Table of Contents

Document Number Series Templates

The document number series templates functionality has been designed to define various sets of number series for specific document types. The functionality can be also used to create:

  • templates of sales document number series,
  • templates of purchase document number series,
  • templates of transfer order number series.

Setting up Number Series Templates

Note

Each object (document, journal etc.) which is created based on the previously created template uses all settings defined for this template.

Templates of Sales Document Number Series

To set up a template of sales document number series:

  1. Choose the Lightbulb that opens the Tell Me feature icon, enter Sales Doc. Nos. Template, and then select a related link.

  2. On the Sales Doc. Nos. Templates page, select New, and then fill in the following fields:

    • Code – Specify a unique code to identify the sales document number series template.

    • Description – Specify a text to identify the sales document number series template.

    • Document Type– Select one of the available options and select the sales document type the template will be used for. The following options are available:

      • Quote
      • Order
      • Invoice
      • Credit Memo
      • Blanket Order
      • Return Order

    • No. Series – Select the drop-down arrow in this field to select the code of a number series defined previously that will be used to assign numbers to new documents.

    • Posting No. Series – Select the drop-down arrow in this field to select the code of a number series defined previously that will be used to assign numbers to posted documents (i.e invoices and credit memos).

    • Shipping No. Series – Select the drop-down arrow in this field to select the code of a number series defined previously that will be used to assign numbers to new shipment documents.

    • Prepayment No. Series – Select the drop-down arrow this field to select the code of a number series defined previously that will be used to assign numbers to posted prepayment invoices.

    • Prepmt. Cr. Memo No. Series– Select the drop-down arrow in this field to select the code of a number series defined previously that will be used to assign numbers to posted credit memos used to correct prepayment invoices.

    • Posting Desc. Code – Select the drop-down arrow in this field to select the code of a posting description defined previously that will be used to copy to documents created from a selected template. If this field is not filled in, the application assigns the posting description code which has been set as a default one for sales.

    • Self Charged VAT Code – Select the drop-down arrow in this field and select a self-charged VAT code previously defined, the settings of which will be used to automatically settle a VAT amount on an invoice issued using this template.

    • Default for Auto. Processing - Specifies that the document number series template is to be used by default in specific automated processes, that is, the processes that do not require user interaction through a graphical user interface (e.g. automatic processing of a job queue). You can select this field only once per document type.

Templates of Purchase Document Number Series

To set up a template of purchase document number series:

  1. Choose Lightbulb that opens the Tell Me feature, enter Purchase Doc. Nos. Template, and then select a related link.

  2. On the Purchase Doc. Nos. Templates page, select New, and then fill in the following fields:

    • Code – Specify a unique code to identify the purchase document number series template.
    • Description – Enter a text to identify the purchase document number series template.
    • Document Type – Select one of the available and select the purchase document type the template will be used for. The following options are available:
      • Quote
      • Order
      • Invoice
      • Credit Memo
      • Blanket Order
      • Return Order
    • No. Series – Select the drop-down arrow in this field to select the code of a number series defined previously that will be used to assign numbers to new documents.
    • Posting No. Series – Select the drop-down arrow in this field to select the code of a number series defined previously that will be used to assign numbers to posted documents (i.e invoices and credit memos).
    • Receiving No. Series – Select the drop-down arrow in this field to select the code of a number series defined previously that will be used to assign numbers to new receiving documents.
    • Prepayment No. Series – Select the drop-down arrow this field to select the code of a number series defined previously that will be used to assign numbers to posted prepayment invoices.
    • Prepmt. Cr. Memo No. Series – Select the drop-down arrow in this field to select the code of a number series defined previously that will be used to assign numbers to posted credit memos used to correct prepayment invoices.
    • Posting Desc. Code – Select the drop-down arrow in this field to select the code of a posting description defined previously that will be used to copy to documents created from a selected template. If this field is not filled in, the program assigns the posting description code which has been set up as a default one for purchases.
    • Default for Req./Planning/Subcontr. Wksh. – If you select this field, this number series template will be used as a default one when creating an order based on the requisition sheet.
    • Default for Auto. Processing - Specifies that the document number series template is to be used by default in specific automated processes, that is, the processes that do not require user interaction through a graphical user interface (e.g. automatic processing of a job queue). You can select this field only once per document type.

Default Transfer Order Number Series Template

To set up a template of default transfer order number series:

  1. Choose the Lightbulb that opens the Tell Me feature icon, enter Transfer Order Nos. Template, and then select a related link.

  2. On the Transfer Doc. Nos. Templates page, select New, and then fill in the following fields:

    • Code – Specify a unique code to identify the number series template for a transfer order.
    • Description – Enter a text to identify the number series template for a transfer order document.
    • Transfer-from Code – Select the drop-down arrow in this field to select a location defined previously which will be used to ship items for the warehouse movement.
    • Transfer-to Code – Select the drop-down arrow in this field to select a location defined previously which will be used to receive items for the warehouse movement.
    • Transfer Order Nos – Select the drop-down arrow in this field to select the code of a number series defined previously that will be used to assign numbers to subsequent transfer orders.
    • Posted Transfer Shpt. Nos. – Select the drop-down arrow in this field to select the code of a number series defined previously that will be used to assign numbers to posted shipment documents for the transfer-from location.
    • Posted Transfer Rcpt. Nos. – Select the drop-down arrow in this field to select the code of a number series defined previously that will be used to assign numbers to posted receipt documents for the transfer-to location.
    • Default for Req./Planning/Subcontr. Wksh. – If you select this field, this number series template will be used as a default one when creating an order based on a requisition sheet.

Working with Number Series Templates

Creating a sales Invoice with a number series template

To create a sales invoice by using one of the number series template you have set up:

  1. Choose Lightbulb that opens the Tell Me feature, enter Sales Invoices, and then select a related link.
  2. On the Sales Invoices page that opens, select New.
  3. In the card of a new sales invoice move the cursor from its default position to another one.
  4. The Sales Doc. Nos. Templates List page opens. Select a line with the appropriate template and select OK.
  5. The header of the sales invoice will be automatically filled in with parameters that have been assigned to a selected template by default (e.g. No. Series, Posting Desc. Code etc.). The values that were inserted into editable fields by default can be changed manually.
  6. Use the default procedure to complete the invoicing process.
Note

The sales number series templates page functionality can be used in the same way for the following sales documents**: Quote, Order, Invoice, Credit Memo, Blanket Order, Return order.

Creating a Purchase Invoice with a Number Series Template

To create a purchase invoice by using one of the number series template you have set up:

  1. Choose Lightbulb that opens the Tell Me feature, enter Purchase Invoice, and then select a related link.

  2. On the Purch Invoices page that opens, select New.

  3. In the card of a new purchase invoice move the cursor from its default position to another one.

  4. On the Purch. Doc. Nos. Template List that opens. Select the line with the template and select OK.

  5. The header of the purchase invoice will be automatically filled in with parameters that have been assigned to a selected template by default (e.g. No. Series, Posting Desc. Code etc.). The values that were inserted into editable fields by default can be changed manually.

  6. Use the default procedure to complete entering of an invoice.

Note

The purchase number series templates functionality can be used in the same way for the following purchase documents: Quote, Order, Invoice, Credit Memo, Blanket Order, Return Order.

Creating a Transfer Order with a Number Series Template

To create a transfer order by using one of the number series template you have set up:

  1. Choose Lightbulb that opens the Tell Me feature icon, enter Transfer Orders, and then select a related link.
  2. On the Transfer Orders page that opens, select New.
  3. On the card of a new transfer order move the cursor from its default position to another one.
  4. On the Tran. Doc. Nos. Templates List that opens. Select the line with the template ansd select OK.
  5. The header of the transfer order invoice will be automatically filled in with parameters that have been assigned to a selected template by default (e.g. Number Series, Location Code etc.). The values that were inserted into editable fields by default can be changed manually.
  6. The following steps of the transfer order posting process should be performed by default.

Creating a Transfer Order or Purchase Order by Using the Planning Worksheet with a Number Series Template

  1. Choose the Lightbulb that opens the Tell Me feature icon, enter Requisition Worksheets, and then select a related link.
  2. On the Requisition Worksheets page that opens select Carry Out Action Msg.
  3. On the Purch. Doc. Nos. Template List and Tran. Order Nos. Template List pages that open, select appropriate templates to be used when creating documents.
  4. Perform the following process step according to the standard procedure.
Note

If you have filled the Def. Pur. Doc. Nos. Temp. Code and Def. Tra. Doc. Nos. Temp. Code fields on the Req. Wksh. Names page or you have selected the Default for Req./Planning/Subcontr. Wksh. field on the Purchase Doc. Nos. Templates/Transfer Order Nos. Templates pages, the Purch. Doc. Nos. Template List and Transfer Order Nos. Templates pages will not open when creating the documents using the Req. Worksheet page. A higher priority is applied to the fields on the Req. Wksh. Names page, whereas the fields on the Purchase Doc. Nos. Templates and Transfer Order Nos. Templates pages have a lower priority.

Note

The process of creating a transfer order or purchase order by using the planning worksheet or subcontractor worksheet with a number series template is analogous to that for the requisition sheet.

Next Process Step Template

The next process step template is used to specify which number series template will be assigned to a document in the subsequent process step. The number series template can be assigned to an order or invoice that is created from a quote or blanket order.

To define the template of the next process step for the sales process:

  1. On the Sales Doc. Nos. Template create number series templates for each document type to be used in the process.
  2. Select the line with the initial process and then select the Next Process Step Templates action.
  3. On the Next Process Step Templates page fill in the fields:
    • Next Document Type - Specifies the type of the document that will be created in the next process step.
    • Next Template Code -Specifies the code of the template that will be used in the next process step.

The templates of the next process step will enable us to assign number series templates to the documents created based on a quote or blanket order.

Note

The next process step template feature is used in the same way for the purchase process, but the process starts on the Purchase Doc. Nos. Templates page.

See Also

Create Number.Series