1. Country-Specific Features
  2. Philippines Help Topics
  3. Philippines Invoicing
  4. Philippines Document Numbering Setup

Philippines Document Numbering Setup

The Philippines Document Numbering feature enables you to choose and set up document numbering per Document Type, Subsidiary and Location. Then, the system automatically generates and assigns the document number to corresponding Philippines documents.

Note:

Philippines document numbering feature must only be used for the following document types:

  • Sales Invoice

  • Billing Statement

  • Collection Receipt

  • Official Receipt

  • Credit Memo

The initial document number can be any number that you want to start at. For example, 1 to 999 999 is acceptable. The BIR requires a minimum 6 digits for the document number. If you enter less than 6 digits, the system automatically adds zeroes from the left to make it 6 digits.

After you have set up Philippines document numbering, the system automatically generates the document number for every new transaction of the same document type, which is an increment of 1 from the previous transaction’s document number. The document number is also included when a transaction is printed using the Philippines invoicing template.

To set up Philippines document numbering:

  1. Override the default auto-generated numbers of NetSuite.

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

    2. On the Set Up Auto-Generated Numbers page, click the Document Numbers subtab.

    3. In the Type column, locate the document types that you want to apply Philippines Document Numbering, these can be invoice, payment, credit memo, or sales order. Check the Allow Override box of the document type.

    4. Click Save.

  2. If you are using a OneWorld account, enable the Philippines Document Numbering feature for subsidiaries.

    1. Go to Setup > Company > Classifications > Subsidiaries.

    2. From the list of subsidiaries, click the Edit link of the Philippines subsidiary whose transactions you want to apply document numbering.

    3. On the Subsidiary page, go to the Philippines Invoicing subtab, and then check the Enable Philippines Document Numbering box.

    4. Click Save.

  3. If you are not using a OneWorld account, do the following:

    1. Go to Setup > Company > Company Information.

    2. Click the Philippines Invoicing subtab and then check the Enable Philippines Document Numbering box.

    3. Click Save.

  4. Go to Setup > Southeast Asia Localization > Philippines Document Numbering > New.

  5. On the Philippines Document Numbering page, in the Subsidiary field, select the subsidiary whose transactions you want to apply document numbering. If you are not using a OneWorld account, the Subsidiary field is hidden.

  6. In the Document Type field, select the document type whose transactions you want to have document numbering. Select any from Sales Invoice, Billing Statement, Collection Receipt, Credit Memo, or Official Receipt.

  7. Enter or select values in the following fields:

    • Location - If your Philippines documents or transactions specify a location, you must specify a location in this setup. However, if your Philippines documents do not specify a location, you must not specify a location here.

    • Numbering Prefix – Enter text that you want to add at the beginning of the document number, which can be letters or numbers that can help further identify the transactions. You can enter a maximum of eight alphanumeric characters.

    • Numbering Suffix – Enter text that you want to add at the end of the document number, which can be letters or numbers that can help further identify the transactions. You can enter a maximum of eight alphanumeric characters.

    • Initial Number – Enter any number that you want the document number to start at. For example, 1 to 999 999 is acceptable. If you enter less than 6 digits, the system automatically adds zeroes from the left to make it 6 digits to meet the BIR requirement.

    • Minimum Digits – Enter the minimum of 6 digits for the Document Number, as required by the BIR.

    Note:

    The document numbering sequence must be unique for a particular subsidiary and location, with no similar numbering prefix or suffix for the same transaction type. This prevents having duplicate document numbers on Philippines documents and encountering validation errors.

  8. Click Save.

New transactions you will create, of the document types you specified, will be automatically numbered according to the settings you configured. The document number of every new transaction of the same document type will be incremented by 1 from the previous transaction’s document number. The document number is indicated on the transaction banner and in the transaction number field. It is also included when you print the transaction that use a Philippines invoicing template.

Note:

Do not edit the document number on a transaction, as this may result in inconsistent document numbering. The system will ignore manually entered document number on a transaction and will continue the original document number sequence in the next new transaction you will create.

Related Topics

General Notices