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Creating Number Series

In our ERP solution you can use number series to assign unique identification codes to different data record types. This chapter covers the following topics:

Setting Up a Number Series for Catalogs

This section describes how to apply basic settings to be able to use the catalog import.
To use the catalog import, you have to create a no. series for catalogs.
Proceed as follows:

  • Use the quick search (ALT+Q) to find the Inventory Setup page.
  • In the Numbering FastTab, click the Catalog Nos. field.
  • The picklist of the available no. series is displayed.
  • Click the option Select from full list.
  • The Select – Number Series window is displayed.
  • Click New in the menu.
  • Complete the following information:
Column Description
Code In this column, enter the code for the catalog no. series.
Description Enter a description for the catalog no. series in this column.
Starting No. Define the starting no. for the catalog no. series in this column.
Ending No. If the catalog no. series is meant to stop at a certain number, enter the number here. It is recommended that you do not fill out this field for the catalog no. series.
Last Date Used If the catalog no. series is meant to stop at a certain date, you can enter the date here. It is recommended that you do not fill out this field for the catalog no. series.
Last No. Used This column shows the last number that was used of the number series.
Default No. Select this option to use the newly generated number series as the default number series. This option has to be selected for the setup.
Manual No. Select this option if you would like to enter numbers manually. This option has to be selected for the setup.
Date Order With this option you can check that the numbers are given by date order. It is recommended to not select this option.
  • Click OK to use the created no. series as a catalog no. series.
  • The code that you created will be displayed in the Catalog Nos. field.

The setup of no. series for catalogs is now completed.

Setting Up Number Series for Items Created via Catalogs

This section explains how to set up a number series. This number series will be used when you create an item from a catalog item.

Note

You can specify a separator in the No. Format Separator field. If you have selected an option with various parts for the No. Format field (e.g. Mfr. + Vendor Item No.), the separator will be inserted between the parts of the combination.

Proceed as follows:

  • Use the quick search (ALT+Q) to find the Catalog Item Setup page.
  • For the No. Format field, you can choose between the following options:
Option Description
Vendor Item No. If you choose this option, the vendor item number from the catalog item card will be used as the number for the item created from a catalog item.
Mfr. + Vendor Item No. If you choose this option, the number for the item created from a catalog item will be a combination of the manufacturer name and the vendor item number from the catalog item card.
Vendor Item No. + Mfr. If you choose this option, the number for the item created from a catalog item will be a combination of the vendor item number and the manufacturer name from the catalog item card.
Ledger Entry No. If you choose this option, the entry number will be used as the number for the item created from a catalog item.
Default Item Nos. If you choose this option, the standard item number will be used as the number for the item created from a catalog item.

Setting Up Number Series for Calculation Worksheet Templates

This section describes how to set up the number series for calculation worksheet templates. The setup of the number series is required in order for the system to create automatic and sequential numbers for calculation worksheet templates. This allows the user to differentiate between the calculation worksheet templates.

Proceed as follows to set up the number series for calculation worksheet templates:

  • Use the quick search (ALT+Q) to find the Sales & Receivables Setup page.

  • In the CPQ FastTab, under Numbering, click the Template Calculation Worksheet Nos. field.

  • Define a new number series or select an already existing number series.

The number series for calculation worksheet templates is set up.

Setting Up a Number Series for CPQs

This section describes how to set up the number series for CPQs. The number series serves as a unique label and identification of CPQs.

Proceed as follows to set up a number series for CPQs:

  • Use the quick search (ALT+Q) to find the Sales & Receivables Setup page.
  • In the CPQ FastTab, under Numbering, click the CPQ Nos. field to open the selection list.
  • To create a new number series, click New at the bottom left of the selection list.
  • The Select – No. Series List window is displayed.
  • Enter in the Code column a code for the new number series.
  • Use the Description column to enter a description for the CPQ (e.g. CPQ).
  • Click in the input field in the Starting No. column.
  • The Edit – No. Series Lines window opens.
  • Enter in the Starting No. column the starting number for the number series.
    Optional
    • Enter a date in the Starting Date column from which the number series should be used. Do not enter a date if you want to use the number series right away.
    • Enter a date in the Finishing Date column from which the number series should end. Do not enter a date if you do not want the number series to end.
    • The Last Date Used field shows the date on which the number series was last used.
    • The Last No. Used field shows the number that was last used in the number series.
    • Enter in the Warning No. column the number from which you want to be warned about the number series ending soon. Do not enter a number if you do not want to receive a warning.
    • The number series is increased by 1 by default. If you want a gradual increase by a certain value, you can enter the value in the Increment by No. column.
    • If gaps should be allowed in the number series (e.g. when deleting documents), you can allow this by selecting the Allow Gaps in Numbers checkbox.
  • Click Close to close the window and to save the entered data.
  • The Select – No. Series List window is displayed.
  • The starting number you created will be automatically added to the number series.
  • Click OK to close the window.

You have successfully set up the number series for CPQs.

Setting Up a Number Series for Trade-In

This section describes how you set up the number series for trade-ins.
Do the following:

  • Use the quick search (ALT+Q) to find the Sales & Receivables Setup page.
  • The Number Series FastTab shows the following fields:
Field Description
Trade-In Nos. This is the assigned number series for the trade-ins. When you create a new trade-in, this number series will be used.
Pstd. Trade-In Rcpt. Nos. This is the assigned number series for the posted trade-in receipts. When you post a trade-in, a warehouse movement will be created with this number series.
Pstd. Trade-In Inv. Nos. This is the assigned number series for the trade-in documents. When you post a trade-in, a sales credit memo will be created with this number series.
  • Click in the Trade-In Nos. field to open the dropdown list of the number series.
  • The dropdown list is displayed.
  • Click New in the list to create a new number series.
  • The Select – No. Series List window is displayed.
  • Enter in the respective field in the Code column a code for the new number series.
  • Specify in the respective field in the Description column what the number series is used for.
  • Click in the input field in the Starting No. column.
  • The Edit – No. Series Lines window opens.
  • Complete the following information:
Column Description
Starting Date Enter the starting date from which the number series should be used. If you want to use today’s date, enter T.
Starting No. Enter the starting number that represents the beginning of the number series (e.g. INZ-0000001).
Ending No. Enter the ending number that represents the ending of the number series (e.g. INZ-9999999).
Last Date Used Skip this field. In this field the date on which the number series was last used is shown. Since you are setting up a new number series, there is no data here yet.
Last No. Used Skip this field. In this field the last used number is shown. Since you are setting up a new number series, there is no data here yet.
Warning No. Enter the number triggering a warning that the number series is about to expire (e.g. INZ-9999900).
Increment by No. Enter the interval here with which a distinction is made between two numbers in the number series. The value 1 is normally set in this field by default.
Allow Gaps in Number Series Select this checkbox if you want to allow gaps in the number series (for example if documents are not posted and deleted instead).
  • Click Close to close the Edit – No. Series Lines window.
  • The Select – No. Series List window is displayed. The selection list shows the number series that you just set up.
  • Click OK.
  • The assigned number series code will be shown in the Trade-In Nos. field in the Number Series FastTab.

You have successfully set up the number series for the trade-in.

Setting Up a Number Series for Posted Trade-In Receipt Nos.

This section describes how you set up the number series for posted trade-in receipts.
Do the following:

  • Use the quick search (ALT+Q) to find the Sales & Receivables Setup page.
  • The Number Series FastTab shows the following fields:
Field Description
Trade-In Nos. This is the assigned number series for the trade-ins. When you create a new trade-in, this number series will be used.
Pstd. Trade-In Rcpt. Nos. This is the assigned number series for the posted trade-in receipts. When you post a trade-in, a warehouse movement will be created with this number series.
Pstd. Trade-In Inv. Nos. This is the assigned number series for the trade-in documents. When you post a trade-in, a sales credit memo will be created with this number series.

  • Click in the Pstd. Trade-In Rcpt. Nos. field to open the dropdown list of the number series.

  • The dropdown list is displayed.

  • Click New in the list to create a new number series.

  • The Select – No. Series List window is displayed.

  • Enter in the respective field in the Code column a code for the new number series.

  • Specify in the respective field in the Description column what the number series is used for.

  • Select the checkbox for the Default No. column.

  • Click in the input field in the Starting No. column.

  • The Edit – No. Series Lines window opens.

  • Complete the following information:

Column Description
Starting Date Enter the starting date from which the number series should be used. If you want to use today’s date, enter T.
Starting No. Enter the starting number that represents the beginning of the number series (e.g. LINZ-0000001).
Ending No. Enter the ending number that represents the ending of the number series (e.g. LINZ-9999999).
Last Date Used Skip this field. In this field the date on which the number series was last used is shown. Since you are setting up a new number series, there is no data here yet.
Last No. Used Skip this field. In this field the last used number is shown. Since you are setting up a new number series, there is no data here yet.
Warning No. Enter the number triggering a warning that the number series is about to expire (e.g. LINZ-9999900).
Increment by No. Enter the interval here with which a distinction is made between two numbers in the number series. The value 1 is normally set in this field by default.
Allow Gaps in Number Series Select this checkbox if you want to allow gaps in the number series (for example if documents are not posted and deleted instead).
  • Click Close to close the Edit – No. Series Lines window.
  • The Select – No. Series List window is displayed. The selection list shows the number series that you just set up.
  • Click OK.
  • The assigned number series code will be shown in the Pstd. Trade-In Rcpt. Nos. field in the Number Series FastTab.

You have successfully set up the number series for the posted trade-in receipt numbers.

Setting Up a Number Series for Posted Trade-In Credit Memo Nos.

This section describes how you set up the number series for posted trade-in credit memos.
Do the following:

  • Use the quick search (ALT+Q) to find the Sales & Receivables Setup page.
  • The Number Series FastTab shows the following fields:
Field Description
Trade-In Nos. This is the assigned number series for the trade-ins. When you create a new trade-in, this number series will be used.
Pstd. Trade-In Rcpt. Nos. This is the assigned number series for the posted trade-in receipts. When you post a trade-in, a warehouse movement will be created with this number series.
Pstd. Trade-In Inv. Nos. This is the assigned number series for the trade-in documents. When you post a trade-in, a sales credit memo will be created with this number series.
  • Click in the Pstd. Trade-In Inv. Nos. field to open the dropdown list of the number series.
  • The dropdown list is displayed.
  • Click New in the list to create a new number series.
  • The Select – No. Series List window is displayed.
  • Enter in the respective field in the Code column a code for the new number series.
  • Specify in the respective field in the Description column what the number series is used for.
  • Select the checkbox for the Default No. column.
  • Click in the input field in the Starting No. column.
  • The Edit – No. Series Lines window opens.
  • Complete the following information:
Column Description
Starting Date Enter the starting date from which the number series should be used. If you want to use today’s date, enter T.
Starting No. Enter the starting number that represents the beginning of the number series (e.g. GINZ-0000001).
Ending No. Enter the ending number that represents the ending of the number series (e.g. GINZ-9999999).
Last Date Used Skip this field. In this field the date on which the number series was last used is shown. Since you are setting up a new number series, there is no data here yet.
Last No. Used Skip this field. In this field the last used number is shown. Since you are setting up a new number series, there is no data here yet.
Warning No. Enter the number triggering a warning that the number series is about to expire (e.g. GINZ-9999900).
Increment by No. Enter the interval here with which a distinction is made between two numbers in the number series. The value 1 is normally set in this field by default.
Allow Gaps in Number Series Select this checkbox if you want to allow gaps in the number series (for example if documents are not posted and deleted instead).
  • Click Close to close the Edit – No. Series Lines window.
  • The Select – No. Series List window is displayed. The selection list shows the number series that you just set up.
  • Click OK.
  • The assigned number series code will be shown in the Pstd. Trade-In Inv. Nos. field in the Number Series FastTab.

You have successfully set up the number series for the posted trade-in credit memo numbers.