NetSuite's ability to be tailored to specific business processes is one of its greatest strengths. While custom fields are excellent for adding new data points to existing records, there are times when a business needs to track a type of information that doesn't fit into any standard NetSuite record. This is where Custom Records become an essential tool for any NetSuite administrator or developer.

This guide provides a fact-checked and comprehensive overview of what custom records are, when to use them, and how they provide a dynamic framework for extending NetSuite's capabilities.

What is a Custom Record?

A custom record is a record type that you create from scratch. Think of it as building your own custom table in the NetSuite database. You define the name of the record, the fields it contains, and how it behaves. This allows you to create a structured way to store and manage data that is unique to your business operations.

Once created, a custom record behaves much like a standard record type. You can:

• Create, view, edit, and delete individual records.

• Add a wide variety of custom fields to store data.

• Create custom forms to control the user interface.

• Build saved searches and reports to analyze the data.

• Use them in scripts and workflows to automate processes.

  
  

When to Use a Custom Record

The decision to use a custom record instead of simply adding custom fields to a standard record is a critical architectural choice.

**Key Distinction:** A custom record is for when you need a new *noun* in your business process (e.g., a "Project," a "Warranty Claim," a "Training Course"). A custom field is for when you need a new *adjective* for an existing noun (e.g., a customer's "Industry" or an item's "Color").

Real-World Use Cases

• Quality Assurance: Create a "QA Inspection" custom record to track quality checks for manufactured items. Each inspection record could have fields for the inspector, date, pass/fail status, and defect codes. These records can then be linked to the specific Item or Work Order.

• Equipment Maintenance: Use a "Service Log" custom record to track maintenance performed on equipment assets. Fields could include service date, technician, parts used, and notes. This creates a complete service history for each piece of equipment.

• Employee Certifications: A "Certification" custom record can track employee skills and qualifications. Fields for certification name, issue date, and expiry date can be used to build reports on expiring certifications.

  
  

The Dynamic Power of Custom Records

Custom records are not just static data containers; they are highly dynamic and can be deeply integrated into your NetSuite environment.

Parent-Child Relationships

You can configure a custom record to be a "child" of a standard or another custom record. This creates a subtab on the parent record, providing a clear and organized way to view related information. For example, you can make your "Service Log" custom record a child of the Customer record, so that every customer's complete service history is visible directly on their record.

Custom Forms and Fields

Just like standard records, you can create multiple custom forms for a single custom record type. This allows you to present different views of the data to different user roles, controlling which fields are visible, mandatory, or read-only.

Sourcing and Automation

Custom record fields can source information from related records, and they can be used as triggers and conditions in SuiteFlow workflows. This allows you to build powerful automations around your custom business processes.

How to Create a Custom Record

1. Enable the Feature: Ensure "Custom Records" is enabled at Setup > Company > Enable Features > SuiteCloud.

2. Navigate to Record Types: Go to Customization > Lists, Records, & Fields > Record Types > New.

3. Define Primary Information: Give your record a clear Name and ID (following a consistent naming convention is a best practice).

4. Add Custom Fields: On the Fields subtab, create all the necessary fields to store your data.

5. Configure Behavior: Use the other subtabs to define permissions, form settings, and parent-child relationships.

Creating a custom record is a powerful way to mold NetSuite to the unique needs of your business. By understanding when and how to use them, you can build scalable, organized, and efficient solutions for nearly any data tracking requirement.