Choosing Document Options
Document Numbers
Each quote, order, shipment, invoice, and credit note in Order Entry must have a unique number. You can specify quote, order, shipment, invoice, and credit note numbers when you enter transactions, or you can use the numbers generated automatically by the program.
You define the formats of document numbers assigned by Order Entry by specifying the length of the number, the prefix you want to use, and the number of the next document on the Documents tab in the O/E Options form. The next number is increased by 1 each time you post a new document.
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Maximum lengths of document numbers
Document numbers can be from 1 to 22 characters long, including an alphanumeric prefix of up to 6 characters long.
For example, you can specify formats for each of the following order, invoice, or credit note numbers:
ORD1457 3-character prefix with 4-digit number
I-357 2-character prefix with 3-digit number
CREDIT0009392 6-character prefix with 7-digit number
You do not have to use the number assigned by the program; but if you use automatic numbering, your auditing procedures are simplified because you cannot accidentally skip any numbers.
Numbers assigned to each type of document can go as high as all 9s. They are then automatically reset to zero.
If you want to change the next number to assign in the O/E Options form to a lower number, you must change the prefix as well. You cannot have two documents with the same document number and prefix in Order Entry. -
Entering your own document numbers with
transactions
If you enter your own document numbers when you add transactions in Order Entry, the program does not update the next number in the Options form, even if you use the same number as the program would have assigned.
Order Entry lets you:
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Validate
data input for optional fields
You can restrict the information that can be entered into any optional field you add to the Order Entry form.
First create a list of permitted values when you create the optional field in Common Services, then assign that field in the O/E Options form.
When you later enter data into the field in the Order Entry form, Order Entry checks that the value exists for that optional field before accepting it. This would be useful for any field that has a clearly defined set of valid entries, such as the letters A to Z. -
Transfer optional field information
to Accounts Receivable
If you want Order Entry optional field information to appear on the invoices transferred to Accounts Receivable, you must use the same optional fields in both programs.
For information on creating optional fields, see the System Manager help.
See also