Custom Fields

What are Custom Fields?

Custom fields allow you to add additional data capture points to standard NetSuite records. They extend NetSuite's functionality to meet your specific business requirements.

Types of Custom Fields

Category	Field	Features	Use For
Free-Form Fields	Text Field	- Single-line text input Maximum 300 characters	Names, codes, short descriptions
Free-Form Fields	Long Text Field	- Multi-line text area - Maximum 4,000 characters	Comments, notes, detailed descriptions
Free-Form Fields	Email Field	- Validates email format - Creates mailto links	Email addresses
Free-Form Fields	Phone Field	- Formats phone numbers	Phone contacts
Free-Form Fields	URL Field	- Creates clickable hyperlinks	Website addresses, external links
Numeric Fields	Integer Field	- Whole numbers only	Quantities, counts
Numeric Fields	Decimal Field	- Numbers with decimal places - Configure precision (number of decimal places)	Measurements, percentages
Numeric Fields	Currency Field	- Formatted as currency with symbol - Respects subsidiary currency settings	Monetary amounts, pricing
Numeric Fields	Percent Field	- Displays as percentage with % symbol	Rates, margins, discounts
Selection Fields	List/Record Field	- Dropdown selection - Can reference custom or standard lists	Predefined categories, classifications
Selection Fields	Checkbox Field	- True/False boolean value	Yes/No questions, flags
Selection Fields	Multi-Select Field	- Select multiple values from a list	Tags, multiple categories
Date and Time Fields	Date Field	- Date picker interface - Store dates without time	Deadlines, milestones
Date and Time Fields	DateTime Field	- Date and time picker - Stores both date and time	Appointments, timestamps
Advanced Fields	Image Field	- Upload and display images	Photos, logos, visual references
Advanced Fields	Document Field	- Attach files and documents	Contracts, specifications
Advanced Fields	Rich Text Field	- HTML editor with formatting	Formatted content, HTML emails
Advanced Fields	Help Field	- Display-only informational text - Provides guidance on forms	Instructions, field explanations

Creating Custom Fields

Step-by-Step Process

1. Navigate to Field Setup

   • Go to Customization > Lists, Records, & Fields > [Record Type] Fields > New

2. Configure Basic Settings

   • Label: User-facing name (e.g., "Project Code")
   • ID: System identifier (auto-generated or custom)
   • Type: Select appropriate field type
   • Description: Document the field's purpose

3. Set Display Properties

   • Applies To: Select record types where field appears
   • Display Tab: Choose which subtab shows the field
   • Display Type: Field, Inline Text, or Hidden
   • Default Value: Set if applicable

4. Configure Validation

   • Mandatory: Require value before saving
   • Validation Formula: Add custom validation rules
   • Help Text: Provide user guidance

5. Set Access Level

   • Determine which roles can view/edit the field

Example: Creating a Customer Risk Rating Field

Label: Risk RatingID: custentity_risk_ratingType: List/RecordList/Record: Custom List (Low, Medium, High)Applies To: CustomerDisplay Tab: ClassificationMandatory: YesDefault Value: MediumHelp: Internal risk assessment for credit approval

Custom Field Formulas

Formula Basics

Custom fields can use formulas to calculate values dynamically.

Syntax Example:

{amount} * {quantity}

Common Formula Functions

Mathematical:

• {field1} + {field2} - Addition
• {field1} - {field2} - Subtraction
• {field1} * {field2} - Multiplication
• {field1} / {field2} - Division
• ROUND({field}, 2) - Rounding

Conditional:

CASE WHEN {amount} > 1000 THEN 'High'      WHEN {amount} > 500 THEN 'Medium'      ELSE 'Low' END

Date Functions:

• {today} - Current date
• {trandate} - Transaction date
• ROUND(({duedate} - {today}), 0) - Days until due

Example Formulas

Profit Margin Calculation:

ROUND((({amount} - {custbody_cost}) / {amount}) * 100, 2)

Days Overdue:

CASE WHEN {duedate} < {today}      THEN {today} - {duedate}      ELSE 0 END

Field Dependencies

Make fields appear or become required based on other field values.

Creating Dependencies

1. Navigate to the field's configuration
2. Go to Validation & Defaulting tab
3. Use the "Display" subtab to set display formulas

Example: Show field only for specific customer types

{custentity_customer_type} = 'Wholesale'

Best Practices

Naming Conventions

• Use clear, descriptive labels
• Keep IDs consistent with a prefix (e.g., custbody_, custentity_)
• Document field purpose in Description

Performance Considerations

• Limit fields on heavily used records
• Use List fields instead of Free-Form when possible
• Avoid complex formulas on transaction lines

User Experience

• Group related fields on the same subtab
• Provide help text for complex fields
• Use default values to speed data entry
• Make fields mandatory only when truly required

Maintenance

• Document all custom fields in a spreadsheet
• Review and remove unused fields periodically
• Test field behavior across different scenarios
• Consider impact on reports and searches

Common Use Cases

Customer Record Extensions

• Customer classification fields
• Credit limit and terms
• Industry-specific identifiers
• Relationship manager assignments

Transaction Customizations

• Project or job references
• Approval status indicators
• Custom pricing calculations
• Delivery instructions

Item Record Enhancements

• Technical specifications
• Vendor part numbers
• Quality certifications
• Marketing descriptions