Chapter 2: Set Up Number Series 2-1 CHAPTER 2: SET UP NUMBER SERIES Objectives The objectives are: • Explain the purpose of companywide number series • Set up number series • Create number series relations Introduction Before the end users in your company can begin to process business documents in Microsoft Dynamics ® NAV, you must set up a number series so that every new record gets a unique identification number by which it can be organized and tracked. Manual Setup vs. RIM Using the RIM toolkit, most basic setup data is created automatically with the industry-specific XML import when you create a new company. This includes number series setup. Manually setting up number series is relevant when: • During the RIM process, more or different number series are needed. • In a running installation, new records or documents are introduced. • You are creating number series relations. Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement
Transcript
Chapter 2: Set Up Number Series
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CHAPTER 2: SET UP NUMBER SERIES Objectives
The objectives are:
• Explain the purpose of companywide number series • Set up number series • Create number series relations
Introduction Before the end users in your company can begin to process business documents in Microsoft Dynamics® NAV, you must set up a number series so that every new record gets a unique identification number by which it can be organized and tracked.
Manual Setup vs. RIM
Using the RIM toolkit, most basic setup data is created automatically with the industry-specific XML import when you create a new company. This includes number series setup.
Manually setting up number series is relevant when:
• During the RIM process, more or different number series are needed. • In a running installation, new records or documents are introduced. • You are creating number series relations.
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Application Setup in Microsoft Dynamics® NAV 2009
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Number Series In Microsoft Dynamics NAV, number series are used to create unique identification numbers for the following types of records:
• Master tables, such as: o Customers o Vendors o Items
• Sales and Purchase Documents, such as:
o Orders o Invoices o Shipments and Receipts o Credit Memos o Posted documents
• Journals
o Batches o Journal Lines
The numbering system can:
• Consist of an unlimited amount of number series for all types of basic information (except G/L accounts) and documents.
• Combine automatic with manual numbering for specific areas. • Use manual numbering entirely.
Number series are first set up in the No. Series page and then specified in the setup page for each application area and in the journal templates.
Once a number series is set up for customers, the number series code is entered in the Customer Nos. field on the Numbering FastTab of the Sales & Receivables Setup page. Then, each time a new customer is created, the program uses the information associated with the code to assign the next customer number.
Procedure: Set Up Number Series
Number series are first set up to define the code and type of numbering and then the numbers and date ranges are defined. Follow these steps to set up a number series:
1. In the navigation pane, click the Departments button. 2. Click Administration and then click Application Setup.
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3. On the Application Setup page, click General and then click No. Series.
4. Click New to insert a new line.
FIGURE 2.1 NO. SERIES PAGE TO ENTER A NEW NUMBER SERIES
5. In the Code field, type a unique identifier for this number series. 6. In the Description field, type a short description of the number
series. 7. Place a check mark in the Default Nos. check box if this number
series uses automatic numbering. If the Default Nos. field is unchecked, users must manually look up from the No. field and select from number series.
8. Place a check mark in the Manual Nos. check box if this number series allows manual numbering instead of always using automatic numbering.
9. Place a check mark in the Date Order check box if the numbers from this range are assigned chronologically.
The following fields are automatically updated in the No. Series page after No. Series line information is entered:
• Starting No. • Ending No. • Last Date Used • Last No. Used
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Follow these steps to establish the numbers for the number series, including starting and ending numbers:
1. On the Related Information menu, point to Series and then click Lines.
2. In the Starting Date field, enter the date when this number series can be used.
3. In the Starting No. field, type the first number in the series. 4. In the Ending No. field, type the last number in the series. 5. In the Warning No. field, type the number that, once reached, will
generate a warning that the number series is coming to an end. 6. In the Increment-by No. field, type the size of the interval the
numbering is to increase. For example, if the number is B010 and the Increment-by No. is set to 10, the next number assigned is B020. The other fields on this page are updated automatically: o The Last Date Used and Last No. Used fields are updated
automatically when the number series is used and display the last date a number is assigned and the last number in the series used.
o The Open field is non-editable and is unchecked automatically when the last number in the number series is used.
7. Click OK to close the No. Series Lines page. 8. On the Actions menu, click Refresh. 9. Notice that the Starting No. and Ending No. fields on the new
number series are populated with the numbers entered on the No. Series Lines page.
Procedure: Set Up Number Series Relationships
It may be necessary to assign more than one No. Series Code to a single No. Series for the same kind of basic information or transactions. If this occurs, you can create relationships between the related codes. Number series relationships offer the ability to use one of the related number series where another related number series is normally used.
Follow these steps to review the existing number relationships for items:
1. On the No. Series page, locate the five codes for the following items: ITEM1, ITEM2, ITEM3, ITEM4, and ITEM5. Each number series has: o Different numbers o Varying automatic and manual numbering capabilities
2. Click the line for ITEM1.
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3. On the Related Information menu, point to Series and then click Relationships.
FIGURE 2.2 NUMBER SERIES RELATIONS BETWEEN NUMBER SERIES FOR DIFFERENT ITEM TYPES
4. In the No. Series Relationships page, notice that ITEM2, ITEM3, ITEM4, and ITEM5 have been set up to relate to ITEM1.
5. Close the No. Series Relationships page.
The number series ITEM1 is assigned in the Inventory Setup page as the number series code for item numbers. Follow these steps to review this setup:
1. On the Application Setup page, under Warehouse, click Inventory and then click Inventory Setup.
2. Expand the Numbering FastTab. 3. Notice that the ITEM1 number series is assigned to the Item Nos.
field. 4. Close the Inventory Setup page.
Follow these steps to review how the assignment of default numbers works:
1. In the navigation pane, click the Warehouse department. 2. Click Planning & Execution and then click Items. 3. Click New and then click the Description field. The No. field is
populated with the next available number from the ITEM1 number series. This is because ITEM1 is the default.
4. Close the New - Item Card page.
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Follow these steps to use a number other than the default:
1. Click New to insert a new item. 2. In the No. field, click the Edit button. Notice that all five number
series are available. 3. Click the appropriate number series for this item and then click OK.
The next number in the series for this number series appears in the No. field.
4. Close the New - Item Card page.
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Lab 2.1 - Create a Number Series The purpose of this lab is to reinforce your understanding of the process required to create a number series.
Scenario
As the controller for CRONUS International Ltd., you have decided to use number series to distinguish sales orders entered for retail customers. Use the following criteria to set up the number series:
• The new number series is S-ORD-R, with a description of Sales Order (Retail).
• The first number in the number series is R-SO-1001. • The first date the number series is to be used is 01/01/10. • The new number series is related to the S-ORD-1 number series.
Challenge Yourself!
1. Add the number series as specified in the scenario. 2. Set up the relationship as specified in the scenario.
Need a Little Help?
1. Open the No. Series page. 2. Add the new number series as specified in the scenario. 3. Open the No. Series Lines page. 4. Enter the line information as specified in the scenario. 5. Link the new number series to S-ORD-1 in the No. Series
Relationships page.
Step by Step
1. In the navigation pane, click the Departments button. 2. Click Administration and then click Application Setup. 3. On the Application Setup page, click General and then click No.
Series. 4. Click New. 5. In the Code field, type S-ORD-R. 6. In the Description field, type Sales Order (Retail). 7. On the Related Information menu, point to Series and then click
Lines. 8. In the Starting Date field, enter 01/01/10. 9. In the Starting No. field, type R-SO-1001.
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10. Click OK to close the No. Series Lines page. 11. Locate and click the line for S-ORD-1. 12. On the Related Information menu, point to Series and then click
Relationships. 13. Click New. 14. In Series Code field, enter S-ORD-R. 15. Click OK to close the No. Series Relationships page. 16. Click OK to close the No. Series page.
Summary Assign number series to accounts, invoices, and other documents to enable the identification of records, make the entire company more manageable and easy to analyze, and reduce the number of errors that occur in data entry.
While number series are typically created with the RIM toolkit, it is important that the administrator masters the functionality for number series setup so that additional number series can be created as new document types are introduced.
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Test Your Knowledge Test your knowledge with the following questions.
1. Which of the following record types use number series? (Select all that apply)
