Printing Transactions

Printing invoices, credit memos, sales orders, and purchase orders (as well as other records) is a native feature of NetSuite. To learn more, see the following help topics:

• Printing an Invoice

• Printing a Customer Credit Memo

• Printing a Sales Order

• Printing a Single Purchase Order

• Printing a Transfer Order

• Printing an Item Receipt

However, the Advanced Localization Feature SuiteApp enhances the printing capability by providing additional fields that can be printed on invoices, credit memos, sales orders, and purchase orders to support compliance or common business requirements.

Several new subtabs, buttons and transaction body fields have been added to every invoice, credit memo, sales order, and purchase order record.

The new subtabs are as follows:

• Invoice Configuration – Under this subtab, you can adjust print-related information for each particular invoice, credit memo, sales order, or purchase order. The following fields are available:

  • Payment Reference – Use this field to insert a reference that your customer or vendor should add to the payment. This is mainly used in cases when structured payment references are required.

  • Transaction Bank Details – Use this dropdown list to assign a Transaction Bank Details record to this transaction. Every Transaction Bank Details record contains different data to be printed on an invoice, credit memo, sales order, or purchase order. For more information, see Transaction Bank Details.

  • Method of Payment – Use this dropdown list to assign a Method of Payment record to this transaction. The Method of Payment records specify the content of the Transaction Bank Details record to be printed on an invoice or a credit memo. For more information, see Method of Payment.

  • Hide Total Incl. VAT Column– Use this box to hide the Total incl. VAT (Gross Amount) column in the Item Detail section of printed invoice, credit memo, sales order, or purchase order.

• Printing History – Under this subtab, you can see the printing history of the transactions. The following columns are available:

  • Printout Type – Displays if the printout type is Original or a Copy.

  • Date – Displays the date and time of printing the transaction.

  • Issued By – Displays the name of the user printed the transaction.

  • Printed PDFs – Displays a link from which you can access and download a copy of the printed PDF files.

    The Printed PDFs column is available only if you check the Save Printed PDFs box on the customer record.

  Note:

  Every copy made by the Print a PDF Copy button is also recorded. However, drafts and duplicates are not listed here. For more information, see Transaction Print Marks.

  For invoices, credit memos, sales orders, and purchase orders printed using the script, the Issued By column in the table under this subtab contains the word System (instead of the issuer’s name).

The set of available print-related buttons depends on the status of your invoice, credit memo, sales order, or purchase order:

The EORI transaction body field is used to enter the Economic Operators Registration and Identification (EORI) number that is assigned to importers and exporters by the customs. The EORI number is required for importing and exporting goods between UK and European Union (EU). This field is sourced from the customer record. If no value is available in the customer record, the value is retrieved from the subsidiary record.

Sending Transactions Through Email

You can send invoice, credit memo, sales order, and purchase order PDFs through email to your contacts.

Transaction Print Marks

If you print a transaction in a certain status, a short text will be added to the printed PDF (depending on the button or link that you have used to print it). These marks serve to identify and categorize every printed invoice. The following marks are available:

• None (Original) – Approved transactions printed for the first time (originals) bear no mark.

• Draft – Mark on all transactions that you are previewing, that is:

  • All transactions are printed while in the Pending Approval status.

  • Already approved transactions are displayed using the Preview PDF button.

• Duplicate – Mark a transaction that has been already approved and printed (using Print or Print and Email link). Duplicate transactions are intended for information, or reminder purposes only.

• Copy – Mark a transaction that has been approved and printed using the Print a PDF Copy button. Unlike duplicate transactions, the transaction copies are due for payment. Typically, they are issued if the original printed transaction is lost.

The following diagram summarizes the transaction printing statuses, actions available for each of them, and marks on printed transactions:

Printing a Transfer Order

You can print a transfer order PDF from a transfer order record

The Printing History subtab of transfer order record shows the printing activity details

The following columns are available on the Printing History subtab :

• Date-Displays the date and time of printing the transaction.

• Issued By-Displays the name of the user who printed the transaction.

• Printed PDFs-Displays a link from which you can access and download a copy of the printed PDF files.

The following is a sample of transfer order PDF :

Printing an Item Receipt

You can print an item receipt PDF from an item receipt record

The Printing History subtab on the item receipt record shows the printing activity details.

The following columns are available on the Printing History subtab:

• Date-Displays the date and time of printing the transaction.

• Issued By-Displays the name of the user who printed the transaction.

• Printed PDFs-Displays a link from which you can access and download a copy of the printed PDF files.

The following is a sample of item receipt PDF:

For the transactions that are created before installing the Advanced Localization Features SuiteApp, you must run the ALF MR Copy Print Details – customdeploy_alf_mr_copy_print_details MR script to add the print marks on documents. You must make sure that the printed documents and email transactions have the correct watermarks and the printing history is updated.

General Notices