Exact Globe Next provides the flexibility for you to set your preferred numbers for journal entries and also numbers used in various documents such as, sales orders, purchase orders, interbranch transfers, delivery notes, invoices, and production orders.
The information in this document is based on product update 407.
Keep in mind: All fields with the “!” icon are mandatory.
Select this check box to use the external numbering system. With this function, you can define the document numbers based on the type of transactions or group of transactions as well as use additional characteristics to define the numbers, such as adding alphanumerical prefixes to the numbers. The external number is used in the final printing or processing of invoices including sales invoice, sales credit note, direct invoice, direct credit note, and commission invoice.
Note: After you have selected the check box and clicked Save, you will see two new menu paths, which are System à Logistics à External numbering à Numbering rules and System à Logistics à External numbering à External numbers. For more information, see Overview of numbering rules.
Click Edit to set the first number to be used as the our reference number in general, cash, and bank journals. The subsequent numbers to be generated will be based on the first number and the total of numbers to be generated. For more information on how to generate new numbers, see Generating new numbers.
Click Edit to set the first number to be used as the our reference number in a purchase journal. The rest of the numbers to be generated will be based on the first number and the total of numbers to be generated. See Generating new numbers.
Note: There is no function to set the our reference number for the sales journal as the our reference number will take the Entry number set in System à Finance à Journals under the Number tab. See Our reference to read more on the importance of our reference.
This displays the first number generated by default. This number will not change even if you click Edit to edit the first number.
This displays the our reference number used in the next entry you make in general, cash, bank, and purchase journals.
This displays the last entry number you will use in the respective journals.
This is the total number of generated numbers which can still be used.
In this section, you can set the range of numbers to be used for maintaining your creditor and debtor accounts. This function is only available if you have the E-CRM module.
Type the first number of the range for your creditor and debtor accounts.
Type the last number of the range for your creditor and debtor accounts.
Type the first number to be used in all quotations. This is a running number and is automatically generated whenever a new quotation is created. This is mandatory.
Note: Quotation number is disabled if you select the Order number check box. In this case, the quotation lines are transformed into sales order lines without saving the quotation separately when the quotation is accepted.
Select this check box if you want to use the sales order number in your quotation. This would mean that quotations will use the same number range as sales orders.
Type the first number to be used in sales orders. This is a running number and is automatically generated whenever a new sales order is recorded. This is mandatory.
Type the first number to be used in recurring sales orders. This is a running number and is automatically generated whenever a new recurring sales order is recorded. This is mandatory.
Type the subsequent delivery order number to be printed on the delivery note. An order can be delivered in several parts or over different periods of time, as such there can be several deliveries per order. This number will be automatically updated whenever a delivery note is printed. This is mandatory.
Type the first number to be used in interbranch transfer. This is a running number and is automatically generated whenever a new interbranch transfer is recorded. Alternatively, you can select the Delivery note number check box to use the delivery note number when you record the interbranch transfer. This is mandatory.
Note: Interbranch transfer number is disabled if you select the Delivery note number check box.
Type the first number to be used in invoices. This is a running number and is automatically generated whenever an invoice is recorded. You cannot define the number here if you have selected the Invoice code/journal link check box under the Print section at System à General à Settings à Invoice settings. This is mandatory.
Type the first number to be used in purchase orders. This is a running number and is automatically generated whenever a new purchase order is created. This is mandatory.
Type the first number to be used in blanket purchase orders. This is a running number and is automatically generated whenever a new blanket purchase order is created. This is mandatory.
Type the first number to be used in blanket sales orders. This is a running number and is automatically generated whenever a new blanket sales order is created. This is mandatory.
Type the first number to be used in production orders. In the first column, you can type up to four characters, for example, "PR04" to indicate that this production order is for the year 2004. In the second column, you can type up to eight numbers to indicate the serial numbers of the production orders. The number in the second column is a running number and is automatically generated whenever a new production order is created. This is mandatory.
Type the first number to be used in production orders. In the first column, you can type up to four alphanumeric characters as the kanban order prefix. By default, this is set to “KANB”.
Note: This column cannot be left blank, or be defined with the same value as the Production order number prefix.
For the second column, you can type up to eight numbers to indicate the serial numbers of the kanban orders. By default, this is set to “1”. The number in the second column is a running number and is automatically generated whenever a new kanban order is created.
Note: If you change the serial number to a value lower than the current one, the warning message “Using a lower sequence number may lead to inconsistencies. Continue?” will be displayed. Click Yes to continue and use the smaller number or click No to discontinue and not use the smaller number.
Type the first number to be used in Return Material Authorization (RMA) orders. This is a running number and is automatically generated whenever a new RMA order is recorded. This is mandatory.
Type the first number to be used in Return to Vendor (RTV) orders. This is a running number and is automatically generated whenever a new RTV order is recorded. This is mandatory.
Note: Whenever you change the value for Sales order number, Purchase order number, RMA order number, or RTV order number and then press TAB or click Save, a notification message will be displayed.
This message displays the difference between the numbers. Click Yes to continue with the changing of the number or No to discontinue and not change the number. For example, when you change the sales order number and then press TAB, the notification message will be displayed. If you click Yes, you will see the same message again but now it displays the difference between the sales order number and the RMA order number. Click Yes again to continue and the message will display the difference between the sales order number and the RTV order number. Depending on which of the four numbers you change, the messages will display the differences between the number that you want to change and the rest of the three numbers as you click Yes to continue.
In addition, if you change the number to a lower sequence number and then press TAB or click Save, the message "Using a lower sequence number may lead to inconsistencies. Continue?" will be displayed. Click Yes to continue and use the smaller number or click No to discontinue and not use the smaller number.
Type the first number to be used in group internal use entries. This is a running number and is automatically generated whenever a new group internal use is entered. This is mandatory
Select this check box to define a number greater than the one at Number settings in the order entry screen.
Note:
In the order maintenance screen, the pop-up message with the Cancel button is displayed:
In the order maintenance screen, the pop-up message with the Continue and Cancel buttons is displayed:
Click this to view all the information of the changes you have made in the settings.
Click this to save all the changes you have made in Numbers settings.
Click this to exit.