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.
