Defining Numbering Preferences for Subsidiaries and Locations
As described in Components of a Custom Transaction Type’s Entry Number, you can configure transaction instance entry numbers to include a prefix defined on the subsidiary or location record.
When the entry number includes this type of prefix, the autogenerated number sequence used is specific to the unique combination of subsidiary and transaction type (or the unique combination of location and transaction type). In these cases, the initial number is taken from the subsidiary or location record. The subsidiary or location records in your account include fields where you can set initial numbers for all custom transaction types that have the Use Subsidiary or Use Location option enabled.
This procedure describes how to create both of the values specific to this configuration: the transaction prefix and the initial number.
You may have to complete these steps multiple times, depending on how many subsidiaries and locations exist.
To define numbering preferences for a subsidiary or location:
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Go to one of the following pages, as appropriate:
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Setup > Company > Classifications > Subsidiaries
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Setup > Company > Classifications > Locations
Click Edit for the appropriate subsidiary or location.
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The Transaction Number Prefix field includes the prefix for this record. Make any changes as appropriate.
Important:The value in the Transaction Number Prefix field is used for all transaction types configured to include a subsidiary or location prefix, including standard transaction types, so proceed with caution when making changes.
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Configure the initial numbering sequence for your transaction type, for this subsidiary or location:
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Click the Transaction Numbers subtab. If the Transaction Numbers subtab is not displayed, you have not yet created a transaction type that has the Use Subsidiary or Use Location option enabled. For more information, see Creating a Custom Transaction Type.
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In the Type column, locate the name of your transaction type.
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If you want to update the initial number used for transaction numbering, check Update Initial Number.
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In the Initial Number field, enter the number that should be used for the first transaction instance. If you do not enter a value, the system (in most cases) starts the sequence at 1. There is one exception: if there is a value in the Current Number column, the numbering begins with the number that follows the value in that field. For example, if the Initial Number field is set to 100 and the value in the current Number column is 105, then the numbering begins at 106.
Important:If the Transaction Number Prefix field (in the location or subsidiary record) does not include a value, the system ignores the value in the Initial Number field. In these cases, the system numbers the instance as part of a sequence not specific to subsidiary or location. The initial number for this sequence is defined in the transaction type’s Initial Number field. For help setting that value, see Defining Numbering for a Custom Transaction Type. Additionally, consider adding a value to the custom transaction type’s Prefix field to distinguish instances of this type from those of other transaction types.
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Click Save.
For examples of how to set up transactions to use transaction type and location prefixes, see Autogenerated Transaction Number with Transaction Type and Location Prefixes Examples.