web shop, most of their inventory and accounting management is done through Netsuite. Their inventory and reporting processes were labor-intensive, requiring manual data export from Netsuite into Excel, where it was combined with other spreadsheets. This approach was time-consuming, error-prone, and lacked scalability because of:
Inefficient data handling
Manual data combination from Netsuite and Excel was prone to errors.
Slow API performance
Netsuite's API was too slow, making report generation inefficient.
High infrastructure costs
SQL Server and Azure infrastructure incurred high costs.
Scalability challenges
The system could not scale to meet growing inventory management needs.
Previously, an attempt was made to automate these processes using Netsuite's API, but this effort failed. The API's slow performance, combined with limitations like handling only 1,000 rows per request, made even simple report refreshes take hours. Additionally, the solution's reliance on SQL Server and Azure resources increased operational costs, which the client found unsustainable.
The Solution
After thoroughly analyzing the client's needs and challenges, we proposed a new solution that leveraged Netsuite's "Saved Searches" feature to export data directly into files that could be used by Power BI. This approach allowed for efficient data extraction without the limitations and delays caused by the Netsuite API. Additionally, the client’s IT department, accounting team, and warehouse management team provided feedback during testing and implementation.
Key Features
Netsuite Saved Searches
The feature was used to export raw data tables into files stored in Netsuite’s file cabinet, replacing API-based data retrieval.
Power BI integration
Power BI was configured to import and refresh data automatically from Netsuite. Data was updated every 15 minutes, allowing for near-real-time analysis.
Interactive dashboards
Power BI provided multiple dashboards to track inventory, sales, and stock status across different categories.
Cost savings
By eliminating SQL Server and Azure infrastructure, operational costs were significantly reduced.
Results and Outcomes
By using Netsuite’s Saved Searches, we bypassed the API limitations and provided a faster, more reliable data export process. The system was designed to scale with the business, allowing the client to easily adjust reports and dimensions as needed.
Moreover, avoiding SQL Server and Azure infrastructure resulted in significant savings, both in terms of direct costs and ongoing maintenance.
>90% faster report refresh
Refresh times were reduced from hours to minutes.
Cost savings
The client saved thousands annually by eliminating SQL Server and Azure costs.
Real-time data
Inventory data updates every 15 minutes, enabling near-real-time decision-making.
Improved decision-making
Real-time inventory insights and interactive dashboards enabled better stock management and informed business decisions.
Streamlined operations
The elimination of manual Excel processes reduced errors and saved time.
Enhanced user experience
Power BI's user-friendly interface allowed for flexible and interactive data exploration.
Conclusion and Future Plans
The new reporting solution transformed the client's inventory management, moving from error-prone manual processes to a streamlined, automated system. By leveraging Power BI and Netsuite Saved Searches, the client gained near-real-time visibility into stock levels, enabling proactive inventory decisions and timely reordering. With faster report refresh rates, reduced infrastructure costs, and enhanced user experience, the client now enjoys a more efficient and reliable workflow that can scale with future growth.
The integration has paved the way for continued improvements, with potential expansions in data analytics to support additional areas of operations.
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