Prenumbered Forms 

Use

Prenumbered forms are used in Peru for a range of business documents. For these purposes, use the Prenumbered Forms functions.

For generic information about the functions, see Prenumbered Forms. Information specific to Peru is listed below.

Activities

Customizing

Make the settings in Customizing for Cross-Application Components (CA), by choosing General Application Functions  ® Cross-Application Document Numbering  ® Peru.

Day-to-Day Activities

For all documents other than import documents (see below), the official document number consists of two parts separated by a hyphen (-), for example, 123-1234567 or 12345-1234567. The first part is a three‑, four‑, or five-digit official lot number (Spanish: numero de serie). The second part is a seven-digit running number.

When you enter an official document number in the system, you use a slightly different format. The number starts with a two-digit code that indicates the document class. You then enter a hyphen, and then the official document number. So, for example, to post a document from document class 1 with the official document number 123-1234567, you would enter 01-123-1234567.

Import Documents

The official document numbers used on import documents (document classes 50 and 51) also consist of three parts, but without hyphens, for example, 000991234567890. The first part is a three-digit code that shows which customs office issued the document (here, 000). The next two digits show what year the document was issued in (1999), and the final part is a ten-digit running number (123456790).

When you post an import document, you enter the official number in a slightly different format from the norm because the Reference field is only 16 digits long. You enter the document class first, followed by a hyphen, followed by the three-digit customs office code, followed by the ten-digit running number. So for a document whose official number is 000981234567890, you would enter 50-0001234567890, 50 being the document class and 000 being the customs office code.

In reports, the system interprets these abbreviated numbers and prints the official document numbers in full. It uses the document class 50 or 51 to distinguish import documents from other documents.

Format Checks

When you post a document manually, the system can automatically check the format of the official document number. To define which document types you want the checks to cover, in Customizing for Financial Accounting (FI), choose Financial Accounting Global Settings  ® Document  ® Document Header  ® Check Assignment of Document Class to Document Type.

Integration

In Peru, a delivery note has to include the official document number of the corresponding invoice and vice versa. The system cannot meet this requirement in full, since it cannot tell when printing out the first document which form will be used for the second. It can, however, show the official document number of the first document when printing out the second.

To include the official document number in a SAPscript form using a program symbol, use the following fields:

Form to Be Changed	Information to Be Included	Field Name
Delivery note	Official document number of form used for invoice	VBDKL-XBLNR_VF
Delivery note	Invoice number	VBDKL-VBELN_VF
Invoice (for single delivery)	Official document number of form used for delivery note – use in the invoice header, no line items required	VBDKR-XBLNR_VL
Invoice (for multiple deliveries)	Official document number of form used for delivery note – in the invoice, use separate line items for each delivery	VBDPR- XBLNR _VL

For more information about maintaining forms, see BC Style and Form Maintenance.