1. Country-Specific Features
  2. Philippines Help Topics
  3. Philippines Localization
  4. Philippines Invoicing with SuiteTax
  5. Setting Up Document Numbering

Setting Up Document Numbering

The Philippines Document Numbering feature automatically generates and assigns a document number to a specified document type.

Philippines document numbering can applied to the following document types:

To comply with requirements, the document numbering sequence must be at least 6 digits and must start with 1. By default, the initial number is set to 100000. You can assign a numbering sequence with more than 6 digits, but not less.

After setting 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 PDF/HTML invoicing template.

To set up Philippines Document Numbering:

  1. Enable allow override of auto-generated numbers in NetSuite, to use Philippines document numbering instead:

    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, or credit memo. Check the Allow Override box of the document type.

    4. Click Save.

  2. Enable the Philippines Document Numbering feature.

    • For OneWorld, enable Philippines Document Numbering 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, check the Use Philippines Document Numbering box.

      4. Click Save.

    • Without OneWorld, do the following:

      1. Go to Setup > Company > Company Information.

      2. Check the Use Philippines Document Numbering box.

      3. Click Save.

  3. Set up the Philippines Document Numbering sequence:

    1. Go to Setup > Philippines Localization > Document Numbering > New.

    2. On the 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.

    3. 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.

    4. Enter or select values in the following fields:

      • Location/Branch - If your Philippines documents or transactions specify a location or branch, you must select a location or branch in this setup. However, if your Philippines documents do not specify a location, you can leave this blank.

      • 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.

      • Minimum Digits – the default minimum digits of the document number is 6; you can enter minimum digits greater than 6, but not less.

      • Initial Number – the default minimum initial document number starts at 100000; you can enter an initial document number greater than 100000, but not less.

      Note:

      The document numbering sequence must be unique for a particular subsidiary and location combination, 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.

  4. Click Save.

The 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 the unique ID on the record’s page title bar and Transaction Number field. It is also included when you print the transaction that use a Philippines PDF/HTML invoicing template.

Important:

The document number can be overridden. However, the new document number value must be higher than the previous document number. If the new document number is lower, the system will not use it and the previous document numbering will be continued.

General Notices