Set up Contact Exclusions for NetSuite

  • Updated

This guide explains how to set up the NetSuite Contact Exclusion field which allows you to control which Customers/Vendors are synced between NetSuite and Re-Leased by using a custom checkbox. Follow the steps outlined below to ensure the process is set up correctly.

Step 1: Create the Custom Field in NetSuite

  1. Navigate to NetSuite’s customization settings by going to Customization > Lists, Records, & Fields > Entity Fields > New.
  2. Fill out the field details as follows:
    • Label: Disable syncing to Re-Leased
    • ID: _rl_syncingdisabled (NetSuite will save this as custentity_rl_syncingdisabled)
    • Type: Check Box
    • Enable: Store Value
    • Applies To: Customer and Vendor
  3. Click Save.

Step 2: Apply the Field to Forms

After creating the new custom field, ensure it is visible on the forms you’re using for Customers and Vendors:

  1. Go to the settings for the newly created field.
  2. Click Apply to Forms.
  3. For both Customer and Vendor forms:
    • Enable Show.
    • Set Type: Normal.
  4. Click Save.

Step 3: Ensure the “Custom” Tab Is Visible in Forms

To make sure the Custom tab (where the new field is stored) is visible on your chosen forms:

  1. Navigate to Customization > Forms > Entry Forms.
  2. Edit the Customer and Vendor forms you are using (such as Ramsey Default Customer Form or GB Vendor Form).
  3. In the Subtab section:
    • Locate the Custom tab.
    • Enable Show.
  4. Click Save.

Step 4: (Optional) Bulk Update Contacts to Disable Syncing

1. Open the Customer/Vendor page

2. Confirm the Internal ID column is present

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3. If it is not present, select Edit View. Then add ‘Internal ID’ to the column list

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4. Select the ‘Export - CSV’ button

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5. Open the file, and add a column to the spreadsheet titled ‘custentity_rl_syncingdisabled’

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6. Any contacts that need to be excluded from the sync need to have a 'T' entered into that column

7. Import the file back into Netsuite

a. Setup > Import/Export > Import CSV Files

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b. Import Type - Relationships

c. Record Type - Customers Only (or Vendors)

d. Select the file > Next

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e. Update

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f. In the matching screen, confirm the ‘rl_sycningdisabled’ field is matched to the ‘Disable sync to RL’ field. If it is not, it can be selected from each column either side of the matching screen

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g. Next

h. Run

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I. Select the import job status, and the user can refresh until the upload is complete. The CSV response will let the user know how many imports were successful and describe any issues that need to be resolved

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8. Contacts that were marked with a T will now have the ‘Disable Syncing to Re-Leased’ checkbox enabled under the ‘Custom’ tab on the Customer Page

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Step 5: Re-Leased Will Handle the Rest

Once the custom field (custentity_rl_syncingdisabled) is created in NetSuite, Re-Leased will automatically detect and respect the field during sync operations:

  • If the checkbox is checked, the Customer/Vendor and all related invoices, credits and payments will be ignored during syncing.
    • Note: If the checkbox is checked, after data has already synced into Re-Leased, the relevant Customer/Vendor and all related invoices, credits and payments will be removed from Re-Leased during the next sync.
  • If the checkbox is unchecked or the field is not added, syncing proceeds as usual.

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