Customer records

Customer Records in NetSuite are used to store, organize, and manage all information related to a customer. These records are a critical component of NetSuite’s CRM and ERP functionality, allowing businesses to track interactions, manage orders, and improve customer relationships.

Key Features of Customer Records in NetSuite

1. Centralized Customer Information:

   • Store key details such as contact information, addresses, payment terms, tax settings, and more.

   • View a comprehensive history of customer transactions, communications, and activities.

2. Customizable Fields:

   • Add custom fields to capture specific information relevant to your business needs.

   • Segment customers based on custom attributes (e.g., industry, location).

3. Customer Classification:

   • Categorize customers by type (e.g., individual, company, prospect, or lead).

   • Assign classes, departments, or locations for better reporting and analysis.

4. Linked Transactions:

   • Track related transactions such as sales orders, invoices, payments, and credits directly from the customer record.

   • View financial details like outstanding balances, overdue invoices, and total sales.

5. Communication Tracking:

   • Maintain a complete history of emails, calls, and other communications.

   • Integrate with marketing campaigns to view customer engagement.

6. Credit Management:

   • Set credit limits and manage credit terms.

   • Automatically flag customers exceeding their credit limit.

7. Multiple Contacts and Addresses:

   • Add multiple contact records for customer accounts.

   • Manage billing and shipping addresses separately.

8. Multi-Currency Support:

   • Handle transactions in multiple currencies for international customers.

9. Roles and Permissions:

   • Assign different roles and permissions for users accessing customer records.

   • Ensure data security and compliance.

10. Integration with Other Modules:

    • Integrates seamlessly with sales, marketing, customer support, and financial modules.

    • Provides a unified view of customer activity across the organization.

Types of Customer Records

1. Leads:

   • Potential customers in the early stages of the sales process.

   • Convert leads to customers when they move further in the pipeline.

2. Prospects:

   • Customers who have shown interest in your products or services but haven’t yet made a purchase.

3. Customers:

   • Existing customers with transactional history.

4. Sub-Customers:

   • Useful for businesses dealing with parent-child customer relationships (e.g., franchises or subsidiaries).

Customer Record Fields

1. Primary Information:

   • Name, email, phone number, and website.

   • Company details for B2B customers.

2. Financial Details:

   • Credit limits, terms, tax codes, and currency.

   • Year-to-date sales, balances, and overdue amounts.

3. Address Information:

   • Default billing and shipping addresses.

   • Multiple address support for complex customer needs.

4. Preferences:

   • Preferred payment methods, delivery options, and communication preferences.

5. Communication Logs:

   • Activity history, tasks, events, and files attached to the record.

Benefits of Using Customer Records in NetSuite

1. Improved Customer Relationships:

   • Centralized data helps sales and support teams provide personalized service.

2. Streamlined Processes:

   • Automates workflows for sales, billing, and customer support.

3. Accurate Reporting:

   • Analyze customer behavior, sales trends, and outstanding balances.

4. Enhanced Collaboration:

   • Teams across departments have access to up-to-date customer information.

5. Increased Sales:

   • Identify upsell and cross-sell opportunities based on customer history.

Customer Record Best Practices

1. Keep Information Up-to-Date:

   • Regularly review and update customer records for accuracy.

2. Leverage Custom Fields:

   • Tailor customer records to your business needs by adding relevant fields.

3. Segment Your Customers:

   • Use classifications to group customers for targeted marketing or reporting.

4. Enable Customer Self-Service:

   • Use NetSuite’s customer portal for customers to view their own transaction history and manage orders.

5. Audit and Cleanse Records:

   • Periodically audit records to remove duplicates or outdated information.

Reports and Insights

1. Customer Balance Summary:

   • Overview of outstanding balances by customer.

2. Customer Sales Report:

   • Analyze total sales per customer over a given period.

3. Customer Retention Report:

   • Track returning customers and assess retention rates.

4. Aging Report:

   • Identify overdue invoices by customer for better collections.