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Procedure documentationDefining Additional Numbering Series Locate this document in the navigation structure

 

In SAP Business One, master data and documents are numbered in series. You can add new series when required.

You cannot define overlapping series for one type of master data or document. This prevents the creation of two business partners, items, or documents with the same serial number.

Note Note

For a numbering series, by defining the last number of the series, you can restrict its numeric range and avoid overlaps with other series.

For a master data series, to avoid overlaps with other series, you can also add a prefix, a suffix, or both to the serial numbers. For example, by adding a prefix MS to a series, you can avoid overlaps with any other series which do not have the same prefix, or which have the same prefix but have an additional suffix. You can also avoid overlaps by defining the number of digits a serial number contains. For example, a series whose number of digits is 5 does not overlap with a series whose number of digits is 6.

End of the note.

Procedure

Adding Additional Number Ranges

Note Note

To define a new numbering series for documents, you must first define the last number of the previous series to restrict its numeric range.

End of the note.
  • When the Permit More than One Document Type per Series checkbox on the Basic Initialization tab of the Company Details window is not selected, proceed as follows:

    1. From the SAP Business One Main Menu, choose   Administration   System Initialization   Document Numbering  .

    2. Double-click the row of the master data or document for which you want to add new series.

    3. In the Series - <Document> - Setup window, add a new row.

    4. Enter a name for the new series.

    5. Specify the value of the First No. field. SAP Business One populates the Next No. field automatically.

    6. Define the Last No., Prefix, and Suffix fields if necessary.

    7. Optionally, enter a comment for the series in the Remarks column. To include the remarks during printing, add the field in the document template.

    8. Assign the series to a group. Users need authorization to use the group of the series.

    9. If you are adding a series for business partner or item master data, define the number of digits a serial number contains.

    10. To lock a series, select the Lock column for that row. No further documents can be created with the numbers in that series. Ensure that another series is set as the default. To unlock the series, deselect the Lock checkbox.

      Note Note

      Manual series of master data cannot be locked.

      End of the note.
  • When the Permit More than One Document Type per Series checkbox on the Basic Initialization tab of the Company Details window is selected, proceed as follows:

    Caution Caution

    Selection of this checkbox is irreversible.

    End of the caution.
    1. From the SAP Business One Main Menu, choose   Administration   System Initialization   Document Numbering   Numbering Series  .

      Note Note

      You can access the Numbering Series - Setup window by choosing the New button in the Series - <Document> window. For more information, see Relate Series to Document.

      End of the note.
    2. Select a series type for setup: document, business partner, or item.

    3. Add a new row.

    4. Enter a name for the new series.

    5. Specify the value of the First No. field. SAP Business One populates the Next No. field automatically.

    6. Define the Last No., Prefix, and Suffix fields, if necessary.

    7. Optionally, enter a comment for the series in the Remarkscolumn. To include the remarks during printing, add the field in the document template.

    8. Assign the series to a group. Users need authorization to use the group of the series.

    9. If you are adding series for business partner or item master data, define the number of digits a serial number contains.

    10. To lock a series, select the Lock column for that row. No further documents can be created with the numbers in that series. Ensure that another series is set as the default. To unlock the series, deselect the Lock checkbox.

      Note Note

      Manual series of master data cannot be locked.

      End of the note.
Deleting Number Ranges

Ensure that the series you want to delete has not yet been used.

  1. Place the cursor on the required series row.

  2. Choose   Data   Delete Row  .

  3. To save the changes, choose Update and OK.

More Information

Document Numbering