Custom Records

Custom Records allow you to create new data structures in NetSuite to store business information that doesn't fit standard records.

When to Use Custom Records

Use Case	Example
Tracking data	Approval history, audit logs
Configuration	Settings, thresholds, mappings
Master data	Product specifications, vendor certifications
Workflow data	Approval requests, task assignments
Integration data	External system references

Custom Record Architecture

┌─────────────────────────────────────────────────────────────────────────────┐
│                    CUSTOM RECORD STRUCTURE                                   │
└─────────────────────────────────────────────────────────────────────────────┘

     ┌──────────────────────────────────────────────────────────────────┐
     │  CUSTOM RECORD TYPE (Definition)                                  │
     │  customrecord_invoice_approval                                   │
     │  ────────────────────────────────────────────────────────────────│
     │  • Record name                                                   │
     │  • Permissions                                                   │
     │  • Features (sublists, numbering, etc.)                         │
     └──────────────────────────────────────────────────────────────────┘
                                    │
                                    │ Contains
                                    ▼
     ┌──────────────────────────────────────────────────────────────────┐
     │  CUSTOM FIELDS (Definition)                                       │
     │  ────────────────────────────────────────────────────────────────│
     │  custrecord_ia_invoice     │ SELECT (Invoice)                    │
     │  custrecord_ia_status      │ SELECT (Custom List)                │
     │  custrecord_ia_approver    │ SELECT (Employee)                   │
     │  custrecord_ia_notes       │ TEXTAREA                            │
     │  custrecord_ia_amount      │ CURRENCY                            │
     │  custrecord_ia_date        │ DATE                                │
     └──────────────────────────────────────────────────────────────────┘
                                    │
                                    │ Creates instances
                                    ▼
     ┌──────────────────────────────────────────────────────────────────┐
     │  RECORD INSTANCES (Data)                                          │
     │  ────────────────────────────────────────────────────────────────│
     │  ID: 1  │ Invoice: INV-001 │ Status: Pending │ Amount: $5,000    │
     │  ID: 2  │ Invoice: INV-002 │ Status: Approved │ Amount: $2,500   │
     │  ID: 3  │ Invoice: INV-003 │ Status: Rejected │ Amount: $10,000  │
     └──────────────────────────────────────────────────────────────────┘

Custom Record XML Structure

<?xml version="1.0" encoding="UTF-8"?>
<customrecordtype scriptid="customrecord_invoice_approval">
    <!-- Basic Settings -->
    <recordname>Invoice Approval</recordname>
    <description>Tracks invoice approval requests</description>

    <!-- Display Options -->
    <includename>T</includename>          <!-- Include Name field -->
    <showid>T</showid>                    <!-- Show internal ID -->
    <shownotes>T</shownotes>              <!-- Show notes subtab -->
    <showinlist>T</showinlist>            <!-- Show in Lists menu -->

    <!-- Permissions -->
    <accesstype>USEPERMISSIONLIST</accesstype>

    <!-- Numbering -->
    <numberingprefix>IA-</numberingprefix>
    <numberingsuffix></numberingsuffix>
    <numberingmindigits>4</numberingmindigits>
    <numberinginit>1</numberinginit>

    <!-- Record Permissions -->
    <recordstype>RECORDS_ONLY</recordstype>

    <!-- Custom Fields -->
    <customrecordcustomfields>

        <customrecordcustomfield scriptid="custrecord_ia_invoice">
            <label>Invoice</label>
            <fieldtype>SELECT</fieldtype>
            <selectrecordtype>-30</selectrecordtype>  <!-- Invoice -->
            <ismandatory>T</ismandatory>
            <displaytype>NORMAL</displaytype>
        </customrecordcustomfield>

        <customrecordcustomfield scriptid="custrecord_ia_status">
            <label>Approval Status</label>
            <fieldtype>SELECT</fieldtype>
            <selectrecordtype>[customlist_approval_status]</selectrecordtype>
            <ismandatory>T</ismandatory>
            <defaultvalue>1</defaultvalue>
        </customrecordcustomfield>

        <customrecordcustomfield scriptid="custrecord_ia_approver">
            <label>Approver</label>
            <fieldtype>SELECT</fieldtype>
            <selectrecordtype>-4</selectrecordtype>  <!-- Employee -->
            <ismandatory>T</ismandatory>
        </customrecordcustomfield>

        <customrecordcustomfield scriptid="custrecord_ia_amount">
            <label>Amount</label>
            <fieldtype>CURRENCY</fieldtype>
            <ismandatory>F</ismandatory>
        </customrecordcustomfield>

        <customrecordcustomfield scriptid="custrecord_ia_date">
            <label>Request Date</label>
            <fieldtype>DATE</fieldtype>
            <defaultvalue>TODAY</defaultvalue>
        </customrecordcustomfield>

        <customrecordcustomfield scriptid="custrecord_ia_notes">
            <label>Notes</label>
            <fieldtype>TEXTAREA</fieldtype>
            <ismandatory>F</ismandatory>
        </customrecordcustomfield>

        <customrecordcustomfield scriptid="custrecord_ia_approved_by">
            <label>Approved By</label>
            <fieldtype>SELECT</fieldtype>
            <selectrecordtype>-4</selectrecordtype>
            <displaytype>INLINE</displaytype>
        </customrecordcustomfield>

        <customrecordcustomfield scriptid="custrecord_ia_approved_date">
            <label>Approved Date</label>
            <fieldtype>DATETIME</fieldtype>
            <displaytype>INLINE</displaytype>
        </customrecordcustomfield>

    </customrecordcustomfields>

    <!-- Role Permissions -->
    <permissions>
        <permission>
            <permittedlevel>FULL</permittedlevel>
            <permittedrole>ADMINISTRATOR</permittedrole>
        </permission>
        <permission>
            <permittedlevel>EDIT</permittedlevel>
            <permittedrole>CUSTOMROLE_APPROVER</permittedrole>
        </permission>
        <permission>
            <permittedlevel>VIEW</permittedlevel>
            <permittedrole>CUSTOMROLE_VIEWER</permittedrole>
        </permission>
    </permissions>

</customrecordtype>

Field Types Reference

┌─────────────────────────────────────────────────────────────────────────────┐
│                    CUSTOM FIELD TYPES                                        │
└─────────────────────────────────────────────────────────────────────────────┘

┌─────────────────────┬────────────────────────────────────────────────────────┐
│  Type               │  Description & XML Example                             │
├─────────────────────┼────────────────────────────────────────────────────────┤
│  TEXT               │  Single-line text                                      │
│                     │  <fieldtype>TEXT</fieldtype>                          │
├─────────────────────┼────────────────────────────────────────────────────────┤
│  TEXTAREA           │  Multi-line text                                       │
│                     │  <fieldtype>TEXTAREA</fieldtype>                      │
├─────────────────────┼────────────────────────────────────────────────────────┤
│  DATE               │  Date only                                             │
│                     │  <fieldtype>DATE</fieldtype>                          │
├─────────────────────┼────────────────────────────────────────────────────────┤
│  DATETIME           │  Date and time                                         │
│                     │  <fieldtype>DATETIME</fieldtype>                      │
├─────────────────────┼────────────────────────────────────────────────────────┤
│  INTEGER            │  Whole numbers                                         │
│                     │  <fieldtype>INTEGER</fieldtype>                       │
├─────────────────────┼────────────────────────────────────────────────────────┤
│  FLOAT              │  Decimal numbers                                       │
│                     │  <fieldtype>FLOAT</fieldtype>                         │
├─────────────────────┼────────────────────────────────────────────────────────┤
│  CURRENCY           │  Currency amounts                                      │
│                     │  <fieldtype>CURRENCY</fieldtype>                      │
├─────────────────────┼────────────────────────────────────────────────────────┤
│  PERCENT            │  Percentage values                                     │
│                     │  <fieldtype>PERCENT</fieldtype>                       │
├─────────────────────┼────────────────────────────────────────────────────────┤
│  CHECKBOX           │  True/False                                            │
│                     │  <fieldtype>CHECKBOX</fieldtype>                      │
├─────────────────────┼────────────────────────────────────────────────────────┤
│  SELECT             │  Dropdown list                                         │
│                     │  <fieldtype>SELECT</fieldtype>                        │
│                     │  <selectrecordtype>-4</selectrecordtype> (Employee)   │
├─────────────────────┼────────────────────────────────────────────────────────┤
│  MULTISELECT        │  Multi-select list                                     │
│                     │  <fieldtype>MULTISELECT</fieldtype>                   │
├─────────────────────┼────────────────────────────────────────────────────────┤
│  RICHTEXT           │  HTML editor                                           │
│                     │  <fieldtype>RICHTEXT</fieldtype>                      │
├─────────────────────┼────────────────────────────────────────────────────────┤
│  EMAIL              │  Email address                                         │
│                     │  <fieldtype>EMAIL</fieldtype>                         │
├─────────────────────┼────────────────────────────────────────────────────────┤
│  PHONE              │  Phone number                                          │
│                     │  <fieldtype>PHONE</fieldtype>                         │
├─────────────────────┼────────────────────────────────────────────────────────┤
│  URL                │  Web address                                           │
│                     │  <fieldtype>URL</fieldtype>                           │
├─────────────────────┼────────────────────────────────────────────────────────┤
│  IMAGE              │  Image file                                            │
│                     │  <fieldtype>IMAGE</fieldtype>                         │
├─────────────────────┼────────────────────────────────────────────────────────┤
│  DOCUMENT           │  File attachment                                       │
│                     │  <fieldtype>DOCUMENT</fieldtype>                      │
└─────────────────────┴────────────────────────────────────────────────────────┘

Select Field Record Types

Common internal IDs for <selectrecordtype>:

Record Type	Internal ID
Customer	-2
Employee	-4
Vendor	-3
Contact	-6
Item	-10
Transaction	-30
Sales Order	17
Invoice	-30
Purchase Order	15
Custom List	[customlist_scriptid]
Custom Record	[customrecord_scriptid]

Working with Custom Records in Scripts

Create a Custom Record

const record = require('N/record');

const createApprovalRequest = (invoiceId, approverId, amount) => {
    const approval = record.create({
        type: 'customrecord_invoice_approval',
        isDynamic: true
    });

    approval.setValue({ fieldId: 'custrecord_ia_invoice', value: invoiceId });
    approval.setValue({ fieldId: 'custrecord_ia_approver', value: approverId });
    approval.setValue({ fieldId: 'custrecord_ia_amount', value: amount });
    approval.setValue({ fieldId: 'custrecord_ia_status', value: 1 }); // Pending
    approval.setValue({ fieldId: 'custrecord_ia_date', value: new Date() });

    const approvalId = approval.save();

    return approvalId;
};

Load and Update a Custom Record

const updateApprovalStatus = (approvalId, newStatus, notes) => {
    record.submitFields({
        type: 'customrecord_invoice_approval',
        id: approvalId,
        values: {
            'custrecord_ia_status': newStatus,
            'custrecord_ia_notes': notes,
            'custrecord_ia_approved_by': runtime.getCurrentUser().id,
            'custrecord_ia_approved_date': new Date()
        }
    });
};

Search Custom Records

const search = require('N/search');

const findPendingApprovals = (approverId) => {
    const approvalSearch = search.create({
        type: 'customrecord_invoice_approval',
        filters: [
            ['custrecord_ia_status', 'anyof', 1],  // Pending
            'AND',
            ['custrecord_ia_approver', 'anyof', approverId]
        ],
        columns: [
            'custrecord_ia_invoice',
            'custrecord_ia_amount',
            'custrecord_ia_date',
            'custrecord_ia_notes'
        ]
    });

    const results = [];

    approvalSearch.run().each((result) => {
        results.push({
            id: result.id,
            invoice: result.getText('custrecord_ia_invoice'),
            amount: result.getValue('custrecord_ia_amount'),
            date: result.getValue('custrecord_ia_date')
        });
        return true;
    });

    return results;
};

Delete a Custom Record

const deleteApproval = (approvalId) => {
    record.delete({
        type: 'customrecord_invoice_approval',
        id: approvalId
    });
};

Complete Example: Approval Tracking Record

XML Definition

src/Objects/customrecord_invoice_approval.xml

<?xml version="1.0" encoding="UTF-8"?>
<customrecordtype scriptid="customrecord_invoice_approval">
    <recordname>Invoice Approval</recordname>
    <description>Tracks invoice approval workflow</description>

    <!-- Display Settings -->
    <includename>T</includename>
    <showid>T</showid>
    <shownotes>T</shownotes>
    <showinlist>T</showinlist>
    <enablemailmerge>F</enablemailmerge>
    <enablenumberingoverride>F</enablenumberingoverride>

    <!-- Icon and Appearance -->
    <iconbuiltin>T</iconbuiltin>
    <iconindex>24</iconindex>

    <!-- Numbering -->
    <allowinlineediting>T</allowinlineediting>
    <allowinlinedeleting>F</allowinlinedeleting>
    <allowquicksearch>T</allowquicksearch>

    <!-- Access Control -->
    <accesstype>USEPERMISSIONLIST</accesstype>

    <!-- Fields -->
    <customrecordcustomfields>

        <!-- Invoice Reference -->
        <customrecordcustomfield scriptid="custrecord_ia_invoice">
            <label>Invoice</label>
            <fieldtype>SELECT</fieldtype>
            <selectrecordtype>-30</selectrecordtype>
            <ismandatory>T</ismandatory>
            <displaytype>NORMAL</displaytype>
            <showinlist>T</showinlist>
        </customrecordcustomfield>

        <!-- Status -->
        <customrecordcustomfield scriptid="custrecord_ia_status">
            <label>Status</label>
            <fieldtype>SELECT</fieldtype>
            <selectrecordtype>[customlist_approval_status]</selectrecordtype>
            <ismandatory>T</ismandatory>
            <defaultvalue>1</defaultvalue>
            <showinlist>T</showinlist>
        </customrecordcustomfield>

        <!-- Approver -->
        <customrecordcustomfield scriptid="custrecord_ia_approver">
            <label>Assigned Approver</label>
            <fieldtype>SELECT</fieldtype>
            <selectrecordtype>-4</selectrecordtype>
            <ismandatory>T</ismandatory>
            <showinlist>T</showinlist>
        </customrecordcustomfield>

        <!-- Amount -->
        <customrecordcustomfield scriptid="custrecord_ia_amount">
            <label>Amount</label>
            <fieldtype>CURRENCY</fieldtype>
            <ismandatory>F</ismandatory>
            <showinlist>T</showinlist>
        </customrecordcustomfield>

        <!-- Request Date -->
        <customrecordcustomfield scriptid="custrecord_ia_request_date">
            <label>Request Date</label>
            <fieldtype>DATETIME</fieldtype>
            <defaultvalue>NOW</defaultvalue>
            <showinlist>T</showinlist>
        </customrecordcustomfield>

        <!-- Due Date -->
        <customrecordcustomfield scriptid="custrecord_ia_due_date">
            <label>Due Date</label>
            <fieldtype>DATE</fieldtype>
            <ismandatory>F</ismandatory>
        </customrecordcustomfield>

        <!-- Priority -->
        <customrecordcustomfield scriptid="custrecord_ia_priority">
            <label>Priority</label>
            <fieldtype>SELECT</fieldtype>
            <selectrecordtype>[customlist_priority]</selectrecordtype>
            <defaultvalue>2</defaultvalue>
        </customrecordcustomfield>

        <!-- Notes -->
        <customrecordcustomfield scriptid="custrecord_ia_notes">
            <label>Notes</label>
            <fieldtype>TEXTAREA</fieldtype>
            <ismandatory>F</ismandatory>
        </customrecordcustomfield>

        <!-- Approval Information -->
        <customrecordcustomfield scriptid="custrecord_ia_approved_by">
            <label>Approved/Rejected By</label>
            <fieldtype>SELECT</fieldtype>
            <selectrecordtype>-4</selectrecordtype>
            <displaytype>INLINE</displaytype>
        </customrecordcustomfield>

        <customrecordcustomfield scriptid="custrecord_ia_action_date">
            <label>Action Date</label>
            <fieldtype>DATETIME</fieldtype>
            <displaytype>INLINE</displaytype>
        </customrecordcustomfield>

        <customrecordcustomfield scriptid="custrecord_ia_rejection_reason">
            <label>Rejection Reason</label>
            <fieldtype>TEXTAREA</fieldtype>
            <displaytype>NORMAL</displaytype>
        </customrecordcustomfield>

    </customrecordcustomfields>

    <!-- Permissions -->
    <permissions>
        <permission>
            <permittedlevel>FULL</permittedlevel>
            <permittedrole>ADMINISTRATOR</permittedrole>
        </permission>
        <permission>
            <permittedlevel>EDIT</permittedlevel>
            <permittedrole>A/P CLERK</permittedrole>
        </permission>
    </permissions>

</customrecordtype>

Record Relationship Flow

┌─────────────────────────────────────────────────────────────────────────────┐
│                    CUSTOM RECORD RELATIONSHIPS                               │
└─────────────────────────────────────────────────────────────────────────────┘

     ┌──────────────────────────────────────────────────────────────────┐
     │  INVOICE (Standard Record)                                        │
     │  ────────────────────────────────────────────────────────────────│
     │  ID: 12345                                                       │
     │  Number: INV-001                                                 │
     │  Amount: $5,000                                                  │
     └──────────────────────────────┬───────────────────────────────────┘
                                    │
                 Referenced by custrecord_ia_invoice
                                    │
                                    ▼
     ┌──────────────────────────────────────────────────────────────────┐
     │  INVOICE APPROVAL (Custom Record)                                 │
     │  ────────────────────────────────────────────────────────────────│
     │  ID: 1                                                           │
     │  Invoice: INV-001 (12345)                                        │
     │  Status: Pending                                                 │
     │  Approver: John Smith (567)                                      │
     │  Amount: $5,000                                                  │
     └──────────────────────────────┬───────────────────────────────────┘
                                    │
                 custrecord_ia_status references
                                    │
                                    ▼
     ┌──────────────────────────────────────────────────────────────────┐
     │  APPROVAL STATUS (Custom List)                                    │
     │  ────────────────────────────────────────────────────────────────│
     │  1: Pending                                                      │
     │  2: Approved                                                     │
     │  3: Rejected                                                     │
     └──────────────────────────────────────────────────────────────────┘

Import Existing Records

To import an existing custom record from NetSuite:

# Via terminal
suitecloud object:import --type customrecordtype --destinationfolder Objects

# Or via VSCode
Ctrl+Shift+P → SuiteCloud: Import Objects
→ Select "Custom Record Type"
→ Select records to import

Best Practices

Practice	Description
Meaningful IDs	Use descriptive scriptids: `customrecord_invoice_approval`
Field prefixes	Use consistent prefix: `custrecord_ia_*`
Permissions	Define appropriate role access
Relationships	Link to parent records via SELECT fields
Validation	Add required fields appropriately
Indexing	Enable for frequently searched fields

Common Patterns

Parent-Child Records

<!-- Child record that links to parent -->
<customrecordcustomfield scriptid="custrecord_child_parent">
    <label>Parent Record</label>
    <fieldtype>SELECT</fieldtype>
    <selectrecordtype>[customrecord_parent]</selectrecordtype>
    <ismandatory>T</ismandatory>
</customrecordcustomfield>

Self-Referencing (Hierarchy)

<!-- Record that can reference itself -->
<customrecordcustomfield scriptid="custrecord_org_parent">
    <label>Parent Organization</label>
    <fieldtype>SELECT</fieldtype>
    <selectrecordtype>[customrecord_organization]</selectrecordtype>
    <ismandatory>F</ismandatory>
</customrecordcustomfield>

Next Steps

Custom Fields - Add fields to standard records
Custom Lists - Create dropdown options
Invoice Approval Scenario - See custom records in action

When to Use Custom Records​

Custom Record Architecture​

Custom Record XML Structure​

Field Types Reference​

Select Field Record Types​

Working with Custom Records in Scripts​

Create a Custom Record​

Load and Update a Custom Record​

Search Custom Records​

Delete a Custom Record​

Complete Example: Approval Tracking Record​

XML Definition​

Record Relationship Flow​

Import Existing Records​

Best Practices​

Common Patterns​

Parent-Child Records​

Self-Referencing (Hierarchy)​

Next Steps​