Understanding Invoice Numbering with NetSuite Integration
This article provides guidance on how invoice numbering functions within Re-Leased when integrated with Oracle NetSuite. We aim to clarify how invoice numbers are generated and synchronized between both platforms, and how you can choose the preferred numbering method for your business needs. By the end of this article, you'll easily navigate the options available for managing your invoice numbers.
Please note that there are invoice numbering settings available in both Re-Leased and NetSuite. It is important that these settings are configured in a way that is mindful of the settings in both systems.
Re-Leased invoice numbering settings:
- Navigate to Settings > Manage Add-ons and Integrations > NetSuite > View Details > Settings
- Use the toggle control to switch between Re-Leased invoice number and Oracle NetSuite invoice numbering
Upon the initial connection, by default this setting will be set to use NetSuite invoice numbering.
Oracle NetSuite settings:
- Navigate to Setup > Company > Auto-generated Numbers.
- Under the Document numbers tab, find the Invoices row.
- In the Invoices row, use the Allow override checkbox to allow Re-Leased to set invoice numbers in Oracle NetSuite. If you prefer to use NetSuite's numbering we recommend leaving this unchecked.
However: We recommend reviewing this setting with your NetSuite administrator with the below configuration outcomes in mind.
Combining these settings in different ways:
| Re-Leased setting | Oracle NetSuite setting | Outcome |
| Use NetSuite numbering | Allow overrides is unchecked | NetSuite invoice numbers will override all invoices in both systems |
| Use NetSuite numbering | Allow overrides is checked | This configuration may result in multiple invoices sharing the same invoice number following syncing with NetSuite. We recommend this combination be avoided. |
| Use Re-Leased numbering | Allow overrides is unchecked | NetSuite will not allow Re-Leased to Override. NetSuite invoice numbers will still override all invoices in both systems |
| Use Re-Leased numbering | Allow overrides is checked | Re-Leased invoice numbers will override invoices in both systems, for invoices created in Re-Leased |
Default Invoice Numbering Behavior
When Re-Leased is integrated with Oracle NetSuite, by default we'll use NetSuite's invoice numbering. The syncing will typically follow this process:
- An invoice created in Re-Leased is initially assigned a Re-Leased invoice number.
- After approving the invoice within Re-Leased and a successful synchronization with Oracle NetSuite, the invoice is allocated an Oracle NetSuite invoice number.
- The new Oracle NetSuite number is sent back to Re-Leased and updates the original invoice, where it replaces the Re-Leased number and is then displayed.
Using Re-Leased's Invoice Numbering
If you prefer to maintain consistency with Re-Leased invoice numbering across both platforms, you have the option to configure the system in this way. As per the table above, this will require settings to be configured correctly in both Re-Leased and Oracle NetSuite.
Impact of Customizing Settings
If you opt to use Re-Leased generated invoice numbers, invoices created in Re-Leased will keep their Re-Leased invoice number and set these on the matching invoices created in NetSuite via a sync.
However, its important to note that any invoices initially created in NetSuite will keep their NetSuite number and set these on to the corresponding invoices created in Re-Leased upon a successful sync.
What to Keep in Mind
Here are a few important notes to consider regarding invoice numbering settings:
- The initial Re-Leased invoice number is generated upon invoice creation and is visible before any approvals or synchronization.
- After changing your settings to use Re-Leased invoice numbering, ensure that your team members are aware of the change and understand which invoice number to reference.
- Changing settings may have implications on historical data and reporting, so it's recommended to consult with your financial team before making any adjustments.