Custom Records

Create your own record types in NetSuite.

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What are Custom Records?

Custom records let you store data that doesn't fit standard NetSuite records.

EXAMPLES OF CUSTOM RECORDS
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Standard Records:              Custom Records (you create):
├── Customer                   ├── Project
├── Sales Order                ├── Contract
├── Invoice                    ├── Asset
├── Vendor                     ├── Training Course
└── Item                       ├── Policy Document
                               └── Anything you need!

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When to Use Custom Records

Use Custom Records For	Don't Use For
Data that doesn't fit anywhere	Data that fits a standard record
Configuration tables	Simple lists (use Custom Lists)
Related data collections	Single values (use Custom Fields)
Tracking unique business objects	Temporary data

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Creating a Custom Record

Step-by-Step

HOW TO CREATE A CUSTOM RECORD TYPE
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Step 1: Navigate
Customization > Lists, Records, & Fields > Record Types > New

Step 2: Name it
├── Name: "Project"
├── ID: _project (auto-generated)
└── Description: "Track company projects"

Step 3: Set basic options
├── Include Name Field: ✓ (most records need this)
├── Show ID: ✓ (show project ID)
└── Show Creation Date: ✓

Step 4: Set access
├── Access Tab: Set permissions per role
├── Who can view/create/edit/delete
└── Usually starts with Admin only

Step 5: Add fields (after saving)
├── Go to: Customization > Lists, Records, & Fields > Record Fields
├── Create fields for: Project Manager, Start Date, Budget, etc.
└── Assign to your custom record

Step 6: Save

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Key Settings Explained

Setting	What It Does
Include Name Field	Adds a "Name" field automatically
Show ID	Displays a record ID number
Allow Inline Editing	Edit in list view
Use Permissions	Role-based access control
Show in List View	Appears in Lists menu

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Adding Fields to Custom Records

After creating the record type, add fields:

ADDING FIELDS TO A CUSTOM RECORD
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Step 1: Navigate
Customization > Lists, Records, & Fields > Record Fields > New

Step 2: Configure
├── Record Type: [Select your custom record]
├── Label: "Project Manager"
├── ID: _project_manager
├── Type: List/Record > Employee
└── Mandatory: ✓

Step 3: Save

Repeat for each field you need

Common Field Types for Custom Records

Field Type	Example Use
Free-Form Text	Project Name, Description
List/Record	Project Manager (Employee), Customer
Date	Start Date, End Date
Currency	Budget, Actual Cost
Check Box	Is Active, Completed
Integer	Priority (1-5), Count

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Real Example: Project Record

CUSTOM RECORD: PROJECT
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Record Settings:
├── Name: "Project"
├── ID: _project
├── Include Name Field: ✓
└── Show ID: ✓

Fields:
├── Project Name (Name field, included by default)
├── Project Manager: Employee lookup
├── Customer: Customer lookup
├── Start Date: Date
├── Target End Date: Date
├── Budget: Currency
├── Status: Custom List (Planning, Active, On Hold, Completed)
├── Priority: Integer (1-5)
└── Notes: Text Area

Subtabs:
├── Task subtab: Linked child records
└── Documents subtab: File attachments

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Parent-Child Records

You can link custom records together:

PARENT-CHILD RELATIONSHIP
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Parent Record: Project
│
└── Child Records: Project Tasks
    ├── Task 1: Design Phase
    ├── Task 2: Development
    └── Task 3: Testing

Setup:
├── Create "Project Task" record type
├── Add field "Parent Project" (type: List/Record > Project)
└── Child records link back to parent

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Accessing Custom Records

From the Menu

Lists > [Custom Record Name] > [List of Records]

From Saved Searches

You can search custom records just like standard records:

Reports > Saved Searches > New
Select: [Your Custom Record Type]

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Setting Permissions

CUSTOM RECORD PERMISSIONS
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Location: Record Type > Access Tab

For each role, set level:
├── None: Can't see record type at all
├── View: Can see but not create/edit
├── Create: Can create new records
├── Edit: Can modify existing records
└── Full: Can create, edit, delete

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Quick Reference

I want to...	Go to
Create new record type	Customization > Lists, Records, & Fields > Record Types > New
Add fields to record	Customization > Lists, Records, & Fields > Record Fields > New
View record list	Lists > [Record Name]
Set permissions	Record Type > Access tab
Search records	Reports > Saved Searches > New

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Tips

Do	Don't
Plan fields before creating	Add fields without planning
Use meaningful names	Name it "Custom Record 1"
Set permissions from start	Leave open to all
Create subtabs for organization	Crowd all fields together

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Key Takeaways

1. Custom records store unique business data
2. Plan your fields before creating
3. Set permissions per role
4. Use parent-child for related records
5. Searchable like standard records

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Related Topics

• Custom Subtabs, Lists & Fields - Adding fields
• Custom Forms - Customizing record forms
• Roles & Permissions - Access control