Number Series

The No. Series window is used to set up all the number series that is used for the company. Number series can be assigned to certain tables (such as the Customer, Vendor and Item tables), sales and purchase documents (such as quotes, shipments and posted invoices), and journal templates and batches.

You can set up a complete numbering system consisting of an unlimited number of number series for all types of basic information (except G/L accounts) and documents. You can combine this with manual numbering for specific areas or you can use manual numbering entirely.

The document numbering functionality provides a flexible way of numbering all documents, journals, batches and journal lines. Documents include, but are not limited to orders, invoices, shipments and credit memos.

In the setup table for each application area and in the journal templates, you specify which No. Series will be used for which purpose. For example, if you have set up a No. Series for customers, you would enter the code for this No. Series in the Customer Nos. field in the Sales & Receivables Setup table. Then when you create a new customer, the program will use the information associated with the code to assign the customer number.

In the No. Series window, you set up codes for each type of document.

To open the No. Series window, select Financial Management / Administration / No. Series.

First, enter a code that is meaningful or relevant for your business, and then give the code a description. The program fills in the Starting No. field and Ending No. field with the information set up in the Number Series Line table.

The Last Date Used and Last No. Used fields are filled in automatically by the program, when start using the No. Series.

In the Default Nos. field, indicate whether or not this number series will be used to assign numbers automatically. For example, if a check mark is placed on the line for the customer number series, when you create a new customer, the program will assign the next available customer number from this number series. If a check mark is not placed in this field, then click the Assist Button in the No. field on the customer card and then choose the number series in order to have the program assign a number for you.

A check mark in the Manual Nos. field indicates that you can enter numbers manually instead of using the number series. A check mark in this field has no effect for number series used in journals.

A check mark in the Date Order field indicates that numbers from this range are to be assigned chronologically. In other words, if you place a check mark here, the program will run a test at the time of posting to make sure documents and Journal lines are assigned numbers in ascending order according to the posting date.

A number series will be associated with one or more lines in the No. Series Lines table, where you set up additional information about the number series.

In the No. Series window, select a line, and then click Navigate => Lines.

This window lets you establish the numbering you want to use (including starting dates for specific ranges of numbers) and set up additional information about the number series.

The first field is the Starting Date field. Here you can enter the date from which you would like this line to apply. You use this field if you want to start a new No. Series at the beginning of a new period. You set up a number series line for each period. The program will automatically switch to the new series on the starting date. If left blank it will take effect immediately.

In the Starting No. field and Ending No. field, you define the range of numbers you will use for that particular code. These fields are alphanumeric and have a length of 20 characters to allow flexible schemes.

The contents of the Last Date Used field and Last No. Used field are generated by the program and will display the last date a number was assigned and the last number in the series that was used. The contents of these two fields are also displayed in the No. Series window.

The Warning No. field lets you choose a number from your predefined series that will return a warning when it is used. It should be used to help you when you are nearing the end of a number series.

The Increment by No. field allows you to select the size of the interval by which you would like your numbering to increase. If you use an increment rather than consecutive numbers, this would allow the future addition of numbers in that range and in between the assigned numbers. If at a later date, you want to insert one manually, you could assign if you allow for an interval between numbers rather than making them consecutive.

The Open field indicates whether or not the number series is open. A series will remain open until the last number in it is used. At that time, the program removes the check mark from this field. This field is not editable.

Sometimes, you may want to assign more than one No. Series Code to a single No. Series field. For example, if you have more than one No. Series for inventory items, you can setup a relationship between these No. Series.

The No. Series Relationships window is used to set up relationships between multiple No. Series. When you set up relationships you must associate all of the related No. Series to one No. Series code. You can then enter this code on the Numbering tab in the setup window for the appropriate application area and you will be able to choose between all the related No. Series when assigning numbers.

∙ In the No. Series window, in the Code field, find and select a line to which you want to set relationship.

∙ Click Series => Relationships. The No. Series Relationships window appears.

Here you can set relationship for the No. series.