How Price Rules Use Dynamic Item Collections and Customer Groups

Price rules can use item collections and customer groups to decide which pricing applies. If those collections or groups are dynamic (based on a saved search), NetSuite refreshes their membership automatically on a schedule.

When you use a saved-search-based (dynamic) item collection or customer group in a price rule:

NetSuite creates and stores a snapshot of the items or customers that belong to the collection or group.
Price rules use this snapshot during price evaluation.

Use of this snapshot improves performance because NetSuite doesn't need to run the saved search every time it evaluates pricing.

How the Refresh Schedule Works

NetSuite refreshes dynamic membership using a periodic materialization process. This is how it works:

The system checks hourly for dynamic item collections and customer groups that are used by price rules.
During that hourly check, NetSuite refreshes any eligible collection or group whose snapshot is older than 12 hours.

In Advanced Pricing, changes to a saved search don't always take effect immediately. In most cases, the snapshot updates within a 12-hour freshness window.

Forcing an Immediate Manual Refresh

If you need changes to take effect right away, you can trigger an immediate refresh.

To force a refresh:

Open the item collection or customer group record.
Make a small edit (if needed).
Click Save.

Saving the record triggers immediate materialization, which updates the stored snapshot.

When Pricing Might Look Out of Date

You might see a short delay between changing a saved search and seeing updated pricing results.

This delay can happen when:

You update the underlying saved search used by a dynamic item collection or customer group.
The snapshot remains unchanged until either:
- the next scheduled refresh, or
- you manually refresh by editing and saving the record

Tip:

If pricing needs to reflect the change quickly, manually refresh the item collection or customer group after you update the saved search. For details, see Forcing an Immediate Manual Refresh.

Managing Visibility Differences for Saved Search Snapshots

Materialization runs the saved search as the System user. Running the saved search as the System user affects what gets included in the snapshot. Here's what you might notice:

You may see different results depending on your role and access restrictions.
Pricing might still apply to items or customers that you can't see, because the snapshot was built using System user access.

If you're a system administrator:

You don't need to schedule anything. The refresh happens automatically.
Manual refresh is the quickest way to align pricing with recent saved search changes.

To ensure accurate saved search snapshots:

Review saved search criteria carefully, especially if you rely on role-based visibility.
If the saved search depends on fields or filters that vary by user access, validate results with an administrator role.