The quick answer
In Advanced Numbering, give each purchase order category its own active rule and criterion. For example, route PO Type is Drop Ship to prefix DS- and route PO Type is Indirect to ID-. Put both rules before the standard Purchase Order rule. When you save a purchase order, NetSuite uses the first active rule whose criteria all match.
The example uses starting numbers 101 and 250, so the modeled results are DS-101 and ID-250. Screenshots use reconstructed example data. The production account inspected for this guide had Advanced Numbering turned off, so the examples illustrate the setup and modeled outcomes rather than behavior verified in an enabled production account.
Before you start
You need a role with full access to Auto-Generated Numbers to enable Advanced Numbering, plus a Purchase Order body field such as PO Type that is available as a rule criterion. Add the required list values before building rules, and make sure the value is present on the purchase order when it is saved. Exact field names, forms, values and role access vary by account.
Check that DS- and ID- with the chosen starting values are unused in the sequence you intend to use. Use the number preview to inspect the format, then check existing numbers and segment settings before selecting a starting value.
If Advanced Numbering is new to an account with existing transactions, agree on a cutover date and add an appropriate Date criterion to each custom rule so it applies only to transactions in the intended period. NetSuite recommends using Date to limit rules to transactions after feature enablement or the selected start date. Multiple criteria on one rule must all match.
If a sequence should restart or remain unique by subsidiary, location or fiscal year, review the rule's Sequences by Segment settings. Segment choices create additional sequences. For location or subsidiary sequences, confirm the number format includes the appropriate expression.
Enable Advanced Numbering for Purchase Orders
If the feature is not enabled, go to Setup > Company > Enable Features as an Administrator. On Company, find ERP General, select Advanced Numbering, and save. Then go to Setup > Company > Auto-Generated Numbers, open Document Numbers, select Advanced Numbering beside Purchase Order, and save. NetSuite creates a rule set for that document type and moves its existing numbering settings into the standard rule. Review that rule before adding custom rules.
Review the standard rule
On Auto-Generated Numbers > Document Numbers, use Setup beside Purchase Order to open the rule set. Keep the standard Purchase Order rule active for transactions that do not match a custom category rule. The initial ruleset screenshot shows the standard rule before the example rules are added.
Add the Drop Ship and Indirect rules
In the Purchase Order ruleset, select New Rule. Name the first rule Drop Ship. Enter prefix DS-, minimum digits 3, initial number 101, and leave the suffix blank. Check the number preview, then open Criteria and set the custom body field PO Type to Drop Ship. Save the rule.
Select New Rule again. Name the second rule Indirect. Use prefix ID-, minimum digits 3, initial number 250, and a blank suffix. Set PO Type to Indirect, then save.
Order the rules and test both sequences
After both custom rules are saved, edit the rule order. Move Drop Ship and Indirect above the standard Purchase Order rule, save the order, and confirm the list shows both custom rules first. This example uses separate PO Type values, so a purchase order should match only its corresponding category rule.
Create a test purchase order with PO Type set to Drop Ship before saving. Confirm the saved number begins with DS- and the PO Type remains Drop Ship. In the example, the saved number is DS-101.
Save a second test purchase order with PO Type set to Indirect. Confirm the number begins with ID- and the PO Type is Indirect. The modeled result is ID-250. Starting values are examples; use values that are safe for the segments and transactions in your account.
If a purchase order gets the standard prefix, check that PO Type was set before saving, the intended rule is active, and it is above the standard rule. Confirm that Date and any other criteria match the transaction, then review the sequence segments. NetSuite uses its built-in Default rule when no configured rule matches.
Common questions
Can one rule match more than one PO Type?
That depends on the available operator for the custom field. If it supports selecting multiple values, one rule can cover them. Otherwise, create separate rules. Separate criteria on one rule are combined: every criterion must match.
What happens when a purchase order matches neither custom rule?
NetSuite continues through the active rule list and uses the first later rule whose criteria all match. Keep the standard Purchase Order rule after the two custom rules and set its criteria for the transactions you want it to number. NetSuite applies its built-in Default rule when no configured rule matches.
Does enabling Advanced Numbering renumber existing purchase orders?
Enabling the feature moves the existing Purchase Order numbering settings into the standard rule. Review that rule before adding custom rules. New numbers are assigned when transactions are saved; test the cutover and Date criteria with your transaction dates before using the rules for live purchasing.