More Accounting Preferences – knowledgebase JJ

part 1

Accounts

Navigation: Set up > Accounting > Accounting preference > Items/transcation > Purchase Discount Account

Purchase Discount Account

Select a default expense account for purchase discounts from the values provided in the field.

Sales Discount Account

Select a default income account for sales discounts from the values provided in the field.

Default Expense Account

Choose a default expense account to be applied to your non-inventory, service, and other charge items. Employees with permission can change this default on item records. Employees without permission cannot see these fields on item records.

Default Income Account

Choose a default income account to be applied to your inventory, non-inventory, service, and other charge items. Employees with permission can change this default on item records. Employees without permission cannot see these fields on item records.

Default Receivables Account

Choose the A/R account you want to be 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 a default COGS account to be applied to your inventory and assembly items. Employees with permission can change this default on item records. Employees without permission cannot see these fields on item records.

Default Asset Account

Choose a default asset account to be applied to your inventory and assembly items. Employees with permission can change this default on item records. Employees without permission cannot see these fields on item records.

Default Payment Account

Choose a default payment account for the Account field on Cash Sale, Accept Customer Payment, and Record Customer Deposit transaction forms.

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 you prefer to use to post transfer cost discrepancies. Then, this account autofills the Gain/Loss Account field on item records you create.

The account you select must be different than 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, then the income account for the item is used.

Default Bill Quantity Variance Account

Select the default account to post to for 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 Exchange Rate Variance Account

Select the default account to post to for 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 Exchange Rate Variance Account field on item records you create.

Default Unbuild Variance Account

Select a default account for posting variance amounts that result from unbuilding an assembly item. The account you select here 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.

Default Vendor Return Variance Account

In this field, choose the default account you want to show in the Vendor Return Variance Account field when creating an item record.
The account you select is used to post amounts to for cost variances of items returned to vendors. You can set a specific Cost of Goods Sold (COGS) account to use for the returns of this item. This enables you to track COGS separately for returns and purchases. If you do not select a Vendor Return Variance Account on an item record, any variances post to the account chosen in the COGS Account field.

Default Production Quantity Variance Account

In this field, 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 by customers. You can set a specific Cost of Goods Sold (COGS) account to use for the returns of this item. This enables you to track COGS separately for returns and sales. Note: This field shows only when the Return Authorizations feature is enabled.

Default Production Price Variance Account

Default Production Price Variance Account – Select a default account for posting production price variance amounts 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 accounts, 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

Default Purchase Price Variance Account – Select a default account for posting purchase price variance amounts 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 accounts, 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

Default Inventory Cost Revaluation Account – Select a default account for posting variance amounts that result from standard costing inventory revaluation transactions. The account you select here shows by default in the Adjustment Account field on inventory evaluation. Note: In NetSuite OneWorld accounts, 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.

Anyone Can Set Item Accounts: Check box

Check this box to allow 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 COGS accounts on item records.

Default Dropship Expense Account

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

Test Account

Help for this specific field is coming soon. For now, click here to open the help topic related to this page.

Test Transaction Account

Help for this specific field is coming soon. For now, click here to open the help topic related to this page.

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.

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.

Sales and pricing

Navigation: Set up > Accounting > Accounting preference > Items/transcation > sales and pricing

Consolidate Projects On Sales Transactions

Check this box to associate a project with each line item on sales transactions. When you clear this box, you can associate all items on a sales transaction with only one customer or project.

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 if you want to enter different quantity discounts for each price level on quantity pricing schedules.

Include Reimbursements In Sales And Forecast Reports

Check this box to include billable expenses in sales and forecast reports. If this preference is turned on, transactions that affect expense accounts are included in sales and forecast reports.

Transaction Types To Exclude From Forecast Report

Check this box to include shipping costs in sales and forecast reports.

Transaction Types To Exclude From Sales Reports

Select the transaction types you do not want to include in non-forecast sales reports. Hold CTRL to select make more than one selection from this list.

Inventory

Navigation: Set up > Accounting > Accounting preference > Items/transcation > inventory

Scan Individual Items

Check the Scan Individual Items box to scan the bar code for each item individually when fulfilling or receiving orders. For example, when you fulfill an order for 3 each of item XYZ1234, scanning one bar code of item XYZ1234 sets the fulfillment quantity to 1. Then, you need to scan the bar code of each of the remaining items to fulfill all three. Clear this box to scan an item bar code once and set the fulfillment/receipt quantity to the total amount of the item on the order. For example, when you receive an order for 3 each of item XYZ1234, scanning one bar code of item XYZ1234 sets the receipt quantity to 3.

Centralize Purchasing In A Single Location

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

When this preference is enabled, go to Transactions > Order Items to create your purchase order. Then, after you receive the order, distribute the inventory to your locations by going to either of the following:

Transactions > Replenish Location
Transactions > Transfer Inventory

Days Before Lot Expiration Warning

Enable this preference to receive a warning when you sell a lot item that is close to its expiration date.

Enter the number of days in advance of a lot item’s expiration that you would like to receive a warning.

When you create lot items, the lot number record identifies the expiration date for the lot.

To create lot items, go to Lists > Items > New and click either:

Inventory Item > Lot Numbered
Assembly/Bill of Materials > Lot Numbered

Require Bins On All Transactions Except Item Receipts

After enabling this preference, entering transactions that change inventory levels and includes items that use bins, to save the transaction you must select a bin.

If there is no bin field on a transaction, such as sales orders and purchase orders, bins are not required.

Editing a sale transaction that has a bin item but no bin specified requires you to specify bins on the transaction.

Note: Item Receipts do not require a bin selection.

Disable this preference to allow transactions to be created that include items with no bin selected.

Note: NetSuite 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.
For example, entering a cash sale with a bin item that specifies a location, the item must have at least one bin in that location.
When you enter an inventory adjustment, any line that deducts a quantity of an item that uses bins requires a bin.

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 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 exclude the landed cost from the last purchase price amount.

Item costs displayed on item records do not include landing 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.

cost Accounting

Navigation: Set up > Accounting > Accounting preference > Items/transcation > Cost accounting

Inventory Costing Method

Select your inventory costing method. The costing method you choose determines how you handle the costs associated with buying the same items at different purchase prices over a given period

Default Cost Category

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

Customers Can Pay Online

Check this box to allow 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 can offer merchant account services, or you can use your own.

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 processor at Setup > Accounting > Credit Card Processing.

The option here is distinct from the Require Authorization on Credit Card Transactions option, at Setup > Web Site > Set Up Web Site.

The Get Authorization on Customer Center Sales Order option here 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

Check this box to add a Card Security Code (CSC) field to sales orders and sales made through your Web store. Your customers are required to enter CSC numbers during the checkout process in your Web site. Note: You must check the Require Authorization for Credit Card Transactions box at Setup > Site Builder > Web Site Setup in order to verify CSCs in the Web site. This can help prevent fraudulent orders from occurring. CSC numbers are 3 or 4 digit numbers, usually provided on the back of the credit card.

Allow Adjusted Expiration Date To Improve Recurring Payments

Clear this box if you do not want to payments as recurring for cash sale sales orders with billing schedules and memorized cash sale sales orders to be marked as recurring. Note: Some credit card processor configurations do not support recurring payment authorization requests.

Enable “Sale” Payment Operations On A Sales Order By Automatically Creating A Customer Deposit.

Check this box to enable using credit card processing profiles, and alternative payment method profiles, that support sales request and do not support authorization. If you use this type of profile on sales orders, funds will be immediately captured from the shopper’s account and associated with the sales order as a customer deposit.

Use Strict Rules For The Selection Of Payment Processing Profiles

Check this box if you want to show in the Payment Processing Profile field only those payment processing profiles that support the selected payment method and the customer’s currency. If you use NetSuite OneWorld account, the payment processing profile must also support the customer’s subsidiary. This preference takes precedence over the Restrict Payment Methods by Customer Currency shopping preference. For more information, see the help topic Restricting Payment Processing Profiles by Customer Data.

Preserve Transactions When Payment Is On Hold

Check this box to preserve customer payment transactions and cash sale transactions when the payment fails due to a payment hold.The preserved transactions have the Unapproved Payment status. Note that when the payment fails due to a reject, transactions are not preserved even if this box is checked.

other transaction preferences

Navigation: Set up > Accounting > Accounting preference > Items/transaction > other transaction preferences

Duplicate Number Warnings

Use this list to select your preference for warnings when you enter a document number you have used before. This would prevent two checks with the same number, for example. The options are:
No Warnings – Users are not warned when the transaction they are saving will create a duplicate document number. Warn – Users receive a message when attempting to save a transaction with the same document number as another transaction of the same type. When the warning is displayed, a user can enter a different number before attempting to save again.

Warn and Block – Users receive a message when attempting to save a transaction with the same number as another transaction of the same type. When the warning is displayed, the user must click Cancel and change the document number in the record.
This preference sets the default for your account. Individual users can set their own preference at Home > Set Preferences.

Sort Reconcile By

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

Date

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

Check Number

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

Select this preference to recalculate estimated costs and the resulting gross profit as a transaction moves through the sales cycle; for example, from Sales Orders to Invoices.

Other Item Preferences

Navigation: Set up > Accounting > Accounting preference > Items/transcation > other item preferences

Matrix Item Name/Number Separator

Enter 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

Select how authentication codes for gift certificates should be assigned:

Add on Item – Select this to manually add certificate codes on gift certificate item records. When you select this option, you select the code of the certificate being sold on sales orders.
System Generated – Select this to have authentication codes automatically generated when gift certificates are sold.
Enter on Order – Select this to manually enter gift certificates as they are sold on sales orders. This is best only if you have physical certificates or cards with numbers on them and is not recommended if you only issue e-certificates.

Enforce Minimum Quantity On Return Authorizations

When this box is checked, it is required that the quantity returned of an item is greater than or equal to the Minimum Quantity attribute on the item record.

For example, the minimum quantity of an item is set to five. A customer ordered 15 units of the item. Two units of the item are damaged when they arrive at the customer’s premises. Because the minimum quantity is five, the customer must return at least five of the items, not just the two damaged items.

Order management

Sales Orders

Navigation: Set up > Accounting > Accounting preference > Order management >sales orders

Default Sales Order Status

Select Pending Approval if your company uses the approval process for sales orders. Select Pending Fulfillment if your company does not use the approval process for sales orders. You will still be able to choose any sales order status at the time you enter a transaction.

Require Re-approval On Edit Of Sales Order

Check this box to require re-approval when someone edits a sales order that was previously approved. Note: If you edit a sales order while using a role with permission to approve sales orders, a sales order status is not set to the Pending Approval status.
Note: Partially fulfilled sales orders are not affected by this preference. Once a sales order is partially fulfilled, the status cannot be changed back to pending approval.

Send Email Confirmation When Sales Order Canceled

Check this box if you want an e-mail sent to the customer when a sales order is canceled.

Default Location For Sales Orders

Select a location to associate with sales orders by default. You can change the location on sales orders you enter, as needed. Go to Setup > Company > Locations for details about existing location records.

Default Commit Option On Sales Order

Select the default commitment setting for sales order forms:

Available Qty – Items for this line item are committed as available.
Available items are shipped, and items that are not available are placed on back order.
Complete Qty – This line item only ships when all items are committed.
Do Not Commit – Items are not committed to this line item until this setting is changed.

Default Commit Option On Work Order

Select the default commitment setting for work order forms:

Available Qty – Items for this line item are committed as available.
Available items are shipped, and items that are not available are placed on backorder.
Complete Qty – This line item only ships when all items are committed.
Do Not Commit – Items are not committed to this line item until this setting is changed.

Default Commit Option On Transfer Order

Select the default commitment setting for transfer order forms:

Available Qty – Items for this line item are committed as available.
Available items are shipped, and items that are not available are placed on back order.
Complete Qty – This line item only ships when all items are committed.
Do Not Commit – Items are not committed to this line item until this setting is changed.

Item Commitment Transaction Ordering

Select one of the following to determine which order will have items committed to it when there is an open quantity:

Order by Expected Ship Date – Commits only based on the latest expected ship date.
Order by Order Priority – Commits based on set customer priority regardless of transaction date or expected ship date.
When the Item Commitment Transaction Ordering preference is set to Order by Order Priority, then an Order Priority column is displayed on forms for work orders, sales orders, and transfer orders. NetSuite uses this field to calculate the order priority for allocation.
Order by Transaction Date – Commits only based on the latest transaction date.

Perform Item Commitment After Transaction Entry

Check the Perform Item Commitment After Transaction Entry box to enable NetSuite to automatically allocate items based on the order line priority.
The order with the highest priority will be filled and have items committed.
When this preference is enabled, NetSuite does not perform automatic inventory re-allocation when new item quantities become available.
However, NetSuite will automatically remove available quantities from sales orders, work orders, and transfer orders in some scenarios.

Clear this box if you do not want NetSuite to automatically allocate items.
When you disable this preference, you must manually choose which orders to allocate items to.

Picking/Packing

Always Print Kit Items On Picking Tickets

Navigation: Set up > Accounting > Accounting preference > Order management >picking/packing

Always Print Kit Items On Picking Tickets

Check this box to print individual kit items on picking tickets. When you print kit items, each picking ticket shows individual items that make up a kit item. Showing each item in the kit item gives your employees more specific information to fulfill an order.

Show Uncommitted Items On Picking Tickets

Check this box for picking tickets to include items that are not yet committed to the order. This means that the picking ticket can include items that are not yet available to be picked. Clear this box if you prefer that picking tickets include only committed items that are available to be picked.

Show Non-inventory Items On Printed Forms

Check this box to show non-inventory items, such as services or discounts, on picking tickets and packing slips.

Name For Picked Status

If you want to rename the status for orders that have been picked, enter the name here. Picked orders are orders with some or all of the items pulled from inventory, but are not yet packed or shipped.

Name For Packed Status

If you want to rename the status for fulfillments that have been packed, enter the name here. Packed orders have items that have been picked from inventory and packaged to be shipped to the customer.

Name For Shipped Status

If you want to rename the status for fulfillments that have been shipped, enter the name here. Shipped orders have items that have been picked from inventory, packed and sent to the customer.

Show Additional Items On Packing Slips

Make a selection for this preference to determine how items appear on packing slips. The following options are available:

None – Show only items being fulfilled in the shipment.
Unfulfilled Items on Order – Show only unfulfilled and partially fulfilled items on the packing slip. Line items that are completely fulfilled do not appear on the packing slip.
All Items on Order – Show all ordered items. Any quantity yet to be fulfilled appears in the Remaining/Back Ordered column. Line items that are completely fulfilled appear on the packing slip.

Note: Choosing this option causes non-inventory items to appear on packing slips even if the Show Non-Inventory Items on Printed Forms preference is not enabled.

Show Drop Ship Items On Packing Slips

Check this box to show drop-ship items on packing slips. Then, you can print a packing slip for your vendor to include with a drop-ship item and keep a consistent appearance for end customers. Enabling this preference shows inventory and non-inventory drop-ship items on packing slips.

Fulfillment

Navigation: Set up > Accounting > Accounting preference > Order management >fulfillment

Limit Status On Packing Slip Queue

Select Picked or Packed to filter the packing slip list by order status

Fulfill Based On Commitment

Select one of the following options to set item fulfillment restrictions:

Limit to Committed – Restricts fulfillment to a quantity not greater than the quantity committed.
Orders default to fulfill only the committed items and quantities and the fulfillment quantity cannot be increased beyond the committed quantity. Other items that are not committed do not show on the fulfillment and cannot be added.
Allow Uncommitted – Enables you to fulfill a quantity greater than the quantity committed on an order.
Note: This may cause your quantity-on-hand count of the item to be negative and make tracking item commitment and stock status more difficult.
Orders default to fulfill only the committed items and quantities, however, the fulfillment quantity can be increased beyond the committed quantity and other items that are not committed can be added.
Ignore Commitment – This setting places no restrictions on fulfillment that are based on commitment.
Orders default to fulfill all unfulfilled items and quantities without regard to commitment.

Note: If you also enable the Allow Overage on Item Fulfillments preference, then Fulfill Based on Commitment should be set to Ignore Commitment or Allow Uncommitted.

Default Items To Zero Received/Fulfilled

Check this box to default items to unfulfilled when you open a fulfillment transaction. Then, you mark the items you want to fulfill on the fulfillment. Clear this box to default items to fulfilled when you open a fulfillment transaction. Then, you clear the items you do not want to fulfill on the fulfillment.

Allow Overage On Item Fulfillments

Check this box to be able to enter a quantity larger than the quantity remaining for an item on a fulfillment. Clear this box to limit the quantity fulfilled to the quantity remaining on the fulfillment.

Note: If you enable Allow Overage on Item Fulfillments, then the Fulfill Based on Commitment preference should be set to Ignore Commitment or Allow Uncommitted, if enabled.

Note: If you enable Allow Overage on Item Fulfillments, then it is possible to enter multiple fulfillments against the order. Be sure to use the Back button in NetSuite for navigation, not the browser Back button, to avoid accidental duplicate entries.

Filter Bulk Fulfillment Page By Location

Check this box to filter your fulfillment list by the location identified on the order.
For example, if you select Atlanta in the location filter of the fulfillment page and click Mark All, NetSuite fulfills only items with the Atlanta location chosen.
Note: If you disable this preference, all items on orders you mark for fulfillment are fulfilled from the location in the header of the bulk fulfillment, regardless of the location identified on the order.

Send Order Fulfilled Confirmation Emails

Enable this preference to send a confirmation email showing the total quantity shipped upon fulfillment. The email is sent to the customer email address identified on the sales order.

If you use the Advanced Shipping feature, the email is sent when the order is fulfilled.
If you do not use the Advanced Shipping feature, the email is sent when the order is billed.
If you use the Pick, Pack and Ship feature, the email is sent when the order is shipped.

Use Web Site Template For Fulfillment Emails

Check this box to use the same order confirmation email message for both Web store and non-Web store orders. The content for this message comes from the Default Customize Text Group.

If you use multiple Web sites, clear this box to apply a different order confirmation email template for each of your sites. Note: You must enable the Web Store and Advanced Site Customization features to use this preference. For more information, visit the Help Center and read the topic, Customizing Web Store Email Messages.

Manufacturing Issue Based On Commitment

Select from the following to set assembly item build restrictions:

Limit to Committed – this setting restricts the build to a quantity not greater than the quantity committed on the work order.
Allow Uncommitted – this setting enables you to build a quantity greater than the quantity committed on the work order.
Note: In this case, when the build is saved, the items on the work order are still uncommitted.
Ignore Commitment – this setting places no restrictions on the build that are based on commitment.

Update Transaction Date Upon Fulfillment Status Change

Enable the Update Transaction Date Upon Fulfillment Status Change preference to pick items in one accounting period and ship in another accounting perio

After the order status is marked Shipped, to save the order, the transaction date of the item fulfillment must be in an open accounting period and an accounting period must be selected. The period based on the shipped date shows by default in the Accounting Period field.

After this preference is enabled, NetSuite can update the transaction date based on status changes.
Note: You cannot edit, delete, or save a transaction with a Shipped status that is posting to a closed accounting period.

Show Unfulfilled Items On Invoices

Check this box to have your invoices show items that have yet to be fulfilled.

Invoice In Advance Of Fulfillment

Check this box to invoice your customers for the full amount prior to the complete fulfillment of an order. With this preference, you can invoice your customers in advance for an entire order that is shipped in parts.

Convert Absolute Discounts To Percentage

Check this box to convert a currency-amount discount into percentage discounts spread across several invoices.
If this preference is enabled, when a sales order that includes a currency-amount discount is billed on multiple invoices, the discount is applied evenly to all bills for that order instead of the entire discount being applied to the first bill.

Base Invoice Date On Billing Schedule Date

Check this box to generate the date and posting period of an invoice or cash sale from the date and posting period of the next billing schedule instance.
For example:

Today is 3/1/04.
The next billing date for order #123456 is 6/1/04.
Today, you click Next Bill on order #123456.
The date of the bill is 6/1/04.

Clear this box to define the date and posting period of invoices and cash sales when you bill them. You will choose the date and posting period in the fields on the Bill Sales Order page.

Drop Shipments & Special Orders

Navigation: Set up > Accounting > Accounting preference > Order management > drop shipments and special orders

Drop Ship P.O. Form

Select the form you would like to use for drop-ship purchase orders. When a drop-ship purchase order is created, NetSuite automatically uses the form chosen here.

You can change the form on individual drop-ship purchase orders. To do this, go to Transactions > Purchases > Enter Purchase Orders, click Prev in the upper right corner of the page. Click Edit. Choose a different form in the Custom Form field.

Automatically Email Drop Ship P.O.S

Check this box to have your purchase orders for drop-ship items automatically emailed to the preferred vendor. To use this feature, you must enter the preferred vendor’s email address on that vendor’s record.

If you do not check this box, you can still email drop-ship purchase orders by clicking the Fulfillments link at the top of the approved sales order for the items to be drop-shipped.

Queue Drop Ship P.O.S For Printing

Check this box to have your drop-ship purchase orders queued for printing. To print your purchase orders, go to Transactions > Management > Print Checks and Forms, and select Purchase Orders. If you do not check this box, you can still print drop-ship purchase orders by clicking the Fulfillments link at the top of the approved sales order for the items to be drop shipped.

Automatically Fax Drop Ship P.O.S

Check this box to have your purchase orders for drop-ship items automatically faxed to the preferred vendor. To use this feature, an administrator must set up fax service at Setup > Company > Printing, Fax & Email Preferences. Then, enter the preferred vendor’s fax number on that vendor’s record.

Limit Vendor List On Items

Set this preference to filter the vendors available on sales orders and the Order Items page.
If you enable this preference, only vendors associated with an item shown in the Vendor list.
If this preference is disabled, the Vendor field shows all vendors.

Include Committed Quantities

When you need to drop ship or special order an inventory item and part of the ordered quantity is unavailable, the quantity ordered from the vendor depends on your setting for this preference.

When you disable this preference, clicking the Drop Ship/Special Order link creates a purchase order for the back ordered quantity only.
When you enable this preference, clicking the Drop Ship/Special Order link creates a purchase order for the entire quantity ordered, not just the back ordered quantity.

Update Drop Ship Order Quantities Automatically Prior To Shipment

Enable this preference to automatically update the quantity of a drop ship item on linked transactions when a sales order or purchase order quantity is changed.

When a drop-ship item quantity is changed on an existing sales order or purchase order before it is shipped, NetSuite examines the quantity on the linked transaction. If the quantity on the linked transaction does not match, NetSuite adjusts the corresponding quantity to match.
For example, a sales order you entered shows a quantity of 10 carbon fiber bicycle wheels. The purchase order generated from that sales order also shows 10 carbon fiber bicycle wheels. You then change and save the order to reduce the sales order quantity to 8 carbon fiber bicycle wheels. With this preference enabled, NetSuite examines the linked purchase order to sync the number of items being ordered. The purchase order is automatically updated to show 8 carbon fiber bicycle wheels.

Important: This preference applies only when the following conditions are met:

The sales order line has not been fulfilled.
The purchase order line has not been received or marked shipped.
Neither the sales order nor purchase order line have been manually closed.

This preference applies only to assembly items and inventory items.

Disable this preference if you do not want to update the quantity of a drop-ship item on linked transactions when a sales order or purchase order quantity is changed. Then, when the quantity on linked forms does not match, the quantity remains unchanged and is not updated to match.

Note: When the sales order and purchase order quantities do not match, the item is no longer treated as a drop shipment and your inventory may be affected.

Drop Ship Fulfillment Quantity Validation

If you use Advanced Shipping and Drop Shipments & Special Orders to fulfill or receive orders, you can receive a warning or disallow others to process orders with unequal amounts.

Select one of the following options for handling unequal quantities on linked sales orders and purchase orders that include drop ship items:

Allow Unequal Quantities – Enables you to fulfill orders without a warning even if linked transaction quantities are not equal
Warn Only for Unequal Quantities – Displays a warning when you fulfill orders for linked transactions that have unequal quantities. This setting does not prevent processing after the warning is shown.
Do Not Allow Unequal Quantities – Prevents you from fulfilling orders when linked transaction quantities are not equal
If this preference is set either to warn or allow, transactions that still have unequal quantities are fulfilled from inventory.

Note: This preference defaults to use the Warn only for unequal quantities setting. This preference applies only to inventory and assembly items.

Allow Both Mark Shipped Fulfillments And Receipts On A Drop Shipment Line

Select one of the following settings for handling receipts and mark shipped fulfillments with drop ship orders:

Allow unequal quantities – enables you to create the following:
- A receipt against a drop ship purchase order line that is mark shipped fulfillment line without a warning
- A mark shipped fulfillment against an order line that has a receipt entered against it without a warning
Warn only for unequal quantities – warns you against the following:
- When you try to create a receipt against a drop ship purchase order line that already has a mark shipped fulfillment line. The warning states that creating these transactions does have an inventory impact.
- Warns you when you try to create a fulfillment against an order line that already has an item receipt with inventory and accounting impact entered. The warning states that creating a mark shipped fulfillment against this order line may cause imbalances in quantities and accounts.
Do not allow unequal quantities – prevent you from doing the following:
- Creating a receipt against a drop ship purchase order line that already has a mark shipped fulfillment line.
- Entering a fulfillment against an order line that already has an item receipt with inventory and accounting impact.

If an order is received as the first step after the purchase order for the drop ship sales order is created, you can no longer click Mark Shipped.
Once drop ship items on an order have been received, you can change the quantity, but you can no longer mark items shipped on that order.

Note: This preference defaults to use the Warn only setting. This preference applies only to inventory and assembly items.

Update Special Order Quantities Automatically Prior To Shipment

Enable this preference to automatically update the quantity of a special order item on linked transactions when a sales order or purchase order quantity changes.

When a special order item quantity is changed on an existing sales order or purchase order before it is shipped, NetSuite examines the quantity on the linked transaction. If the quantities on the linked transaction do not match, NetSuite adjusts the corresponding quantity to match.

For example, a sales order has 10 special order carbon fiber bicycle wheels. The purchase order generated from that sales order also shows 10 carbon fiber bicycle wheels. Changing and saving the sales order quantity to 8 carbon fiber bicycle wheels prompts NetSuite to sync the purchase order to the quantity of items being ordered. The purchase order is automatically updated to show 8 carbon fiber bicycle wheels.

Important: This preference applies only when the following conditions are met:

The sales order line has not been fulfilled.
The purchase order line has not been received or marked shipped.
Neither the sales order nor the purchase order line have been manually closed.

This preference applies only to assembly items and inventory items.
Disable it if you do not want to update the quantity of a special order item on linked transactions when a sales order or purchase order quantity is changed. Then, when the quantity on linked forms does not match, the quantity remains unchanged and is not updated to match.Note: When the sales order and purchase order quantities do not match, the item is no longer treated as special order and your inventory may be affected.

Purchasing

Navigation: Set up > Accounting > Accounting preference > Order management > purchasing

Allow Expenses On Purchases

Check this box to add expenses to purchase orders. With this feature, you can add expenses for things like rental fees and delivery of drop-ship items to your purchase orders. You can then bill these expenses to a specific customer.

Select a location to associate with purchase orders by default. You can change the location on purchase orders you enter as needed.

Default Location For Purchase Orders

Select a location to associate with purchase orders by default. You can change the location on purchase orders you enter as needed.

Maximum {#Purchase#} Lines To Consolidate

Enter the maximum number of lines to consolidate on purchase orders for the following cases:

Submitting multiple orders on the Order Requisitions page when items from one or more requisitions are combined on a single purchase order
Submitting multiple orders on the Order Items page when items from one or more planned orders are combined on a single purchase order

If you leave this field blank, the following is true:

On the Order Requisitions page, all requisition lines for a vendor are consolidated into a single purchase order.
On the Order Items page, all planned order lines for a vendor are consolidated into a single purchase order.

Allow Default Email On Purchase Orders Using Suiteflow Approval Routing

Choose a setting for the Allow Default Email on Purchase Orders using Suiteflow Approval Routing preference. This determines how NetSuite handles email generated when the To Be Emailed box is checked on a purchase order.

Do Not Allow – Approval Routing is enabled for this transaction. Please contact your workflow administrator about enabling email processing within an approval routing workflow.
Warn Only – NetSuite warns you before sending an email to the designated recipient in addition to email produced by the approval routing workflow. Email is generated Upon saving the transaction.
Allow – Upon saving the transaction, no warning is given before NetSuite sends an email to the designated recipient in addition to email produced by the approval routing workflow.

Default Number Of Request For Quote Pricing Tiers

Enter the number of pricing tiers you prefer to appear on a request for quotes by default. You can change this number on an RFQ as needed.

Receiving

Navigation: Set up > Accounting > Accounting preference > Order management > drop shipments and special orders

Bill In Advance Of Receipt

Check this box to bill purchase orders before you receive them

Allow Overage On Item Receipts

Check this box to enter a quantity larger than the quantity remaining for an item on an item receipt.

Clear this box to limit the quantity received to the quantity remaining on the item receipt.

Default Receiving Exchange Rate

Check this box to enter a quantity larger than the quantity remaining for an item on an item receipt.

Clear this box to limit the quantity received to the quantity remaining on the item receipt.

Landed Cost Allocation Per Line

Check the Landed Cost Allocation per Line box if you want all new item receipts, credit card charges, vendor bills, and checks to use landed cost per line. Clear this box if you do not want transactions to default to use this preference.

Use Purchase Order Rate On Bills

If a vendor bill is linked to a purchase order, clear this box to set the vendor bill rate for items based on the item receipt rate. Check this box to set the vendor bill rate based on the purchase order rate, rather than the receipt rate.

When the purchase order has multiple item receipts, the bill rate calculation depends on this setting. If this setting is enabled, the vendor bill rate uses the highest item receipt rate. If this setting is disabled, the vendor bill rate uses the purchase order rate.

Returns

Navigation: Set up > Accounting > Accounting preference > Order management > Returns

Default Return Auth. Status

Select Pending Approval if your company uses the approval process for return authorizations.

Select Pending Fulfillment if your company does not use the approval process for return authorizations.

You will still be able to choose any return authorization status at the time you enter a transaction.

Refund In Advance Of Return

Enable this preference to allow a sale to be refunded before the item is returned

Restock Returned Items

Check the Restock Returned Items box to check the Restock box on receipt forms by default.
Clear this box to require the Restock box to be checked on each receipt individually

Write-off Account For Returns

Check the Restock Returned Items box to check the Restock box on receipt forms by default.

Clear this box to require the Restock box to be checked on each receipt individually.

Default Vendor Return Auth. Status

Choose the default status for vendor return transactions:

Select Pending Approval if your company uses the approval process for vendor return authorizations.
Select Pending Fulfillment if your company does not use the approval process for vendor return authorizations.

The status you select in this field shows by default in the status field of new vendor return authorizations you enter. You can choose another return authorization status at the time you enter a transaction

Credit In Advance Of Vendor Return

Check this box to enter vendor credit for the full amount of the return prior to the complete return of an order.

With this preference, you can enter vendor credit in advance for an entire order that is returned in parts.

Vendor bills

Navigation: Set up > Accounting > Accounting preference > Order management > Returns

Default Vendor Bill Status

In the Default Supplier Bill Status field, select one of the following:

Approved – Bills default to an Approved status. No further review or processing is required.
Pending Approval – Bills default to a Pending Approval status. Someone with permission must approve the bill before a payment can be processed for it.

Intercompany Inventory Transfer

Navigation: Set up > Accounting > Accounting preference > Order management > Intercompany Inventory transfer

Update Intercompany Order Quantities Automatically Prior To Shipment

Enable this preference to automatically update the quantity of an intercompany purchase order item when the quantity is changed on the linked intercompany sales order. This preference applies only to assembly items and inventory items.

When the quantity is changed on an intercompany sales order item before it is shipped, NetSuite examines the quantity on the linked intercompany purchase order. If the quantity on quantity on the linked intercompany purchase order does not match, NetSuite adjusts the corresponding quantity to match the sales order.

For example, an intercompany sales order you entered shows a quantity of 10 units of item #AB1001. The intercompany purchase order generated from that sales order also shows 10 units of item #AB1001. The next day, the order is changed and you reduce the sales order quantity to 8 units of item #AB1001. With this preference enabled, after you save the new quantity on the sales order, NetSuite examines the linked purchase order to sync the quantity of items being ordered. The purchase order is automatically updated to show 8 units of item #AB1001.

Important: This preference applies only if the following conditions are met:

The sales order line has not been fulfilled.
The purchase order line has not been received or marked shipped.
Neither the sales order or purchase order line have been manually closed.

Disable this preference if you do not want to update the quantity of an intercompany purchase order item when the quantity is changed on the linked intercompany sales order. Then, when the quantity on linked forms does not match, the quantity remains unchanged and is not updated to match.

Transfer Orders

Navigation: Set up > Accounting > Accounting preference > Order management > Intercompany Inventory transfer

Default Transfer Order Status

Select an option for default transfer order processing.

Pending Approval means that by default someone with permission must approve the order before it is processed.

Pending Fulfillment means that by default transfer orders are sent directly to the fulfillment queue without requiring further approval.

Generate Transfer Orders In Supply Planning

Select one of the following to default for automatically generated transfer orders:

Generate in Pending Approval Firm Status – By default, someone with permission must approve the order before it is processed.
Firmed transfer orders are not available to be rescheduled or cancelled.
Generate in Pending Approval Open Status – By default, someone with permission must approve the order before it is processed.
Transfer orders that are Open, not Firmed, are available to be rescheduled or cancelled. Recommendations for Open transfer orders are removed for each demand planning run.
Generate in Pending Fulfillment Status – By default, send transfer orders directly to the fulfillment queue without requiring further approval.

Use Item Cost As Transfer Cost

Choose the default setting for the Use Item Cost as Transfer Cost box on transfer orders.

Check this box to use the transfer price as a declared shipping value for reference only, such as for insurance or international shipping.
The transfer price is not a charge for the destination location.
The transfer price does not affect inventory costing on transactions.
The transfer price defaults to show the value in the Transfer Price field of item records.
Partial fulfillment and receipt of transfer orders is allowed, but you cannot receive more than you have fulfilled as of any date.
For example, if you have fulfilled 10 widgets out of 20 on a transfer order, you cannot receive 12 widgets on that order.
Clear this box to use the transfer price shown on the transfer order as the item cost on the item receipt.

Important: If no transfer price is entered on the transfer order, no cost is recorded 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. The transfer price and the Gain/Loss account are defined on each item record. The transfer price defaults to show the value in the Transfer Price field of item records.

If you use approval routing, this setting can be changed on an individual transfer order as long as the transfer order is not yet approved. Once the transfer order is approved, this setting cannot be changed.

Default Transfer Order Incoterms

Choose one of the following incoterms to show by default on transfer orders:

Ex Work (EXW) – Inventory ownership is transferred at the shipping point
Delivered at Place (DAP) – Inventory ownership is transferred at the destination point

Work orders

Navigation: Set up > Accounting > Accounting preference > Order management > work orders

Allow Purchase Of Assembly Items

Enable this preference to add assembly items to purchase orders, vendor bills, checks, credit card transactions, and vendor credits. You can also define purchase pricing on assembly item records. If you enable this preference and use the Demand Planning feature, demand plans can create purchases for assemblies.

Allow Overage On Work Order Transactions

Check this box to be able to enter a quantity larger than the quantity remaining for an item on a work order. Clear this box to restrict the amount to a maximum of the amount on the work order.

Automatically Fill Actual Production Start And End Dates

Check this box to have actual production start and end dates fill in automatically.

Default Work Order Status

Check this box to have actual production start and end dates fill in automatically.

Create Work Orders In Supply Planning

Select one of the following to define the default for supply planning work orders:

Do Not Generate
Generate in Firm Planned Status – Firm orders cannot be rescheduled.
Generate in Open Planned Status – Open orders can be rescheduled.
Generate in Released Status – Any work order in a Planned Firm state must be set to the Released status in be able to commit items to it.

Your selection defines the default status of new work orders generated by a planning engine run.

Note: If you make a selection to generate orders and also use Manufacturing Routing and Demand Planning, you can define production scheduling methods on work orders.