Mastering PDF File Arrangement in NetSuite Business Documents

Introduction

With the release of NetSuite 2026.1, enhancing the way you manage PDF files in configurable items is not only possible but more intuitive. This article explores how to effectively arrange PDF files in your business documents, streamlining both document creation and delivery processes.

The New PDF Sequence Feature

NetSuite now allows you to customize the order of PDF files created via the Proposal Generator (version 1.2.5). This is accomplished through the new PDF Sequence field available on the template record for your documents. The flexibility of this feature means that developers and administrators can produce PDFs that meet specific organizational needs without the constraints of previous configurations.

How to Use the PDF Sequence Field

The PDF Sequence field enables you to assign a sequence number—positive or negative—to the main PDF file in relation to any additional PDF files. Here’s how it works:

1. Assign Sequence Numbers: Each PDF (main and additional) can have a sequence number. The final arrangement of the PDFs in the output document will follow the sequence from lowest to highest number.

   • A lower sequence number means the PDF will appear earlier in the final output.
   • For example:
     • Main PDF Sequence = 0
     • First Additional PDF Sequence = -1
     • Second Additional PDF Sequence = 1
       In this setup, the first additional PDF appears before the main PDF, while the second appears after it.

2. Maintaining Old Order: If you do not set any sequence numbers (i.e., the PDF Sequence field is left blank), the PDFs will maintain the current order as established in your existing templates. This backward compatibility means that transitioning to the new feature has minimal impact.

Real-World Applications

In practice, this new feature can be particularly useful for businesses that rely on bundled documentation. For example:

• Quotations containing supporting documents: You may want to have terms and conditions appear after the main quote but before any additional promotional literature.
• Invoices: An invoice might need receipts or additional documents appended after the main billing statement for clarity.

Best Practices for PDF Arrangement

To make the most of the PDF Sequence feature, consider the following best practices:

• Plan Your Document Structure: Think ahead about how different documents relate to one another and assign sequence numbers accordingly.
• Test Configurations: Before finalizing templates for production, create test documents to ensure your PDFs are arranged as intended.
• Documentation: Maintain clear documentation of sequence settings within your template records to help others understand the setup.

Key Takeaways

• You can now control the order of PDF files in business documents in NetSuite based on sequence numbers.
• Sequence numbers can be both positive and negative, allowing for flexible arrangement.
• Leaving the PDF Sequence field blank retains the current order of additional PDFs in your templates.
• Testing new configurations is essential to ensure the desired output before deploying changes.

This feature not only enhances the user experience but also optimizes the workflow within the NetSuite ecosystem, making document management simpler for everyone involved.