Each document in the SAP system is given a number that uniquely identifies it within a fiscal year in a company code.
There are two types of number assignment:
· External Number Assignment
Users perform external number assignment. They enter the document number of the original document when entering the document, or the number is transferred automatically from a prebilling system. The prerequisite for this is that the document numbers are unique. The system checks whether the number entered already exists and prevents users from assigning the same number twice. Numbers assigned to documents that have been archived, however, can be reused.
· Internal Number Assignment
The system performs internal number assignment. It automatically allocates a consecutive number. The accounting clerk transfers this SAP document number to the printed original document and then files it using this number.
Document number assignment is controlled by the document type. You assign a number range to each document type. You then assign to this number range a document number interval from which the document number is selected. For the number range, you also specify whether number assignment is performed internally or externally.
Documents in the entry view and documents in the general ledger view can differ from each other for non-leading ledgers. The documents in the general ledger view that differ from the documents in the entry view are given their own document number. Consequently, the number ranges and number range intervals you define for the documents in the entry view need to be different to those for the documents in the general ledger view. You make the settings in Customizing for Financial Accounting (New) under Financial Accounting Global Settings (New) → Document → Document Number Ranges.
Always choose internal number assignment for documents in the general ledger view.
To ensure that the document numbers in the leading ledger as well as those in the non-leading ledgers do not present any gaps, you should define a document type with its own number range for postings from valuations to the leading ledger. You then use this document type for valuation postings to the non-leading ledgers as well. Notwithstanding, you assign a distinct number range to this document type for postings from valuations to non-leading ledgers. To do this, go to Customizing for Financial Accounting (New) and Financial Accounting Global Settings (New) →Document → Document Number Ranges → Define Document Types for Entry View in One Ledger.
For more information about the contiguous document number assignment, see Contiguous Document Number Assignment in Non-Leading Ledgers.
When you reverse documents, the system automatically assigns a number for the reversal document. The system always requires a document type with internal number assignment for the reversal. Therefore, you need to assign a document type with internal number assignment to all document types with external number assignment for the reversal.
If you have not specified a particular document type for reversal, the system reverses documents using the same document type as that used to post those documents during internal number assignment.