Transaction Forms
Transaction forms define how users interact with sales orders, invoices, purchase orders, and other business documents. Good form design improves data entry efficiency, reduces errors, and enforces business rules.
Transaction Form Fundamentals
Each transaction type (Sales Order, Invoice, Purchase Order, etc.) can have multiple custom forms. Users select forms based on their role, transaction type, or business scenario.
Form Customization Scope
| Element | Can Customize | Notes |
|---|---|---|
| Field Visibility | Yes | Show, hide, or make mandatory per form |
| Field Position | Yes | Drag fields to different positions on form |
| Field Labels | Yes | Rename fields to match business terminology |
| Subtabs | Yes | Add, remove, rename, reorder tabs |
| Sublist Columns | Yes | Show/hide columns, set widths, reorder |
| Default Values | Yes | Set field defaults for new records |
| Linked Forms | Yes | PDF/email templates used when printing/emailing |
Creating Custom Transaction Forms
Start from Standard
Navigate to Customization > Forms > Transaction Forms, find the standard form for your transaction type, and click Customize.
Name Your Form
Use clear naming conventions: "[Transaction Type] - [Purpose] - [Audience]" e.g., "Sales Order - Standard - Sales Rep"
Configure Fields
Use Screen Fields tab to show/hide fields, set mandatory flags, change labels. Focus on essential fields for the use case.
Organize Subtabs
Group related fields, hide unused tabs, add custom tabs for specialized content.
Configure Line Items
Show relevant columns, hide unnecessary ones, set column widths. Consider user workflow when ordering columns.
Link Print/Email Templates
Set the PDF template for printing and email template for sending. Can vary by role or form.
Role-Based Form Assignment
Assign different forms to different roles to streamline their experience.
| Role | Form Type | Focus |
|---|---|---|
| Sales Rep | Sales Order - Sales | Customer info, pricing, quick entry |
| Warehouse | Sales Order - Fulfillment | Ship-to, items, quantities, shipping |
| Finance | Sales Order - Finance | Revenue recognition, payment terms, approvals |
| Customer Service | Sales Order - CS | Order status, tracking, notes |
One Form vs. Many Forms
Mandatory Fields Strategy
Making fields mandatory enforces data quality but can frustrate users if overdone.
Mandatory vs. Workflow Validation
| Approach | When to Use | Example |
|---|---|---|
| Form Mandatory | Data absolutely required at creation | Customer, Date |
| Workflow Validation | Data required before specific action | PO# before approval |
| Script Validation | Complex conditional requirements | If Amount > $10K, require Manager field |
Transaction Form Configuration Checklist
Entity Forms
Entity forms control the user experience for customer, vendor, employee, and other entity records. Well-designed entity forms streamline data entry while ensuring required information is captured.
Entity Form Customization
Entity forms follow similar customization principles to transaction forms but apply to master data records like customers, vendors, and employees.
Common Entity Form Types
| Entity Type | Standard Forms | Common Customizations |
|---|---|---|
| Customer | Standard Customer Form | Credit fields, sales territory, custom attributes |
| Vendor | Standard Vendor Form | 1099 fields, insurance info, compliance fields |
| Employee | Standard Employee Form | HR fields, compensation (if enabled), department |
| Contact | Standard Contact Form | Communication preferences, role indicators |
| Item | Standard Item Forms (per type) | Inventory settings, pricing, vendor info |
Customer Form Design Considerations
Customer forms are among the most frequently accessed. Design them for both quick initial creation and comprehensive ongoing management.
Customer Form Subtab Organization
| Subtab | Purpose | Key Fields |
|---|---|---|
| General | Core customer identity | Name, ID, category, status, subsidiary |
| Address | Billing and shipping locations | Default addresses, additional locations |
| Financial | AR and credit settings | Terms, credit limit, currency, price level |
| Sales | Sales team and territory | Sales rep, territory, lead source |
| Preferences | Communication and defaults | Email preference, default ship method |
Vendor Form Considerations
Vendor forms must balance ease of use with compliance requirements, especially for 1099 reporting.
Critical Vendor Fields
- Legal Name: Must match IRS records exactly for 1099
- Tax ID: EIN or SSN for US vendors
- 1099 Eligible: Flag for year-end reporting
- W-9 on File: Custom field to track compliance
- Payment Method: Check, ACH, wire preferences
- Banking Info: For electronic payments (secure storage)
Employee Form Security
Employee forms often contain sensitive information. Use form customization to restrict access.
Employee Form Variants
| Form Variant | Target Role | Visible Fields |
|---|---|---|
| Self-Service | Employee (own record) | Contact info, preferences, expense approver |
| Manager View | Department Managers | Above + performance, time approvals |
| HR Full Access | HR Department | All fields including compensation, SSN |
| Finance View | Payroll/Finance | Compensation, banking, tax withholdings |
Entity Form Configuration Checklist
Sublists & Line Items
Sublists display related records and line item data on forms. Configuring sublists properly improves data entry speed and ensures critical information is visible without scrolling.
Sublist Types
NetSuite forms contain different types of sublists, each serving different purposes.
| Sublist Type | Behavior | Examples |
|---|---|---|
| Inline Editor | Edit directly in grid, tab between cells | Sales Order items, Invoice lines |
| List | Read-only display of related records | Customer transactions, Item history |
| Editor | Add/edit via separate form popup | Addresses, Contacts on entities |
| Static List | Non-editable reference display | System notes, audit trail |
Line Item Configuration
The Items sublist on transactions is the most heavily used. Optimize it for fast, accurate entry.
Essential vs. Optional Columns
Recommended Column Order (Sales Order)
| Position | Column | Reason |
|---|---|---|
| 1 | Item | Primary selection field |
| 2 | Description | Verify correct item selected |
| 3 | Quantity | Most common edit |
| 4 | Units | If using multiple units |
| 5 | Rate | Price per unit |
| 6 | Amount | Extended price (auto-calculated) |
| 7 | Tax Code | If varies by line |
Column Width Optimization
Set column widths to match content. Narrow columns for codes, wider for descriptions.
| Column Type | Recommended Width | Notes |
|---|---|---|
| Item Code | 15-20% | Depends on SKU length |
| Description | 25-35% | Widest column typically |
| Quantity | 8-10% | Numeric, narrow |
| Rate | 10-12% | Currency format |
| Amount | 10-12% | Currency format |
Matrix Sublist Configuration
Matrix items display in a special grid format showing size/color combinations.
Custom Column Sublists
Add custom columns to sublists for business-specific data.
Common Custom Line Fields
- Commission Rate Override: Per-line commission for special deals
- Customer PO Line: Reference to customer's line item number
- Delivery Date: Requested delivery per line item
- Warehouse Notes: Special handling instructions
- Cost Center: Departmental allocation per line
Sublist Configuration Checklist
Saved Searches as Data Sources
Saved searches power dashboard portlets, form subtabs, dropdown lists, and other UI elements. Understanding how to design searches for UI consumption is key to building effective NetSuite interfaces.
Search-Driven UI Elements
Saved searches can populate multiple UI components beyond just report results.
| UI Element | Search Type | Key Configuration |
|---|---|---|
| Dashboard List Portlet | Any search marked "Available as List Portlet" | Limit results, show key columns only |
| KPI Scorecard | Summary search returning single row | Mark "Available as KPI Scorecard" |
| Trend Graph | Search with date grouping | Include date dimension, sort ascending |
| Reminder | Search returning action items | Mark "Available as Reminder" |
| Form Subtab | Related record search | Mark "Available as Sublist View" |
List Portlet Searches
List portlets display saved search results as scrollable lists on dashboards.
List Portlet Best Practices
| Practice | Implementation | Reason |
|---|---|---|
| Limit Results | Set max rows (25-50) | Portlets should show actionable items, not exhaustive lists |
| Include Links | Show record link column | Users need to click through to take action |
| Sort Meaningfully | Most urgent/recent first | Top items should be highest priority |
| Use Formulas Sparingly | Avoid complex calculations | Portlets refresh frequently; complex formulas slow loading |
Create Search
Build search with appropriate filters and results columns. Mark as "Available as List Portlet."
Configure Audience
Set which roles/users can access via Audience tab. Consider "Available for All Roles" or specific roles.
Add to Dashboard
Users add via Personalize Dashboard > Custom Search portlet, or publish via role center.
KPI Scorecard Searches
KPI portlets display single metrics or comparison values. The search design differs from list portlets.
For KPI scorecards, the search must:
- Return exactly ONE row (use Summary type)
- Include the metric as a formula or summary field
- Optionally include comparison value (prior period)
- Be marked "Available as KPI Scorecard"
Example - Open Sales Orders Value:
- Record Type: Transaction
- Criteria: Type = Sales Order, Status = Pending Fulfillment
- Results: SUM(Amount) with Summary Type
Common KPI Searches
| KPI | Record Type | Key Formula/Summary |
|---|---|---|
| Open AR Balance | Transaction | SUM(Amount Remaining) where Type = Invoice |
| Orders This Month | Transaction | COUNT(*) where Type = Sales Order, Date = This Month |
| Inventory Value | Item | SUM(Total Value) for Inventory Items |
| Overdue Tasks | Task | COUNT(*) where Due Date less than Today, Status not equal to Completed |
| Revenue YTD | Transaction | SUM(Amount) where Type = Invoice, Date = This Year |
Trend Graph Searches
Trend graphs visualize data over time. The search must be structured to support chart rendering.
Trend Search Requirements
- Time Dimension: Include date field grouped by period (day, week, month)
- Measure Column: Numeric value to plot (amount, count, quantity)
- Optional Dimension: Category for multi-series charts (product line, region)
- Sorting: Sort by date ascending for proper chart rendering
Match chart type to data characteristics:
- Line Chart: Continuous trends over time (sales by month)
- Bar Chart: Comparison across categories (sales by region)
- Pie Chart: Proportion of whole (expense breakdown)
- Area Chart: Cumulative values over time (running balance)
Configure chart options when adding to dashboard via "Chart Options" button.
Search Performance Optimization
Searches driving UI elements need to be highly optimized since they run frequently.
Performance Best Practices
| Technique | Implementation | Impact |
|---|---|---|
| Index-Friendly Filters | Filter on indexed fields first (ID, Date, Status) | Dramatically reduces scan time |
| Limit Results | Set maximum rows returned | Caps worst-case performance |
| Avoid Formula Filters | Filter before calculating, not with formulas | Formulas in filters prevent index use |
| Minimize Joins | Avoid deep joins (3+ levels) | Each join multiplies query complexity |
| Summary vs. Detail | Use Summary searches for aggregations | Database aggregation faster than formula |
Search Security and Sharing
Control who can access searches and what data they see.
Audience Configuration
- Public: All users can see (use cautiously)
- Role-Based: Specific roles have access
- Employee-Based: Specific employees only
- Owner Only: Private to creator
Search access does not equal data access:
- Users can only see search results for records they have permission to view
- A public search doesn't expose data to unauthorized users
- However, search existence and column structure are visible
- For sensitive reports, restrict search access to appropriate roles
Dashboard searches:
- Work orders by status (Released, In Progress, Completed)
- Components below reorder point
- Production schedule for the week
- Quality holds awaiting disposition
Saved Search UI Integration Checklist
PDF Templates
Creating professional transaction documents with Advanced PDF/HTML templates using BFO syntax and FreeMarker.
Advanced PDF/HTML Templates Overview
NetSuite's Advanced PDF/HTML templates transform transaction data into professionally formatted documents for printing, emailing, and archiving. Understanding the underlying technologies—BFO (Big Faceless Organization) rendering engine and FreeMarker templating—is essential for effective customization.
BFO Report Generator:
- Converts HTML/CSS to PDF format
- Supports subset of CSS (not full CSS3)
- Proprietary CSS extensions for PDF features
- Page layout, headers, footers, page breaks
FreeMarker:
- Template language for dynamic content
- Access record fields via ${record.fieldname}
- Conditionals, loops, formatting functions
- Include files and macros
Template Types and Navigation
Standard Template Categories
| Category | Common Templates | Typical Use |
|---|---|---|
| Transaction | Invoice, Sales Order, Purchase Order, Quote | Customer/vendor-facing documents |
| Statement | Customer Statement, Dunning Letters | AR communications |
| Shipping | Packing Slip, Pick Ticket, Bill of Lading | Warehouse operations |
| Payment | Check, Voucher Check, Payment Stub | AP disbursements |
| Label | Shipping Labels, Item Labels | Barcode/address labels |
Template Structure
Advanced PDF templates follow a standard HTML structure with special BFO and FreeMarker elements.
Templates include: XML declaration, DOCTYPE, HTML structure with CSS styles in the head, body content with FreeMarker variables like ${record.entity}, line item loops with #list directives, and footer content with totals.
Accessing Record Data
FreeMarker provides access to all record fields through the ${record} object.
Common Field Access Patterns
| Data Type | Syntax | Example |
|---|---|---|
| Body Field | ${record.fieldid} | ${record.tranid}, ${record.total} |
| Entity Reference | ${record.entity} | ${record.entity} (customer name) |
| Address | ${record.billaddress} | Full formatted address block |
| Line Items | <#list record.item as item> | Loop through item sublist |
| Custom Fields | ${record.custbody_fieldid} | ${record.custbody_ponumber} |
| Company Info | ${companyinformation.fieldid} | ${companyinformation.companyname} |
Conditional Logic
FreeMarker conditionals control what content appears based on field values.
Common Conditional Patterns
| Pattern | Syntax | Use Case |
|---|---|---|
| If/Else | <#if condition>...<#else>...</#if> | Show different content based on value |
| Has Value | <#if record.field?has_content> | Only show if field has data |
| Equals | <#if record.status == "Pending"> | Match specific value |
| Contains | <#if record.memo?contains("Rush")> | Text search within field |
| Numeric Compare | <#if record.total > 1000> | Amount thresholds |
Always handle potentially null values to prevent template errors:
- Default value: ${record.memo!"No memo"}
- Empty string default: ${record.memo!""}
- Has content check: <#if record.memo?has_content>
- Null check: <#if record.memo??>
Page Layout and CSS
BFO supports a subset of CSS with special extensions for PDF features.
Essential BFO CSS
| Feature | CSS Syntax | Notes |
|---|---|---|
| Page Size | @page { size: letter; } | letter, legal, A4, or custom dimensions |
| Margins | @page { margin: 0.5in; } | Individual sides: margin-top, etc. |
| Page Break | page-break-before: always; | Force new page |
| Avoid Break | page-break-inside: avoid; | Keep element together |
| Running Header | position: running(header); | Repeat on every page |
| Page Counter | content: "Page " counter(page); | Page X of Y pagination |
Number and Date Formatting
Control how numbers, currencies, and dates display in templates.
Formatting Functions
| Type | Syntax | Result |
|---|---|---|
| Currency | ${record.total?string.currency} | $1,234.56 |
| Number | ${record.quantity?string["0.00"]} | 123.45 |
| Percentage | ${record.rate?string.percent} | 15% |
| Date | ${record.trandate?string["MM/dd/yyyy"]} | 12/09/2025 |
| Long Date | ${record.trandate?string["MMMM d, yyyy"]} | December 9, 2025 |
Template Assignment
Control which templates are used for different scenarios.
Assignment Methods
- Transaction Form: Link template to specific transaction form
- Print/Email Actions: Different templates for print vs. email
- Subsidiary: Different templates per subsidiary (multi-subsidiary)
- Language: Localized templates for multi-language
- Scripted: Dynamically select template via SuiteScript
Template considerations:
- Include lot/serial numbers on packing slips
- Certificates of conformance with spec data
- Material safety data sheets (MSDS) references
- Country of origin for export documentation
Recommended process:
- Start by customizing existing standard template (don't start from scratch)
- Use "Preview" function to test with sample transaction
- Check PDF output, not just HTML preview
- Test with transactions having many line items (page breaks)
- Test with minimum data (null handling)
- Verify in different browsers if email HTML version used
PDF Template Configuration Checklist
Email Templates
Create professional, dynamic email communications using NetSuite's email template system with merge fields, conditional content, and automated delivery.
Email Template Overview
NetSuite email templates automate customer and vendor communications with dynamically merged data. Unlike PDF templates that use FreeMarker, email templates use a simpler merge field syntax, making them more accessible to non-technical users while still providing powerful personalization capabilities.
- Transaction Email Templates: Attached to transaction forms for sending invoices, POs, quotes
- Marketing Email Templates: Campaign-based emails with unsubscribe links
- Workflow Email Templates: Triggered by workflow actions
- Case Email Templates: Support case communications
- Employee Notification Templates: Internal HR communications
Template Structure
Email templates consist of several components that work together to create personalized communications:
| Component | Purpose | Notes |
|---|---|---|
| Subject Line | Email subject with merge fields | Keep under 50 characters; can include ${entity.firstname} |
| Body (Rich Text) | HTML formatted content | WYSIWYG editor with merge field insertion |
| Body (Plain Text) | Fallback for non-HTML clients | Auto-generated or manual override |
| Attachments | PDF of transaction, File Cabinet files | Check "Attach Transaction PDF" checkbox |
| From Address | Sender email (must be configured) | Requires domain authentication for deliverability |
Merge Field Syntax
Email templates use a simple merge field syntax to insert dynamic data from records:
Creating Transaction Email Templates
Select Record Type
Choose the transaction type (Invoice, Sales Order, etc.) to determine available merge fields
Configure Template Settings
Name, description, and set as preferred template for record type
Build Subject Line
Include transaction number: "Invoice ${transaction.tranid} from ${company.companyname}"
Design Body Content
Use WYSIWYG editor, insert merge fields, apply formatting
Configure Attachments
Check "Attach Transaction PDF" to include invoice/PO as attachment
Marketing Email Templates
Marketing templates are designed for campaigns and include special features for tracking and compliance:
| Feature | Transaction Template | Marketing Template |
|---|---|---|
| Primary use | Invoices, POs, quotes | Campaigns, newsletters |
| Unsubscribe link | Not included | Required (auto-inserted) |
| Open/click tracking | Not available | Built-in analytics |
| A/B testing | No | Yes (with campaigns) |
| Drag-drop editor | No | Yes |
Email Delivery Configuration
Domain Authentication
Without proper domain authentication, emails may be marked as spam or rejected. Required DNS records:
- SPF Record: Authorizes NetSuite to send on your behalf
- DKIM Record: Cryptographically signs emails
- DMARC Policy: Tells receiving servers how to handle failures
Path: Setup > Company > Email > Domain Keys
Send From Configuration
| Send From Option | Configuration | Use Case |
|---|---|---|
| Current User | User's email address | Personalized communications |
| Default Email | Company-wide default | Generic notifications |
| Specific Address | Hard-coded email | Department-specific (ar@company.com) |
| Record Field | Dynamic from record | Sales rep for their customers |
Design principles:
- Mobile-first: 60%+ of emails read on mobile—use single-column layouts, large fonts
- Keep it short: Get to the point quickly; link to details rather than including everything
- Clear CTAs: One primary action per email, make buttons obvious
- Consistent branding: Use company colors, logo, standard footer across all templates
- Test across clients: Check rendering in Gmail, Outlook, Apple Mail
- Missing null handling: ${entity.firstname} shows blank if not set—use fallbacks where possible
- Broken images: Use absolute URLs for images; relative paths fail in email
- Wrong "From" address: Sending from unauthenticated domain = spam folder
- No plain text version: Some clients/filters require plain text alternative
- Overly complex HTML: Email HTML support is limited—avoid CSS grid, flex, advanced features
- Large attachments: Keep under 10MB; prefer links to File Cabinet for large files
Template considerations:
- Subscription renewal reminders
- Usage threshold alerts
- License key delivery
- Onboarding sequences (multiple templates)
Email Template Configuration Checklist
Dashboard Design
Design effective role-based dashboards that surface the right information to the right users, utilizing portlets, KPIs, reminders, and shortcuts for maximum productivity.
Dashboard Architecture Overview
NetSuite dashboards serve as the primary workspace for users, displaying real-time information tailored to their role. Well-designed dashboards reduce clicks, surface actionable insights, and drive user adoption. Each dashboard is a combination of portlets organized into a customizable layout.
- Published Dashboards: Admin-created, assigned to roles, users cannot modify
- Role-Based Defaults: Default dashboard for role, users can customize
- Personal Dashboards: User-created dashboards (if permissions allow)
Users see published dashboards first (in tabs), then their personal dashboards.
Portlet Types
Portlets are the building blocks of dashboards. Each portlet type serves a different purpose:
| Portlet Type | Purpose | Data Source |
|---|---|---|
| Key Performance Indicators (KPI) | Scorecard-style metrics | KPI Scorecard saved search or standard KPIs |
| Search Results | List view of saved search data | Any saved search marked "Available as List Portlet" |
| Report Snapshots | Financial reports as charts | Built-in or custom financial reports |
| Trend Graph | Time-series visualization | Saved search with date grouping |
| Reminders | Action-required notifications | Built-in or custom reminder searches |
| Shortcuts | Quick links to frequent tasks | User or admin defined |
| Quick Search | Record lookup | Global search by record type |
| Recent Records | Recently viewed items | User's browsing history |
| Custom Portlet | SuiteScript-powered content | Portlet script (Suitelet) |
| Calendar | Schedule visualization | Events, tasks, transactions |
Published Dashboards
Published dashboards are administrator-controlled layouts that cannot be modified by users. Use them for:
- Standardized role-based views
- Compliance-required metrics visibility
- Executive dashboards with consistent KPIs
- Onboarding dashboards for new users
Create Dashboard
Name dashboard, add description, select subsidiary (OneWorld)
Configure Layout
Choose column structure (1, 2, or 3 columns)
Add Portlets
Select portlet types and configure each one
Assign Roles
Choose which roles see this dashboard
Publish
Activate dashboard; appears as tab for assigned roles
KPI Portlets
KPI portlets display key metrics in a scorecard format with comparison values, trends, and conditional highlighting.
Standard vs. Custom KPIs
| Feature | Standard KPIs | Custom KPIs (Saved Search) |
|---|---|---|
| Source | Built-in NetSuite metrics | Custom saved search |
| Flexibility | Limited configuration | Full control over calculation |
| Comparison periods | Built-in (prior period, same period last year) | Requires formula fields |
| Highlighting | Automatic (green/red based on trend) | Requires highlighting conditions |
| Use when | Standard metrics meet needs | Custom calculations required |
Best practices:
- Limit to 6-8 KPIs per portlet—too many reduces impact
- Use consistent date ranges (MTD, QTD, YTD, Rolling 30)
- Add comparison column (prior period or same period last year)
- Configure highlighting: green for good, red for bad, yellow for warning
- Link KPIs to detail saved searches (drill-down capability)
Role-Based Dashboard Strategy
Different roles have different information needs. Design dashboards that answer "What do I need to do?" and "How am I performing?"
Transactional Roles (AR/AP Clerks, Warehouse):
- Heavy on reminders and work queues
- Shortcuts to frequent transactions
- Simple metrics (counts, totals)
Management Roles (Controllers, Managers):
- KPI-focused with comparisons
- Trend graphs for performance over time
- Drill-down capability to details
Executive Roles (CEO, CFO):
- High-level KPIs only
- Report snapshots for financial position
- Minimal clutter, maximum insight
Dashboard Performance
Slow dashboards frustrate users and reduce adoption. Common causes:
- Too many portlets: Each portlet makes separate requests; limit to 8-10
- Inefficient saved searches: Use summary-level data, not transaction-level
- Real-time KPIs: Consider scheduled refresh for heavy calculations
- Large date ranges: Default to current period, allow expansion
Optimization Strategies
| Issue | Solution |
|---|---|
| Slow search portlets | Limit results to 25-50 rows; add date filters |
| Heavy KPI calculations | Pre-calculate in scheduled script; store in custom record |
| Too many reminders | Consolidate into single reminder search with categories |
| Slow report snapshots | Use scheduled report with "Cache Results" enabled |
| Unused portlets | Remove; portlets load even if collapsed |
Key dashboard elements:
- MRR/ARR and growth rate
- Churn rate and at-risk renewals
- NRR (Net Revenue Retention)
- Support case metrics
- Deferred revenue balance
Key dashboard elements:
- Utilization rate (billable vs. total)
- Project profitability
- Time pending approval
- Revenue recognition schedule
- Resource availability