Items/Transactions Accounting Preferences

The following types of preferences are available on the Items/Transactions subtab of the Accounting Preferences page:

Accounts

Field

Description

Purchase Discount Account

Choose a default expense account for purchase discounts.

Sales Discount Account

Choose a default expense account for sales discounts.

Default Expense Account

Choose your default expense account for non-inventory, service, and other charge items. Employees with permission can change the account on individual item records.

Default Income Account

Choose your default income account for inventory, non-inventory, service, and other charge items. Employees with permission can change the account on individual item records. For more information, see Permissions Documentation.

Default Receivables Account

Choose the A/R account you want selected by default on receivables transactions.

You can set a default A/R account on customer records by editing the record, clicking the Financial subtab, and selecting an A/R account in the Default Receivables Account field.

Default COGS Account

Choose your default Cost Of Goods Sold (COGS) account for inventory, non-inventory, service, and other charge items. Employees with permission can change the account on individual item records.

Default Asset Account

Choose your default asset account for inventory items. Employees with permission can change the account on individual item records.

Default Payment Account

Choose a default bank account to appear in the Deposit To field on cash sales and customer payments.

Default Vendor Payment Account

You can set a default vendor payment account for a individual subsidiaries. This can be useful if one or more of your subsidiaries make vendor payments independently with unique accounts.

Default Gain/Loss Account

When the Use Item Cost as Transfer Cost preference is disabled, the transfer price on a transfer order is used as the item cost on the item receipt. Any difference between the actual cost and the transfer price posts to a Gain/Loss account when the item is shipped.

In this field, select the default Gain/Loss account to use for posting transfer cost discrepancies. This account autofills the Gain/Loss Account field on item records you create.

The account you select must be different from the Asset or Cost of Goods Sold (COGS) account for the item.

You can choose an Income account, Other Income account, Expense account, or Other Expense account.

Note:

If you have enabled the Expand Account Lists preference, you can choose any account in this field.

If you leave this field blank or select Use Income Account, the income account for the item is used.

Default Bill Quantity Variance Account

Select the default account for posting variances in billing quantities associated with this item. These variances occur when there is a difference in the quantity of an item showing on the receipt and the quantity of an item showing on the bill. The account you select defaults to show in the Bill Quantity Variance Account field on item records you create.

Note:

After you select a variance account in this field, you can select another account at a later date if a change is necessary. Account changes are noted on the System Notes subtab of the History subtab of item records.

Default Bill Price Variance Account

Select the default account for posting variances in billing prices associated with this item. These variances occur when there is a difference in the price of an item showing on the purchase order and the price of an item showing on the bill. The account you select defaults to show in the Bill Price Variance Account field on item records you create.

Note:

After you select a variance account in this field, you can select another account at a later date if a change is necessary. Account changes are noted on the System Notes subtab of the History subtab of item records.

Default Bill Exchange Rate Variance Account

Select the default account for posting variances in exchange rates associated with this item. These variances occur when there are exchange rate differences between the receipt and the bill for an item. The account you select defaults to show in the Bill Price Variance Account field on item records you create.

Note:

After you select a variance account in this field, you can select another account at a later date if a change is necessary. Account changes are noted on the System Notes subtab of the History subtab of item records.

Default Unbuild Variance

Select a default account for posting variances that result from unbuilding an assembly item. The account you select shows by default in the Unbuild Variance Account field on item records.

If the Unbuild Variance Account field is left blank on item record, variance amounts for the item post to the Cost of Goods Sold (COGS) account.

Note:

In NetSuite OneWorld, even when a default is set, this account defaults to be blank if the default account is not available to the subsidiary on the form.

Default Vendor Return Variance Account

Choose the default account you want to show in the Customer Return Variance Account field on new item records. The account you select is used to post amounts to for cost variances of items returned to vendors. For more information, see Account Information on Items.

Default Customer Return Variance Account

Choose the default account you want to show in the Customer Return Variance Account field on new item records. he account you select is used to post amounts to for cost variances of items returned to customers. For more information, see Account Information on Items.

Default Production Quantity Variance Account

Select a default account for posting production quantity variances for items using standard costing. The account you select here shows by default in the Production Quantity Variance Account field on item records.

Note:

In NetSuite OneWorld, even when a default is set, this account defaults to be blank if the default account is not available to the subsidiary on the form.

Default Production Price Variance Account

Select a default account for posting production price variances for items using standard costing. The account you select here shows by default in the Production Price Variance Account field on item records.

Note:

In NetSuite OneWorld, even when a default is set, this account defaults to be blank if the default account is not available to the subsidiary on the form.

Default Purchase Price Variance Account

Select a default account for posting purchase price variances for items using standard costing. The account you select here shows by default in the Purchase Price Variance Account field on item records.

Note:

In NetSuite OneWorld, even when a default is set, this account defaults to be blank if the default account is not available to the subsidiary on the form.

Default Inventory Cost Revaluation Account

Select a default account for posting variances that result from standard costing inventory revaluation transactions. The account you select here shows by default in the Adjustment Account field on inventory revaluations.

Note:

In NetSuite OneWorld, even when a default is set, this account defaults to be blank if the default account is not available to the subsidiary on the form.

Default Inventory Count Account

Select the default account to display in the Account field on inventory count records. This account is used to post inventory count variances. This is typically an expense account.

Default WIP Cost Variance Account

Choose a default expense account for cost or average cost assemblies when the reconciliation amount cannot be returned to the asset account because the amount has been shipped. The account you select displays by default in the WIP Cost Variance Account field on assembly item records.

Do Not Update COGS and Asset Accounts on Existing Transactions when Accounts are Changed

Check this box to not update COGs and Asset Accounts when you update an item record account.

Clear this box to show changes to the COGs or asset account in historical transactions.

Note:

After you check this box, existing transaction lines using COGS and Asset lines will no longer be updated, regardless whether the hidden preference Ignore Closing Period When Updating G/L Accounts is enabled or disabled.

Default Dropship Expense Account

Select the account you want to use by default to track expenses for drop shipments.

Default Scrap Account

Choose a default expense account for scrapping that occurs during the work order completion. The account you select displays by default in the Scrap Account field on assembly item records.

Default WIP Account

Choose a default asset account used when a work order component issue is entered. The account you select displays by default in the WIP Account field on assembly item records.

Anyone Can Set Item Accounts

Choose to permit any employee with access to item records to choose accounts on item records. For example, when you check this box, any employee with access can set expense, asset, income, and Cost Of Goods Sold (COGS) accounts on item records.

Default Project Cost Variance Account

Choose a default account used when posting project time for job costing.

Default Deferred Revenue Account

Select the deferred revenue account to use by default for sales transactions. This account appears by default on item records. The default option is the system-generated Deferred Revenue account. This preference is available only when advanced revenue management (essentials) is enabled.

Default ICJE Auto Balance Receivables Account

Select the account for the Auto Balance button to use as the default value for the Receivables Account on Intercompany Journal Entries. Accounts available for selection are of account type Accounts Receivable or Other Current Asset with the Eliminate Intercompany Transactions box checked. For more information, see Making Advanced Intercompany Journal Entries.

Default ICJE Auto Balance Payables Account

Select the account for the Auto Balance button to use as the default value for the Payables Account on Intercompany Journal Entries. Accounts available for selection are of account type Accounts Payable or Other Current Liability with the Eliminate Intercompany Transactions box checked. For more information, see Making Advanced Intercompany Journal Entries.

Sales and Pricing

Field

Description

Consolidate Projects on Sales Transactions

Check this box to consolidate projects on customer invoices. You can create invoices for one customer including multiple projects.

You are no longer able to issue invoices to a specific project. Instead, you issue the invoices to the customer.

Default Estimate Expiration (in days)

Enter the default number of days before you want quotes to expire.

Maximum # of Quantity-based Price Levels

Enter a number to set a limit for the most price levels allowed to be assigned to an item when using Quantity Pricing.

Allow Quantity Discounts per Price Level on Schedules

Check this box to enter different quantity discounts for each price level on quantity pricing schedules.

Include Reimbursements in Sales and Forecast Reports

Choose to include billable expenses in sales and forecast reports. If this preference is enabled, transactions that affect expense accounts are included in sales and forecast reports.

Include Shipping in Sales and Forecast Reports

Choose to include shipping charge amounts in sales and forecast reports. If this preference is enabled, report calculations include shipping charges.

Transaction Types to Exclude From Sales and Forecast Reports

Select the transactions you do not want to include in forecast report calculations. Select multiple transaction types by pressing and holding CTRL as you make your selections.

Transaction Types to Exclude From Sales Reports

Select the transactions you do not want to include on sales report calculations. Select multiple transaction types by pressing and holding CTRL as you make your selections.

Charge-Based Billing

Field

Description

Default Fixed Date Charge Rule Stage

Select the default stage for fixed date charge rules. Charges created in the Ready stage are ready to be billed. Charges created in the Hold stage will not be billed until they are moved to the Ready stage. Select Hold if you have an approval process in place for new charges.

Default Milestone Charge Rule Stage

Select the default stage for milestone charge rules. Charges created in the Ready stage are ready to be billed. Charges created in the Hold stage will not be billed until they are moved to the Ready stage. Select Hold if you have an approval process in place for new charges.

Default Project Progress Charge Rule Stage

Select the default stage for project progress charge rules. Charges created in the Ready stage are ready to be billed. Charges created in the Hold stage will not be billed until they are moved to the Ready stage. Select Hold if you have an approval process in place for new charges.

Default Time-Based Charge Rule Stage

Select the default stage for time-based charge rules. Charges created in the Ready stage are ready to be billed. Charges created in the Hold stage will not be billed until they are moved to the Ready stage. Select Hold if you have an approval process in place for new charges.

Consider Charges in “Hold” State as Revenue

If you use Project Revenue Recognition, check this box to allow generated charges in the Hold state to be recognized according to established project revenue recognition rules.

Inventory

Field

Description

Scan Individual Items

Set your bar code scanning preference.

  • Check this box to individually scan the bar code for each item when fulfilling or receiving orders.

    For example, when you fulfill an order for 3 each of item XY123, scanning one bar code of item XY123 sets the fulfillment quantity to ONE. Then, you must scan the bar code of each of the remaining items to fulfill all three.

  • Clear this box to scan an item bar code one time and set the fulfillment/receipt quantity to the total amount of the item on the order.

    For example, when you fulfill an order for 3 each of item XY123, scanning one bar code of item XY123 sets the fulfillment quantity to THREE.

Centralize Purchasing in a Single Location

Check this box to consolidate inventory purchasing into one location, if you handle inventory in several locations. When this preference is enabled, you can order and receive all inventory in only one location and then transfer it to your other locations.

For information about creating purchase orders, see Purchase Order Management. For information about moving inventory to different locations after receipt, see Distributing Inventory.

Days Before Lot Expiration Warning

Enter the number of days in advance of a lot item's expiration that you would like to receive a warning. Then, you receive a warning when you sell a lot item that is close to its expiration date.

Require Bins on All Transactions Except Item Receipts

When enabled, any created transaction that changes inventory levels and includes an item that uses bins requires you to select a bin for the item to save the transaction. If there is no bin field on a transaction such as sales orders and purchase orders, bins are not required. Note that Item Receipts do not require a bin selection, even with this preference enabled.

Disable this preference to permit transactions to be created that include items with no bin selected. Note that even with this preference disabled, NetSuite always requires bins on transactions where an item quantity is reduced such as on cash sales, item fulfillments, or negative inventory adjustments. Bins are not required on transactions where an item quantity is increased such as purchases and positive inventory adjustments.

Use Preferred Bin on Item Receipts

When you enable this preference, the Bin field on item receipts defaults to the preferred bin instead of leaving the field blank. Disable this preference if you prefer the Bin field to remain blank by default.

Include Landed Cost in Last Purchase Price

Enable this preference to always include the landed cost amount for the last purchase price.

  • Item costs displayed on item records include landed cost.

  • Gross Profit transactions apply the last purchase price including landed cost.

  • Purchase orders and other transactions default to use the last purchase price including landed cost when no default purchase price is found.

Disable this preference to always exclude the landed cost from the last purchase price amount.

  • Item costs displayed on item records do not include landed cost.

  • Gross Profit transactions apply the last purchase price excluding landed cost.

  • Purchase orders and other transactions default to use the last purchase price excluding landed cost when no default purchase price is found.

Print Lot Item Labels from Transactions by Quantity

Check this box to configure labels to be printed by quantity. For example, consider an item receipt that has a line for Lot Item A, with a quantity of 12. By default, with the Print Lot Item Labels From Transactions By Quantity box cleared, one item label is printed for Lot Item A. If you check the box, 12 item labels are printed for Lot Item A. For more information, see Printing Labels from Transactions

Cost Accounting

Field

Description

Inventory Costing Method

Choose your inventory costing from Average, Group Average, First In First Out (FIFO), or Last In First Out (LIFO). The costing method you choose determines how you manage the costs associated with buying the same items at different purchase prices over a specified time period.

For details about costing methods, read Costing Methods.

Default Cost Category

Select a default cost category to associate with new item records you create. The account you select displays by default in the Cost Category field on item records. View existing cost categories at Setup > Accounting > Accounting Lists > Cost Category.

Average Cost Completion Unit Cost

Select one of the following:

  • Average Cost – Select this cost calculation method to see deviations between the cost of component consumption and the average cost of assemblies. If these variances are valid, they are incorporated into the assembly cost using the Inventory Adjustment Worksheet.

  • Open WIP Amount – Select this cost calculation method for calculating the completion cost based on the Open WIP amount.

Use In-Transit Value in Group Average Cost Calculations

When you use the Multi-Location Inventory feature with the Group Average Costing feature, you can choose to include the account values for group average cost items that are in transit between locations. This allows in-transit inventory accounts to be balanced during the bulk process.

Enabling this preference helps produce more accurate costing calculations and financial statement reporting by ensuring the group average cost reflects the assets of both on-hand and in-transit inventory accounts.

  • Clear this box to exclude the asset values of in-transit inventory accounts during the Balance Location Costing

  • Check this box to include the asset values of in-transit inventory accounts during the Balance Location Costing Group Accounts bulk process.

Note the following when this preference is enabled:

  • When this preference is enabled, the Create and Edit Inventory Transactions Dated in Closed Periods preference must be disabled.

  • Transfer Orders and Intercompany Transfer Orders are required to enable the Use Item Cost as Transfer Cost preference. For details about this preference, read Transfer Order Preferences.

  • Items set to use the Group Average costing method are not allowed to be added to intercompany purchases or sales. To transfer items between subsidiaries, they must be moved using an intercompany transfer order.

  • Transfer Orders and Intercompany Transfer Orders cannot include both items that use Standard costing and items that use Group Average costing.

Note:

NetSuite recommends that if you plan to enable the Include In-Transit in Group Average Cost Calculations preference, you should do so immediately after enabling the Group Average Costing feature. The setting for this preference cannot be changed after any item with a Group Average costing method has had costing calculations run.

Payment Processing

Field

Description

Customers Can Pay Online

Check this box to permit your customers to pay their invoices online. Online payments require you to have a merchant account with the ability to accept credit card payments. NetSuite offers merchant account services, or you can use your own. To use NetSuite's merchant account services, go to Setup > Accounting > Payment Processing Profiles.

Process an Online Payment with Sales Order Creation at Customer Center.

Check this box to require authorization for customers' credit cards on sales orders placed by Customer Center users logged in to NetSuite. To use this feature, you must have an Internet Merchant Solutions (IMS) account and you must set up a credit card processing profile at Setup > Accounting > Payment Processing Profiles. When customers order from your Customer Center, IMS automatically processes their credit cards and Verisign validates the payments. Authorization numbers automatically appear on the appropriate sales orders. For information about setting up customer credit card processing, see Setting Up Customer Credit Card Processing.

The option here is different from the Process an online payment with sales order creation option at Commerce > Websites > Website List. For more information about requiring authorization on credit card transactions, see Require Authorization for Credit Card Transactions.

  • The Get Authorization on Customer Center Sales Order option applies to sales orders placed by Customer Center users logged in to the NetSuite application.

  • The Require Authorization on Credit Card Transactions option Web site preference applies to sales orders placed by customers logged in to your Web site.

You can enable one of these options at a time or both of them together.

Use Card Security Code for Credit Card Transactions

Choose to add a field for your customers' Card Security Code (CSC) numbers on sales transactions. It also requires your customers to enter CSC numbers during the checkout process in your Customer Center or Web site. This feature can help prevent fraudulent orders.

Note:

To verify CSC numbers on your Web site, you must enable Require Authorization on Credit Card Transactions at Commerce > Websites > Website List. To verify CSV numbers for orders placed by Customer Center users logged in to NetSuite, you must enable the Get Authorization on Customer Center Sales Orders option. These options are available only after you add a credit card processing profile at Setup > Accounting > Payment Processing Profiles.

Allow Adjusted Expiration Date to Improve Recurring Payments

Clear this box if you do not want payments to be marked as recurring on the following transactions:

  • sales orders that use the Sales Order - Cash Sale form and have billing schedules

  • memorized cash sale sales orders

Note:

Some credit card processing profiles do not support recurring payment authorization requests.

If this box is checked, whenever a credit card authorization request is declined due to expired credit card, a second request is sent with the expiration date updated to ensure that recurring payments are not interrupted. For more information, see Maintaining Recurring Credit Card Payments.

Enable “Sale” Payment Operations on a Sales Order by Automatically Creating a Customer Deposit

Check this box to enable using payment processing profiles that do not support authorization and instead support the sales request. When you check this box and use this type of profiles on sales orders, funds are immediately captured from the shopper's account and associated with the sales order as a customer deposit. For more information, see Alternative Non-Credit Card Payment Methods for Web Store Orders.

To use this feature, you must have a merchant account provided by the gateway or the payment service provider.

Use Strict Rules for the Selection of Payment Processing Profiles

Check this box to display only payment processing profiles that support all of the following requirements:

  • The selected payment method

  • The customer’s currency

  • The customer’s subsidiary (NetSuite OneWorld only)

If this preference is enabled, and there is no payment method supported by the shopper’s currency, no credit card payment method shows on the Payment Information page of your website.

This preference takes precedence over the Restrict Payment Methods by Customer Currency preference on the Shopping subtab at Commerce > Websites > Website List. For more information, see Restricting Payment Processing Profiles by Customer Data.

Preserve Transactions When Payment is on Hold

If you check this box, cash sale and customer payment transactions are preserved if the payment fails due to a payment hold. Preserved transactions have the Unapproved Payment status and are non-posting.

Other Transaction Preferences

Field

Description

Duplicate Number Warnings

Choose to receive duplicate number warnings when transactions are submitted with the same numbers.

If you import transactions and use the Advanced Numbering feature, NetSuite responds to duplicates according to these settings. When you import a transaction, NetSuite determines which advanced numbering rule applies to it using your rules' criteria. It then checks if a transaction with the same document numbers already exist for the same rule. If a duplicate is detected, NetSuite uses your Duplicate Number Warnings preference as described below.

Choose between the following:

  • No Warnings – Users are not warned when the transaction they are saving will create a duplicate document number.

    If you import transactions and use Advanced Numbering, NetSuite does not warn you when the imported transactions use duplicate document numbers and imports all transactions.

  • Warn (UI only) – Users receive a message when attempting to save a transaction record with the same document number as another record of the same type. When the warning is displayed, a user can enter a different number before attempting to save again.

    If you import transactions and use Advanced Numbering, NetSuite does not warn you when the imported transactions use duplicate document numbers and imports all transactions.

  • Warn and Block - Users receive a message when attempting to save a transaction record with the same number as another record of the same type. When the warning is displayed, the user must click Cancel and change the document number in the record.

    If you import transactions and use Advanced Numbering, NetSuite warns you when imported transactions create duplicate document numbers, and does not import these transactions.

Sort Reconcile By

Choose to sort reconciliations by Date or Check Number. You can change this setting on individual reconciliations.

Recalculate Estimated Cost on Creation of Linked Transactions

Choose a setting to recalculate estimated costs and the resulting gross profit as a transaction moves through the sales cycle. For example, to recalculate when a sales order is converted to an invoice.

Other Item Preferences

Field

Description

Matrix Item Name/Number Separator

Choose the character you want to use in your matrix subitem names. This character appears between the item name and options for each subitem.

Gift Certificate Auth Code Generation

Choose between the following:

  • System Generated – NetSuite generates an authorization code when a gift certificate is sold, requiring no manual tracking of codes. These codes can be long, but this is the preferred method unless you have pre-printed certificates or cards.

  • Enter on Order – You can manually enter an authorization code on an order when a gift certificate is sold. This can be helpful if there are numbers printed on cards or certificates, or if you want to use your own numbering system. It can be difficult, however, to remember which number comes next.

  • Add on Item – You can enter authorization codes on the gift certificate item record. This is helpful if you are tracking physical cards or certificates before they are sold. If you are using your own numbering system, it is helpful because you do not duplicate or skip over authorization codes. After the certificate is sold, you can then select the appropriate code.

Enforce Minimum Quantity on Return Authorizations

Check this box to indicate that items can be returned only if the quantity returned is equal to or greater than the minimum quantity attribute on the item record. For example, to save a return authorization for an item that has a minimum quantity of five, you must enter a return quantity of five or more.

See Sales Information for Items for more information about item minimum quantity.

Related Topics:

General Accounting Preferences
Order Management Accounting Preferences
Projects Accounting Preferences
Time & Expenses Accounting Preferences
Approval Routing Accounting Preferences
Accounting Preferences

General Notices