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Exact Globe+   
 

Numbers settings

Menu paths

  • System General Settings  Numbers settings
  • Click Settings on the toolbar, and then click Numbers settings

Introduction

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.

What version are you using?

The information in this document is based on product update 407.

How do I define the number settings?

  1. In the Numbers settings screen, define the relevant fields.
  2. Click Save.
  3. A message “Changes will take effect after restarting the software” will be displayed.
  4. Click OK.
  5. Restart Exact Globe Next.

Keep in mind: All fields with the “!” icon are mandatory.

How do I edit the number settings?

  1. In the Numbers settings screen, make the required changes.
  2. Click Save.
  3. A message “Changes will take effect after restarting the software” will be displayed.
  4. Click OK.
  5. Restart Exact Globe Next.

How do I view the changes made to the settings?

  1. In the Numbers settings screen, click Logbook.
  2. The list of changes made to the settings will be displayed.
  3. Click Close to exit.

Fields 

General section

Use external numbering

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.

Financial section

General/Cash/Bank journal

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.

Purchase journal

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.

First

This displays the first number generated by default. This number will not change even if you click Edit to edit the first number.

Free

This displays the our reference number used in the next entry you make in general, cash, bank, and purchase journals.

Last

This displays the last entry number you will use in the respective journals.

Qty. free

This is the total number of generated numbers which can still be used.

Accounts section

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.

Range: Start

Type the first number of the range for your creditor and debtor accounts.

Range: End

Type the last number of the range for your creditor and debtor accounts.

Logistics section

Quotation number

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.

Order number

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.  

Sales order number

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. 

Recurring sales order number

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.

Delivery note number

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. 

Interbranch transfer number/Delivery note number

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.

Invoice number

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. 

Purchase order number

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. 

Blanket purchase order number

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.

Blanket sales order number

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.

Production order number

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. 

Kanban order number

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.

RMA order 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. 

RTV order number

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.

Group internal use 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

Allow change entry number

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:  

  • when the Allow change entry number check box is not selected in the Numbers settings screen, and
  • when the number defined in the relevant order maintenance screen is less or greater than the number defined in the Numbers settings screen.

    In the order maintenance screen, the  pop-up message with the Continue and Cancel buttons is displayed:

  • when the Allow change entry number check box is selected in the Numbers settings screen, and
  • when the number defined in the relevant order maintenance screen is less or greater than the number defined in the Numbers settings screen.
  • Buttons 

    Logbook

    Click this to view all the information of the changes you have made in the settings.

    Save

    Click this to save all the changes you have made in Numbers settings.

    Close

    Click this to exit.

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