Creating and Managing Custom Records in NetSuite

📝 What Are Custom Records?

Custom Records are one of the most powerful features in NetSuite.
They allow you to create your own database tables inside NetSuite — tailored to your business.

Think of them as containers for unique types of data that don’t fit into standard records.

Examples:

• Warranty Tracking (linked to items/customers)
• Employee Certifications
• Equipment Maintenance Logs
• Vendor Contract Details

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🔧 Why Use Custom Records?

• Standard records don’t cover your unique process.
• You want to store additional structured information.
• You need reporting, permissions, and workflows for the new data type.
• You want to relate new data to customers, vendors, transactions, or items.

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⚙️ Key Settings When Creating a Custom Record

When you create a custom record (Customization > Lists, Records, & Fields > Record Types > New), you’ll define:

• Record Name → e.g., Warranty Tracking.
• ID Prefix → System ID prefix (e.g., custrecord_warranty_).
• Permissions → Who can view, create, or edit the record.
• Fields → Just like custom fields, you can add text, date, list, checkbox, etc.
• Links → Choose whether the record should appear under Customers, Items, Transactions, etc.

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✅ Example: Creating a Warranty Tracking Custom Record

Scenario: You sell electronic products and want to track warranty periods for each sale.

Steps:

1. Navigate to:
   Customization > Lists, Records, & Fields > Record Types > New
2. Enter:
   • Record Name: Warranty Tracking
   • Allow Attachments: ✅
   • Permissions: Give Sales and Support roles access.
3. Save the record type.
4. Add custom fields:
   • Warranty Start Date (Date)
   • Warranty End Date (Date)
   • Serial Number (Text)
   • Customer (List/Record → Customer)
   • Related Sales Order (List/Record → Transaction)
5. Deploy the record: check “Available in Lists” or “Link to Customer.”

Now, when users open a Customer record, they can see linked Warranty Tracking records.

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🔗 Linking Custom Records to Standard Records

• Use List/Record fields to connect custom records to Customers, Vendors, Items, or Transactions.
• Example: In the Warranty Tracking record, a Customer field links it directly to the Customer record.
• Once linked, you can:
  • View warranties on the Customer record
  • Create workflows (e.g., send reminder email before warranty expiry)
  • Run saved searches for expiring warranties

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💡 Pro Tips & Best Practices

• Always set permissions properly — sensitive custom data shouldn’t be open to all users.
• Use subtabs for better UI (place custom records under Customer or Item tabs).
• Combine with Workflows for automation (e.g., auto-calculate warranty end date).
• Use Saved Searches for reporting and reminders.

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📌 Key Takeaways

• Custom Records let you create new data structures in NetSuite.
• They’re best for tracking unique processes not supported by standard records.
• Linking records makes them much more powerful.
• Permissions and documentation are essential for good design.

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👉 Next Page: Custom Forms in NetSuite