Document numbers may be retrieved in two different ways:
- A number series is used for retrieval of document number: follow steps 1-5.
- The voucher number is used as document number: follow steps 3-5.
Steps 1-3 describe how to set up a yearly document number series with automatic numbering used for G/L postings. You can allocate each number series to one or several document types, meaning it is possible to use the same number series. Steps 4-6 describe how you, on the document type, define how the numbering should be handled.
Work with document number series
- Select the Work with document number series menu item.
- On the main panel, click Add.
- You access the detail panel where you set up the parameters. Complete the following fields:
- Year
- Enter the year for which the number series should be valid. Note: Only mandatory for yearly number series. See the Series type field for additional information.
- Series
- Enter the code that represents the document number series that you are creating.
- Description
- Series type
- Enter 1 to set up a yearly number series. By defining separate series on a yearly basis it is possible to re-use the numbering for each year. Note: The accounting period of the document determines which yearly series that should be used.
- For your information:
- Enter 2 to define a continuous number series. This means that the same number series is used even if you enter documents in different accounting years. The system automatically proposes the next available number within the valid range, but if it is not valid, then it must be manually changed.
- Handling code
- The default is 1, meaning the numbering will be handled automatically by the system, i.e., the number after last used number within the batch is proposed as the next number to use for number series with duplicate control active.
- For your information:
- Enter 2 to state a manually handled numbering, meaning if the entered number already exists and duplicate control is active the system will display an error message asking you to enter a valid document number.
- Duplicate control
- The default is YES, meaning that the number has to be unique within an accounting year for yearly series. For continuous series the number used must be unique within the General Ledger. Note: NO is only valid for series with Handling code set to 2.
- Last number used
- The system automatically updates this field as the numbers are used, therefore this field can be left blank. Note: This field is not updated for transactions that have already been numbered by a pre-system. For such transactions the number series is only used to validate the document numbers.
- First number to use
- Last number to use
- Select the Work with document types menu item.
- You access the main panel with all the existing document types for all the ledgers in the system. Note: System id displays in which of the sub-ledgers the document type is used. Since this field is language dependent, translated at system installation, it might vary depending on the language code for your user profile. Select a document type for General Ledger transactions.
- You access the Work with document types detail panel where you set up the parameters. The following fields are applicable:
- Handling code
- Enter one of the following codes depending on how you want the document number to be retrieved:
- Number series
- Only applicable if you entered 1 in Handling code. Enter the code for the number series you created in steps 1-3.
- Check balance
- Set to YES, meaning that you want the system to check that all G/L postings with the same document number balance.
In the following two fields you enter the range of the valid numbers for the series:
Click OK to update. Proceed to step 4 to connect the document number series to a document type. Each number series can be connected to one or several document types.
Work with document types
| Code | Description |
|---|---|
| 1 | A number series is used for retrieval of document number. |
| 2 | The voucher number is used as document number. |
Click OK twice to update. Exit the routine.