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Function documentationAssigning Folio Numbers: CL, CR, GT, MX Locate this document in the navigation structure

 

The following information is relevant only to Chile, Costa Rica, Guatemala, and Mexico.

SAP Business One offers several ways of assigning folio numbers to documents, as described in the table below. If the Folio Number field is editable in a document, you can take the first and fourth approaches; otherwise, you can take the second, third, and fourth approaches.

Note Note

In the Chilean localization, you need to assign folio numbers to more document types, for example, returns and goods returns, inventory documents, and so on.

End of the note.

Activities

Activity

Procedure

Specifying Folio Number Directly in the Document

  1. Display the document to which you want to assign a folio number.

  2. In the header area, enter the folio prefix and number in the Folio Number field.

  3. Choose the Update pushbutton.

Assigning Folio Number for One Document While Printing

  1. Display the document to which you want to assign a folio number.

  2. To print the document, choose   File   Print  .

    The Print – Document window appears.

  3. Select a printer and choose Print.

  4. To assign a folio number in the Print – Document window, choose OK.

    If this is the first time you are printing a document of this type, enter a folio prefix and a number to initialize a series for this type of document. For example, IN – 000001 for an A/R invoice. If you have already printed documents of this type, you can no longer change the folio prefix.

    The Folio Number Confirmation window appears, in which you can confirm the folio number after you have checked whether your printout was successful. If the printout was not successful, for example, due to a paper jam, assign a folio number at a later stage. For more information, see Assigning Folio Numbers After Documents Are Printed.

  5. If the printout was successful, make sure that the number and prefix are correct and choose OK.

Assigning Folio Number for Many Documents During Printing

  1. Choose   Sales – A/R   Document Printing  . Make the required selection in the Document Printing – Selection Criteria window and choose OK

  2. In the Print Documents window, select the documents you wish to print and the first folio that will be used. Then choose Print.

  3. Select the printing format for the documents.

    The Folio Number Confirmation – Printed Document Selection window appears.

  4. Select the documents you wish to print and choose Next.

  5. The Folio Number Confirmation – Folio Number Determination window displays the selected documents and their folio numbers assigned by SAP Business One. Edit the folio numbers if required and choose Finish.

Assigning Folio Numbers After Documents Are Printed

  1. Choose   Sales – A/R   Folio Number Assignment   or   Purchasing – A/P   Folio Number Assignment  .

  2. Make the required selection in the Folio Number Assignment – Selection Criteria window and choose OK.

    The window Folio Number Assignment – Printed Document Selection appears. This window displays only documents that have already printed but have no folio numbers.

  3. Select the documents for which you assign folio numbers and choose Next.

  4. The Folio Number Assignment – Folio Number Determination window displays the selected documents and their folio numbers assigned by SAP Business One. Edit the folio numbers if required and choose Finish.