1. Account Administration
  2. Account Setup
  3. NetSuite Company Settings
  4. Set Auto-Generated Numbers
  5. Advanced Numbering

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.

The generated numbers use prefixes and suffixes that you set in each rule. You can also prioritize advanced numbering rules to run under different circumstances. NetSuite generates the number when you save the transaction.

Advanced Numbering supports the following transaction types:

Document Number Only

Transaction Number Only

  • Cash refund

  • Cash sale

  • Credit memo

  • Currency revaluation

  • Custom transactions

  • Customer deposit

  • Deposit

  • Deposit application

  • Estimate

  • Expense report

  • Invoice

  • Item fulfillment

  • Item receipt

  • Journal

  • Opportunity

  • Payment

  • Purchase order

  • Return authorization

  • Sales order

  • System journal

  • Bill

  • Bill credit

  • Credit card

  • Credit card refund

  • Custom transactions

Definitions

Advanced Numbering uses two components to generate numbers: a rule set and rules.

  • Advanced numbering rule set - A collection of advanced numbering rules for one transaction type. All rule sets have at least one rule. Rules within a rule set can be prioritized to run in an order that you set. Each advanced numbering rule set consists of Default rule that assigns the number in case no other rule applies. You cannot edit or delete this rule.

  • Advanced numbering rule - The definition of a numbering scheme. You can use fiscal year expressions that reflect your company's fiscal year setup at Setup > Accounting > Manage G/L > Manage Accounting Periods and other expressions that only use the transaction date.

    Each rule has the following attributes:

    • Numbering format (including prefixes, suffixes, and minimum digits)

    • Automated sequences by segment - A rule can use any combination of fiscal year, location, or subsidiary and a unique number sequence will be generated for all possible combinations you select. For example:

      • If you select fiscal year, NetSuite will generate a unique numbering sequence for every fiscal year (1 sequence for each fiscal year).

      • If you select fiscal year and subsidiary, NetSuite will generate a unique sequence for each subsidiary every fiscal year.

    • Application criteria, including date range, country, and other criteria. For example, a numbering rule can be applied to transactions within a date range, whether the transaction is posting or not, or if the transaction is within a certain posting period.

      Important:

      If a custom field was used in a numbering rule, you cannot change the field settings because any change will break the rule.

      Please note that you cannot change the field ID either.

For examples of advanced numbering rules, see Advanced Numbering Examples.

Related Topics

General Notices