Drilling into NetSuite Custom Fields

Drilling into NetSuite Custom Fields

Custom fields in NetSuite are an essential part of every module. Custom fields are those created manually by users based on their businesses requirements. All standard or customised records can have custom fields.

This is particularly useful during implementation and after go-live, as NetSuite users have the ability to continually grow and adapt the system to meet the continually evolving needs of their organisation.

Creating a Custom Field in NetSuite

To create a custom field, navigate to Customization > Lists, Records, & Fields > Find the type of Record you want to create the custom field on > New

There can be two types of custom fields in a transaction record:

  • Body fields
  • Line level fields

You are always advised to provide relevant Field Name, ID and Description while creating the custom field. It helps other business users get a clear idea about the functionality and purpose of the respective custom field.

Custom fields are divided into different types based on the data stored in them. Some commonly used custom field types are:

  • Checkbox. A simple tick box that is essentially saying something is either True or False.
  • Currency. A Field that records a dollar value.
  • Date. A date field that is formatted to your country’s date format.
  • Email Address. Ensures email addresses into the system have correct structure and syntax.
  • Free-Form Text. An open text field that allows entry of any alphanumeric characters.
  • Hyperlink. And active hyperlink to another URL.
  • Inline HTML. Allows for entry of text that can be formatted with HTML.
  • Integer Number. Allows the entry of a standard numeric character.
  • List/ Record. Displays Records contained within a specific list in other areas of the NetSuite system.
  • Multiple Select. Allows for multiple options to be selected from a predefined list.
  • Phone Number. Ensures phone numbers entered into the system are done so in a consistent manner in line with local country standards.
  • Text Area. Allows entry of text into a field that is expected to be short. (Less than 255 Characters)

You can select the data type of the custom field that you want to use based on the data you are planning to store in that field.

There is also an option to store the value in the custom field by checking the ‘Store Value’ checkbox and vice versa. This option is checked by default while creating a custom record. If this option is unchecked, then the value in the field is not stored which means that it can have dynamic values.

To show the field in the records list, we have to check the ‘Show in List’ checkbox.

The user can also search for related records to this field globally with the field value. To enable this option, they have to check the ‘Global Search’ checkbox. If this field is greyed out then check the ‘Store Value’ checkbox.

Applies To Tab

In the next step, the user has to select the record they want the custom field to be applied to from the list of records displayed in the ‘Applies to’ tab. The list of records differs for each type of custom field.

Display Tab

In the ‘Display’ tab, the user can configure the field to show it in a particular Subtab. The user can also select the Display Type for this field based on the business process. It is also advised that a meaningful detail is captured for the field in the ‘Help’ field to help the users interacting with this field get a better idea of its intended contents.

Validation and Defaulting Tab

In the ‘Validation & Defaulting’ tab, a field can be made mandatory by checking the ‘Mandatory’ checkbox. This is also possible by checking the mandatory checkbox in the Custom Form column as discussed in this previous post. We can also enable spelling check for the entered field data by checking the ‘Check Spelling’ checkbox.

There is an option to assign a default value for this custom field. We can add a value or a formula in the ‘Default Value’ field to assign a default value for this custom field. Please note that if you are adding a formula, it is advised to check the ‘Formula’ checkbox on the right. We can also add search results in the custom field. More about this on the upcoming articles.

Sourcing and Filtering Tab

We will move to the ‘Sourcing & Filtering’ tab. In this tab we can choose the Source List and field to source specific data for the custom field.

Access Tab

In the ‘Access’ tab, the default permissions for accessing and searching the custom field data is defined. These permissions can be Edit, View or None. This is where an administrator is able to decide who in the organisation can see or edit the information in the field, or whether or not they can see it at all.

Finally, when we are about to save the field, we can choose the option ‘Save & Apply to Forms’ to select the forms we want the custom field being applied to.

A word of caution!

Whilst adding fields to forms and transaction records in NetSuite is very simple to do, any business planning on using this functionality should have an internal policy on how new fields are proposed, implemented and rolled out across the business.

 

In our experience, there should be a single resource within the business who has the responsibility of maintaining all custom fields in your NetSuite system along with completing in the documentation that is required to track and manage all business-use cases.

At Klugo, we also provide a complete range NetSuite administrative and managed service offering and provide our customers with the peace of mind that’s they are collaborating within NetSuite expert to ensure the best use of NetSuite and paying attention to the bigger picture.

Is it time for a NetSuite healthcheck?

Klugo are experts in helping existing NetSuite customers review their current NetSuite implementation, identify areas of risk or potential benefit, and assist with NetSuite enhancements and improvements.

If you are an existing user of NetSuite, or are having difficulties with your implementation, our team of local NetSuite experts are here to help. We have assisted many NetSuite customers evaluate their current NetSuite implementation and configuration, advise on remediation of any current issues or problems, and provide solutions for ongoing improvement of your NetSuite system.

More tips on our LikedIn

Follow our company page on LinkedIn for more tips, how-to’s, support and news from the Best-in-Class ERP software for the cloud. Keep posted with all things NetSuite.

Michael Dean

Michael Dean

Business Consultant

Read more posts from Michael and follow him for more tips and tricks on leveraging the power of NetSuite.

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Enabling Inline Editing Feature in NetSuite

Enabling Inline Editing Feature in NetSuite

Inline Editing feature can help saving Accountant’s and Sales Rep’s time by allowing them to quickly update records within a saved search portal.

Henry Sack, Klugo’s Solutions Consultant writes the next tip to do activate inline editing in NetSuite, a feature that rarely makes it into the sales or accounting team’s highlights.

Enabling this feature

Setup > Company > Enable Features > Company sub-tab > Data Management > Inline Editing

Once enabling this feature, all custom records will by default have the “Enable Inline Editing” marked as true. Administrators will still have the permission to override the preference.

Additional Requirements

  • User must have the permission to edit the record.
  • User must have the permission to edit that intended field.
  • The record must have Inline Editing enabled on the record form.
  • The field must be visible in the particular record form.
  • The field Display Type should be set to Normal in the form.
  • The Saved Search must have Inline Editing enabled.

Steps to Inline Edit

1. Create a Search Search that display’s the fields in which you wish to Inline Edit.

2. Save and Run the saved search, making sure the Edit button is checked green. This will add the pencil image to fields that are editable with Inline.

3. Click on the field that you wish to update. Once the value has been updated, press enter to lock in the change.

The inline edit tool is also a useful way to delete records in bulk when the user has the necessary permission. TO do so, select the range of records that you wish to delete by clicking on the top cell, then while holding the shift key, click on the last cell to group the range of records.

This feature is also available on saved searches that are published to dashboards

Keeping forecasts updated has never been easier. Sales Reps, for example, can have all their information displayed on their dashboard and not have to open the record to update it. This saves having multiple-tabs open and finding the field to edit. 

More tips and tricks coming, keep up to date following Henry and Klugo’s LinkedIn pages.

More tips on our LikedIn

Follow our company page on LinkedIn for more tips, how-to’s, support and news from the Best-in-Class ERP software for the cloud. Keep posted with all things NetSuite.

Henry Sack

Henry Sack

Solutions Consultant

Read here Henry’s original post and follow him for more tips and tricks on leveraging the power of NetSuite.

Need a specialist’s free advice?

Feel free to call an expert in NetSuite today.
Find out how cloud-based technology can support your business growth.

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Optimising Your Forms to Streamline Your Data Entry

Optimising Your Forms to Streamline Your Data Entry

Forms are an essential part of the NetSuite ecosystem, NetSuite provides a standard set of forms for every record type, however users can and should be reviewing the standard fields on the form, and optimising them to ensure that they are designed for fast data entry.

NetSuite provides a standard set of forms for every record type, however users can and should be reviewing the standard fields on the form, and optimising them to ensure that they are designed for fast data entry. The impact on speed of data entry for a well optimised form can be huge to a business. Consider how many times a day, week, month, year that users are entering data and it is pretty easy to see how even a 10 to 20 second improvement in form completion times can save significant time for users. 

NetSuite administrators can customise the any standard form as per their business process requirements and needs and then set the newly created custom form as the preferred default form for the particular record. 
Further more, different types of forms can be created depending on the nature of the record. An example of this might be having two variations of a form to cater for simple purchase orders, and more complex purchase orders. 

In NetSuite, there are two types of forms:

  • Entry forms
  • Transaction forms

In this article we will help users understand how to set up the custom form for a faster data entry.

Optimising NetSuite Forms

There are four different elements in a custom form. These are:

  • Standard and custom fields
  • Standard and custom tabs
  • Sub-lists and sub-list fields
  • Standard and custom actions

We can customise each of these elements to make the form more user friendly and automated and save end users valuable time in form completion. 

To Customise a form, any user with administrative access should be able to see this option at the top of any form.

Another way to access the form customisation screen is from the tabs. Go to:

Customisation > Forms > choose the type of form you are trying to customise. 

In the list of the forms, find the form you want to modify and Click on ‘Customise’ or ‘Edit’ button to open the form settings in the edit mode.

After you have entered the form customisation screen, you can begin to make the changes required to optimise the end user data entry experience. 

Showing or hiding tabs

The necessary tabs can be shown or hidden in the edit mode of the corresponding form. The user has to find the tab in the list that should be shown and check the checkbox in the ‘Show’ column to show the tab and vice versa.

By hiding the unnecessary tabs the user can remove the un-required information that can be distracting for users. Please note that some of the NetSuite standard tabs cannot be hidden and the checkbox is disabled by NetSuite.

Renaming the tabs, fields, sub-lists and sub-list fields

The user can rename the tabs, fields, sub-lists and sub-list fields to a name that is more inline with the terminology commonly used in your business. This will result in better understanding for the user and make it easier for new users to pick up the system.

We can find the option to rename the fields in the ‘Screen Fields’ or ‘Fields’ tab, sub-lists and sub-list fields in the ‘Sub-lists’ and ‘Sub-list Fields’ tab and in the label column.

Showing or hiding fields

The necessary fields can be shown or hidden by checking or un-checking the checkbox in the ‘Show’ column to show the field and vice versa. Please note that some of the NetSuite standard tabs cannot be hidden and the checkbox is disabled by NetSuite.

We can find the option to show or hide the fields in the ‘Screen Fields’ or ‘Fields’ tab.

Modifying the field type as Mandatory

If there are necessary fields that should always be completed on the form, it’s a good idea to make the field mandatory to ensure data integrity and accurate reporting and searching. This will prompt users to enter values for the mandatory fields if they try to save the form without entering the required data. The field type can be changed to mandatory by checking the checkbox in the ‘Mandatory’ column. 

Note: Think about the use case of making a field mandatory and use only when necessary, NetSuite will prevent users from saving a record if the field is mandatory, so make sure that this information is required 100% of the time, otherwise this can result in frustrated users or incorrect information. 

Changing the display type of a field and making it inline editable.

NetSuite gives us the flexibility to change the display type of the field as per our requirement. These options can be found in the ‘Display Type’ column. We can disable or make a field inline editable with this functionality. By default a field’s display type is selected as Normal.

Renaming and changing the display type of actions

There are different types of actions that can be performed in the form. We can rename these actions to a more user-friendly name. In addition to this the frequently used actions can be shown as a button and the less frequently used actions can be shown in the menu. This helps to make the form look cleaner and improves end user experience.

Show or hide Sub-lists and sub-list fields.

Different sub-lists in the form can be shown and hidden as per  business requirements. We recommended to hide a field if it is not relevant to the user or the form.

In addition to the above changes, we can also modify the custom fields in the field setup page. These changes apply to all forms using that field. We will be giving our advice for how to get the most out of NetSuite custom field creation in our upcoming tips and how-to’s. 

Follow Klugo for NetSuite Hint’s and Tips. We post every Tuesday and Thursday. If you have any specific topics you would like us to cover, please feel free to reach out. 

More tips on our LikedIn

Follow our company page on LinkedIn for more tips, how-tos, support and news from the Best-of-Class ERP software for the cloud. Keep posted with all things NetSuite.

Michael Dean

Michael Dean

Business Systems Consultant

Read here Michael’s original post and follow him for more tips and tricks on leveraging the power of NetSuite.

Need a specialist’s free advice?

Feel free to call an expert in NetSuite today.
Find out how cloud-based technology can support your business growth.

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RF-SMART: NetSuite Inventory Management & WMS

RF-SMART: NetSuite Inventory Management & WMS

SuiteConnect was held in Sydney in February 2019. Henry Sack, Klugo’s Solution Consultant, met with RF-SMART’s team and discussed the Inventory Management tools available with their mobile solution built for NetSuite.

Whether you are a company that is already on the NetSuite platform or looking for an ERP solution that will help solve your inventory warehousing issues, RF-SMART is a solution to seriously consider. Not only does RF-SMART enhance existing NetSuite functionality, but it also extends NetSuite capabilities with features such as Cycle Counting, Pick Planner and Pack Station.

Speaking from experience, when Inventory Management becomes a discussion point during the sales discovery, common issues businesses have been and are not limited to:

  • Inaccurate Inventory; Cushion Stock, Stock in the wrong location
  • Missed Shipments & Order Reworking
  • Increasing Shipping Costs & Timeliness of receipting and fulfilling
  • Manually recording/keying transaction data into the current system
  • Human counting and keying errors
  • Operation shutdown to complete stock takes
  • No picker planner for staff to fulfil orders
  • Transactions entered after the fact
  • Human counting and keying errors

RF-SMART enables businesses to automate processes by and not limited to:

  • Enabling transacting from Purchase Orders as soon as items have arrived
  • Scan and put away items
  • Alerting the users if the items are required right away or if there is a storage
  • Workers are set on the most efficient picking path
  • Clear visibility to inform the user if items are in multiple locations
  • A pick is validated when the item is scanned
  • Replace operation stock take shutdowns with cycle counts
  • Eliminate human counting and keying errors with scanning

RF-SMART is another excellent solution that leverages the power of NetSuite. Whether you are currently on the NetSuite platform and want to enhance your WMS operations or looking to move to NetSuite and want to solve typical inventory/warehousing issues with scalable technology, RF-SMART is the solution.

For more information, visit RF-SMART

RF-SMART for NetSuite can be implemented in Australia through Solution Providers like Klugo. Follow us, we will keep you informed about the latest Solutions available to enhance NetSuite like RF-SMART.

More tips on our LikedIn

Follow our company page on LinkedIn for more tips, how-to’s, support and news from the Best-in-Class ERP software for the cloud. Keep posted with all things NetSuite.

Henry Sack

Henry Sack

Solutions Consultant

Read here Henry’s original post and follow him for more tips and tricks on leveraging the power of NetSuite.

Need a specialist’s free advice?

Feel free to call an expert in NetSuite today.
Find out how cloud-based technology can support your business growth.

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Adding RSS Feeds to NetSuite Dashboards

Adding RSS Feeds to NetSuite Dashboards

We often sit at work with two or more screens open, one for business operations and the other to track other important information like daily news or our company’s Facebook or Twitter account. RSS (Rich Site Summary) feeds enable NetSuite users to free up that extra desktop screen by showing a quick snapshot of other sources of information.

The NetSuite Dashboard is a powerful tool that allows users to customise and configure a personalised home screen around the tasks and information they deal with on a day to day basis. James Schwarz, Klugo’s Implementation Consultant, explains how the RSS Feed function can bring external information directly in the NetSuite Dashboard. A powerful portlet which is often underutilised.

An RSS Feed is a service that can be subscribed to and gives a flow of information that can be fed directly to other applications like NetSuite’s Dashboard. NetSuite provides standard RSS Feeds like Yahoo Business News and ESPN headlines, but it can also be personalised to users’ needs. NetSuite allows users to add custom feeds to their dashboard with RSS URLs, many online tools offer this service and even some of these are free.

A simple Google search will result in a list of RSS builders that can be used. For the example below, the online tool Fetch RSS was used to generate a link for Klugo’s Facebook account feed.

Setting an RSS feed in NetSuite.

1. Click the “Personalise Link” on your dashboard and drag the RSS Atom Feed portlet onto your dashboard.

2. Select Set Up in the top right corner of the portlet.

3. Select Custom and copy in the RSS Feed URL you have generated through an online tool and click on save.

The result, we have Klugo’s Facebook posts directly on the NetSuite Dashboard! 

There are also specific RSS Feed converters on the web that are more in depth allowing you to drill down on specific results. For example simpletracking.com will give you updates on DHL tracking numbers.

Take advantage of this powerful tool and Stay tuned for more NetSuite tips and tricks.

More tips on our LikedIn

Follow our company page on LinkedIn for more tips, how-to’s, support and news from the Best-in-Class ERP software for the cloud. Keep posted with all things NetSuite.

James Schwarz

James Schwarz

Implementation Consultant

Read here James’s original post and follow him for more tips and tricks on leveraging the power of NetSuite.

Need a specialist’s free advice?

Feel free to call an expert in NetSuite today.
Find out how cloud-based technology can support your business growth.

Top KPIs that Every Wholesaler Should be Tracking Right Now

Wholesale distribution has emerged as one of the top performing industries in terms of cloud technology take up. This early adoption, when compared to other industries such as professional services or manufacturing has seen Australian wholesale distribution business...

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Adding a Timeline to the Customer Dashboard

Adding a Timeline to the Customer Dashboard

Many users are aware that the customer record, like other entity records, have a dashboard view. What users don’t take advantage of is adding the Timeline portlet that outlines the interaction between the entities.

Personalise your Customer Dashboard

1. Switch to the Customer Dashboard view by clicking on View Dashboard located in the top corner, to the right from the Customer’s Name.

2. In the Customer Dashboard view, click on Personalise in the module’s top menu.

3. Enable this useful feature by dragging the Timeline portlet onto the page.

Sales Reps and Account Managers can take advantage of this feature to get a quick overview with regards to the communication and interaction. Records and transactions such as Sales Orders, Estimates, Phone Calls and Messages can be viewed in this portlet.

The portlet will inform the users on details such as the date it was created/sent, transaction status and totals. It is a perfect tool to keep staff informed but also very useful to bring new staff members up to date with your customers’ activity.

At the moment, this portlet is only available for the Customers dashboard. There’s no information if this feature will be made available for Vendors or Partners dashboards, follow us, and we will keep you updated on the matter.

More tips on our LikedIn

Follow our company page on LinkedIn for more tips, how-to’s, support and news from the Best-in-Class ERP software for the cloud. Keep posted with all things NetSuite.

Henry Sack

Henry Sack

Solutions Consultant

Read here Henry’s original post and follow him for more tips and tricks on leveraging the power of NetSuite.

Need a specialist’s free advice?

Feel free to call an expert in NetSuite today.
Find out how cloud-based technology can support your business growth.

Top KPIs that Every Wholesaler Should be Tracking Right Now

Wholesale distribution has emerged as one of the top performing industries in terms of cloud technology take up. This early adoption, when compared to other industries such as professional services or manufacturing has seen Australian wholesale distribution business...

Manufacturing Software in 2019. How MRP Platforms have Changed.

In the past decade the manufacturing industry in Australia has changed dramatically, and so has Manufacturing Software (also known as MRP software). Interestingly, the concept of Enterprise Resource Planning software was born in the manufacturing industry. In the late...

The Omni-Channel Retail Customer is Changing

In 2019, the average consumer has evolved into a multi-channel purchasing machine. As the traditional customer buying journey continues to grow, retailers and wholesalers need to consider opportunities to cater to a new, savvier buyer. The question is though, where...

How is Field Service Software Helping Businesses to Get Ahead 2019?

Since 2014, we have seen a steady increase in both new field service businesses coming to market, as well as strong growth in existing operations. What is even more interesting is the number of retailers, wholesale distributors and manufacturers who are looking it...

Is your distribution business getting divided by Xero? NetSuite can help.

Accounting software like Xero provides outstanding functionality for small businesses, however, as they grow, software limitations become a daily frustration and sink managers in a sea of additional systems and apps to fill the gaps. Entry-level software packages in...

How Aussie Retailers are Surviving the Arrival of Amazon

After a slow Christmas, retail businesses across Australia brace for 2019. Investing in efficient and fast-implemented technology seems to be the trending solution to aid the highly competitive retail industry. With increasing adoption of Google Home, Apple's Siri and...