Setting Up Next Numbers

This chapter provides an overview of next numbers and discusses how to:

Set up next numbers by system.
Set up next numbers by company and fiscal year.

Note. Country-specific setup for next numbers exists for many countries.

Understanding Next Numbers

When you create a document such as an invoice, a voucher, or a journal entry, you can assign a document number to uniquely identify the document or let the Next Numbers program (P0002) assign one. If you choose to manually assign a document number instead of using next numbers, you must enter the number during data entry.

Next numbers is an automatic numbering utility. The Next Numbers program assigns numbers to documents using one or both of these:

Standard next numbers.

The system finds the next available number in the Next Numbers - Automatic table (F0002) and assigns that number to the document.
Next numbers by company and fiscal year.

The system finds the next available number by company and fiscal year or by company only in the Next Numbers by Company/Fiscal Year - Automatic table (F00021).

Next numbers work in conjunction with the data dictionary. Each data dictionary item that uses next numbers contains a next-numbering index value that corresponds to the line number that contains the next number value for that data item.

Follow these rules when you work with next numbers:

Do not use blank as a next number value.
Do not change a next number.

Changing the numbers can result in duplicate numbers, as well as the inability to locate previously added numbers. If you must change a next number, change it to a greater value only.
Do not delete next number values.

If you delete a next number value, you might get unexpected results.
Do not change the sequence of the next numbers in the table.

Each next number must remain on its current line because programs reference a specific line in the table. For example, in the General Accounting system, the next number for journal entries must be on the second line.

You can have the system assign check digits for any set of standard next numbers. The check digit feature prevents errors that are caused by transposition during data entry. For example, activating check digits in the address book for suppliers prevents a voucher from being assigned to the wrong supplier if digits are transposed during voucher entry. Use check digits for next numbers only when a transposition error is likely to occur during data entry.

Setting Up Next Numbers by System

This section discusses how to set up system next numbers.

Forms Used to Set Up Next Numbers by System

Form Name	FormID	Navigation	Usage
Work With Next Numbers	W0002A	Enter nn in the Fast Path field.	Review a list of the systems that require next numbers.
Set Up Next Numbers by System	W0002C	On the Work With Next Numbers form, select the system (for example, 03B, 04, or 09) in which to set up next numbers.	Set up next numbers for the document types that are used by a system.

Setting Up System Next Numbers

Access the Set Up Next Numbers by System form.

Next Number

Enter the number that the system will assign next. The system can use next numbers for voucher numbers, invoice numbers, journal entry numbers, address numbers, and so on. You must use the next number types that are already established (and located under the Use column) unless your company provides custom programming.

Chk Dgt (check digit)

Select to specify that the system add a number to the end of each next number that is 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. The check digits option provides a method for increasing numbers randomly to prevent the assignment of transposed numbers. In this example, the system would never assign next number 72 with check digits activated.

Setting Up Next Numbers by Company and Fiscal Year

The system can assign a unique set of next numbers to invoices and other documents for a specific company and fiscal year. This is helpful if your organization needs to have a consecutive document number for each company by fiscal year.

This section lists a prerequisite and discusses how to:

Select a method for next numbers by company and year.
Set up next numbers by company and year.
Add a fiscal year to an existing record.
Remove a fiscal year from an existing record.

Prerequisite

Before you complete the tasks in this section, you must set up a company record and fiscal year for each document type.

Forms Used to Set Up Next Numbers by Company and Fiscal Year

Form Name	FormID	Navigation	Usage
Work With Next Numbers	W0002A	Enter nn in the Fast Path field.	Review a list of the systems that require next numbers.
Next Numbers Constants	W0002D	On the Work With Next Numbers form, select NN Constant from the Form menu.	Select the method in which to implement next numbers by company and fiscal year.
Next Numbers by Co/Fiscal Year	W0002H	On the Work With Next Numbers form, select NN by Co/FY from the Form menu.	Set up next numbers by company and fiscal year.

Selecting a Method for Next Numbers by Company and Year

Access the Next Numbers Constants form.

Select the option to implement next numbers by company and fiscal year (method 1 or 2). If you choose to implement next numbers by company and fiscal year, you must also set up a company record and fiscal year for each document type.

If you do not want to implement next numbers by company and fiscal year, select the option for method 0.

Note. If method 1 or 2 is already selected on the Next Numbers Constants form and next numbers by company or document already exist, you must delete the next numbers before you can change the method.

Setting Up Next Numbers by Company and Year

Access the Next Numbers by Co/Fiscal Year form.

If you implement next numbers by company and fiscal year and you do not set up a company record on the Next Numbers by Co/Fiscal Year form:

For method 1, the system starts numbering with 1.
For method 2, the system uses the starting number from standard next numbers on the Set Up Next Numbers by System form.

Same As Doc Type (same as document type)

Enter a value that identifies a document type in user-defined code (UDC) table 00/DT. The document type controls the next number that the system uses.

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. For example, you create a recurring invoice (document type RR). The recurring invoice that you create should use the same next number sequence as regular invoices (document type RI). In this example, you would set up the document type RR with a same as document type of RI.

Imbed Digits

Enter the number of digits that the system imbeds in a document number to represent the fiscal year. Imbed digits apply only to next numbers by fiscal year. 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, in 70012345, the first digit represents the 7 from 2007, and the remainder of the number (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, in 07012345, the first two digits represent the 07 from 2007, and the remainder of the number (012345) is the next number.

Auto Reset

Enter the number that you want the system to use when resetting next numbers for a new fiscal year. The system begins next numbering for a new year with the number that you specify. Auto reset applies only to next numbers by fiscal year.

Adding a Fiscal Year to an Existing Record

To add a fiscal year to a record that already exists for a company with no fiscal year defined, you must delete the existing record on the Next Numbers by Co/Fiscal Year form. Then add a new record for the company and include the fiscal year.

Removing a Fiscal Year from an Existing Record

To remove a fiscal year from an existing record for a company and fiscal year, you must delete the existing record on the Next Numbers by Co/Fiscal Year form. Then add a new record for the company, but do not include the fiscal year.