The GL Audit Numbering feature applies gapless numbering sequences to all general ledger posting transactions. Gapless GL audit numbering enables companies to meet international compliance requirements.
GL Audit Numbering is independent of other auto generated numbering you have set up at Setup > Company > Auto-Generated Numbers.
When this feature is enabled, GL Audit Numbering is listed as a required task on the period close checklist when you close the last month in an accounting period (fiscal year, period, or quarter). The GL Audit Numbering task appears only in an open period, and must be closed prior to year-end. When you run GL audit numbering by quarter or year, transactions in closed periods are numbered for the purposes of GL auditing. The GL Audit Numbering task on the period close checklist opens the GL Audit Numbering page. If GL audit numbering sequences have been set up, you can run them from this page. You can also set up new GL audit numbering sequences from the GL Audit Numbering page.
The GL Audit Numbering feature also enables you to run GL audit numbering sequences on demand at Transactions > Management > GL Audit Numbering Sequences > Run. From the GL Audit Numbering page, you can set up new GL audit numbering sequences. You can also set up new sequences from Transactions > Management > GL Audit Numbering Sequences > New.
From the Transactions > Management > GL Audit Numbering Sequences menu, you can perform a variety of GL audit numbering tasks.
You must have View level of the Manage Accounting Periods permission to see the GL Audit Numbering menu option. View level permits you to review the GL impacting transactions to be numbered, view the history of GL audit numbered transactions, and verify the status of GL audit numbered transactions. You must have Full level of the Manage Accounting Periods permission to set up and run GL audit numbering sequences.
Types of GL Audit Numbering Sequences
There are two types of GL audit numbering sequences: permanent and repeatable. When you run a permanent GL audit numbering sequence, the number assigned to a general ledger impacting transaction cannot be changed. When you run a repeatable GL audit numbering sequence, you can re-run the numbering sequence on general ledger impacting transactions as often as required. However, re-running a repeatable numbering sequence renumbers transactions and may assign a number different from the previously assigned number.
Locking GL Audit Numbers
If your company is located in a country where the general ledger impact of a transaction must be locked to the general ledger and must not be changed, an administrator can check the GL Impact Locking box on the Company Information page. If you use NetSuite OneWorld, an administrator can check the GL Impact Locking box on any subsidiary record. When you use GL Impact Locking for a company or a subsidiary, any change to a general ledger impacted field or entity field on a GL numbered impacting transaction after running a GL audit numbering sequence automatically generates copy and reversal transactions. These transactions display on the GL Impact subtab on the original GL impacted transaction. For more information, see GL Impact Locking.
Transactions Numbered by the GL Audit Numbering Feature
Transactions that do not have general ledger lines are not included in GL audit numbering. Voided transactions with zero amounts are included in GL audit numbering.
The following transactions are numbered through the period close task or on demand at Transactions > Management > GL Audit Numbering Sequences > Run:
All transactions that post to the general ledger
Assembly build, assembly unbuild, and item fulfillment transactions with zero amounts
(These transactions also have document and transaction numbers.)
Transactions that have been voided through reversal transactions
Transactions that do not post until they are approved including commission, journal entries, expense reports, and vendor bills
(These transactions are included in GL audit numbering only after they are approved.)
Canceled vendor bills
You must have View level or above of the Make Journal Entry permission to see the GL impact of any transaction.
There are two methods for addressing voided transactions. The standard void method changes the transaction amount to zero (0) and marks the transaction voided. These transactions are GL numbered. If you use GL Impact Locking, GL impact adjustment copy and reversal transactions are created to change the amount. However, if you use the Void Transactions Using Reversing Journals accounting preference, the GL impact adjustment copy reversal transactions are not created. Instead, both the original transaction and the reversal journal entry are GL numbered.
Excluding Transactions with Zero Amount Lines from GL Audit Numbering
Transactions which only contain only zero amount lines can be excluded from general ledger audit numbering. These transactions include:
Item fulfillments for zero-amount items
This can be used for companies in jurisdictions which require that all transactions be numbered for audit purposes, regardless of value.
To use this preference, you must have the GL Audit Numbering feature enabled.
To exclude these transactions from GL Audit numbering, select the Exclude Zero Amount Transactions box on the GL Audit Numbering Sequence form at Transactions > Management > GL Audit Numbering Sequences.
Best Practices for Using the GL Audit Numbering Feature
Following are best practices for using the GL Audit Numbering feature:
Run permanent GL audit numbering sequences.
In NetSuite OneWorld, use one subsidiary per GL audit numbering sequence.
When setting up a GL audit numbering sequence on demand at Transactions > Management > GL Audit Numbering Sequences > Run > New Sequence button, select Period Type - Year, then run the sequence.
When scheduling a recurring value for a permanent GL audit numbering sequence, use values that represent days such as one day or 24 hours.
To stop a recurring, permanent GL audit numbering sequence, delete the value in the Recurring Unit field, or mark the task complete from the period close checklist. You can also mark the sequence inactive to stop a recurring, permanent GL audit numbering sequence.
More information about GL Audit Numbering is included in the following topics: