Set Up Receivables Transaction Number Format

Here are the steps to set up Receivables transaction number format.

Follow these steps:

1. Download the Create Document Numbering spreadsheet to set up the Receivables transaction number format.
2. Click Navigator, Others, Setup and Maintenance, Tasks, Search, Manage Localization Document Numbering.
3. On the Search For field of the Manage Fiscal Document Sequences, select the country for which you must set up the localization document numbering.
4. On the Create Document Numbering in Spreadsheet window, select the business unit, then click OK to download the spreadsheet (DocumentNumberingTemplate.xlsx).
5. Define the Receivables transaction number format.
6. Open the spreadsheet, DocumentNumberingTemplate.xlsx, and log in to the application.
7. In the Create Document Numbering spreadsheet, enter this information:
   • Transaction Type

     Enter the transaction type. The transaction type must not have an active receivables document sequence assignment. This is required information.

   • Sequence Name

     Enter the Receivables document sequence name to be used on the transaction type. This is required information.

   • Prefix

     Enter the alphanumeric characters to be added before the sequence number.

   • Sequence End Value

     Enter the maximum value of the document sequence.

     Note: The Sequence End Value column is available only for Colombia.
   • Suffix

     Enter the alphanumeric characters to be added after the sequence number.

   • Minimum Digits

     Enter the minimum digits for the sequence number.

   • Separator

     Enter the character to separate each attribute of Receivables transaction number.

   • Start Date

     Enter the effective start date of the localization document numbering setup. This is required information.

   • End Date

     Enter the effective end date of the localization document numbering setup.

8. Click Upload to save your changes.

   You cannot create a localization document numbering setup for the same transaction type and document sequence combination within the same date range.

   The localization document numbering setup must be within 20 characters, which is the maximum limit for the Receivables transaction number.

   When creating a Receivables transaction, the transaction date cannot be earlier than the date of the last transaction that was numbered.

   It is recommended that you don't update an existing localization document numbering setup (for example, changing of prefix or suffix and the other attributes) after you have entered a Receivables transaction that used the said setup. Updating an existing localization document numbering setup after a Receivables transaction has been entered may cause inconsistencies in your Receivables transaction numbers.

   The application validates transactions with a transaction type associated with a document sequence having a defined sequence end value. This validation ensures that the sequence number doesn’t go beyond the defined sequence end value. The application blocks the completion of transactions created after the sequence end value is used. You must create a new localization document numbering setup for the relevant transaction type.

   Note: This validation functionality is available only for use in Colombia.