NetSuite is the most popular business management tool these days owing to its user-friendly interface. It offers many unique features and functionalities for the end-users. The creation or modification of NetSuite Custom Fields is one such feature of it. It facilitates the creation of custom record fields that are more specific to your business and inserting them into your records/transactions of your NetSuite account.
With it, you can easily design a custom field to suit your business requirements rather than just utilizing the pre-designed fields offered by the NetSuite.
What are the NetSuite Custom Fields?
The fields that are added to your records/transactions to document all the important data related to your business requirements are nothing but Custom fields. The recorded custom fields are then added to the existing and custom sub-tabs available on the entry form of your NetSuite account which is used to enter a record.
You need to understand the following things at the time of creating a custom field:
- You need to incorporate the main properties for the field
- Divide the field to the requested form
- Arrange the display properties required for the field
- Establish defaulting properties and desired validation
- You require to establish sourcing criteria for the field
- You need to generate hyperlinks and dynamic defaults
- Arrange any filtering criteria for the field
- You must establish some access restrictions based on the roles or departments
What are the different types of NetSuite Custom Fields available?
Below we have compiled a few custom records and transaction fields that you can create.
- Custom Item Fields
The fields that are added to Item records are referred as Custom Item Fields. Such records include accounting as well as website item records, for instance, records related to inventory, packaging, assembly/bill of materials items, group, inventory, and non-inventory.
- Custom CRM Fields
The fields used to add CRM records relate to Customer Support, Marketing, and Activity are called Custom CRM Fields. For example, events, tasks, campaigns, and cases.
- Custom Transaction Column Fields
The fields used for displaying the line-item columns of any transaction records are known as Custom Transaction Column Fields. The purchase items, sales items, opportunity items, store items, and expense items are some well-known examples.
- Custom Entity Fields
Custom entity fields are nothing but adding the field to the entity records. For instance, the record contains information related to employees, contacts, partners, vendors, and customers.
- Custom Item Number Fields
Here, the fields are added to lot numbered inventory records and serial to trace specific information to particular items or workflow exclusive to your business. This might cover recall information or quality control procedure.
- Custom Transaction Body Fields
These fields are added to the body of transaction records and incorporate reports associated with sales, purchase, expense report, journal entry, etc. The web store transactions/item receipts, invoices, purchase orders, sales orders, and opportunities are the best examples for these fields.
- Other Custom Fields
The fields added to custom records that are not determined by the above-mentioned categories fall under this type. For example, classes, departments, competitors, locations, and campaign events
How do you create a NetSuite Custom Field?
Here is a step-by-step process of how you can create a custom field:
Custom Transaction Field
- Fields can be approached under Customization->Lists, Records & Fields > Transaction Body Fields > New
- In the Label field that automatically appears based on the fields of the transactions you chose, just type a description for the field.
- You can create a new ID for this custom field with 30 characters long alphanumeric string. This string must include underscores (“_”), but not spaces
- When you enter the ID into this field, NetSuite automatically adds a prefix to it to indicate the kind of field that is being created
Choose the owner of this custom field. But, remember that only an owner can change this record.
5. Now, introduce a description in this field
6. Under the Type field, choose the type of custom field you wish to create. The selected type of field defines the other alternatives you can set on this page
7. If you have picked Multiple Select or List/Record in the Type field, then choose the record or list that comprehends the items for the list field
8. Usually, the Store Option is automatically enabled to ensure that the custom field values are saved in your NetSuite account. You can also modify it, in case, you wish to only display the custom field’s values instead of saving them.
9. You can also enable Use Encrypted Format option to encrypt the values of field saved in the databases (Remember once you enable this option, the setting cannot be changed)
10. To show the field automatically in the list of records the field is applied to tick the Show In List option
11. You can easily set this field for global search by ticking the Store Value and selecting any of the following types of fields – Email Address, Decimal Number, Hyperlink, HTML, Free-Form Text, Integer Number, Text Area, Percent Phone Number, and Currency.
12. In the custom field record, on the Access Subtab, if you select None option for Level for Search/Reporting option, then you cannot add any custom field to the global search
13. To specify that the chosen record type is Parent Record, tick the Record in Parent Box. This particular field helps in establishing a parent-child relationship between any two record types. Later on, in the future, if you wish to inactive this field, then just tick the Inactive box.
14. Once you have developed a custom field, you should be able to determine which types of records the field can be used for.
How to set a display option for Custom Fields?
For every custom field, you can identify the accurate location within the form that the field is to be displayed with respect to other fields and sub-tabs on the page.
- Click on the Display Sub-tab
- The fields on this sub-tab rely on the type of field you are modifying
- Under the Insert Before field, choose where to place your new fields on records
- This field lists already established custom fields of the same type
- You can also place a custom field at the top of a column or its bottom. This field is specially used to introduce a text area field at the top or bottom of a section or a tab that offers explanatory information.
- Choose any sub-tab you want to display on in the Sub-tab field.
- Select the display type. This will help you to determine how the custom fields act in NetSuite. Below are the types of display option for custom fields:
- Normal- An edited field is nothing but a normal field and you can use it with sourcing/defaulting information and custom code calculations.
- Disabled Field- A disabled field is the one that is not edited and is only used with sourcing/defaulting information and custom code calculations. Such a field that does not have a sourced or custom code information will not be displayed on the forms.
- Inline Text- This field is for informational targets only. The information in this field is the outcome of sourcing information or defaulting, and custom code calculation only.
- Hidden- This field is not seen when you apply a record or transaction. But, you can still search the value of this field
- If necessary, enter width properties and field height
- You can also enter text in the Link Text Field instead of entering URL for hyperlinks fields. It becomes easier for the users to see and identify the text instead of the URL.
- You can enter a short description in the Help Field regarding the type of information you want to introduce in this field. You can access this help when you click on the name of any particular field.
- Once you set the display properties, you can easily determine any default properties and validation.
How to assign a Custom Field to a specific record type?
For this, you must choose the appropriate record types where the field is available. You cannot use the field if you do not select a record type. Once you select a record type, the field displays all the forms automatically of that particular record type comprising any custom forms of that type. If you don’t want to display the new custom field, then you must edit the custom forms.
- Click on the subtab Applies To
- Tick the boxes to specify the records you want this field to show on
- Record the following:
- On the entry form you use to introduce records, in your NetSuite account, you can add recorded custom fields to existing and custom sub-tabs
- Transaction custom fields can be easily inserted to the body or the columns of transactions
- When you insert a custom field to the line items of the transactions you tend to implement the field to the kind of line item
How can you edit a Custom Field?
- Under Customization click Lists -> Records -> Fields where [Custom Fields], is the kind of custom field you want to edit. This page includes all the custom fields established for that field type.
- You can click on any of the custom fields if you wish to make changes on this page in relation to the following aspects.
- Field ID
- Field Owner
- Whether to make use of an encrypted format
- Whether to save values of this field
- Whether to have the field displayed in the list of records
- Click save after you are confident about the changes for this field
How to apply a new name to Custom forms?
When you change the name of a custom field, the name is not updated on custom forms that include the field. Here is a 3 step process to apply a new name to custom forms:
- Click Apply to Forms, after making alterations to your custom fields
- Change the field label on the Apply Custom Field to Forms page for each form that you want to make the change
- Click save
How to mass update Custom Fields?
A custom field must follow the below requirements to be available for mass update:
- It should not make a sourcing relationship
- It should support online editing
- It must exhibit on your preferred form for the kind of record updated
- It must remain saved
With the help of above-mentioned information, we can now easily create a new custom field and also assign it to a particular record type. The entire process is not that difficult and can be performed by following the instructions. It helps in better utilization of NetSuite custom fields, well-built as per your business requirements in boosting your overall productivity.
If you have any question or would like a discussion, please contact NetSuite Developer.