ANS-0291 · PURCHASE & VENDOR MANAGEMENT
How to Track Purchase Order Revisions in NetSuite Using Workflows
NetSuite users can implement a workflow to automatically manage and display revision numbers for purchase orders, enhancing change tracking.
Short answer
To track purchase order revisions in NetSuite, create a custom field to store the revision number. Configure a workflow to expose this custom field upon saving the purchase order. The workflow should then evaluate the current revision number and increment it automatically each time the record is saved, providing clear revision tracking.
Scenario
Organizations often require a method to track changes and revisions made to purchase orders within NetSuite. The standard transaction numbering does not inherently support revision indicators, making it challenging to identify and manage different versions of a purchase order. A solution is needed to automatically append or display revision numbers to purchase orders upon subsequent saves.
Solution
To implement revision tracking for purchase orders, a custom field is typically used to store and display the revision number, as directly modifying the native transaction ID (tranid) for revision indicators is generally not supported or recommended. This method allows for clear version control without altering core NetSuite transaction numbering.
Create a custom transaction body field (e.g., 'PO Revision') on the Purchase Order record. This field can be of type 'Integer' or 'Text' and can initially be hidden.
Develop a workflow that triggers on the 'Purchase Order' record type.
Configure the workflow to execute upon saving the record.
Within the workflow, add a 'Set Field Value' action targeting the custom 'PO Revision' field.
The workflow logic should evaluate the current value of the custom field. If it is empty, set it to an initial revision (e.g., '1' or 'R01'). If it has a value, increment it (e.g.,
current_value + 1or parse 'R01' to 'R02').Ensure the workflow exposes this custom field upon save, making the revision number visible on the purchase order.
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