NetSuite contains a lot of data. It keeps everything organized by sectioning out data into records such as customer records, vendor records, and inventory records.
Learning the basics of NetSuite is the first step to mastering the software, but it's also important to be able to navigate NetSuite's different records. There are a ton of different record types you'll find in NetSuite, but we're here to talk about one of the most common: customer records.
One of the most important features of customer records is being able to view, edit, and log customer communications into NetSuite. Here's everything you need to know about how to use the communications subtab in NetSuite's customer records.
The first thing you need to do is navigate to the customer record you want to view the communications for:
In the top menu bar, click on customers > relationships > customers. Here, you'll see a list of all customers in NetSuite. Once you've found the customer record you're looking for, click view.
Now that you're in the correct customer record, click on communication in the subtab section, as seen in the screenshot below:
Once you're in the communications subtab, there's a new menu that includes:
Here, you'll see all of the communications related to the customer record you're in, including anything that was sent through NetSuite or logged into NetSuite. Each communication shows:
To view the contents of a message, click view on the left-hand side. As seen in the screenshot below, a window will pop up showing the content of the message, recipients, attachments, and read receipts.
You can also directly reply to an email from the email message window seen above by clicking reply.
Another box will pop up where the recipient is automatically populated. To edit the email, click on the message tab. If you want to upload an email template, click on the attachments tab > + button and upload the email template file from your computer.
Once everything has been completed, click merge & send!
After the email is sent, you'll see the message populate in the main communications subtab.
In the communications subtab, click the email button. A new email message will pop up with the same tabs as the reply function: recipients, message, and attachments.
Type up your email in the messages tab or upload an email template using the attachments tab, just like you would if you were replying to an email in NetSuite.
Next, we're going to look at the activities subtab, located to the right of the messages subtab. The activities subtab shows all activities related to the customer including tasks, phone calls, or events.
Each activity is grouped into two buttons: new activity and log activity. For example, the first two buttons you see are "new task" and "log task". The same goes for phone calls and events.
Let's say you want to make a phone call:
If you want to add a phone call that already occurred:
The files subtab in the customer record is where all files related to the customer are stored. This is where you'll upload any existing or new files, so everything in the customer's account stays up to date!
To attach files that already exist in NetSuite:
To upload new files from your computer:
The last section under the communications subtab is user notes. This tab shows any notes about the customer, whether it's about an email that was sent, a letter that was sent, or a general note for the account.
To add a new note, click new note. Then, fill out the fields (only the memo section is required. Click save, and now you'll see your note populated in the user notes section!
Whether you're new to NetSuite or are interested in purchasing a NetSuite license, SCS Cloud's NetSuite certified team can help with everything from NetSuite training to custom development.
Contact us today for a free consultation!