Scenario:
The company enabled auto-generated numbers on their transactions, and the Allow Override function is enabled since users sometimes need to input the document number based on our other system.
How to ensure a gapless document numbering (e.g., to check for transaction deletions)?
You cannot use the document number (field ID is tranid) as a basis for gapless numbers, since NetSuite allows users to override this (depending on the preferences and forms). Instead, check the transaction numbers (field ID is transactionnumber). NetSuite does not allow users (even Administrators) to override this value. Note that multiple transactions can have the same transaction number if the Administrator updated the initial numbering (e.g., due to a legal requirement). You can also review the Transaction Numbering Audit Log to review the sequence (Transactions > Management > Transaction Numbering Audit Log).
– Add more controls on the document numbering (e.g., do not allow the override option, change the display type of Doc. No. to inline text or disabled, hide the Generate Document Number on Save field).
– Enable the Show Transaction Numbering Setup in the General Preferences (Setup > Company > General Preferences) to allow flexibility in the numbering (e.g., different per subsidiary and location). This is turned off by default.
– Enable the Global Search Includes Transaction Numbers preference in your personal preferences (Home > Set Preferences > Analytics subtab) to allow you to search transaction numbers.
– Remove the delete permission on transactions in your roles to prevent gaps in document numbers.
– If transaction deletion is necessary, enable the Use Deletion Reason (Enable Features) and set up the reasons (Transaction Deletion Reason under Accounting Lists).