Phase 6 of 14

Forms & UI

Design effective user interfaces with custom forms, optimized sublists, professional PDF templates, and insightful dashboards.

Chapter 6.1

Transaction Forms

Customize transaction entry forms to streamline data entry, enforce business rules, and improve user experience across all transaction types.

Transaction Form Overview

Transaction forms control how users enter and view transactions in NetSuite. Custom forms allow you to show only relevant fields, arrange them logically, and enforce data standards through required fields and defaults.

Navigation: Customization → Forms → Transaction Forms

Why Custom Transaction Forms?

User Efficiency:

Show only fields users need, hiding irrelevant options
Logical field arrangement reduces data entry time
Pre-populated defaults minimize repetitive entry

Data Quality:

Required fields ensure critical data is captured
Field-level help guides users on proper entry
Restricted fields prevent unauthorized changes

Process Control:

Different forms for different roles or scenarios
Form assignment by role, customer, or subsidiary
Approval routing tied to form selection

Creating Custom Transaction Forms

Start by copying an existing standard form, then customize it to meet your requirements. Never modify the standard form directly—always create custom versions.

Form Creation Process

Navigate to transaction forms

Customization → Forms → Transaction Forms → Select transaction type

Copy standard form

Click Customize on Standard form or copy existing custom form

Name and configure

Give meaningful name, set as preferred if appropriate

Customize fields and layout

Show/hide fields, set required, arrange tabs and sections

Configure sublists

Show/hide columns, set column order, configure line defaults

Set access and assignment

Restrict by role, assign to subsidiaries or customers

Form Naming Convention

Use a consistent naming convention: [Transaction Type] - [Purpose/Role]. For example: "Sales Order - Wholesale", "Invoice - Retail POS", "Purchase Order - Services". This makes forms easy to identify and manage.

Form Layout and Tabs

NetSuite transaction forms organize fields into tabs and subtabs. Customize which tabs appear and their order to create an intuitive flow.

Standard Transaction Tabs

Primary Information: Main header fields (customer, date, status)
Items: Line item sublist
Shipping: Ship-to address and shipping method
Billing: Bill-to address and payment terms
Accounting: GL impact, posting period
Communication: Notes, messages, attached files
Custom: Custom fields grouped into custom tabs

Tab Visibility

Hide tabs that aren't relevant to the transaction type or user role. For example, hide the Shipping tab on service-only invoices, or hide Accounting details from sales users who don't need GL visibility.

Screen Layout Options

Screen Fields (Show): Field appears on form
Screen Fields (Hide): Field hidden but available via customization
Disabled: Field visible but not editable
Mandatory: Field required before save

Field Configuration

Each field on a transaction form has multiple configuration options that control its behavior and appearance.

Field Display Options

Label: Change the field label displayed to users
Help: Add field-level help text (appears on hover)
Default Value: Pre-populate field with specified value
Display Type: Normal, Inline Text, Hidden
Break Before: Start new column before this field

Required vs. Mandatory

NetSuite distinguishes between system-required fields (cannot be changed) and form-level mandatory fields (you can configure). Be thoughtful about making fields mandatory—too many required fields frustrate users and slow data entry.

Field Sourcing and Defaults

Fields can be sourced from related records or set with defaults:

Sourced Fields: Auto-populated from parent record (customer defaults to sales rep)
Static Defaults: Fixed value for all new transactions
Dynamic Defaults: Value based on user, date, or formula (requires scripting)

Consultant Tip

Document your default values in a form specification document. When defaults change due to business requirements, having documentation makes it easy to update the correct forms without missing any.

Form Assignment

Control which forms are available to which users through role restrictions and preferred form settings.

Form Assignment Methods

Role-Based Assignment:

Restrict form availability by role
Set preferred form per role
Users see only forms assigned to their role

Customer/Vendor Assignment:

Assign specific forms to customers or vendors
Form auto-selects when entity is chosen
Useful for different billing requirements

Subsidiary Assignment:

Different forms per subsidiary
Supports regional requirements
Different languages or compliance needs

Navigation: Setup → Users/Roles → Manage Roles → [Role] → Forms subtab

Preferred vs. Restricted

Set a preferred form for each role to control the default. If you want to prevent users from selecting other forms, check "Restrict Forms" on the role. Otherwise, users can switch between available forms.

Print and Email Templates

Transaction forms include settings for printing and emailing. Link custom PDF templates to forms for professional document output.

Print Settings

Linked Form: Associate Advanced PDF template for printing
Print Button: Show/hide print button on form
Email Button: Show/hide email button on form
PDF Format: Portrait or landscape orientation

Multiple Print Templates

A single transaction form can link to multiple print templates. Users select which template when printing. Common examples: standard invoice, commercial invoice, pro forma invoice—all from the same transaction form.

Transaction Form Best Practices

Design Principles

Less is More: Show only fields users actually need
Logical Flow: Arrange fields in the order users think about them
Group Related Fields: Use tabs and sections to organize
Consistent Layout: Similar transactions should have similar layouts
Meaningful Defaults: Pre-populate wherever possible

Common Mistakes to Avoid

Making too many fields mandatory (slows data entry)
Creating too many forms (maintenance burden)
Not testing forms with actual users
Forgetting to assign forms to roles
Not documenting customizations

Manufacturing

Create separate sales order forms for standard orders vs. configure-to-order. CTO forms need additional fields for specifications, while standard orders can be streamlined for quick entry.

Wholesale

Wholesale sales orders benefit from showing inventory availability on the form. Consider forms optimized for phone order entry with quick item lookup and quantity entry.

Services

Service invoices may not need shipping tabs or inventory columns. Create streamlined forms focused on service items, billing rates, and project references.

Transaction Forms Checklist

Configuration Checklist

Identify forms needed per transaction type and role

Create custom forms from standard templates

Configure field visibility and requirements

Set appropriate default values

Organize tabs and hide unused sections

Link print templates to forms

Assign forms to roles with preferences

Test forms with representative users

Document form specifications and defaults

Chapter 6.2

Entity Forms

Customizing customer, vendor, employee, and other entity record forms for optimal data capture and user experience.

Entity Form Overview

Entity forms control how users interact with master records—customers, vendors, employees, contacts, partners, and other entities. Unlike transaction forms that capture point-in-time events, entity forms manage ongoing relationships and must accommodate evolving data needs while maintaining historical integrity.

ℹ️ Entity Form Types

Standard Entity Forms:

Customer — Sales relationships, credit terms, shipping preferences
Vendor — Purchasing relationships, payment terms, 1099 settings
Employee — HR data, expense settings, time tracking
Contact — Individual people linked to entities
Partner — Referral and commission tracking
Lead/Prospect — Pre-customer sales pipeline
Project — Project-based entity records

Creating Custom Entity Forms

Custom entity forms allow you to tailor the user experience for different roles, customer segments, or business processes.

Customization → Forms → Entry Forms → [Entity Type]

Access Entity Forms

Navigate to the Entry Forms list and filter by entity type (Customer, Vendor, Employee, etc.).

Customize or Create New

Click "Customize" on an existing form or "New" to create from scratch. Starting from a standard form preserves default functionality.

Configure Form Properties

Set form name, link to roles, configure preferences for this form type.

Organize Tabs and Fields

Add/remove tabs, position fields, configure field properties for this form.

Customer Form Configuration

Customer forms are typically the most heavily customized entity forms, supporting sales, credit, fulfillment, and financial processes.

Essential Customer Tabs

Tab	Purpose	Key Fields
General	Basic identification and classification	Company Name, Customer ID, Category, Status, Sales Rep
Address	Shipping and billing locations	Default Billing, Default Shipping, Address Book sublist
Financial	Credit and payment settings	Credit Limit, Terms, Price Level, Currency, Tax Settings
Preferences	Communication and fulfillment preferences	Email Preference, Shipping Method, Print Statements
Sales	Territory and commission settings	Territory, Partner, Sales Rep, Commission Plan
Relationships	Related records and hierarchy	Parent Company, Contacts sublist, Subcustomers

💼 Consultant Insight: Customer Segmentation

Create different customer forms for different segments:

B2B Customer Form — Credit terms, PO required, multiple ship-to addresses
B2C Customer Form — Simplified view, loyalty program fields, preferences
Wholesale Customer Form — Price levels, volume discounts, EDI settings
International Customer Form — VAT fields, incoterms, export documentation

Assign forms by customer category or sales channel to ensure users see only relevant fields.

Vendor Form Configuration

Vendor forms support procurement, accounts payable, and compliance requirements.

Vendor Form Considerations

Tab	Purpose	Key Fields
General	Vendor identification	Legal Name, Vendor ID, Category, Currency
Address	Remit-to and ordering addresses	Address Book, Default addresses
Financial	Payment and accounting settings	Terms, Credit Limit, Expense Account, 1099 Eligible
Tax Information	Tax compliance	Tax ID, W-9 Status, 1099 Type, Withholding
Purchasing	Order preferences	Incoterm, Lead Time, Min Order Qty

⚠️ 1099 Compliance

For US companies, ensure vendor forms capture:

Tax ID Number — Required for 1099 reporting
1099 Eligible checkbox — Flags vendor for year-end reporting
Legal Name — Must match W-9 exactly
Default 1099 Expense Account — For accurate category reporting

Consider requiring these fields for certain vendor categories to ensure compliance data is captured upfront.

Employee Form Configuration

Employee forms balance HR requirements, self-service needs, and manager visibility while maintaining data security.

Employee Form Security Considerations

🔒

Employee Data Access Strategy

Challenge: Employee records contain sensitive data (SSN, salary, performance) that must be restricted while still providing self-service access.

Multiple Employee Forms

Approach: Create separate forms for different access levels

HR Admin Form — All fields visible and editable
Manager Form — Team view with limited sensitive data
Employee Self-Service — Personal info only

Best for: Clear role separation

Field-Level Permissions

Approach: Single form with field-level role restrictions

Configure field display types per role
Use "Disabled" or "Hidden" for sensitive fields
Maintain single form for consistency

Best for: Simpler maintenance

Common Employee Form Tabs

Tab	Content	Typical Access
General	Name, title, department, supervisor	All roles
Human Resources	Hire date, employment status, job history	HR, Managers
Compensation	Salary, pay frequency, pay rate	HR only
Tax Information	SSN, W-4 status, state withholding	HR only (PII)
Time & Expenses	Expense approval, time tracking settings	Employee, Managers
Direct Deposit	Bank account information	Employee (own), HR

Contact Form Configuration

Contacts represent individual people associated with customers, vendors, or other entities. Well-designed contact forms capture relationship context.

💡 Contact Role Strategy

Define contact roles that support your business processes:

Primary Contact — Main point of communication
Billing Contact — Receives invoices, handles payment inquiries
Shipping Contact — Coordinates deliveries
Technical Contact — For support and implementation
Executive Sponsor — Decision maker for strategic accounts
Purchasing Agent — Places orders on behalf of company

Roles can trigger automation (e.g., billing contacts receive invoice emails).

Field Configuration on Entity Forms

Entity forms support various field configuration options to control data capture and display.

Field Display Options

Option	Effect	Use Case
Show	Field visible and editable	Standard fields users need to enter
Mandatory	Required for save	Critical classification or compliance fields
Disabled	Visible but read-only	System-calculated or reference fields
Hidden	Not visible on form	Internal fields not needed for this form
Inline Text	Display only (no edit)	Static labels or calculated display values

Mandatory Field Strategy

⚠️ Mandatory Field Balance

Common mistake: Making too many fields mandatory, which frustrates users and leads to garbage data ("TBD", "N/A", etc.).

Better approach:

Only make fields mandatory if truly required for business process
Use workflows to require fields at specific lifecycle stages
Consider "soft requirements" via saved search reports on incomplete records
Train users on data quality rather than forcing through form design

Address Book Configuration

The Address Book sublist on entity forms manages multiple addresses per record. Proper configuration supports complex shipping and billing scenarios.

Address Configuration Options

Default Shipping — Pre-selected on transactions
Default Billing — Pre-selected for invoices
Residential Flag — Affects shipping carrier rates
Address Label — User-friendly identifier ("Main Office", "Warehouse 2")
Attention — Contact name for deliveries

💼 Multi-Location Customers

For customers with many ship-to locations, consider:

Subcustomer structure — Create subcustomer per location with its own address
Address naming convention — Require consistent labels (e.g., "City - Street" format)
Custom fields on address — Add location code, dock hours, delivery instructions
Address validation — Integrate with USPS or address validation service

Form Assignment for Entities

Entity forms can be assigned based on multiple criteria to ensure users see appropriate forms.

Assignment Methods

Method	Configuration	Use Case
Role-Based	Roles subtab on form	Different views for Sales vs. AR vs. Admin
Record-Specific	Custom Form field on record	Special form for specific high-value customers
Category-Based	Scripted assignment based on category	Different forms for B2B vs. B2C customers
Subsidiary-Based	Different forms per subsidiary	Regional compliance variations

Industry-Specific Entity Form Patterns

🏭 Manufacturing

Vendor forms should capture:

Supplier certifications (ISO, quality standards)
Lead time and minimum order quantities
Approved manufacturer lists (AML) linkage
Quality rating/scorecard fields

Customer forms should include:

EDI trading partner settings
Customer-supplied material handling
Inspection requirements

💻 Software/SaaS

Customer forms should capture:

Subscription tier and contract dates
Technical contact for implementation
Integration requirements
Support level (standard, premium, enterprise)
Usage metrics or user count

👔 Professional Services

Customer forms should include:

Billing arrangement (T&M, Fixed Fee, Retainer)
Rate card assignment
Project manager assignment
MSA/contract reference
Billing contact with invoice delivery preferences

Employee forms should capture:

Billable rate tiers
Skills and certifications
Utilization targets

Entity Form Best Practices

🎯

Purpose

Define clear purpose for each form

→

👥

Audience

Identify who uses the form

→

📋

Fields

Include only necessary fields

→

🔒

Security

Apply appropriate restrictions

Chapter 6.3

Sublists & Line Items

Configuring transaction line items, custom sublists, and related record displays for efficient data entry and visibility.

Understanding Sublists

Sublists are tabular data structures within NetSuite records that display multiple related line items. They're fundamental to transaction processing, entity management, and custom record relationships.

ℹ️ Sublist Types in NetSuite

Standard Sublists:

Item Sublist — Line items on transactions (SO, PO, Invoice)
Expense Sublist — Non-item expenses on transactions
Address Book — Multiple addresses on entities
Contacts — Related contacts on customer/vendor
Currency — Multi-currency settings
Partners — Sales partner relationships
Apply Sublist — Payment application lines

Static vs. Editor Sublists:

Editor — User can add/edit/remove lines (e.g., Items)
Static/List — Read-only display (e.g., Related Records)
Inline Editor — Edit directly in grid without popup

Item Sublist Configuration

The Item sublist is the most critical sublist on transaction forms, controlling how users enter line items for sales orders, purchase orders, invoices, and other transactions.

Customization → Forms → Transaction Forms → [Form] → Screen Fields → Items

Common Item Sublist Fields

Field	Purpose	Configuration Notes
Item	Item selection	Always required; configure filtering options
Quantity	Order quantity	Default display; can be made mandatory
Units	Unit of measure	Show if using multiple UOMs
Rate	Unit price	Can be hidden for non-pricing roles
Amount	Line total	Usually calculated/disabled
Description	Line description	Override item description per line
Tax Code	Tax treatment	Show for tax-configurable lines
Location	Inventory location	Show for inventory transactions
Department/Class	Segment classification	Per company classification setup

💡 Column Width Optimization

Sublist columns have limited horizontal space. Optimize by:

Hide unused columns — Every hidden column gives space to others
Use abbreviations — Rename column headers to shorter labels
Prioritize visible columns — Most-used fields should be visible without scrolling
Consider separate forms — Different roles may need different column sets

Custom Columns on Sublists

Custom fields can be added to sublists to capture additional line-level data beyond standard fields.

Customization → Lists, Records, & Fields → Transaction Line Fields → New

Creating Transaction Line Fields

Define Field Properties

Set label, ID, field type (text, list, date, etc.), and description.

Select Sublist

Choose which sublist (Items, Expenses, etc.) this field appears on.

Apply to Transaction Types

Select which transaction types should include this field.

Configure Display

Set display type (Normal, Hidden, Disabled) per form if needed.

Transaction Line Field Types

Field Type	Use Case	Example
Free-Form Text	Short text entry	Customer PO Line Number
Text Area	Longer descriptions	Line-level special instructions
List/Record	Reference another record	Project Task assignment per line
Checkbox	Boolean flags	Taxable override
Date	Line-level dates	Requested delivery date
Currency	Money amounts	Commission amount per line
Decimal Number	Numeric values	Discount percentage

⚠️ Line Field Limitations

Be aware of these constraints:

Performance — Too many custom columns slows form loading
Sourcing — Line-level sourcing has limitations compared to body fields
Reporting — Some line fields may not be available in all report types
Imports — Custom line fields require specific CSV column mapping

Expense Sublist Configuration

The Expense sublist handles non-item costs on transactions—freight, handling, miscellaneous charges that don't flow through inventory.

Common Expense Sublist Fields

Field	Purpose	Notes
Category/Account	Expense classification	Links to expense category or GL account
Amount	Expense amount	Can be positive or negative
Memo	Description	Appears on GL posting
Department/Class/Location	Segment allocation	Per company settings
Tax Code	Tax treatment	For taxable expenses
Customer	Billable customer	For expense rebilling

💼 Items vs. Expenses Decision

Use Items when:

Tracking inventory quantities
Need item-specific pricing rules
Require item-level reporting
Using service items with billing schedules

Use Expenses when:

One-off charges without item master
Pass-through costs (freight, duties)
Need direct GL account posting
Rebillable expenses to customers

Sublist Filtering and Sourcing

Control what items or records appear in sublist dropdowns and how values populate automatically.

Item Filtering Options

By Subsidiary — Show only items available in transaction's subsidiary
By Location — Show only items stocked at selected location
By Customer — Show customer-specific items or pricing
By Item Type — Limit to certain item types (inventory only, services only)
Custom Filter — Script-based filtering for complex rules

🎯

Sublist Population Strategy

Scenario: Users need to quickly add multiple lines without repetitive data entry.

Default Values

Approach: Set field defaults at item or form level

Configure default location, class, department on items
Set form-level defaults for common values
Use "Copy Previous" for repeating values

Best for: Consistent, predictable defaults

Sourced Values

Approach: Auto-populate from related records

Source from item record (description, price, tax code)
Source from customer (price level, terms)
Source from header fields (department, class)

Best for: Dynamic, context-sensitive values

Scripted Population

Approach: Client Script populates lines

Complex calculations or lookups
Conditional logic based on multiple factors
Bulk line creation from templates

Best for: Complex business rules

Related Records Sublists

Related Records subtabs show connected transactions or records for reference and navigation.

Common Related Records

Record Type	Related Records Shown	Use Case
Sales Order	Invoices, Item Fulfillments, Returns	Track order fulfillment status
Purchase Order	Item Receipts, Vendor Bills	Track procurement completion
Customer	Transactions, Cases, Contacts	360-degree customer view
Item	Transactions, Price History, Stock	Item activity analysis
Project	Tasks, Time, Expenses, Transactions	Project profitability tracking

Customizing Related Records Display

Show/Hide Subtabs — Remove irrelevant related record tabs per form
Saved Search Subtabs — Add custom searches as subtabs for specific data views
Custom Sublists — Create scripted sublists for non-standard relationships

Inline Editing Configuration

Inline editing allows users to modify sublist data directly in the grid without opening popup editors.

ℹ️ Inline Editing Modes

Form-Level Setting: Enable/disable inline editing per form

List-Level Setting: Enable for saved search results (Setup → Company → General Preferences)

Field-Level: Some fields support inline edit, others require popup

Inline Editing Best Practices

Enable for data entry forms — Speeds up line item entry significantly
Test field behavior — Some fields don't support inline editing
Consider validation — Inline editing may bypass some client-side validations
Train users — Tab/Enter key navigation differs from popup editing

Industry-Specific Sublist Patterns

🏭 Manufacturing

Item Sublist additions:

Lot/Serial number fields for traceability
Inspection status or quality hold flags
Customer PO line reference
Requested ship date per line
Work order linkage for MTO items

📦 Wholesale Distribution

Item Sublist additions:

Bin location for pick tickets
Catch weight fields for variable-weight items
Unit conversion display (cases vs. eaches)
Backorder quantity tracking
Commission rate per line for sales reps

👔 Professional Services

Item Sublist additions:

Project/Task assignment per line
Service date range (from/to)
Billing status (billable, non-billable, written-off)
Employee assignment for resource tracking
Rate source (rate card, contract, override)

Performance Optimization

⚠️ Sublist Performance Considerations

Large sublists can impact form performance:

Line Limit — Transactions with 500+ lines may experience slowness
Custom Fields — Each custom column adds load time
Sourcing — Complex sourcing calculations slow line entry
Client Scripts — Line-level scripts run on every line change

Mitigation strategies:

Limit visible custom columns to essential fields
Use stored/calculated values instead of real-time lookups
Implement pagination for read-only sublists
Consider CSV import for high-volume line entry

Sublist Configuration Checklist

Identified required columns for Item sublist per transaction type Created custom line fields for business-specific requirements Configured Expense sublist for non-item charges Set up item filtering appropriate to transaction context Configured default values and sourcing for efficiency Enabled inline editing where appropriate Reviewed related records subtabs for relevance Tested sublist performance with realistic data volumes Documented custom line field purposes and usage

Chapter 6.4

Saved Searches as Data Sources

Leveraging saved searches to power dashboards, portlets, forms, and dynamic data displays throughout NetSuite.

Saved Searches as UI Foundation

Saved searches are far more than reporting tools—they're the foundation for dynamic UI elements throughout NetSuite. Understanding how to design searches for UI consumption unlocks powerful customization possibilities.

ℹ️ UI Uses for Saved Searches

Dashboard Elements:

List Portlets — Display search results as dashboard lists
KPI Scorecards — Show summary metrics from searches
Trend Graphs — Visualize search data as charts
Reminders — Alert-style portlets based on searches

Form Elements:

Custom Subtabs — Show related data on records
Suitelet Data Sources — Populate custom pages
Field Sourcing — Dynamic dropdowns and lookups

Designing Searches for Portlets

Searches displayed as dashboard portlets need specific design considerations for optimal user experience.

Reports → Saved Searches → New → [Record Type]

Portlet Search Design Principles

Principle	Implementation	Rationale
Limit Columns	3-5 result columns maximum	Portlets have limited width; too many columns cause horizontal scrolling
Limit Rows	Use "Max Results" setting	Dashboard performance degrades with large result sets
Include Links	First column should link to record	Users need to navigate to details easily
Sort Meaningfully	Most urgent/recent first	Top items should be most actionable
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.

KPI Search Structure

💡 KPI Search Design

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 < Today, Status ≠ 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

💼 Chart Type Selection

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.

Searches as Form Subtabs

Saved searches can appear as subtabs on record forms, showing related data without custom scripting.

Customization → Forms → [Entry/Transaction] Forms → [Form] → Subtabs

Adding Search Subtabs

Create the Search

Build search that filters by the parent record (e.g., transactions for a customer). Use relative filters like "Customer : Internal ID = {ID}".

Mark for Subtabs

Enable "Available as Sublist View" option. This exposes the search for form integration.

Add to Form

Edit the form, go to Subtabs section, add new subtab with source = saved search.

⚠️ Subtab Performance

Search subtabs execute when the form loads. Considerations:

Filter tightly — Only show records related to current record
Limit results — Use max results to prevent slow loading
Avoid on high-traffic forms — Don't add complex searches to frequently accessed forms
Consider load type — Some subtabs can be set to load on-demand (click to load)

Dynamic Dropdown Sources

Saved searches can power dropdown fields, providing filtered or calculated options.

Use Cases for Search-Driven Dropdowns

Scenario	Standard Approach	Search-Driven Approach
Active items only	All items shown	Search filters to Is Inactive = False
Items by category	Full item list	Search filters by selected category
Customers with open balance	All customers	Search for balance > 0
Available employees	All employees	Search excludes terminated, on leave

Implementation Methods

🎯

Dynamic Field Population

Scenario: A field needs to show only a subset of records based on criteria or context.

Field Sourcing (Native)

Method: Configure field to source from parent record

Limited to direct field relationships
No custom logic or calculations
Best for simple parent-child sourcing

Best for: Standard relationships

List-Based Custom Field

Method: Create field with custom list source

Create custom list with needed values
Static values, not dynamic
Good for controlled value sets

Best for: Static option lists

Scripted Search Lookup

Method: Client script populates from search

Execute saved search on field change
Populate dependent field with results
Most flexible but requires scripting

Best for: Complex dynamic filtering

Inline Editing with Searches

Saved search results can support inline editing, allowing users to modify data directly from search results.

Setup → Company → General Preferences → Enable Inline Editing on Lists

Inline Editing Considerations

Field Support — Not all fields support inline editing; test each column
Permissions — User must have edit permission on underlying records
Validation — Field validations still apply; errors shown inline
Performance — Each edit triggers save; batch edits via CSV may be faster for bulk changes

💡 Bulk Update via Inline Edit

For controlled bulk updates, create a search that:

Shows records needing update (e.g., items needing price change)
Includes the editable field as a column
Enables inline editing
Users can tab through and update multiple records efficiently

This is faster than opening each record individually but slower than CSV import for large volumes.

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 vs. Role Permissions

Search access ≠ 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

Industry Applications

🏭 Manufacturing

Dashboard searches:

Work orders by status (Released, In Progress, Completed)
Components below reorder point
Production schedule for the week
Quality holds awaiting disposition

📦 Wholesale Distribution

Dashboard searches:

Orders ready to ship today
Backorder report with expected dates
Top customers by month-to-date sales
Inventory aging by location

👔 Professional Services

Dashboard searches:

Unbilled time and expenses
Projects by percent complete
Resource utilization this month
Expiring contracts (next 90 days)

Chapter 6.5

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.

ℹ️ Template Technologies

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

Customization → Forms → Advanced PDF/HTML Templates

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.

💡 Basic Template Anatomy

<?xml version="1.0"?>
<!DOCTYPE html PUBLIC "-//BFO//DTD HTML 4.0//EN">
<html>
<head>
    <style type="text/css">
        /* CSS styles here */
        @page { size: letter; margin: 0.5in; }
        body { font-family: Arial, sans-serif; }
    </style>
</head>
<body>
    <!-- Header section -->
    <div class="header">
        ${record.entity}
    </div>

    <!-- Line items loop -->
    <#list record.item as item>
        ${item.item} - ${item.quantity}
    </#list>

    <!-- Footer -->
    <div class="footer">
        ${record.total}
    </div>
</body>
</html>

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}

Line Item Access

💼 Line Item Loop Pattern

<table>
    <tr>
        <th>Item</th>
        <th>Description</th>
        <th>Qty</th>
        <th>Rate</th>
        <th>Amount</th>
    </tr>
    <#list record.item as item>
    <tr>
        <td>${item.item}</td>
        <td>${item.description}</td>
        <td>${item.quantity}</td>
        <td>${item.rate}</td>
        <td>${item.amount}</td>
    </tr>
    </#list>
</table>

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

⚠️ Null Value Handling

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

Running Headers and Footers

💡 Multi-Page Header/Footer Pattern

<style>
@page {
    @top-center {
        content: element(header);
    }
    @bottom-center {
        content: element(footer);
    }
}

#header { position: running(header); }
#footer { position: running(footer); }
</style>

<div id="header">
    Invoice: ${record.tranid}
</div>

<div id="footer">
    Page <span class="pageNumber"/> of <span class="totalPages"/>
</div>

Images and Logos

Include company logos, product images, and other graphics in templates.

Image Sources

File Cabinet: Reference uploaded images via URL
Company Logo: ${companyinformation.logourl}
Item Images: ${item.imageurl} in line item loop
External URLs: Full https:// paths (not recommended)

⚠️ Image Best Practices

File size: Keep images under 100KB for performance
Format: PNG or JPG preferred; avoid SVG
Dimensions: Size images before upload; don't rely on CSS scaling
File Cabinet location: Use "Available Without Login" for email templates

Tables and Line Items

Proper table formatting is critical for professional-looking documents.

Table CSS Tips

Requirement	CSS Property	Value
Fixed column widths	table-layout: fixed;	Prevents column resizing
Cell borders	border-collapse: collapse;	Single borders between cells
Header repeat	-fs-table-paginate: paginate;	Repeats thead on each page
Row banding	tr:nth-child(even)	Alternating row colors
Text alignment	text-align: right;	Right-align numbers

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.

Customization → Forms → Transaction Forms → [Form] → Printing Options

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

Industry-Specific Template Patterns

🏭 Manufacturing

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

📦 Wholesale Distribution

Template considerations:

Case/unit quantity display with conversions
Barcode fields for scanning
Customer item numbers alongside internal SKUs
Bin locations on pick tickets

👔 Professional Services

Template considerations:

Detailed time entries with dates and descriptions
Project/task grouping on invoices
Rate cards and billing arrangements shown
Expense reimbursement detail with receipts

Testing and Debugging

💼 Template Development Workflow

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

Chapter 6.6

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.

ℹ️ Email Template Types

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

Setup → Company → Email → Email Preferences

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:

Basic Merge Field Syntax

<!-- Entity fields -->
${entity.firstname}           <!-- Customer/vendor first name -->
${entity.companyname}         <!-- Company name -->
${entity.email}               <!-- Primary email -->

<!-- Transaction fields -->
${transaction.tranid}         <!-- Transaction number -->
${transaction.total}          <!-- Total amount -->
${transaction.trandate}       <!-- Transaction date -->
${transaction.status}         <!-- Status display value -->

<!-- User/employee fields -->
${user.firstname}             <!-- Current user sending email -->
${user.email}                 <!-- User's email -->
${user.phone}                 <!-- User's phone -->

<!-- Company fields -->
${company.companyname}        <!-- Your company name -->
${company.mainaddress}        <!-- Company address -->

💡 Finding Available Merge Fields

When editing an email template, use the Insert Field dropdown in the WYSIWYG editor. This shows all available merge fields for the selected record type, organized by category. The field IDs shown are exactly what you need in the ${...} syntax.

Creating Transaction Email Templates

Setup → Company → Email → Email Templates → New

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

Sample Email Template

Invoice Email Template Example

<!-- Subject: Invoice ${transaction.tranid} from ${company.companyname} -->

<div style="font-family: Arial, sans-serif; max-width: 600px; margin: 0 auto;">
    <!-- Header with logo -->
    <div style="background-color: #f8f9fa; padding: 20px; text-align: center;">
        <img src="${company.logo}" alt="${company.companyname}" style="max-height: 60px;">
    </div>

    <!-- Main content -->
    <div style="padding: 30px;">
        <p>Dear ${entity.firstname},</p>

        <p>Please find attached Invoice <strong>${transaction.tranid}</strong>
           dated ${transaction.trandate}.</p>

        <!-- Invoice summary box -->
        <div style="background-color: #f0f7ff; padding: 15px; border-radius: 5px; margin: 20px 0;">
            <p style="margin: 5px 0;"><strong>Amount Due:</strong> ${transaction.total}</p>
            <p style="margin: 5px 0;"><strong>Due Date:</strong> ${transaction.duedate}</p>
            <p style="margin: 5px 0;"><strong>Terms:</strong> ${transaction.terms}</p>
        </div>

        <p>If you have any questions, please contact us at ${company.email}
           or ${company.phone}.</p>

        <p>Thank you for your business!</p>

        <p>Best regards,<br>
        ${user.firstname} ${user.lastname}<br>
        ${company.companyname}</p>
    </div>

    <!-- Footer -->
    <div style="background-color: #333; color: #fff; padding: 15px; text-align: center; font-size: 12px;">
        <p>${company.mainaddress}</p>
    </div>
</div>

Advanced Merge Features

Accessing Related Records

Related Record Fields

<!-- Primary contact on entity -->
${entity.contact.firstname}
${entity.contact.email}

<!-- Sales rep on transaction -->
${transaction.salesrep.firstname}
${transaction.salesrep.email}
${transaction.salesrep.phone}

<!-- Subsidiary information -->
${transaction.subsidiary.name}
${transaction.subsidiary.mainaddress}

<!-- Custom fields -->
${transaction.custbody_field_id}
${entity.custentity_field_id}

Conditional Content (Using SuiteScript)

⚠️ Standard Templates Have No Conditionals

Native email templates don't support if/else logic. For conditional content:

Option 1: Create multiple templates, assign via workflow based on conditions
Option 2: Use SuiteScript to dynamically build email content
Option 3: Use Marketing Templates (campaign) which support some dynamic content

Marketing Email Templates

Marketing templates are designed for campaigns and include special features for tracking and compliance:

Lists → Marketing → Marketing Templates → New

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
Dynamic content blocks	No	Yes (based on segments)

💡 CAN-SPAM Compliance

Marketing templates automatically include compliance requirements:

Unsubscribe link (use ${unsubscribe} merge field)
Physical mailing address (required)
Clear identification of sender

Workflow Email Actions

Workflows can send emails using templates at any point in the process:

Add Send Email Action

In workflow state, add action type "Send Email"

Configure Recipients

Dynamic: field on record (e.g., Sales Rep), static email, or role

Select Template

Choose from existing templates or build inline

Set Conditions (Optional)

Add conditions to control when email sends

Common Workflow Email Scenarios

Scenario                          Trigger                      Template
-------------------------------------------------------------------------------
Sales order confirmation          SO saved, status Pending     Order Confirmation
Approval request                  Pending Approval state       Approval Request
Approval granted                  Approved state               Approval Notification
Past due reminder                 Scheduled, daysoverdue > 0   Past Due Reminder
Quote follow-up                   Scheduled, 3 days after      Quote Follow-up
Welcome new customer              Customer created             Welcome Email

Email Delivery Configuration

Domain Authentication

🚨 SPF/DKIM Required for Deliverability

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

Case Management Templates

Support cases have specialized template features:

Setup → Support → Case Preferences

Case-Specific Merge Fields

<!-- Case information -->
${case.casenumber}            <!-- Case number -->
${case.title}                 <!-- Case subject -->
${case.status}                <!-- Current status -->
${case.priority}              <!-- Priority level -->
${case.createddate}           <!-- Date opened -->

<!-- Assigned employee -->
${case.assigned.firstname}    <!-- Assigned rep name -->
${case.assigned.email}        <!-- Rep email -->

<!-- Customer self-service link -->
${case.externalcaseurl}       <!-- Link to customer portal -->

<!-- Conversation history -->
${case.messages}              <!-- Full message thread -->

Auto-Response Templates

Template Type	Trigger	Common Content
Case Acknowledgment	New case created	Case number, expected response time, portal link
Case Update	Status change	New status, next steps, rep contact
Case Closure	Case closed	Resolution summary, satisfaction survey link
Escalation Notice	Priority increased	New priority, escalation contact

Best Practices

💼 Email Template Strategy

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

⚠️ Common Email Template Mistakes

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

Industry-Specific Patterns

🏭 Manufacturing

Template considerations:

Shipping confirmations with tracking numbers
Quality documentation/COA attachments
Production schedule updates
RMA authorization emails with return instructions

📦 Wholesale/Distribution

Template considerations:

Order confirmations with estimated ship date
Backorder notifications
Price change announcements
Credit limit warnings/increases

💻 Software/SaaS

Template considerations:

Subscription renewal reminders
Usage threshold alerts
License key delivery
Onboarding sequences (multiple templates)

👔 Professional Services

Template considerations:

Project milestone notifications
Timesheet approval requests
Retainer balance notifications
Statement of Work delivery

Testing and Troubleshooting

Preview with Sample Record

Use "Preview" button, select actual record to see merged content

Send Test Email

Send to yourself to verify formatting and attachments

Check Email Log

Setup → Company → Email → Email Log to verify delivery

Test Multiple Clients

Verify rendering in Gmail, Outlook, Apple Mail

Chapter 6.7

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.

ℹ️ Dashboard Hierarchy

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.

Home → Set Up Home (gear icon) → Personalize Dashboard

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

Customization → Centers and Tabs → Published Dashboards → New

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

💡 Dashboard Tab Naming

Published dashboard names become tab names. Keep them short and descriptive: "Sales Dashboard," "AR Overview," "Inventory Status." Avoid generic names like "Dashboard 1."

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

Common KPI Metrics by Role

Role                    KPIs to Display
-------------------------------------------------------------------------------
Sales Rep               Open Opportunities, Pipeline Value, MTD Sales,
                        Quote Conversion Rate, Overdue Activities

Sales Manager           Team Pipeline, Forecast vs. Actual, Win Rate,
                        Average Deal Size, Sales by Rep

AR Clerk                Open AR Balance, Overdue Invoices, DSO,
                        Collections Pending, Unapplied Payments

AP Clerk                Open AP Balance, Bills Due This Week,
                        Unapproved Bills, Early Payment Discounts Available

Controller              Cash Position, AR Aging, AP Aging, Working Capital,
                        Revenue vs. Budget, EBITDA

Warehouse Manager       Open Orders to Ship, Backorders, Inventory Value,
                        Items Below Reorder Point, Receipts Pending

Purchasing              Open POs, Overdue Deliveries, Vendor Performance,
                        Requisitions Pending

Creating KPI Scorecards

Reports → New Search → Select record type → Configure as KPI Scorecard

💼 KPI Scorecard Design Tips

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)

Reminder Portlets

Reminders alert users to items requiring action. NetSuite includes built-in reminders plus custom reminder searches.

Built-in Reminders

Reminder	Trigger	Target Roles
Approve Sales Orders	Pending approval status	Sales managers, approvers
Approve Purchase Orders	Pending approval status	Purchasing managers
Orders to Fulfill	Approved, not shipped	Warehouse, fulfillment
Items to Receive	POs with pending receipts	Receiving, warehouse
Bills to Pay	Approved bills due	AP clerk, treasury
Overdue Tasks	Task due date passed	All users
Expense Reports to Approve	Pending approval	Managers

Custom Reminders

Create custom reminders using saved searches with the "Available as Reminder" option:

Custom Reminder Examples

Reminder                    Saved Search Criteria
-------------------------------------------------------------------------------
Quotes Expiring Soon        Estimate: Status=Open, Valid Through within 7 days
Contracts Expiring          Customer: Contract End Date within 30 days
Low Stock Items             Item: Available < Reorder Point
Invoices Over 60 Days       Invoice: Days Overdue > 60
Projects Over Budget        Project: Actual Hours > Estimated Hours
Unapplied Payments          Payment: Unapplied Amount > 0
Pending Time Approval       Time Entry: Approval Status = Pending

Shortcuts Portlet

Shortcuts provide one-click access to frequently used transactions, records, and reports. Effective shortcuts reduce navigation time significantly.

Shortcut Types

Type	Example	How to Add
New Record	New Sales Order, New Invoice	Drag from menu or type URL
Saved Search	Open Quotes, My Tasks	Select from search dropdown
Report	AR Aging, P&L	Select from reports dropdown
Record Page	Specific customer, setup page	Paste URL
External Link	Carrier tracking, external tool	Enter external URL

💡 Shortcut Organization

Group shortcuts logically using separator lines or multiple shortcut portlets:

Daily Tasks: New records, approvals, time entry
Reports: Most-used reports for the role
Searches: Key lists and lookups

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?"

💼 Dashboard Design by Role Type

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

Sample Dashboard Layouts

AR Clerk Dashboard

┌─────────────────────────────────┬─────────────────────────────────┐
│  REMINDERS                      │  SHORTCUTS                      │
│  • Invoices to Create (12)      │  • New Invoice                  │
│  • Payments to Apply (8)        │  • New Payment                  │
│  • Deposits to Make (3)         │  • Customer Lookup              │
│  • Customers to Call (5)        │  • AR Aging Report              │
├─────────────────────────────────┴─────────────────────────────────┤
│  KPIs                                                             │
│  ┌──────────┬──────────┬──────────┬──────────┐                   │
│  │ Open AR  │ Overdue  │  DSO     │ MTD Cash │                   │
│  │ $1.2M    │ $245K    │ 38 days  │ $156K    │                   │
│  │ ▲ 5%     │ ▼ 12%    │ ▼ 2 days │ ▲ 8%     │                   │
│  └──────────┴──────────┴──────────┴──────────┘                   │
├─────────────────────────────────┬─────────────────────────────────┤
│  OVERDUE INVOICES               │  RECENT PAYMENTS                │
│  [Saved search results]         │  [Saved search results]         │
│  Customer | Amount | Days       │  Customer | Amount | Date       │
│  ABC Co   | $45K   | 45 days    │  XYZ Inc  | $12K   | Today      │
│  ...                            │  ...                            │
└─────────────────────────────────┴─────────────────────────────────┘

Sales Manager Dashboard

┌───────────────────────────────────────────────────────────────────┐
│  KPI SCORECARD                                                    │
│  ┌──────────┬──────────┬──────────┬──────────┬──────────┐        │
│  │ Pipeline │ MTD Rev  │ Win Rate │ Avg Deal │ Forecast │        │
│  │ $4.5M    │ $890K    │ 32%      │ $45K     │ $1.2M    │        │
│  │ vs $4.1M │ vs $750K │ vs 28%   │ vs $42K  │ vs $1.1M │        │
│  └──────────┴──────────┴──────────┴──────────┴──────────┘        │
├─────────────────────────────────┬─────────────────────────────────┤
│  PIPELINE BY STAGE              │  REVENUE TREND                  │
│  [Trend Graph]                  │  [Trend Graph]                  │
│  ████████████████               │        ▄▄▄                      │
│  ████████████                   │      ▄████▄                     │
│  ████████                       │    ▄████████▄                   │
│  ████                           │  ▄████████████                  │
│  Prospecting→Negotiation→Close  │  Jan Feb Mar Apr May Jun        │
├─────────────────────────────────┼─────────────────────────────────┤
│  TEAM PERFORMANCE               │  APPROVALS NEEDED               │
│  Rep     | Pipeline | MTD       │  • Sales Orders (3)             │
│  Jones   | $1.2M    | $245K     │  • Discounts > 20% (2)          │
│  Smith   | $980K    | $312K     │  • New Customer Credits (1)     │
│  ...                            │                                 │
└─────────────────────────────────┴─────────────────────────────────┘

Dashboard Performance

⚠️ Dashboard Load Time Issues

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

Industry-Specific Dashboard Patterns

🏭 Manufacturing

Key dashboard elements:

Production schedule/work orders due
Inventory below reorder point
On-time delivery percentage
WIP value and aging
Quality metrics (reject rate, returns)

📦 Wholesale/Distribution

Key dashboard elements:

Orders to ship today/backorders
Inventory turns by category
Gross margin by product line
Vendor fill rate
Shipping carrier performance

💻 Software/SaaS

Key dashboard elements:

MRR/ARR and growth rate
Churn rate and at-risk renewals
NRR (Net Revenue Retention)
Support case metrics
Deferred revenue balance

👔 Professional Services

Key dashboard elements:

Utilization rate (billable vs. total)
Project profitability
Time pending approval
Revenue recognition schedule
Resource availability

💚 Nonprofit

Key dashboard elements:

Donations YTD vs. budget by campaign
Grant fund balances and deadlines
Expense ratio (program vs. admin)
Donor retention rate
Pending pledges

Custom Portlets (SuiteScript)

When standard portlets don't meet requirements, custom portlets can display virtually any content:

ℹ️ Custom Portlet Use Cases

External data integration: Display data from external APIs
Complex visualizations: Charts beyond NetSuite's built-in options
Interactive forms: Quick-entry forms embedded in dashboard
Calculated metrics: Complex multi-record calculations
Announcements: Company news, policy updates

Custom Portlet Script Structure

/**
 * @NApiVersion 2.1
 * @NScriptType Portlet
 */
define(['N/search', 'N/ui/serverWidget'], function(search, serverWidget) {
    function render(params) {
        var portlet = params.portlet;
        portlet.title = 'My Custom Portlet';

        // Add form fields
        portlet.addField({
            id: 'custpage_kpi',
            type: serverWidget.FieldType.TEXT,
            label: 'Key Metric'
        }).defaultValue = calculateKPI();

        // Or add HTML content
        portlet.html = '<div>Custom HTML content</div>';
    }

    return { render: render };
});

Forms & UI

Transaction Forms

Transaction Form Overview

Creating Custom Transaction Forms

Form Layout and Tabs

Standard Transaction Tabs

Screen Layout Options

Field Configuration

Field Display Options

Field Sourcing and Defaults

Form Assignment

Print and Email Templates

Print Settings

Transaction Form Best Practices

Design Principles

Common Mistakes to Avoid

Transaction Forms Checklist

Entity Forms

Entity Form Overview

Creating Custom Entity Forms

Access Entity Forms

Customize or Create New

Configure Form Properties

Organize Tabs and Fields

Customer Form Configuration

Essential Customer Tabs

Vendor Form Configuration

Vendor Form Considerations

Employee Form Configuration

Employee Form Security Considerations

Employee Data Access Strategy

Multiple Employee Forms

Field-Level Permissions

Common Employee Form Tabs

Contact Form Configuration

Field Configuration on Entity Forms

Field Display Options

Mandatory Field Strategy

Address Book Configuration

Address Configuration Options

Form Assignment for Entities

Assignment Methods

Industry-Specific Entity Form Patterns

Entity Form Best Practices

Entity Form Configuration Checklist

Sublists & Line Items

Understanding Sublists

Item Sublist Configuration

Common Item Sublist Fields

Custom Columns on Sublists

Creating Transaction Line Fields

Define Field Properties

Select Sublist

Apply to Transaction Types

Configure Display

Transaction Line Field Types

Expense Sublist Configuration

Common Expense Sublist Fields

Sublist Filtering and Sourcing

Item Filtering Options

Sublist Population Strategy

Default Values

Sourced Values

Scripted Population

Related Records Sublists

Common Related Records

Customizing Related Records Display

Inline Editing Configuration

Inline Editing Best Practices

Industry-Specific Sublist Patterns

Performance Optimization

Sublist Configuration Checklist

Saved Searches as Data Sources

Saved Searches as UI Foundation

Designing Searches for Portlets

Portlet Search Design Principles

Create Search

Configure Audience

Add to Dashboard

KPI Scorecard Searches