One of the primary goals of a NetSuite system administrator would be to make it as easy as possible for the user to see the information they want without having to open up new windows, and potentially loosing track of what they are doing.
In this article we will look at one of the most under-used, but most powerful features of Netsuite customisation, Sourcing and Filtering. This is an easy and user-customisable way to pull information from a related record onto the record you are looking at.
A simple example – Customer Information on a Transaction
When a sales rep is taking an order over the phone, it can be useful that they see what the customer’s balance is, and how many days overdue they are. This is easy to do using the sourcing and filtering, once you understand the how NetSuite has set-up it’s sourcing.
In this example, we have created a Custom Transaction Body Field, and on the Sourcing and Filtering tab, there are two fields, Source List and Source From.
The Source List is the related record you want to get information from. An easy way to clarify this, is nearly any field on the Transaction form that is a Drop Down list will appear here. The most common lists used are Entity, for the customer or supplier and Created From, for fields from the Sales Order or Quote.
So in this example, if we want to get the customers Overdue Balance, we select Overdue Balance in the Source From field.
We need to make sure that the field type is the same as the type of field being sourced. In this case it is Currency. NetSuite will warn you if it is the wrong type.
You also need to consider whether you always want to see the latest information from the field being sourced, or whether the information is relevant at the time the record was created. If you untick the Store Value field, it will always display the value that is currently of the sourced record.
Now when the user selects a customer on a new invoice, the customers current account balance appears:
The above process applies to all non-list fields tat you can source from. Let’s take a look at creating a custom field on a Support Case that displays only the Quotes for the customer.
You can see from the above screen shot, we have selected a custom field type of List/Record selecting the Transaction. When you select a List/Record type, an extra option appears not he Sourcing & filtering Tab – Source Filter By. The Source Filter By has to match the Source List. In this example, you select the Customer from the Case, and the Entity from the transaction record. You are telling NetSuite what fields contain the same values that you want to match between a Case and the Quotes.
Additionally, we have added some criteria in Filter Using section that will only display open quotes.
These are a couple of simple examples. If you find that you’re not getting the ease of use out of Netsuite that you would like, then contact our development team who may be able to assist.