Defining Preferred Forms

Setting preferred forms for your employees lets you control the entry and transaction forms employees use to enter data. This maintains consistency in your company and enables you to capture the information that is most important to your business.

In NetSuite, there are three places where you can define form preferences.

On the Form: When you create or edit a custom form, you can check the Form is Preferred box to set the current form as the default form for all users whose role form preferences are not defined. On the Roles tab, you can also define the form as preferred for specific roles.
On the Custom Forms list page: On the custom forms list page at Customization > Forms > [Entry Forms or Transaction Forms], you can check the Preferred box for any form you want to set as the default form for all users whose role form preferences are not defined.
On the Manage Roles page: Define form preferences for specific roles at Setup > Users/Roles > Manage Roles > Edit [Role]. In addition to setting preferred forms for a role, you can also restrict access to the preferred form.

For custom records, you can select a preferred form on the Forms subtab or set preferred forms for specific roles on the Permissions subtab. The preferred form you set on the Permissions subtab takes precedence over the preferred form set on the Forms subtab.

For example, you set Custom Form A as the preferred form on the Forms subtab. On the Permissions subtab, you set the default form for the Sales Rep role to Custom Form B. When a sales rep creates a new record, Custom Form B is selected by default.

Note:

In some cases with transactions, the form you choose is selected automatically the next time you create a transaction of that type during your current NetSuite session. For example, if you go to the Invoice Customers page, you’ll see the Form list set to the form you used the last time you invoiced customers. When you begin a NetSuite session, the preferred form is selected by default on the transaction.

To set the preferred form for a specific role:

Go to Setup > Users/Roles > Manage Roles.
Click Edit next to the role for which you want to set form preferences.

Important:
Standard roles cannot be edited. To define new settings for one of these roles, click Customize next to the role, and enter a name for your custom role. Then set the needed custom settings and assign this custom role to the appropriate users.
Click the Forms subtab.
Click the subtab for the section you want to set preferences for.
- Transaction — Set defaults for cash refund, cash sale, credit memo, invoice, estimate, opportunity, purchase order, return authorization and sales order transaction forms.
- Entity — Set defaults for contact, customer, lead, prospect, employee, project, partner and vendor entry forms. When you define preferences for entities, you can set a preferred form for each Customer subtype in the corresponding fields at the top of the Entity subtab — Preferred Lead Form, Preferred Prospect Form and Preferred Subcustomer Form.
- CRM — Set defaults for phone call, campaign, case, event, solution and task entry forms.
- Item — Set defaults for inventory part, noninventory part, service, other charge, description, subtotal, discount, markup, group, kit, assembly and payment item entry forms.
Set the form defaults. Note that for some roles, you cannot modify all of these settings.
- In the Enabled column, for any forms you do not want this role to have access to, clear the boxes. This is not available for Customer Center roles.
- In the Preferred column, for any form you want to be set as the preferred form for this role, check the box.
- If you want this form to be the only form available to this role, check the box in the Restricted column. This is not available for Customer Center roles.
  
  The preferred form settings here override any settings on the Custom Forms page.
Note the following about marking a transaction or CRM form Preferred for the Customer Center role:
- External forms, meaning forms with names appended with (External), can be marked preferred for the Customer Center roles, but not for other roles.
- Forms that are not external cannot be marked as preferred for Customer Center roles, so they are not listed on the Forms tab of Customer Center role records.
Warning:
If you set preferred forms and do not restrict the forms, your employees can still change the form they use when entering transactions or records.
Click Save.

You can specify the entry or transaction form to use as the preferred form for a role. For more information, see Defining Preferred Entry and Transaction Forms for Roles

To set the preferred form for a specific role:

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