NetSuite Custom Transaction Guide

How a NetSuite Custom Transaction Form is beneficial for your business

Today, NetSuite is widely recognized as one of the best cloud-based business solutions owing to its unique features and functionalities. The advanced NetSuite Custom Transaction Form is among them which is used for general ledger entries.  

Many times, your business may require making some adjustment(s) to your general ledger’s transactions. The journal entries are used to make these adjustments most often. But, with them, you will be able to make limited adjustments mainly because all the journal entries appear in the form of a list. As a result, it becomes extremely difficult to differentiate one type of entry from another and then make the necessary adjustments.

The NetSuite recently offered Custom Transaction Forms that are highly useful in creating various NetSuite custom transactions to best suit your business needs. In addition to that, they also offer the below-listed advantages. With them, you will be allowed to 

  • Name your transactions as per your preference
  • Create multiple types of transactions, for example, expense reports, journal entries, and many more

More importantly, these custom transactions have their own permissions, numbering scheme, and workflow logic. 

Now, let’s try to create a NetSuite Custom Transaction with the help of

NetSuite Custom Transaction Form 

There are three ways to choose the desired transaction form for customizing as per your business needs:-

  • Select the type of form you desire to customize and click on the ‘Customize’ button
  • Navigate to Customization -> Forms -> Entry Form, then

Click on the button ‘Edit’ or ‘Customize’ available next to the form name 

  • Go to Customization -> Forms -> Transaction Forms 

NetSuite Custom Transaction FormClick on the ‘Edit’ or ‘Customize’ present beside the form name 

(Note: Forms labeled as External, available in My Account and/or Customer Center of your NetSuite account are used for this purpose)

First, choose any of the above-mentioned options and enter your preferred custom transaction name in the ‘Name’ field. Then, start setting different properties of your transaction form.

The NetSuite Custom Transaction Form’s properties can be set in three different ways. They are:

  • For both, entry and transaction forms
  • Only for entry forms
  • Only for transaction forms

Setting properties for both, entry and transaction forms

  • Select your preferred form: Mark the button available next to the form that you wish to customize. Checking this button clears all the previous preferred forms.

Select your preferred formPlease make a note that only one form will be referred as the preferred form for every transaction type. In the future, this form will be used automatically for entering all the transactions that fall in this transaction type. 

  • Now, keep the following things in your mind before beginning to mark an entry/transaction form that is preferred for the Customer Central Role:

* The forms labelled with External can be used to mark ‘preferred’ only for a Customer Central Role

* The forms which are not labeled as External can’t be used to mark ‘preferred’ for any Customer Center roles

* Whenever a non-online order form is marked as ‘preferred’ for a Customer Center role, it will be saved as the transaction form for the order 

* If an online form has not been saved as the transaction form for an order, even though it is marked as ‘preferred’, then you can use a non-online order form labeled with ‘preferred’.

Also, make a note that the Employee Center roles will be given limited access to transaction forms. For instance, only one form will be allocated to this type of role. Further, the transaction form that has been set over any Employee Center role will be given more priority instead of the transaction form labeled with ‘preferred’.

Store the Transaction Form with a Record 

  • Attach a suitable reference to every record that has been created by this transaction form before storing it. Whenever you view or edit any of these records, the original record will be displayed through this transaction form.
  • The option ‘Store Form with Record’ will be ‘disabled by default’ in case of custom entry forms. This option is only available for the subset of transaction forms, and for which, it will be always in ‘enabled by default’ status. Other types of transaction forms do not feature this option, whereas the custom forms will be more often sorted with the records. 

Store the Transaction Form with a RecordSetting Properties Only for Entry Forms

  • Enable the Field Editing option on Lists: With inline editing, you will be allowed to edit fields on this transaction form through the ‘within the record view’. Furthermore, the fields that are qualified for editing will always exhibit the inline editing icon.
  • Make use of the pop-ups: Check whether you can utilize this transaction form in the pop-ups when you enter any information during the processing period. Because, only the item forms, entity forms, as well as custom record forms are capable of this. 

Only one type of form can be set as the pop-up form. Also, when you set a new form, the previously defined pop-up form gets disabled.    

Setting Properties Only for Entry Forms

  • Enable Add Multiple:

enable add multiple

Check whether the button ‘Add Multiple’ available on the item lists is marked to hide, if yes, then unmark it and enable it immediately. It is most essential for those forms that mostly rely on custom code scripts for validating line items. Because, when it is enabled, it allows the addition of multiple items to the item lists at once. In such a case, any of the custom code events linked with the Validate Line function defined for the transaction form will never fire.

  • Printing Type: Selected by default, this feature permits you to set up the custom transaction forms for utilizing PDF as well as HTML layouts.  But, it is available for use only whenever you enable the feature ‘Advanced PDF/HTML Templates’. For the rest of the cases, click on the ‘Advanced’ button to set the custom transaction form to make use of an advanced PDF/HTML template. 
  • Advanced PDF/HTML Template: You will be allowed to choose a template for your transaction form as per your need. However, this feature is available only when you enable the ‘Advanced PDF/HTML Template’. Further, set the ‘Printing Type’ feature to ‘Advanced’. 
  • Transaction Form PDF Layouts:Select any preferred layout for your transaction form. Then, click on the link ‘Custom Layouts’ available on the upper-right corner of the page for customizing it further.
  • Transaction Form HTML Layouts: Choose any layout as per your preference and click on the ‘Customize’ option for further modifications. You will find two types of layouts, for instance, standard layouts and classic layouts. These are applicable for all types of standard forms. Besides, these can be printable in PDF forms as well.
  • Remittance Slip: Define which kind of remittance slip you want to use for generating statements, invoices, packing slips, and return authorizations. However, if you want to avoid the current transaction form from printing with any remittance slip, then select the option ‘None’.

(Note that before using this feature, don’t forget to enable the option ‘Print Remittance Form with Invoices & Statements’)

  • Disclaimer: Enter a message or policy statement for this transaction form. You will be allowed to include about 4000 characters (including spaces).
  • Address: Specify an address for this transaction form. If you don’t specify, then the default address available on the page Company Information will be used for processing.

(Setup -> Company -> Company Information)

setup Company information

 

  • Logo: Select your preferred logo for this transaction form and upload it to your File Cabinet (Navigate: Documents -> Files -> Images). If you don’t select then the default logo available on the Company Information page will be used much like the default address.

logo

Images

  • Common Space: Refers to the maximum number of inches reserved as printable space on your transaction form. Even though this value is pre-determined in the ‘Page Width’ feature of your preferred layout, yet you can alter it by creating a custom layout. To do this, click on the link ‘Custom Layouts’ present on the upper right corner of the page.
  • Column Width: It is the width of every column available on your transaction form. This width will be determined on the basis of the total column width you enter in the ‘Column’ tab. In case, the total width exceeds your columns’ space, then the width of each column will be adjusted proportionally so that all the columns are perfectly fit within the page. 

Indeed, the availability of the NetSuite Custom Transaction Form is one of the best features of NetSuite. They are highly useful in creating custom forms as per your business needs rather than using the pre-built ones. 

With customized transaction forms, you can make any number of adjustments to your journal ledger entries or transactions, wherever, required. The entire process will be smooth and seamless as the usage of these customized transaction forms is absolutely user-friendly. Therefore, leverage this feature and enhance the overall efficiency of your NetSuite solution.

If you want saving time for your employees don’t hesitate to contacting us at [email protected] or calling  +61 480 016 233 

NetSuite professionals Services

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