Shared Internal and External IDs

System-generated internal IDs and custom external IDs are shared among records belonging to the same high-level group. Therefore, when referencing a record using RecordRef, providing the system internal ID or custom external ID without specifying the record type is sufficient to uniquely identify the record within a specific group.


For information about displaying internal IDs, see Setting the Internal ID Preference.

External IDs must be unique across the whole record group, not just per record type. For example, an external ID for a customer must not be reused for any other customer or for any other entity record, including contacts, employees, groups, partners, or vendors. To avoid clashes within record groups, use a consistent format for constructing your external IDs.

The following table provides the list of these high-level groups and the records belonging to each group.

Record Group

Record Types


Account; Tax Account

Allocation Schedule

Allocation Schedule; Intercompany Allocation Schedule


Contact; Customer; Employee; Entity; Entity Group; Job; Lead; Other Name; Partner; Project Template; Prospect; Vendor

Entity Status

Customer Status; Job Status


Activity; Campaign; Case; Event; Issue; Manufacturing Operation Task; Phone Call; Project Task; Resource Allocation; Sales Campaign; Solution; Task

Inbound Shipment

Bulk Ownership Transfer; Inbound Shipment; Receive Inbound Shipment

Inventory Item

Assembly/Bill of Materials; Description Item; Discount Item; Download Item; Expense Item; Gift Certificate Item; Inventory Part; Item; Item Group; Kit Item; Lot Numbered Assembly/Bill of Materials; Lot Numbered Inventory Item; Markup Item; Non-Inventory Part; Non-inventory Item for Purchase; Non-inventory Item for Resale; Non-inventory Item for Sale; Other Charge Item; Other Charge Item for Purchase; Other Charge Item for Resale; Other Charge Item for Sale; Payment Item; Serialized Assembly/Bill of Materials; Serialized Inventory Item; Service; Service Item for Purchase; Service Item for Resale; Service Item for Sale; Subscription Plan; Subtotal Item; Tax Group

Payroll Batch

Payroll Batch; Payroll Batch - Add Employees

Project Revenue Rule

Fixed Amount Project Revenue Rule; Labor Based Project Revenue Rule; Percent Complete Project Revenue Rule

Revenue Recognition Schedule

Amortization Schedule; Amortization Template; Revenue Recognition Schedule; Revenue Recognition Template


Manufacturing Planned Time; Time; Time Entry


Advanced Intercompany Journal Entry; Assembly Build; Assembly UnBuild; Bin Transfer; Bin Worksheet; Blanket Purchase Order; Cash Refund; Cash Sale; Check; Commission; Credit Card Charge; Credit Card Refund; Credit Memo; Custom Transaction; Customer Deposit; Customer Payment; Customer Payment Authorization; Customer Refund; Deposit; DepositApplication; Estimate; Expense Report; Fulfillment Request; FxReval; GL Impact Adjustment; Intercompany Journal Entry; Intercompany Transfer Order; Inventory Adjustment; Inventory Cost Revaluation; Inventory Count; Inventory Status Change; Inventory Transfer; Inventory Worksheet; Invoice; Item Fulfillment; Item Receipt; Journal Entry; Opportunity; Ownership Transfer; Partner Commission; Paycheck; Paycheck Journal; Purchase Contract; Purchase Order; Request For Quote; Requisition; Return Authorization; Revenue Arrangement; Revenue Commitment; Revenue Commitment Reversal; Revenue Contract; Sales Order; Statement Charge; Statistical Journal Entry; Store Pickup Fulfillment; Transaction; Transfer; Transfer Order; Vendor Bill; Vendor Credit; Vendor Payment; Vendor Request For Quote; Vendor Return Authorization; Work Order; Work Order Close; Work Order Completion; Work Order Issue

Related Topics

Records in SOAP Web Services
Record Types
Search Records
Using Internal IDs, External IDs, and References
External IDs Overview

General Notices