NetSuite Custom Records: When and How to Use Them

NetSuite’s custom records allow you to extend the platform beyond its standard functionality. They enable you to store and manage data that doesn’t fit into existing record types. This guide explains when to use custom records and best practices for implementing them.

What are Custom Records?

Custom records are user-defined record types in NetSuite. They allow you to create entirely new data structures with custom fields, forms, and workflows. Custom records can be linked to standard records and used throughout the system.

When to Use Custom Records

  • Unique Data Requirements: When you need to track data that doesn’t fit into any existing record type.
  • Related Data Sets: When you need to associate multiple related entries with a single parent record.
  • Configuration Tables: When you need to store configuration data for scripts or integrations.
  • Audit Trails: When you need to track history or changes separately from standard records.

Creating Custom Records

Step 1: Define the Record Type

Navigate to Customization > Lists, Records, & Fields > Record Types > New. Define the record’s properties, including name, ID, and permissions.

Step 2: Add Custom Fields

Add the fields needed to capture your data. Consider field types, validation rules, and sourcing from related records.

Step 3: Create Custom Forms

Design forms to display and edit the custom record data. Consider the user experience and include only necessary fields.

Step 4: Set Up Access

Configure role permissions to control who can view, create, edit, and delete custom records.

Best Practices

  • Use descriptive names and IDs for easy identification.
  • Document the purpose and usage of each custom record.
  • Consider performance when linking custom records to high-volume standard records.
  • Use custom lists for dropdown values when appropriate.

Custom records are a powerful way to extend NetSuite’s capabilities. By using them appropriately, you can build solutions that perfectly fit your business needs. Contact Katoomi today to discuss your custom record requirements.