NetSuite allows enabling of auto-generated numbering for many record types, including many types of transactions, so that records are numbered automatically in the order they are created.
Auto-generated numbering is set up and recorded at Setup > Company > Setup Tasks > Auto-Generated Numbers
• Once auto-generated numbering is set up for a record type, NetSuite generates IDs for all records of that type. These IDs are stored in the name field of each record.
• If we need to import IDs for a record type that has auto-generated numbering enabled, we must be sure to check the Allow Override box. Otherwise, the import job may return errors.
If auto-generated numbering is enabled for a record type, it is recommended to use the external ID as the key for matching imported records to existing NetSuite records during updates, and as the reference type for mapping CSV files values to that record's dropdown and multi-select fields. The external ID is a unique value referenced from an external database. Using the external ID avoids mismatches and errors that can occur when we attempt to use the NetSuite system-generated internal ID or name as a key or reference type.
Auto-Generated Numbers and Imports that Add Data
If auto-generated numbering is enabled for a record type, we may not be able to import values for ID field data, even if we map the field in the Import Assistant, depending on the record type's Allow Override setting on the Set Up Auto-Generated Numbers page.
- If we have enabled auto-generated numbering for a record type and disabled Allow Override, any ID field values in the CSV file are ignored, and auto-generated numbers are saved with imported records.
- If we have enabled auto-generated numbering for a record type and enabled Allow Override, ID field values can be imported.
For example, if we import a customer with a Customer ID of jack1 listed in the CSV file:
- If Allow Override is disabled, the new customer record has a Customer ID of CUST0001.
- If Allow Override is enabled, the new customer record has a Customer ID of jack1.
Auto-Generated Numbers and Imports that Update Data
For import jobs that update records that have auto-numbering enabled, we may receive an error like the following if our import file includes any ID field values other than the auto-generated ones, “You do not have permissions to set a value for element entityid...”. To avoid this error, we must make sure that the Ignore Read-Only Fields advanced option is enabled, on the Import Options page. See Ignore Read-Only Fields. If you need this option to be disabled for some reason, you alternately can remove the ID field values from your file, or just do not map the ID field.
An enabled auto-generated numbering preference changes the record names that NetSuite users see in dropdowns, so this preference changes requirements for name references in imported CSV files. When we do an import of a record, all CSV file references to that record must match the exact name of the record that the user sees in the user interface dropdown for that field. When auto-generated numbering is turned on, the name in the dropdown is typically <auto-generated_#+ Name>,
For example: “154 Bob Jones” or “4058 Budget”.
The Import Assistant uses reference types to map individual CSV records to existing NetSuite records for updating. Internal IDs, external IDs, or names can be used as reference types. A reference type of External ID is recommended for the import of records with auto-generated numbers.
Enabling Auto-Generated Numbering After Importing Records
If we import new records with ID values included in the CSV files, and then if we enable auto-generated numbering for their record type with the Update option checked, auto-generated numbers may be concatenated with imported ID values for imported records. (The Update option for auto-generated numbering indicates that existing records should be given auto-generated numbers.)
For example, for customer records, the imported ID value may be moved to the Company Name field when an auto-generated number is added, but if the Company Name field already is populated, the imported ID value appears after the auto-generated number.
So if you record for a customer is imported with a Customer ID of ABC0001 and a Company Name of Star Records, then after the import, if we enable auto-generated numbering for customers and check the Update box, this record has a Customer ID of CUST1 ABC0001 and a Company name of Star Records.
Auto-Generated Numbers and Customers Only, Leads Only, and Prospects Only Imports
In cases where Entities (Leads, Prospects, and Customers) are being imported in a separate import job from Contacts, auto-generated numbering behaves as follows.
If auto-generated numbering is ON:
- If we map the Lead, Prospect, or Customer ID, the value in the source column must match the generated ID.
- If we map the company name, the value in the source column must match the descriptive name
When auto-generated numbering is OFF:
- If we map the Lead, Prospect, or Customer ID, the value in the source column must match the descriptive name.
- If we map the company name, it will not match any records.?
