01
Overview
8Document Types
3Generators
2Facilities
4NS Record Types
Every GFS document, lot code, and SKU follows a deterministic numbering convention. This tool generates properly formatted identifiers for all document types, production lot codes, and product SKUs. All generated numbers follow the pattern established in the GFS Operations Manual and are compatible with NetSuite record fields.
Documents: GFS-{TYPE}-{YYYY}-{SEQ}
Lot Codes: {YYYY}-{JJJ}-{FF}-{LL}
SKUs: GFS-{CAT}-{SUB}-{SIZE}{PACK}
■ All identifiers are deterministic and NetSuite-compatible. No duplicates within a calendar year.
02
Document Number Generator
Generated Document Number
GFS-PO-2026-0001
GFS prefix + Purchase Order + Year 2026 + Sequence 0001
GFS Company prefix
PO Document type
2026 Calendar year
0001 4-digit sequence
Generation History
No documents generated yet. Numbers appear here as you copy them.
■ Sequence resets to 0001 at the start of each calendar year. Department suffix is optional.
03
Lot Code Generator
Generated Lot Code
2026-138-01-01
Year 2026 + Julian Day 138 + Facility 01 (Edgewood, NY) + Line 01
YYYY 4-digit year
JJJ Julian day (001-366)
FF Facility code
LL Production line
Julian Day Reference
| Month | Start Day | End Day | Days |
|---|---|---|---|
| January | 001 | 031 | 31 |
| February | 032 | 059 | 28 |
| March | 060 | 090 | 31 |
| April | 091 | 120 | 30 |
| May | 121 | 151 | 31 |
| June | 152 | 181 | 30 |
| July | 182 | 212 | 31 |
| August | 213 | 243 | 31 |
| September | 244 | 273 | 30 |
| October | 274 | 304 | 31 |
| November | 305 | 334 | 30 |
| December | 335 | 365 | 31 |
■ Julian day calculation accounts for leap years automatically. Lot codes are traceable to facility, line, and date.
04
SKU Generator
Generated SKU
GFS-CHZ-CDD-40L-SNG
Cheese + Cheddar + 40 LB + Single
GFS Company prefix
CAT 3-letter category
SUB 3-letter sub-type
SIZE Weight/volume code
PACK Pack configuration
Category & Sub-Type Reference
| Category | Code | Sub-Types |
|---|---|---|
| Cheese | CHZ | CDD (Cheddar), MOZ (Mozzarella), SWS (Swiss), PRV (Provolone), AMR (American), PPJ (Pepper Jack), GDA (Gouda), CRM (Cream Cheese) |
| Dairy | DRY | BTR (Butter), MLK (Milk), CRM (Cream), YGT (Yogurt), WHP (Whey Protein), NDM (Non-Fat Dry Milk) |
| Eggs | EGG | SHL (Shell), LQD (Liquid), FRZ (Frozen), PWD (Powder), WHT (Whites), YLK (Yolks) |
| Frozen | FRZ | PCK (Pancakes), WFL (Waffles), FRT (French Toast), PTY (Patties), NGT (Nuggets), VEG (Vegetables) |
| Oils & Fats | OIL | SOY (Soybean), CAN (Canola), OLV (Olive), PLM (Palm), CRN (Corn), BLD (Blend) |
| Grains | GRN | FLR (Flour), RCE (Rice), OAT (Oats), CRN (Corn), WHT (Wheat), BRD (Bread) |
| Beverages | BEV | JCE (Juice), WTR (Water), TEA (Tea), CFE (Coffee), MIX (Mix), CON (Concentrate) |
| Sauces | SAU | TOM (Tomato), BBQ (BBQ), HOT (Hot Sauce), SOY (Soy), RNC (Ranch), MST (Mustard) |
| Packaging | PKG | BOX (Boxes), BAG (Bags), WRP (Wrap), LBL (Labels), PLT (Pallets), LNR (Liners) |
■ SKUs are unique across categories. Sub-type codes map directly to NetSuite item records.
05
Data Dictionary
| Document Type | Prefix | Format | Example | Description | Generated By | Retention |
|---|---|---|---|---|---|---|
| Purchase Order | PO | GFS-PO-YYYY-#### | GFS-PO-2026-0042 | Vendor purchase orders for goods and services | Procurement / NetSuite | 7 years |
| Invoice | INV | GFS-INV-YYYY-#### | GFS-INV-2026-0318 | Customer invoices for delivered goods | Finance / NetSuite | 7 years |
| Sales Order | SO | GFS-SO-YYYY-#### | GFS-SO-2026-0155 | Customer sales orders (internal) | Sales / NetSuite | 7 years |
| Credit Memo | CM | GFS-CM-YYYY-#### | GFS-CM-2026-0009 | Customer credit adjustments and returns | Finance / NetSuite | 7 years |
| Bill | BIL | GFS-BIL-YYYY-#### | GFS-BIL-2026-0201 | Vendor bills received for payment | AP / NetSuite | 7 years |
| Journal Entry | JE | GFS-JE-YYYY-#### | GFS-JE-2026-0077 | General ledger journal entries | Finance / NetSuite | Permanent |
| Letter | LTR | GFS-LTR-YYYY-#### | GFS-LTR-2026-0012 | Formal business correspondence | Any department | 5 years |
| Memo | MEM | GFS-MEM-YYYY-#### | GFS-MEM-2026-0005 | Internal memoranda and directives | Management | 3 years |
| Proposal | PRO | GFS-PRO-YYYY-#### | GFS-PRO-2026-0003 | Customer proposals and bid responses | Sales | 5 years |
| Quote | QTE | GFS-QTE-YYYY-#### | GFS-QTE-2026-0089 | Price quotes issued to customers | Sales / NetSuite | 3 years |
| Report | RPT | GFS-RPT-YYYY-#### | GFS-RPT-2026-0027 | Internal reports, analyses, and KPIs | Any department | 5 years |
| Spec Sheet | SPC | GFS-SPC-YYYY-#### | GFS-SPC-2026-0015 | Product specification sheets | Quality / Sales | Active + 3 years |
| Lot Code | LOT | YYYY-JJJ-FF-LL | 2026-138-01-01 | Production lot tracking identifier | Manufacturing | Product life + 2 years |
| SKU | SKU | GFS-CAT-SUB-SIZE-PACK | GFS-CHZ-CDD-40L-SNG | Product stock keeping unit | Operations / NetSuite | Permanent |
| Bill of Lading | BOL | GFS-BOL-YYYY-#### | GFS-BOL-2026-0445 | Shipping and transport documents | Logistics | 7 years |
| Work Order | WO | GFS-WO-YYYY-#### | GFS-WO-2026-0033 | Manufacturing work orders | Manufacturing / NetSuite | 5 years |
| Receiving Report | RCV | GFS-RCV-YYYY-#### | GFS-RCV-2026-0112 | Goods received at facility | Warehouse | 5 years |
| Certificate | CRT | GFS-CRT-YYYY-#### | GFS-CRT-2026-0008 | Certificates of analysis, origin, insurance | Quality / Compliance | Active + 5 years |
| Audit Report | AUD | GFS-AUD-YYYY-#### | GFS-AUD-2026-0002 | Internal and external audit reports | Quality / Compliance | Permanent |
| CAPA | CAP | GFS-CAP-YYYY-#### | GFS-CAP-2026-0004 | Corrective and preventive action reports | Quality | Permanent |
| SOP | SOP | GFS-SOP-YYYY-#### | GFS-SOP-2026-0011 | Standard operating procedures | Operations / Quality | Active + 3 years |
| License | LIC | GFS-LIC-YYYY-#### | GFS-LIC-2026-0001 | Facility and product licenses | Compliance | Permanent |
| HACCP Plan | HCP | GFS-HCP-YYYY-#### | GFS-HCP-2026-0001 | Hazard analysis critical control point plans | Quality / Food Safety | Permanent |
■ Retention periods follow FDA 21 CFR, USDA, and NY State record-keeping requirements. "Permanent" means retained indefinitely.
06
NetSuite Field Reference
Customer Record Fields
| Internal ID | Label | Type | Req | Default | Description |
|---|---|---|---|---|---|
| entityid | Customer ID | Text | Yes | Auto | System-generated customer number |
| companyname | Company Name | Text | Yes | -- | Legal company name |
| subsidiary | Subsidiary | List/Record | Yes | GFS Inc. | Parent subsidiary assignment |
| No | -- | Primary contact email address | |||
| phone | Phone | Phone | No | -- | Primary phone number |
| category | Category | List/Record | No | -- | Customer category (Distributor, Retail, etc.) |
| terms | Terms | List/Record | No | Net 30 | Default payment terms |
| creditlimit | Credit Limit | Currency | No | 0.00 | Maximum credit extended |
| pricelevel | Price Level | List/Record | No | Base Price | Default pricing tier |
| salesrep | Sales Rep | List/Record | No | -- | Assigned sales representative |
| territory | Territory | List/Record | No | -- | Sales territory assignment |
| custentity_rebate_pct | Rebate % | Percent | No | 0% | Customer-specific rebate percentage |
| isperson | Is Individual | Checkbox | No | F | Individual vs. company customer |
| isinactive | Inactive | Checkbox | No | F | Marks customer as inactive |
Vendor Record Fields
| Internal ID | Label | Type | Req | Default | Description |
|---|---|---|---|---|---|
| entityid | Vendor ID | Text | Yes | Auto | System-generated vendor number |
| companyname | Company Name | Text | Yes | -- | Vendor legal name |
| subsidiary | Subsidiary | List/Record | Yes | GFS Inc. | Parent subsidiary |
| No | -- | Primary vendor email | |||
| phone | Phone | Phone | No | -- | Primary vendor phone |
| terms | Terms | List/Record | No | Net 30 | Default payment terms from vendor |
| category | Category | List/Record | No | -- | Vendor category (Manufacturer, Broker, etc.) |
| taxidnum | Tax ID | Text | No | -- | Federal tax identification number |
| is1099eligible | 1099 Eligible | Checkbox | No | F | Subject to 1099 reporting |
| expenseaccount | Expense Account | List/Record | No | -- | Default expense GL account |
| custentity_vendor_rating | Vendor Rating | List | No | -- | A/B/C performance rating |
| comments | Comments | Text Area | No | -- | Internal notes (use this for notes, not messages) |
| isinactive | Inactive | Checkbox | No | F | Marks vendor as inactive |
Item Record Fields
| Internal ID | Label | Type | Req | Default | Description |
|---|---|---|---|---|---|
| itemid | Item Name/Number | Text | Yes | -- | SKU or item identifier (GFS-CAT-SUB-SIZE-PACK) |
| displayname | Display Name | Text | No | -- | Human-readable product name |
| subsidiary | Subsidiary | List/Record | Yes | GFS Inc. | Subsidiary ownership |
| itemtype | Item Type | List | Yes | Inventory | Inventory, Non-Inventory, Service, etc. |
| department | Department (Brand) | List/Record | No | -- | Brand field -- maps to department in NetSuite |
| class | Class | List/Record | No | -- | Product class or line |
| upccode | UPC Code | Text | No | -- | Universal product code (barcode) |
| salesdescription | Sales Description | Text Area | No | -- | Description shown on invoices/quotes |
| purchasedescription | Purchase Description | Text Area | No | -- | Description shown on POs |
| cost | Purchase Price | Currency | No | 0.00 | Default vendor cost |
| baseprice | Base Price | Currency | No | 0.00 | Standard selling price |
| weight | Weight | Decimal | No | -- | Item weight in lbs |
| weightunit | Weight Unit | List | No | lb | Unit of weight measurement |
| unitstype | Units Type | List/Record | No | -- | Unit of measure group |
| cogsaccount | COGS Account | List/Record | No | 5000 | Cost of goods sold GL account |
| incomeaccount | Income Account | List/Record | No | 4000 | Revenue GL account |
| custitem_shelf_life_days | Shelf Life (Days) | Integer | No | -- | Product shelf life in days from production |
| custitem_storage_temp | Storage Temp | Text | No | -- | Required storage temperature range |
| isinactive | Inactive | Checkbox | No | F | Marks item as inactive |
Transaction Record Fields (PO / SO / Invoice / Bill)
| Internal ID | Label | Type | Req | Default | Description |
|---|---|---|---|---|---|
| tranid | Transaction Number | Text | Yes | Auto | GFS document number (GFS-PO-YYYY-####) |
| trandate | Date | Date | Yes | Today | Transaction date |
| entity | Entity | List/Record | Yes | -- | Customer (SO/INV) or Vendor (PO/BIL) |
| subsidiary | Subsidiary | List/Record | Yes | GFS Inc. | Subsidiary for this transaction |
| department | Department (Brand) | List/Record | No | -- | Brand -- maps to department on POs |
| class | Class | List/Record | No | -- | Transaction classification |
| location | Location | List/Record | No | -- | Facility / warehouse location |
| terms | Terms | List/Record | No | From Entity | Payment terms |
| duedate | Due Date | Date | No | Calculated | Payment due date (from terms) |
| memo | Memo | Text | No | -- | Transaction memo / reference |
| status | Status | List | No | Pending | Transaction workflow status |
| shipmethod | Ship Method | List/Record | No | -- | Shipping carrier and method |
| shipdate | Ship Date | Date | No | -- | Expected or actual ship date |
| custbody_lot_code | Lot Code | Text | No | -- | Associated lot code (YYYY-JJJ-FF-LL) |
| custbody_bol_number | BOL Number | Text | No | -- | Bill of lading reference |
| total | Total | Currency | No | Calculated | Transaction total amount |
■ Internal IDs match NetSuite SuiteScript 2.0 field identifiers. "Brand" maps to the department field on POs and items. Use comments (not messages) for notes on vendor/entity records.