Number Series - Goods Receipts

Each Goods Receipt has its own unique identifying number, based on a sequential series. When you enter a new Goods Receipt, the next number in the series will be used. If required, you can have a number of such sequences running concurrently, perhaps representing different years, different departments or different order types.

Use this setting to define these sequences, or Number Series. The different series should not overlap. If you leave this setting empty, Goods Receipt Numbers will start at 1 and continue consecutively.

Once you have defined number sequences for Goods Receipts, you can allocate a specific sequence to an individual user using the Goods Rec No field on the 'Serial Nos' card of the user's Person record in the System module. When that user enters a new Goods Receipt, its Goods Receipt Number will be the first unused number in that specific sequence. You can also set a universal default sequence in the Number Series Defaults setting in the System module. If you do not allocate a specific sequence to a particular user or set a universal default, Goods Receipt Numbers will be taken from the first valid Number Series in this setting. For a particular Goods Receipt, any user can change to the first unused number in any other Number Series using 'Paste Special'.

For each number sequence, you have a measure of control over whether Nominal Ledger Transactions will be generated automatically when you approve Goods Receipts in that sequence. Use 'Paste Special' from the N/L field to bring up a selection list containing two options: "GenTrans" and "Do Not GenTrans". Select the first option if Nominal Ledger Transactions are to be generated and the second if they are not. In effect, this feature is an exclusionary one in that you can only choose not to have Nominal Ledger Transactions created for a particular number sequence. If the overall preference (set in the Sub Systems setting in the Nominal Ledger) is not to have such transactions created, you cannot decide to have them created for a single sequence.

When you double-click 'Number Series - Goods Receipts' in the 'Settings' list, the following window appears:

Enter each new Number Series on the first blank line. The Comment will be shown in the 'Paste Special' list, so enter some text that will help you choose a number from the correct sequence. Then, click the [Save] button in the Button Bar to save the changes. To close the window without saving changes, click the close box.