ANS-1774 · PURCHASE & VENDOR MANAGEMENT
How to Prevent Purchase Order Notes from Appearing on Vendor Records in NetSuite?
NetSuite's default behavior links transaction user notes to the associated entity, which can clutter vendor records with purchase order-specific details.
Short answer
NetSuite user notes on purchase orders inherit the transaction's entity field, causing them to appear on the vendor record. To prevent this, either configure a specialized user notes view on the vendor record to filter out purchase order notes, or implement a custom record for storing transaction-specific user notes, isolating them from entity records.
Scenario
When a user note is created on a purchase order or sales order, its entity field inherits the transaction's entity field. Consequently, the user note appears on the associated entity record, such as a vendor record. This behavior can lead to vendor records being cluttered with notes specific to individual purchase orders, which may not be desired by users.
Solution
Two primary solutions can address the issue of purchase order notes appearing on vendor records:
Configure a Special View for User Notes:
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- Configure a special view for user notes on the vendor record that filters out user notes linked to purchase orders.n
- When viewing vendor records, users can select this specialized view from the view dropdown on the user notes subtab.n
- When viewing purchase orders, users would need to select the standard view to see purchase order-specific notes.n
- Inconvenience:
The selected view for the user notes sublist is associated globally. For example, if a user selects "View A" on a vendor record's user notes sublist, then navigates to a purchase order and selects "View B" for its user notes, "View B" will subsequently be selected when they open another vendor record. Users must manually switch between views depending on the record type they are examining.
Configure a Custom Record for Transaction User Notes:
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- Configure a custom record specifically for storing transaction user notes.n
- This approach completely isolates transaction-specific user notes from entity records, preventing them from appearing on vendor records.
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