Setting Record, List, and Data Entry Preferences

Users with the Administrator role can set up record, list, and data entry preferences for the account at Setup > Company > General Preferences.

Note:

Any changes you make to general preferences are saved in system notes. For more information, see Searching System Notes.

For many preferences you set at the company level, users can override this preference at Home > Set Preferences. If you don't want users to override particular preferences, on the Overriding Preferences subtab, clear the Allow Override box for each preference.

Preference	Description
Allow Free-Form States in Addresses	This preference affects the State/Province field on entity records, location records and transactions. It also affects the search fields on entity, location, and transaction searches. This preference doesn't affect Web store address entries or UPS and FedEx shipping. UPS and FedEx use only zip code and country to determine shipping rates. Check this box to let users enter free-form text in State/Province fields. When the box is checked, any text you enter in the State/Province field is not converted to standard state or province codes. The text is saved as you enter it. Note: If you set this preference, you must enter the two-letter abbreviation for the state or province so NetSuite can find the correct transaction nexus. If you use the full name of the state or province, the system can't determine the correct transaction nexus. When this preference is not set, the State/Province field is a list of standard U.S. states and Canadian provinces. Any text you enter is converted to standard state or province codes.
Use State Abbreviations in Addresses	Check this box to use the standard state abbreviations in address fields and labels. If you clear this box, the full state name is used.
Delay Loading of Sublists	Check this box to delay loading subtab information until the user clicks them. Setting this preference can make pages load faster.
Number of Rows in List Segments	When users view a long list in NetSuite, it's split into segments. Enter the maximum number of records per segment. For example, if you have 200 customers and you want to show 25 per page, then set the segment size to 25. Users can click Next or Previous to move through the list.
Maximum Entries in Dropdowns	Enter the maximum number of records to show in lists. If a list reaches this limit, it will open in a popup list. The highest number you can enter is 500. If you want to see lists in popup lists every time, set the maximum to zero. If you want them to stay as lists, set it to 500. Note: The Case/Task/Event field for time transactions is a list only if: Total number of company-wide case, task, and event records is under 5000. Total number of company-wide case, task, and event records is under your set limit. Roles that can enter time transactions for other employees always see a popup list.
Show Quick Add Row on Lists	Check this box to allow quick add on direct editable lists with only basic information. Users can turn this preference off on individual lists.
Show List When Only One Result	Check this box to show search results as a list even if there's only one record. By default, NetSuite opens the record. Note: When this preference is set, NetSuite doesn't select a single result from the suggestion list automatically.
Add Primary Contact to Bill To Address	Check this box to add the primary contact for each entity to its Bill To address.
Pre-Populate Contact Address	Check this box to automatically fill address fields with customer addresses for contacts created from a customer record.
Show Employees as Contacts	Check this box to create a contact record for each employee record. Warning: If you check this box, users with access to contact records can see changes to employee records in the audit trail.
Use Last Name First for Employees	Check this box to list employees by last name first for tax and payroll purposes.
Use Last Name First for Entities	Check this box to list all entities (including contacts, customers, partners, and vendors) by last name first for tax and payroll purposes. Note: This preference applies only to new individual entity records. You'll need to do a mass update for existing records.
Show Display Name with Item Codes	Check this box to display both item name and display code when an item is selected on transactions and records.
Auto Name Customers	Check this box to have the Auto box on customer records checked by default. This fills in the Customer ID automatically with the first and last name you enter in the Name field.
Auto Inactivate Contacts with Customers	When a customer is made inactivate, automatically inactive their contacts.
Show Individuals as Contacts	Check this box to create a contact record for every individual-type customer record.

Preference

Description

Allow Free-Form States in Addresses

This preference affects the State/Province field on entity records, location records and transactions. It also affects the search fields on entity, location, and transaction searches.

This preference doesn't affect Web store address entries or UPS and FedEx shipping. UPS and FedEx use only zip code and country to determine shipping rates.

Check this box to let users enter free-form text in State/Province fields.

When the box is checked, any text you enter in the State/Province field is not converted to standard state or province codes. The text is saved as you enter it.

Note:
If you set this preference, you must enter the two-letter abbreviation for the state or province so NetSuite can find the correct transaction nexus. If you use the full name of the state or province, the system can't determine the correct transaction nexus.
When this preference is not set, the State/Province field is a list of standard U.S. states and Canadian provinces. Any text you enter is converted to standard state or province codes.

Use State Abbreviations in Addresses

Check this box to use the standard state abbreviations in address fields and labels.

If you clear this box, the full state name is used.

Delay Loading of Sublists

Check this box to delay loading subtab information until the user clicks them. Setting this preference can make pages load faster.

Number of Rows in List Segments

When users view a long list in NetSuite, it's split into segments. Enter the maximum number of records per segment.

For example, if you have 200 customers and you want to show 25 per page, then set the segment size to 25. Users can click Next or Previous to move through the list.

Maximum Entries in Dropdowns

Enter the maximum number of records to show in lists. If a list reaches this limit, it will open in a popup list. The highest number you can enter is 500.

If you want to see lists in popup lists every time, set the maximum to zero. If you want them to stay as lists, set it to 500.

Note:

The Case/Task/Event field for time transactions is a list only if:

Total number of company-wide case, task, and event records is under 5000.
Total number of company-wide case, task, and event records is under your set limit.

Roles that can enter time transactions for other employees always see a popup list.

Show Quick Add Row on Lists

Check this box to allow quick add on direct editable lists with only basic information. Users can turn this preference off on individual lists.

Show List When Only One Result

Check this box to show search results as a list even if there's only one record. By default, NetSuite opens the record.

Note:

When this preference is set, NetSuite doesn't select a single result from the suggestion list automatically.

Add Primary Contact to Bill To Address

Check this box to add the primary contact for each entity to its Bill To address.

Pre-Populate Contact Address

Check this box to automatically fill address fields with customer addresses for contacts created from a customer record.

Show Employees as Contacts

Check this box to create a contact record for each employee record.

Warning:

If you check this box, users with access to contact records can see changes to employee records in the audit trail.

Use Last Name First for Employees

Check this box to list employees by last name first for tax and payroll purposes.

Use Last Name First for Entities

Check this box to list all entities (including contacts, customers, partners, and vendors) by last name first for tax and payroll purposes.

Note:

This preference applies only to new individual entity records. You'll need to do a mass update for existing records.

Show Display Name with Item Codes

Check this box to display both item name and display code when an item is selected on transactions and records.

Auto Name Customers

Check this box to have the Auto box on customer records checked by default. This fills in the Customer ID automatically with the first and last name you enter in the Name field.

Auto Inactivate Contacts with Customers

When a customer is made inactivate, automatically inactive their contacts.

Show Individuals as Contacts

Check this box to create a contact record for every individual-type customer record.

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