Setting Up a GL Audit Numbering Sequence

When you are in the last month of an accounting period, you can set up a GL audit numbering sequence for that period from the GL Audit Numbering page. This page is accessible from the GL Audit Numbering task on the period close checklist. You can also set up a GL audit numbering sequence for any period type and accounting period on demand from the following two menu paths:

There are two types of numbering sequences that you can set up: permanent and repeatable. When you run a permanent numbering sequence, the number assigned to a general ledger impacting transaction cannot be changed. When you run a repeatable numbering sequence, you can re-run the numbering sequence on general ledger impacting transactions as often as required.

Warning:

When using a permanent numbering sequence, the number assigned to a general ledger impacting transaction cannot be changed, even if transactions are deleted. To avoid gaps in GL audit numbering due to deleted transactions when using a permanent numbering sequence, enable the GL Impact Locking feature. For more information, see GL Impact Locking.

Note:

Re-running a repeatable numbering sequence renumbers transactions and may assign a number different from the previously assigned number.

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 standard form of the original general ledger impacted transaction. For more information, see GL Impact Locking.

If you use the Multi-Book Accounting feature and maintain multiple accounting books, you can assign book-specific GL audit numbering sequences.

Note:

The same sequence of numbers you assign to a period’s transactions could be assigned to the transactions in another period if you define the sequence in the same way. To avoid this, ensure that the sequences you assign to each period are unique.

Setting up a GL Audit Numbering Sequence

The following procedure explains how to set up a GL audit numbering sequence from the period close checklist and on demand from the two Transactions > Management > GL Audit Numbering Sequences menu path options.

To set up a GL audit numbering sequence:

  1. From the period close checklist, complete the tasks that precede GL Audit Numbering.

    For more information, see Using the Period Close Checklist.

    The GL Audit Numbering task is the last task in the period close checklist. It appears only in the last month of an accounting period (fiscal year, period, or quarter).

    Click the GL Audit Numbering icon to open the Task: GL Audit Numbering page, then click GL Audit Numbering.

    The GL audit numbering sequence you set up is specific to the accounting period that you are closing.

    From the menu, go to Transactions > Management > GL Audit Numbering Sequences > Run. On the GL Audit Numbering page, click New Sequence. You can also set up new sequences from Transactions > Management > GL Audit Numbering Sequences > New.

  2. In the Primary Information section, provide the following information.

    Note:

    When you create GL audit numbering sequences by base accounting periods, the name, prefix, and suffix from the previous period are automatically set for the next period’s sequence. The first number in the sequence is set to one higher than the last number of the previous period’s sequence, providing consistency in numbering between periods.

    1. Enter the name of the GL audit numbering sequence.

    2. Select the open period for the GL audit numbering sequence.

    3. If you use NetSuite OneWorld, select the subsidiaries whose transactions you want to include in the GL audit numbering sequence.

      You can select multiple subsidiaries or a single GL audit numbering sequence by holding Ctrl and clicking the name of those subsidiaries in the Subsidiaries column. A subsidiary can be assigned to only one GL audit numbering sequence.

      Note:

      You can view only those subsidiaries to which you have been granted access.

      In addition, when a subsidiary (including a parent subsidiary) has been assigned to a GL audit numbering sequence for a specific period, if you create a new sequence for that same period, that assigned subsidiary will not appear in the Subsidiaries column.

    4. Select the numbering type for the GL audit numbering sequence.

      • Repeatable – When you select this option, you can run the GL Audit Numbering task as often as required for the same period. All transactions (including future-dated transactions) in the sequence are renumbered each time you run the numbering sequence.

      • Permanent – When you select this option, you can run GL audit numbering as often as required on demand from the menu option and as a recurring run. Numbers assigned to general ledger impacting transactions cannot be changed, although the transaction details can be modified, as required. When you create this GL audit numbering sequence, NetSuite validates that there is no other existing sequence for this accounting period type and open accounting period. GL audit numbering numbers transactions until the numbering run date. Future-dated transactions are not numbered.

        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 standard form of the original general ledger impacted transaction. For more information, see GL Impact Locking.

        Warning:

        When using a permanent numbering sequence, the number assigned to a general ledger impacting transaction cannot be changed, even if transactions are deleted. To avoid gaps in GL audit numbering due to deleted transactions when using a permanent numbering sequence, enable the GL Impact Locking feature. For more information, see GL Impact Locking.

    5. If you use the Multi-Book Accounting feature, select the accounting book for which you want to set up the GL audit numbering sequence.

      Only those subsidiaries that are enabled for the selected accounting book display in the list.

  3. In the Numbering section, provide the following information.

    1. Enter a prefix, suffix, or both for the GL audit numbering sequence.

    2. Enter the minimum number of digits for the numbers in this GL audit numbering sequence.

    3. Enter the starting number for this GL audit numbering sequence.

    4. Choose how you want to order the transactions for GL audit numbering.

      You can order transactions by transaction date or transaction entry date.

  4. In the Recurring section, provide the following information.

    1. Choose the recurring unit type for the GL audit numbering sequence.

      This field is available only when Numbering Type is Permanent.

      Recurring runs are useful when you want to run the GL audit numbering sequence at a scheduled time rather than manually.

      Based on your recurring type selection, choose the recurring option for hourly or daily.

      The range is from one to 999, but Best Practice is one day or 24 hours.

    2. Enter the time of the first run.

    3. The Next Run read-only field displays the next scheduled run, based on the recurring type and unit.

  5. Click Save.

Related Topics

GL Audit Numbering
GL Audit Numbering and Other Features
Enabling GL Audit Numbering and Setting Preferences
Reviewing Transactions Before Running a Numbering Sequence
Running GL Audit Numbering Sequences
Viewing the GL Audit Numbering Status
Viewing GL Audit Numbering Sequences
Reports and Saved Searches
GL Impact Locking

General Notices