Auto-Generated Document Numbers

Auto-generated numbers for document types are external numbers such as the number for a vendor bill, or account based numbers such as a check number. Document numbers can also be type based, which store a document number for type based transactions. Type based numbers are available as custom columns in searches and lists.

When a document type has the Allow Override option enabled, users can unintentionally introduce duplicated document numbers and numbering gaps into your account. To prevent duplicated document type numbers and numbering gaps, you can customize transaction type records to display the Generate Document Number on Save box. When this box is checked, NetSuite records the document number when the user saves the transaction record, rather than when the user opens the transaction record. This ensures that the document number is unique for the document type, as if the Allow Override option was not enabled. To display the Generate Document Number on Save box on transaction type records and on standard reports, go to Customization > Forms > Transaction Forms. Locate the transaction type to be customized and then click Customize next to the transaction name. Click the Screen Fields subtab. In the Label column, locate Generate Document Number on Save, check the Show box and then save the record.

If the Allow Override option is enabled for a specific document type and the Generate Document Number on Save box is not visible in the user interface, NetSuite records the document number when the user opens the transaction record. This permits multiple instances of the same transaction record being assigned the same TranID value. For example, User One opens a transaction record assigned TranID 100. Before User One saves the transaction record, User Two opens a second instance of the same transaction record, which is assigned the same TranID 100.

Note:

If you attempt to save a record that has a duplicate TranID, NetSuite presents an error message. You can cancel the message and save the duplicated number.

Important:

For external numbering sequences such as vendor bill, the document number is unique for each vendor, which permits the same document number being assigned to more than one vendor. NetSuite prevents a vendor from having a duplicated document number on the same transaction type. This applies to all four external transaction types whether recorded through the user interface or through a CSV import: Bill (Vendor Bill), Bill Credit (Vendor Credit), Credit Card Charge (Customer Credit Card), and Credit Card Refund (CCard Refund).

Warning:

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

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