NetLease Add Custom Fields
Custom Fields
You may need to add a custom field to your Lease Records. This article walks you through the steps required to:
- Add a field to the lease record and
- Add a field to the lease transactions (needed if you want to post the information)
In order for NetLease to auto-populate the field information from the lease record to the lease transactions, you will need to set up a custom sourcing record after you have added the field to the lease record and transaction.
Custom Segments: It is strongly recommended that you manually create custom fields on both the Lease Record and Lease Transactions by using the below processes rather than automatically pushing the segment data to all related records from the custom segment record. A manual field creation eliminates the errors and limitations that come with an automatic setup.
Add field to NetLease Record
You may need to add a field for informational purposes (like an address text box) or for reporting purposes (like a custom segment). The process is the same.
- Navigate to the NetLease record to be modified (eg: NetLease Lease) by accessing Customization > Lists, Records, & Fields > Record Types
- Select the record hyperlink for NetLease Lease.
- On the Forms subtab, select Edit (or "customize") to the left of your preferred form.
First Time Editing Your Form: NetLease comes with two forms out of the box. You need to Edit, Rename, and "Save As" a copy of the NetLease Default Lease Form before making any edits. The two out of the box forms get overridden with any bundle updates, so you need to save a new "preferred form" with any edits.
- Make sure the form you are editing is a copy of one of the original two forms and that the checkbox for "Form is Preferred" is checked before doing any edits.
- Click the Subtab for Fields and then click New Field.
- Fill out the form with the relevant information for the new field. Fill out the Subtab field if you want the field to show somewhere besides the main section. Best practice is to add an ID that will be recognizable. Click Save.
Custom Segments: Select List/Record as the Type and choose the name of your custom segment from the List/Record dropdown field.
- Navigate back to your custom form to move the new field to its correct spot. Go to the Fields Subtab. Go to the correct secondary subtab where your field was put in the above step. If you did not select a subtab in the prior creation step, the field will be on the Main subtab. Assign the field to a Field Group and drag the row to the correct order.
- Option to make the field mandatory by checking the Mandatory box on the line. The Display Type drop down will change how the field appears and its edit capabilities on the form.
- To move the field to a different subtab after original creation, click the "Move Elements Between Subtabs" button at the bottom of the form page.
- On the field's line, select the new tab you want the information to live on. Click "Save".
- Your field will now be visible and editable on your Lease record.
CSV Update: You can now manually add the information for the new field(s) to all lease records or use a CSV import to update the lease records with the new information. Follow the steps on the NetLease CSV Upload to Change Fields article for step by step instructions. Best practice is to add all custom fields to the form and then do a mass CSV upload to input the data at once.
Add field to Transaction Forms
Fields for informational purposes or reporting typically just need to be added to the Lease Record. But occasionally a field will also need to be added to the Transaction Forms because the information from the lease will also post to the transactions. This is typically for posting Custom Segments, but there are other use cases as well.
Choose the transactions that the information will need to be posted to - for custom segments, you typically need to post to all transactions:
- NetLease Amortization
- NetLease Close Out
- NetLease Go-Live
- NetLease Initial Balance
- NetLease Modification
- NetLease Termination
- NetLease Transfer
Make sure to enable the new field for every relevant transaction type when you get to that step.
Custom Segments: While best practice for adding a custom segment to a Lease Record is to always create a new field, it may make sense to add the Custom Segment field to Transactions using the Custom Sourcing record itself. This use case is for situations where NetSuite reports are run using the custom segment as a filter so the underlying field on all transactions needs to be the same internal ID.
To add via the Custom Segment record, navigate to Setup > Company and then select your Custom Segment from the Classifications section in the drop down menu. Click the Custom Segment button at the top of the page to go to the underlying record. Click Edit. Go to the Application & Sourcing subtab and then select the Transaction Columns subtab. Check the boxes next to the relevant NetLease Transaction types and then click Save.
Skip to the last step in this section to edit the Transaction Forms to show the added field. Set up a custom sourcing record as normal.
- Navigate to Customization > Lists, Records & Fields > Transaction Types. Click the hyperlink for the transaction type you are editing.
- On the Transaction Type record, go to Forms. Click Edit for your preferred form.
First Time Editing Your Form: NetLease comes with three forms out of the box. Do not edit these forms directly because your changes will not be saved when the bundle is updated. Create a new form instead.
Click Edit next to Netgain NetLease Amortization Form. Rename the form and check the box for "Form is Preferred". Click the drop down next to the Save button to then select Save As. Navigate back to your new preferred form to continue editing.
- Make sure you are on a custom form record and the checkbox for "Form is Preferred" is checked before doing any edits. Navigate to Screen Fields. Select Lines. Click New Field.
- Selecting New Field under the Main section will create a new Body field, not a Line Column field. Typically we want to create a Column field at the line level, so that is the instruction shown.
- Populate the field information. Best practice is to create a field ID that will be easily recognized. Do not click Save yet.
- Scroll down to the Applies To section and select all relevant transaction types in the Custom Transactions box. Click Save.
- Navigate back to the Transaction Form in Edit mode.
- On the Form, go back to Screen Fields > Lines. Scroll down to the bottom to find the new field, check the box to Show and drag to the desired order location.
Note this last step will need to be repeated for every transaction type because by default the added field will not show. Make sure to create new forms for every transaction type so your changes are saved.
Create Custom Sourcing Record
Once your field is created on the lease record and the transactions, you are ready to create the custom sourcing record. This will tell NetLease to pull information from the field on your Lease Record to the field on the Transaction where it can be used for NetSuite reporting.
Follow the instructions on the NetLease Manage Custom Sourcing article and put your new lease record field in the From NetLease Field and the new transaction field in the To Transaction Field.