Updating & Auto-Generating NetSuite Transaction Numbers

Depending on your country or industry, your company may need to adjust the transaction numbering format in NetSuite. The native Auto-Generated Numbering system allows NetSuite users with the Admin role this ability to customize the transaction naming convention.

Note: Auto-generating numbers is synonymous with Advanced Transaction Numbering. Most commonly, you can recognize this is setup in a NetSuite environment when you see a prefix “XX-SO0001” or suffix “SO0001-XX”.

Before Auto-Generating Transactions

After Auto-Generating Transactions

Some Use Cases for Advanced Transaction Numbering

There are a variety of use cases for leveraging advanced transaction numbering in NetSuite. Here are a few common ones:

• Industry or Country standards dictate your company changing the naming conventions of Sales Orders.
• Your company wants this for faster accounting reconciliation
• The Customer wants to rename specific invoices for the Custom Surcharge / Credit Card Fee extension. (This was our use case in this scenario.)

Configuring Auto-Generated Transaction Numbers

Follow the below steps to initiate the Auto-generating numbers function in your NetSuite account.

Step 1: Enable the Advanced Numbering feature in your NetSuite account.

• As an administrator, Setup > Company > Enabled Features – Company Subtab. Check the “Advanced Numbering” checkbox.

Need a refresher on how to Enable NetSuite Features? Check out the article Enabling Features in NetSuite, which was written by my teammate Caleb back in July of 2022!

Step 2: Verify that your role has the proper permission – Admin Roles or roles with at least ‘View’ level of “Auto-Generated Numbers” permission found in the Setup tab on the user’s role.

Want to learn more about working with roles and permissions? Check out this tutorial article (& video) on NetSuite User Roles & Permissions, which was written by my teammate Caleb back in November of 2022!

Step 3: Configure your settings based on the specified characteristics that your customer requires from the “Setup Auto-Generated Numbers” page.

• Navigate to Setup > Company > Auto-Generated Numbers > Document Numbers tab.
• Edit the desired transaction with prefixes and suffixes and define if the transaction should follow the “Use Subsidiary” rules.
• If you want to update the existing documents to match the same naming convention, check the far right checkbox “Update”.

Note: It is recommended to use the Subsidiary rules, especially if there are multiple subsidiaries within your NetSuite environment and there are different rules that apply to each subsidiary.

Step 4: Save the page and return to the transaction you edited to ensure that the advanced numbering is displaying as desired.

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