1. Order Management
  2. Billing and Invoices
  3. Electronic Invoicing
  4. Electronic Invoicing User Guide
  5. Generating and Regenerating E-Documents

Generating and Regenerating E-Documents

The e-documents of transaction records in NetSuite can be generated using the Electronic Invoicing SuiteApp. The generated e-documents can then be sent to your customers or tax authorities through the outbound process.

You can generate the XML or JSON e-documents of the following transaction records:

To generate an e-document, you must first select an e-document template on the transaction. The system cannot generate an e-document if there is no e-document template associated with the transaction.

The e-document templates available for selection in each transaction record are templates you have assigned to the customer’s e-document package. For more information, see Creating E-Document Packages.

The e-document templates available for selection in each transaction record are templates that have been assigned to that transaction type. For more information, see Creating E-Document Templates.

You can generate e-documents individually or in bulk, regardless of transaction type.

The system supports e-document generation for supported transactions created using the user interface, CSV import, SOAP web services, and SuiteScript.

Generating E-Documents from the Electronic Documents Portlet

You can quickly access outbound e-documents with status For Generation from the Electronic Documents portlet on the Home page. For more information about the Electronic Documents portlet, see Electronic Documents Dashboard SuiteApp Portlet.

To generate e-documents from the Electronic Documents portlet:

  1. Go to the Electronic Documents portlet on the Home page.

  2. Click the number under Outbound E-Documents for Generation.

    The Outbound E-Documents For Generation results page is displayed.

  3. Click the View link of the transaction record that you want to generate an e-document from.

  4. On the selected transaction record, click the Generate button.

Generating E-Documents for Single Transactions

You can also start the process of generating e-documents from transaction records.

To generate an e-document:

  1. Create or edit a transaction record.

  2. Enter items and other required information about the transaction record.

  3. Click the E-Document subtab.

  4. In the E-Document Template field, select the e-document template that you want the system to use for generating the e-document. If you do not want this transaction to be tagged for e-document generation, leave this field blank.

    Note:

    The e-document templates available for selection are based on the e-document package assigned to your customer or vendor. For more information, see Creating E-Document Packages.

    Important:

    Use caution when you want to edit the transaction record. Each time you edit and save a transaction, the E-Document Status field is updated to For Generation. You will need to generate and send the e-document again. Note that this does not apply to e-documents with the Sent status.

  5. Click Save. The system updates the transaction record, and a Generate E-Document button is displayed at the top. On the E-Document subtab, the value of the E-Document Status field is updated to For Generation.

    Note:

    The Generate E-Document button appears only when viewing a transaction record. It is not displayed in edit mode.

  6. Click Generate E-Document.

    The outbound e-document is generated. A PDF version of the source transaction is also generated if Generate PDF is enabled on the transaction record.

    After generating the e-document, the system updates the value in the E-Document Status field on the E-Document subtab. The field shows one of the following statuses:

    • Ready for Sending – This status means the e-document was generated successfully and can be sent to the email recipients defined in the customer record or your e-document sending method.

      For more information, see Creating E-Document Sending Methods.

    • Generation Failed – This status means the e-document was not generated. Information about generation errors are shown in the Details column of the E-Document Audit Trail subtab. You must first fix the errors before you can regenerate an e-document.

    For more information, see E-Document Audit Trail and Statuses.

Regenerating E-Documents for Single Transactions

You can regenerate an e-document for individual supported transaction records at any time. The transaction records must have an e-document template assigned to them, and the status in the E-Document Status field must not be blank or Sent. However, if an error occurs during generation and the error is not fixed, the system will not be able to generate an e-document for the transaction.

If the value in the E-Document Status field on the E-Document subtab shows Generation Failed, you can regenerate the e-document by doing the following:

To regenerate an e-document:

  1. Fix the errors identified in the audit trail.

  2. View the transaction and click Generate E-Document.

Important:

Use caution when you want to edit the transaction record. Each time you edit and save an document, the E-Document Status field is updated to For Generation. You will need to generate and send the e-document again. This can result in generating and sending multiple e-documents for one transaction record. Note that this does not apply to e-documents with the Sent status.

For more information about generation errors, see Outbound E-Document Generation Errors.

Generating and Regenerating E-Documents in Bulk

If your account administrator has set up a schedule to run the bulk generation script periodically, the script automatically generates e-documents for those transactions that have any of the following statuses:

Upon successful bulk generation of outbound e-documents, PDF versions of the transactions are also generated if those transactions have the Generate PDF setting enabled.

For failed generation, errors must be fixed first before e-documents can be regenerated.

When the system encounters an error during bulk generation of e-documents, it sends an email notification to the Recipient of E-Document Notifications. If the Recipient of E-Document Notifications is not assigned yet, the notification will be sent to the active administrator of the account. For more information about assigning the Recipient of E-Document Notifications, see Prerequisites for Using Electronic Invoicing, step 4.

The email message contains an attachment in CSV format that lists the transaction records that encountered errors during bulk generation.

The user who created the transaction record must fix the errors for each transaction record.

After the errors are fixed, the e-documents will be generated during the next scheduled bulk generation of e-documents. Alternatively, the user can regenerate an e-document for the individual transaction record.

For more information about generation errors, see Outbound E-Document Generation Errors.

If you want to generate or regenerate e-documents for multiple transactions outside of the scheduled script run, contact your account administrator for assistance. See Deploying the Bulk Generation Script for E-Documents.

Related Topics

General Notices