Setting Up Auto-Generated Numbering

Auto-Generated Numbering Settings

You can change the following settings to set up auto-generated numbering at Setup > Company > Auto-Generated Numbers.

• Enable – Select to apply auto-generated settings to this record type.

• Within Parent Group – Select to attach the subrecord number to the parent record number.

• Type – This lists the type of record you are affecting.

• Prefix – In this column, enter any letters or numbers that you want to appear in front of every record number of this type.

  Note:

  You should not use prefixes or suffixes which contain only numbers. In addition, you should use a separator, such as a dash (-) or underscore (_), at the end of prefixes or beginning of suffixes.

• Suffix – Enter any letters or numbers you want to appear after every record number of that type.

• Minimum Digits – Enter the lowest number of digits you want in your auto-generated numbering code. Valid values for this field range from 0-20. For example, if you enter 4, your first record is 0001.

• Initial Number – Enter the number you want your first numbered record to be.

  Note:

  Changing the initial number for an entity record type, CRM record type, or schedule record type sets the next number in the series of auto-generated numbered records. It does not change the numbering scheme.

  Warning:

  Resetting the initial number permits duplicate numbering in your account. In addition, if you reset the initial document number during the update of an existing transaction type record, the document number on that transaction record is not updated.

• Current Number – Tells you the most recent number in the sequence for this record.

• Allow Override – Check this box to be able to enter your own name or number on records. Checking this box clears the Auto box on records. If you do not check this box, you cannot edit the numbers on records that serve as the record name.

  The following document number types cannot be overwritten.

  • Bill (Vendor Bill), Externally referenced

  • Bill Credit (Vendor Credit), Externally referenced

  • Bill Payment (Vendor Payment), Account-based

  • Check, Account-based

  • Credit Card Charge (Customer Credit Card), Externally referenced

  • Credit Card Refund (CCard Refund), Externally referenced

  • Customer Refund, Account-based

  • Paycheck, Account-based

  • Payroll Liability Check, Account-based

  • Sales Tax Payment (Tax Payment), Account-based

  • Tax Liability Cheque (Tax Liability), Account-based

• Update – Check this box to assign a number to all existing records of that type, starting with the next available number or the number you enter in the Initial Number column, whichever is higher.

  When your existing records are numbered, the former name moves to the Company Name field on that record. If the Company Name field is already filled, the former name displays next to the new number.

  Warning:

  Updating document numbers irreversibly modifies all of the document numbers on historical transactions.

  Important:

  The Update column is used to auto-generate numbers for records that have not been previously numbered. If you change the initial number for a record type and then check the Update box, auto-generated numbering assigns the new number to the next record created but does not renumber existing records.

  Note:

  On existing employee records that are numbered, the former name moves to the First Name, Middle Initial, and Last Name fields.

  Note:

  On document type numbers and transaction type numbers, the Update box is disabled if you have checked the Use Location box or the Use Subsidiary box.

The following are options available when using document and transaction numbers:

• Advanced Numbering – The Advanced Numbering feature enables you to set up flexible document and transaction numbering that reflect the requirements of the countries you do business in. With this feature, you can create multiple complex numbering sequences per transaction type, fiscal year, and other selected criteria. Advanced Numbering automatically updates your document or transaction number sequence, for example, when a new fiscal year begins, or you create different types of transactions. For more information, see Advanced Numbering.

• Update Initial Number – On document type numbers and transaction type numbers, users with the Administrator role can reset the initial number. Check the Update Initial Number box to enable the Initial Number field for editing, then enter the new initial number.

  Warning:

  Resetting the initial number permits duplicate numbering in your account. In addition, if you reset the initial document number during the update of an existing transaction type record, the document number on that transaction record is not updated.

• Use Subsidiary – For document type numbers, check this box to use the document prefix for numbering that is specified on the subsidiary record.

  For transaction type numbers, check this box to use the transaction prefix for numbering that is specified on the subsidiary record.

  Edit or create prefixes for each subsidiary at Setup > Company > Subsidiaries > New > List or Setup > Company > Subsidiaries > New.

  Note:

  NetSuite uses the document or transaction prefix for numbering only if it is specified on the subsidiary record.

  Note:

  The Use Subsidiary column appears only in NetSuite OneWorld accounts.

• Use Location – For document type numbers, check this box to use the document prefix for numbering that is specified on the location record. For transaction type numbers, check this box to use the transaction prefix for numbering that is specified on the location record.

  Note:

  NetSuite uses the document or transaction prefix for numbering ONLY if it is specified on the location record.

To set up auto-generated numbering:

1. To see the Set Up Auto-Generated Numbers page, go to Setup > Company > General Preferences

2. Check the Show Transaction Numbering Setup box and click Save.

3. Go to Setup > Company > Auto-Generated Numbers.

4. Customize your auto-generated numbering according to the settings outlined above. Select Within Parent Group to attach the subrecord number to the parent record number.

   For example, you may want to customize customer records so that they always have the prefix CUST and a minimum of 6 digits. Click on the Entities subtab. You would check the Enable box next to the customer record type. In the Prefix column, enter "CUST." In the Minimum Digits column, enter 6. This would make the first number CUST000001.

   

   Or, you want to customize assembly build document numbers so that they end with DN, have a minimum of 5 digits, and be able to enter your own name or number on records. Click on the Document Numbers subtab. In the Suffix column, enter "DN" next to the document numbers record type. In the Minimum Digits column, enter 5. This would make the first number 00001DN. Check the Allow Override box to be able to enter your own name or number on records.

   

5. Click Save.

To reset auto-generated transaction numbers:

1. Go to Setup > Company > Auto-Generated Numbers

2. Click Reset.

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