Once you have enabled the Use external numbering setting in Exact Globe Next by selecting the Use external numbering check box via System ➔ General ➔ Settings ➔ Numbers settings, you can create numbering rules by clicking New at System ➔ Logistics ➔ External numbering ➔ Numbering Rules. By creating the numbering rules, you can generate the external numbers to be used in the documents based on the various sets of numbering rules. Apart from creating numbering rules, it is also possible to maintain existing numbering rules. To do this, go to System ➔ Logistics ➔ External numbering ➔ Numbering Rules, select a numbering rule which you want to maintain and click Open.
Type a numbering rule code for the new numbering rule. This information is mandatory. You cannot change the numbering rule code once you have clicked Save to save the new numbering rule.
Type a description for the new numbering rule. This information is mandatory. Click to open the Foreign languages screen to type the description of the numbering rule in the foreign languages you have defined in the Descriptions in list boxes section at System ➔ General ➔ Settings ➔ General settings.
When you are creating a numbering rule, by default, the Inactive check box is disabled. This check box is only enabled when you want to edit an existing active numbering rule by going to System ➔ Logistics ➔ External numbering ➔ Numbering Rules, selecting a numbering rule to be edited and then clicking Open. Select the Inactive check box to inactivate the existing numbering rule. When you select this check box, the message "Set to inactive?" will be displayed.
Click Yes to inactivate the numbering rule or No to not inactivate the numbering rule. If you click Yes, the Note screen will be displayed.
Type the reason for inactivating the numbering rule in the box and click Save. The numbering rule will now be set to Inactive. In addition, the system will automatically set the status of the associated number ranges to Inactive if the numbering rule has not been used. Once you have inactivated a numbering rule, you are not allowed to reactivate the numbering rule.
Here, you can select the transaction type(s) and the optional condition(s) to be used in the numbering rule.
In the Available box, all the transaction types available for selection for the numbering rule are listed. When you first create a numbering rule, the following are the transaction types available for selection:
Note: Once a transaction type has been selected and moved to the Selected box or used in another active numbering rule, it will not appear in the Available box. To reuse this transaction type, you need to inactivate or delete the numbering rule which is linked to the particular transaction type.
Click this to move the selected transaction type(s) from the Available box to the Selected box. By doing this, you are selecting the transaction type(s) to be used in the numbering rule.
Click this to move the selected transaction type(s) from the Selected box to the Available box. By doing this, you are removing the selected transaction type(s) from being used in the numbering rule.
In the Selected box, all the transaction types which have been selected for the numbering rule are displayed. This information is mandatory as you must select at least one transaction type to be used in the numbering rule.
Note: A transaction type can only be linked once to an active numbering rule and one numbering rule can use multiple transaction types. This is because the system does not allow the same transaction types to be used in different numbering rules at the same time.
Select None if you do not want to use optional conditions in the numbering rule, one to use one optional condition in the numbering rule, or two to use two optional conditions in the numbering rule.
Select the first optional condition to be used in the numbering rule. There are three options available which include Cost center, Resource, and Warehouse. The Cost center option is only available if you have the E-Cost analysis module. This optional condition allows you to define the condition during the generation of external numbers within a number range for the selected transaction and helps to speed up data retrieval during the generation of reports.
Note: This field will be enabled and become mandatory if you select one or two at Number of optional conditions.
Select the second optional condition to be used in the numbering rule. There are three options available which include Cost center, Resource, and Warehouse. The Cost center option is only available if you have the E-Cost analysis module. The selected condition must be different from the condition selected at Optional condition 1. This optional condition allows you to define the condition during the generation of external numbers within a number range for the selected transaction and helps to speed up data retrieval during the generation of reports.
Note: This field will be enabled and become mandatory if you select two at Number of optional conditions.
For an existing numbering rule which is linked to number ranges, the Optional conditions section will be disabled for editing.
Once you have defined all the mandatory master data under the Basics tab, you can define the number ranges for the transaction types linked to the numbering rule under the Number ranges tab.
Select the life cycle option to display the number ranges with the selected life cycle. There are three options available which include:
Select the Active check box to display only the active number ranges or the Inactive check box to display only the inactive number ranges. To display the number ranges of both statuses, select the two check boxes.
Click this to create another number range. For more information, see Creating and maintaining number ranges for numbering rules.
Click this to edit the selected number range. This icon will only be enabled after you have selected a number range.
Click this to delete the selected number range. This icon will only be enabled after you have selected an active number range and the number range has not been used in any transaction. A message will be displayed after you have clicked Delete. Click Yes to delete the selected number range or No to not delete the number range. If you click Yes, the number range and all its associated external numbers will be deleted.
Click this to copy the selected number range when you want to create another number range. With the Copy function, the optional conditions and mask of the selected number range will be copied to the new number range. This icon will only be enabled after you have selected a number range.
Click Note to display the inactivation reason for the inactive numbering rule.
Note: This button will be available only if you click Open to open an inactive numbering rule at System ➔ Logistics ➔ External numbering ➔ Numbering Rules.
Click Save to save the new numbering rule or changes made to an existing active numbering rule.
Note: This button will be available only when you create a numbering rule or edit an existing active numbering rule.
Click this to create another numbering rule.
Click this to exit.