This guide provides instructions for accessing and using the NetSuite Lookback Tool. This tool is a read-only archive of your franchise's historical data from the old NetSuite platform, as it existed at the time of the transition to the Evolution Platform (LightSpeed, Xero, and Vital). The Lookback Tool allows you to retrieve crucial historical information, such as past client details, invoices, and service reports, which is essential for continuity and reference.
Overview
The Lookback Tool is an important resource for accessing legacy data. It is a data browser, not a reporting tool, and it does not have any financial reporting capabilities. It's crucial to remember that this is a static snapshot of your data at the time of the platform migration. Any changes or new data added to NetSuite after this point will not be included in the Lookback App. The application is a read-only archive, meaning you cannot add or edit any information within it.
Prerequisites:
- You must have an active Poolwerx Google account.
- You must be using the Chrome web browser to access the application.
Step-by-Step Instructions
Follow these steps to access and navigate the NetSuite Lookback Tool:
- Open your Chrome web browser and navigate to the Lookback App URL.
- You would have received a personalised URL via email from 3ICT when your lookback tool became available.
- If you have lost this unique URL or are having trouble signing in, please log a ticket with 3ICT.
- When prompted, sign in using your Poolwerx Google account. You cannot use a mailbox alias to gain access.
- Upon successful login, you will be presented with a categorised view of your historical data. This main page will show you various data types you can browse, such as clients, invoices, and projects.
- Click on a specific category, such as Clients, to view a list of records. The search function on this screen will only search within the selected category.
- Once you select a specific record (e.g., a client), the application will display related data. For example, selecting a client will show you their related invoices, projects, and service reports.
- Within a record, look for links to documents or pictures. Invoice and service report PDFs are linked directly within the application where they were available in NetSuite.
- To explore other data categories, click the Menu button. This will reveal additional data views and categories that you can browse.
Key Considerations & Best Practices
To ensure quick and easy access, bookmark the Lookback App URL in your Chrome browser.
Remember that the search function is specific to the view you are in. If you can't find what you're looking for, try Browse a different category first before searching.
The Lookback Tool is for historical reference. All active business operations, client management, and financial reporting should be performed within the new Evolution Platform (LightSpeed, Xero, and Vital).
Be aware that the data is a snapshot. Do not use this tool to verify current information, as it will be out of date. Always rely on the Evolution Platform for real-time data.
Common Troubleshooting Issues / FAQs
Q: I can't access the app. It says my email is not recognised.
A: Ensure you are using a full Poolwerx Google account and not a mailbox alias. If you still cannot access it, contact Evo Support.
Q: The search function isn't working for me.
A: The search function only works within the current view. If you are looking at invoices, it will not search for a client name. You need to first navigate to the Client view to search for a client.
Q: Why are some pictures or documents missing?
A: The Lookback App only captured invoice and service report PDFs that were available in NetSuite. Pictures from service reports are included, but images stored in other parts of NetSuite were not captured.
Q: Can I get a specific financial report from the app?
A: No, the Lookback App is a data browser and does not have any financial reporting capabilities. If you require a specific financial report from your historical data, please submit a ticket with your request.