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Numbering scheme - Details
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or On this page you can create, edit and delete a numbering scheme. See Numbering schemes - Basics for more information on numbering schemes.
The page is divided into the following sections:
Settings
Option |
Description |
|---|---|
Company |
Purchasing company for which the numbering scheme is valid |
Use only for selected company |
Activate this option if the numbering scheme should only be used by the selected company. When this option is deactivated, the numbering scheme can be used by all subsidiaries of the selected company as well. |
Name |
Name with which the numbering scheme is displayed in the assignment lists on the Basic conditions tab of basic contracts. |
Priority |
Priority with which the numbering scheme should be used. 0 is the highest priority. Priorities enable you to create several numbering schemes for the same object and determine the order in which the numbering schemes are used. The numbering scheme with the highest priority is used first. Numbering schemes with higher priorities are successors. When the numbering scheme with the highest priority has expired, the successor with the highest priority is used. |
Usage |
Object for which the numbering scheme is valid, for example, orders, delivery notes, etc. A numbering scheme to which a usage has been assigned is only displayed in the corresponding selection list on the Basic conditions tab of basic contracts and can only be used for this object. If you select the usage Not specified, the numbering scheme can be assigned to any object and is displayed in all selection lists on the Basic conditions tab of basic contracts. |
Start value |
The lowest number that may be used in the numbering scheme. This number is displayed next to the input field in the format specified in the Format section. |
End value |
The highest number that may be used in the numbering scheme. When this end value has been reached, the numbering scheme expires (expiry due to values) and is no longer used. If successors have been defined, the successor with the highest priority is activated. When a numbering scheme expires, a message is sent to the user responsible. This number is displayed next to the input field in the format specified in the Format section. |
Current value |
The next number that will allocated by the system. This field is automatically calculated and cannot be edited. The number is displayed in the format specified in the Format section. |
Start date |
Date on which the numbering scheme becomes valid. The numbering scheme cannot be used before this date. If you can leave this field blank, the numbering scheme can be used immediately. |
End date |
Date on which the numbering scheme expires (expiry due to date). If successors have been defined for the numbering scheme, the system uses the next successor when the end date has expired. If you leave this field blank, the numbering scheme can be used for an unlimited time. When a numbering scheme expires, a message is sent to the user responsible. |
Format
Option |
Description |
|---|---|
Pattern |
The pattern specifies the format in which numbers are assigned. For example, the pattern Order-####-@Y4 results in the numbers Order- 0234-2007, Order-0235-2007, Order-0236-2007, etc. See Formats for numbering schemes for more information and examples. Enter a pattern and click the icon |
Usage of variables |
Variables can be used to add company-specific numbers that are specified on the Master data tab of the company profile or the basic contract to a numbering scheme. You can add up to nine variables to a numbering scheme. Variables are represented in the numbering scheme by variable codes. See Formats for numbering schemes for more information on the available variable codes and the corresponding fields. To add the first variable, activate the Usage of variables check box. The text ^V_1 is added to the Pattern field and two additional selection lists are displayed. In the Use variable selection list, select whether you want to add numbers from the company profile of the Ordering company, the company profile of the Delivered company, or the Basic contract. In the Company no.s/Basic contract no.s field, select the number that you want to add to the numbering scheme. The variable code of the item that you selected is displayed in the Current value field and next to the Start value and End value fields. Example: You have defined the pattern Order-####. To add the internal number defined in the basic contract, select Basic contract and then Internal No. The pattern field now displays Order- ####^V_1. The preview in the Current value field displays Order-####- ^CBL. ^CBL is the variable code that represents the field Internal no. in the basic contract. To add further variables, activate the Use additional variable and select the relevant entries from the selection lists. The text ^V_2 , ^V_3, etc, added to the Pattern field and the corresponding variable codes are displayed in the Current value field. |
to view a preview of how numbers will look when this pattern is used. The preview is displayed in the Checking
Field |
Description |
|---|---|
Minimum length |
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Maximum length |
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Fix length |
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Use check digit |
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Check with Weight 3-1 mod. 10 |
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Check with Weight 5-1 mod. 10 |
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Notification
You can use notifications to ensure that a user specified by you is informed before the numbers in a numbering scheme are used up or the end date of the numbering scheme is reached.
You can specify whether the user is notified:
- when a certain number is assigned
- or when a certain time is reached
Option
Description
Notify
Name of the user to be informed if the number specified in the At field is assigned or the date specified in the Or on field is reached. Enter or search for the name of the user.
At
Number from the current numbering scheme. As soon as the system assigns this number, the specified user is notified.
Or on
Date and time when the specified user should be notified.
Note: You should enter a date in this field if the current numbering scheme is only valid for a limited period.
Predecessors and Successors
This section displays the predecessors and successors of the current numbering scheme, sorted by priorities. Predecessors and successors are created by defining several numbering schemes for the same object and assigning different priorities to these schemes. The priority of a numbering scheme determines its position in the list and whether it has predecessors or successors. The numbering scheme with the highest priority number is used first and does not have predecessors. When the numbering scheme Higher priorities are successors and have predecessors. Numbering schemes with higher priorities are successors. When the numbering scheme with the highest priority has expired, the successor with the highest priority is used.
Numbering schemes that have expired are indicated by the grey icon 
and cannot be edited.
Successor button
For existing numbering schemes, you can use the Successor button to define the successor numbering scheme. This is used if the numbers of the current numbering scheme are used up or its validity period expires. It is automatically assigned the next-highest priority.
The Successor button is only available if you save a numbering scheme. Use the button to access the page on which the successor numbering scheme is created. The settings are copied and the next-highest priority is set. The start and end value must be checked.
If there is a direct successor, this button is not displayed.
Expired numbering scheme
A numbering scheme expires if the end date or end value is reached.
Note: Further processing is aborted. This applies to order creation (order number), automatic receipt of goods (delivery note number) and credit note creation (corresponds to the invoice numbering scheme); default numbering is used for others. Random sampling here uses the default system numbering scheme so that baskets can still be dispatched.