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Adapting NetSuite to suit your Business – Referencing other data

Adapting NetSuite to suit your Business – Referencing other data

One of the features that everyone loves about NetSuite is that is highly customisable. As a trained or novice user, it is really easy to create new fields or records to store and display information on the forms. Additionally, customisation of the printed forms is relatively straight forward, as long as you don’t want anything too fancy.

Customisation that requires a bit more understanding of how databases work, are things like notifications, alerts and KPI’s. Netsuite’s Saved Searches, the a simplified query tool, allow you to extract a range of information from the system. It takes some time to learning what things are called, and how they affect reporting.

So the question for someone starting out is “How much do you customise in Netsuite and what are some of the risks?”

In this article we will look at an example of referencing other data to set shipping costs. In the subsequent articles, we’ll look at NetSuite’s Sourcing and Filtering, and then Custom Mass Updates.

Getting values from Custom Records.

An example that we often come across would be “how to allocate the warehouse where the goods would be delivered from, based on the customers locality?” Typically this is a requirement when a 3PL company is engaged or multiple warehouses are used.

The standard process we use to set this up is to set up a custom record, with the state or postcode, and then the location.

Shipping Cost Lookup Table

Normally this is able to be achieved by the user with little customisation. NetSuite has flexibility ability on all custom fields that allows you to source information from related records to the record being viewed.

Custom Record Example for Shipping


In the example above, two of the fields are sourced from other information in Netsuite, the Shipping Item and the Location. Where this becomes a challenge is when you wish to set the value on the form to the value found from the lookup table. NetSuite has two options for automation,  NetSuite’s Workflow, or a SuiteScript, NetSuite’s application development environment. The advantage of workflow is that it is simple for a user to change and update, you get visibility of the current or previous workflows that were performed on a record, and it’s fairly easy. Also NetSuite has some excellent training videos to get you started in SuiteAnswers. This is not available in JCurve accounts.

SuiteScript is less transparent, but far more flexible. The following code snippet shows how you can perform a dynamic lookup on the sales order based on the postcode range of the above set-up.

Sample Shipping Code lookup for Netsuite

Once the order is created, it will automatically update the order with the allocated location.

So customising how NetSuite populates data is a straightforward process, providing that you have a clear understanding of the rules.