Custom Forms in NetSuite

📝 What Are Custom Forms?

Forms in NetSuite define how information is displayed and entered by users. While standard forms exist for every record type (like Sales Orders, Invoices, or Customers), businesses often need different layouts or fields for specific roles and processes.

That’s where custom forms come in.

Custom forms allow you to:

• Show or hide specific fields.
• Rearrange the layout of sections and subtabs.
• Control which sublists appear.
• Apply different forms to different roles.
• Add custom fields created with SuiteBuilder.

---

🔧 Types of Forms in NetSuite

1. Transaction Forms
   • Used for sales orders, invoices, purchase orders, etc.
   • Can be customized to include company-specific fields, terms, and workflows.
2. Entry Forms
   • Used for records like Customers, Vendors, Employees.
   • Helps capture entity-specific data in a user-friendly way.
3. Other Forms
   • Case forms, campaign forms, expense forms, and more — all can be customized.

---

⚙️ Key Settings When Customizing a Form

When editing a form (Customization > Forms > Entry Forms or Transaction Forms):

• Form Name → The title of the form (e.g., Sales Order – Wholesale).
• Fields → Choose which fields are displayed, required, or hidden.
• Sublists → Add/remove sublists (like Items, Communications, Activities).
• Tabs & Subtabs → Organize information into logical sections.
• Roles → Assign which user roles can access the form.
• Preferred Form → Set a default form for users/roles.

---

✅ Example: Creating a Custom Sales Order Form

Scenario: A wholesale distributor needs a Sales Order form tailored to bulk buyers.

Steps:

1. Go to Customization > Forms > Transaction Forms > Customize Sales Order.
2. Enter:
   • Name: Sales Order – Wholesale
   • Uncheck unnecessary subtabs (e.g., Marketing).
   • Add a custom field: Preferred Delivery Day.
3. In the Screen Fields tab:
   • Move “Terms” next to “Customer” for faster entry.
   • Make “Sales Rep” required.
4. In the Roles tab:
   • Assign to Sales – Wholesale role.
   • Set as Preferred.
5. Save.

Now, when wholesale users create Sales Orders, they see a streamlined form built for their process.

---

🔗 Assigning Forms by Role

• You can set different forms for different roles.
• Example:
  • Sales Order – Wholesale → visible only to Wholesale Sales roles.
  • Sales Order – Retail → visible only to Retail Sales roles.
• This ensures users see only the fields and layout relevant to their job.

---

💡 Pro Tips & Best Practices

• Keep forms clean and minimal — don’t overwhelm users with unnecessary fields.
• Use different forms for different processes/roles (retail vs wholesale, domestic vs international).
• Always set one Preferred Form to avoid confusion.
• Document your form changes so future admins know why multiple forms exist.
• Combine with Advanced PDF Templates to control both input (form) and output (print/email).

---

📌 Key Takeaways

• Custom forms define how users interact with records in NetSuite.
• Transaction forms and entry forms are the most commonly customized.
• Forms can be streamlined by rearranging fields, hiding sections, and controlling role access.
• Always balance usability with completeness — fewer clicks means happier users.

---

👉 Next Page: Building Workflows with SuiteFlow