74 Set Up Next Numbers

This chapter contains these topics:

74.1 Setting Up Next Numbers for A/R

Navigation

From Master Directory (G), enter 29

From General Systems (G00), choose Next Numbers

When you enter a document, such as an invoice, you can assign a document number or let the system assign one. When you use next numbers, the system assigns numbers to receipts, journal entries, and other documents in two ways:

Next Number Description
Standard next numbers The system finds the next available number in the Next Numbers table (F0002) and assigns the number to the document.
Next numbers by company and fiscal year The system assigns a unique set of next numbers for each company, fiscal year, or combination of company and fiscal year in the Next Numbers by Company/Fiscal Year table (F00021).

Setting up next numbers for A/R consists of:

  • Reviewing Standard Next Numbers

  • Activating Check Digits on Standard Next Numbers

  • Assigning Next Numbers by Company and Fiscal Year

Figure 74-1 Next Numbers screen

Description of Figure 74-1 follows
Description of "Figure 74-1 Next Numbers screen"

74.1.1 What You Should Know About

Topic Description
Changing next numbers You can change next numbers. The system will skip those numbers that have been used.
Changing the sequence of next numbers Do not change the sequence of the next numbers in the table. Each next number must remain on its current line because programs use a specific line in the table.
Using check digits Check digits prevent transposition errors on next numbers, such as address book numbers. Do not use check digits for general accounting next numbers.

74.2 Reviewing Standard Next Numbers

You can review the next numbers that the system assigns to invoices and other A/R documents.

To review standard next numbers

On Next Numbers

Complete the following field:

  • System Code

Field Explanation
System Code A user defined code (98,/SY) that identifies a JD Edwards World system.

74.3 Activating Check Digits on Standard Next Numbers

You can have the system assign check digits for any set of standard next numbers.

To activate check digits on standard next numbers

On Next Numbers

  1. Complete the following field:

    • System Code

  2. For each set of next numbers, complete the following field:

    • Check Digit

Field Explanation
Check Digit A code that specifies whether the system adds a number to the end of each next number assigned. For example, if you are using check digits and the next number is 2, the system will add a check digit such as 7, making the last two numbers 27. Check digits provide a method of randomly incrementing numbers to prevent the assignment of transposed numbers. In the example above, the system would never assign next number 72 while check digits are activated.

Valid codes are:

Y – Yes, add a check digit to this next number

N – No, do not add a check digit


74.4 Assigning Next Numbers by Company and Fiscal Year

You can have the system assign a unique set of next numbers to invoices and other documents for a specific company and fiscal year.

To assign next numbers by company and fiscal year

On Next Numbers

  1. Choose the Next Numbers by Company/Fiscal function.

    Figure 74-2 Next Numbers by Company/Fiscal screen

    Description of Figure 74-2 follows
    Description of "Figure 74-2 Next Numbers by Company/Fiscal screen"

  2. On Next Numbers by Company/Fiscal, complete the following field:

    • Next Number Constant

  3. Complete the following optional fields:

    • Document Company

    • Same-As Document Type

    • Fiscal Year

    • Imbed Digits

    • Check Digit

    • Auto-Reset Next Numbers

  4. Press Enter.

Field Explanation
Next Number Constant A code that specifies which processing option to implement for next numbers.

Valid codes are:

0 – Do not implement next numbers by Company/Fiscal Year. Continue using the standard next numbers setup.

1 – Implement next numbers by Company/Fiscal Year. If a company record is not set up for a document type, a next number record is created and the next number default is 1.

2 – Implement next numbers by Company/Fiscal Year. If a company record is not set up for a document type, the standard next numbers setup is used.

If you leave this field blank, the system uses 0.

This constant value resides in the General Constants table (F0009) and can be updated on Next Numbers by Company/Fiscal Year (P00021).

Document Company A number that, along with document number, document type and G/L date, uniquely identifies an original document, such as invoice, voucher, or journal entry.

If you are using the Next Numbers by Company/Fiscal Year feature, the Automatic Next Numbers program (X0010) uses the document company to retrieve the correct next number for that company. If two or more original documents have the same document number and document type, you can use the document company to locate the desired document.

Same As Document Type If you set up next numbers by company or by company and fiscal year, a document type can share the same next number sequence as another document type. Same As Document Type refers to the document type that controls the next number the system uses.

For example, you are creating a document with a document type of RR. The document you are creating should use the same next number sequence as regular invoices or RI document types. In this case, define the RR document type setup record with a Same As Document Type of RI.

Fiscal Year The four-digit fiscal year designation. You must always use the year in which the first period ends. For example, a fiscal year beginning October 1, 2017 and ending September 30, 2018 is fiscal year 2017.
Imbed Digits The number of digits that the system imbeds in a document number to represent the fiscal year. The imbed digits are only used when assigning next numbers by fiscal year. Valid values are:

1 – Imbed one digit. The last digit of the fiscal year will be imbedded in the first position of the resulting document number. For example, 70012345, represents the 7 from 2017 and 0012345 is the next number.

2 – Imbed two digits. The last two digits of the fiscal year will be imbedded in the first two positions of the resulting document number. For example, 17012345, represents the 17 from 2017 and 012345 is the next number.

Auto Reset Next Numbers The number that you want the system to use when resetting next numbers for a new fiscal year. Auto Reset applies only to next numbers by fiscal year. Document number will reset or start with the number specified for each new fiscal year.