Creating Number Series

In TRASER DMS 365 you can use number series to assign unique identification codes to different data record types. This chapter covers the following topics:

Setting up a Number Series for Catalogs

This section describes how to apply basic settings to be able to use the catalog import.
To use the catalog import, you have to create a no. series for catalogs.
Please proceed as follows:

  • Use the quick search in Dynamics NAV to find the page Inventory Setup.
  • The page Inventory Setup is displayed.
  • In the Numbering tab, click on the Catalog No. field.
  • The picklist of the available no. series is displayed.
  • Click the option Select from full list.
  • The window Select – Number Series is displayed.
  • Click New in the menu.
  • Complete the following information:
Column Description
Code In this column, enter the code for the catalog no. series.
Description Enter a description for the catalog no. series in this column.
Starting No. Define the starting no. for the catalog no. series in this column.
Ending No. If the catalog no. series is meant to stop at a certain number, enter the number here. It is recommended that you do not fill out this field for the catalog no. series.
Last Date Used If the catalog no. series is meant to stop at a certain date, you can enter the date here. It is recommended that you do not fill out this field for the catalog no. series.
Last No. Used This column shows the last number that was used of the number series.
Default No. Activate this option to use the newly generated number series as the default number series. This option has to be activated for the setup.
Manual No. Activate this option if you would like to enter numbers manually. This option has to be activated for the setup.
Date Order With this option you can check that the numbers are given by date order. It is recommended to not activate this option.
  • Click OK to use the created no. series as a catalog no. series.
  • The page Inventory Setup is displayed. The code that you created will be displayed in the Catalog Nos. field.

The setup of no. series for catalogs is now completed.

Setting up Number Series for Items created via Catalogs

This section explains how to set up a number series that will be used when you create an item from a catalog item.
Please proceed as follows:

  • Use the quick search (ALT+Q) in TRASER DMS 365 to find the page Catalog Item Setup.
  • The page Catalog Item Setup is displayed.
  • For the No. Format field, you can choose between the following options:
Option Description
Vendor Item No. If you choose this option, the vendor item number from the catalog item card will be used as the number for the item that you are creating from a catalog item.
Mfr. + Vendor Item No. If you choose this option, the number for the item that you are creating from a catalog item will be a combination of the manufacturer name and the vendor item number from the catalog item card.
Vendor Item No. + Mfr. If you choose this option, the number for the item that you are creating from a catalog item will be a combination of the vendor item number and the manufacturer name from the catalog item card.
Ledger Entry No. If you choose this option, the entry number will be used as the number for the item that you are creating from a catalog item.
Default Item Nos. If you choose this option, the standard item number will be used as the number for the item that you are creating from a catalog item.

Note

You can specify a separator in the No. Format Separator field. If you have selected an option for the No. Format field which consists of various parts (e.g. Mfr. + Vendor Item No.), the separator will be inserted between the first and the second part of the combination.

Setting up a Number Series for Document Texts

This section describes how you set up the number series for document texts.
You have to enter a number series for the system to be able to identify and distinguish between document text templates and document texts.
Proceed as follows to set up the number series for document texts:

  • Use the quick search (ALT+Q) in TRASER DMS 365 to find the page Marketing Setup.
  • The page Marketing Setup is displayed.
  • Scroll to the Numbering tab.
  • Open the drop-down menu of the Document Text Nos. field.
  • Click New.
  • The window Select – No. Series List is displayed.
  • Use the Code column to enter a code for the document text number series.
  • Use the Description column to enter a description for the number series.
  • Click on the input field under Starting No.
  • The window Edit– No. Series Lines opens.
  • Use the Starting Date column to enter a starting date for the number series. If you do not enter a date. The number series will apply with immediate effect.
  • Use the Starting No. column to enter a starting number for the number series.
  • Click Close to return back to the Select - No. Series List.
  • The number series you have just created will be shown on the Select - No. Series List.
  • Click OK to return back to the Marketing Setup.
  • The page Marketing Setup is displayed.
  • The number series code that you defined will be shown in the Document Text No. field.

You have successfully set up the number series. You can now create document text templates.

Setting up Number Series for Forecast Templates

This section describes how to set up the number series for forecast templates. The setup of the number series is required in order for the system to create automatic and sequential numbers for forecast templates so that the user can differentiate between the forecast templates.

Please proceed as follows to set up the number series for forecast templates:

  • Use the quick search (ALT+Q) in TRASER DMS 365 to find the page Sales & Receivables Setup.

  • The page Sales & Receivables Setup is displayed.

  • Navigate to the Forecast tab and click on Template Forecast Nos..

  • Define a new number series or select an already existing number series.

The number series for forecast templates is set up.

Setting up a Number Series for Sales Calculation

This section describes how to set up the number series for sales calculations. The number series serves as a unique label and identification of sales calculations.

Please proceed as follows to set up a number series for sales calculations:

  • Use the quick search (ALT+Q) in TRASER DMS 365. to find the page Sales & Receivables Setup.
  • The page Sales & Receivables Setup is displayed.
  • Navigate to the Forecast tab and click on Sales Calculation Nos. to open the selection list.
  • To create a new number series, click New in the menu bar.
  • The window Select – No. Series List is displayed.
  • Enter in the Code column a code for the new number series.
  • Use the Description column to enter a description for the sales calculation (e.g. Sales Calculations).
  • Click in the input field in the Starting No. column.
  • The window Edit– No. Series Lines opens.
  • Enter in the Description column the starting number for the number series.
    Optional:
    • Enter a date in the Starting Date column from which the number series shall be used. Do not enter a date if you want to use the number series right away.
    • Enter a date in the Finishing Date column from which the number series shall end. Do not enter a date if you don’t want the number series to end.
    • The Last Date Used field shows the date on which the number series was last used.
    • The Last Nr. Used field shows the number that was last used in the number series.
    • Enter in the Warning Nr. column the number from which you want to be notified that the number series is about to end. Do not enter a number if you don’t want to receive a warning.
    • The number series is increased by 1 by default. If you want a gradual increase by a certain value, you can enter the value in the Increment by No. column.
    • If gaps shall be allowed in the number series (e.g. when deleting documents), you can allow this by activating the Allow Gaps in Numbers check box.
  • Click Close to close the window and to save the entered data.
  • The window Select – No. Series List is displayed.
  • The starting number you created will automatically added to the number series.
  • Click Close to close the window.

You have successfully set up the number series for sales calculations.

Setting up a Number Series for Trade-In

This section describes how you set up the number series for trade-ins.
Do the following:

  • Use the quick search (ALT+Q) in TRASER DMS 365 to find the page Sales & Receivables Setup.
  • The page Sales & Receivables Setup is displayed.
  • The Number Series tab shows the following fields:
Field Description
Trade-In No. This is the assigned number series for the trade-ins. When you create a new trade-in, this number series will be used.
Pstd. Trade-In Rcpt. Nos. This is the assigned number series for the posted trade-in receipts. When you post a trade-in, a warehouse movement will be created with this number series.
Pstd. Trade-In Inv. Nos. This is the assigned number series for the trade-in documents. When you post a trade-in, a sales credit memo will be created with this number series.
  • Click in the field Trade-In No. to open the drop-down list of the number series.
  • The drop-down list is displayed.
  • Click New in the menu bar to create a new number series.
  • The window Select – No. Series List is displayed.
  • Enter in the respective field in the Code column a code for the new number series.
  • Specify in the respective field in the Description column what the number series is used for.
  • Click in the input field in the Starting No. column.
  • The window Edit– No. Series Lines opens.
  • Complete the following information:
Column Description
Starting Date Enter the starting date from which the number series shall be used. If you want to use today’s date, enter t.
Starting No. Enter the starting number that represents the beginning of the number series (e.g. INZ-0000001).
Ending No. Enter the ending number that represents the ending of the number series (e.g. INZ-9999999).
Last Date Used Skip this field. In this field the date on which the number series was last used is shown. Since you are setting up a new number series, there is no data here yet.
Last No. Used Skip this field. In this field the last used number is shown. Since you are setting up a new number series, there is no data here yet.
Warning No. Enter the number triggering a warning that the number series is about to expire (e.g. INZ-9999900).
Increment by No. Enter the interval here with which a distinction is made between two numbers in the number series. The value 1 is normally set in this field by default.
Allow Gaps in Number Series Activate this check box if you want to allow gaps in the number series (for example if documents are not posted and deleted instead).
  • Click on Close to close the window Edit - No. Series Lines.
  • The window Select – No. Series List is displayed. The selection list shows the number series that you just set up.
  • Click OK.
  • The page Sales & Receivables Setup is displayed.
  • The assigned number series code will be shown in the Trade-In Nos. field in the Number Series tab.

You have successfully set up the number series for the trade-in.

Setting up a Number Series for posted Trade-In Receipt Nos.

This section describes how you set up the number series for posted trade-in receipts.
Do the following:

  • Use the quick search (ALT+Q) in TRASER DMS 365 to find the page Sales & Receivables Setup.
  • The page Sales & Receivables Setup is displayed.
  • The Number Series tab shows the following fields:
Field Description
Trade-In No. This is the assigned number series for the trade-ins. When you create a new trade-in, this number series will be used.
Pstd. Trade-In Rcpt. Nos. This is the assigned number series for the posted trade-in receipts. When you post a trade-in, a warehouse movement will be created with this number series.
Pstd. Trade-In Inv. Nos. This is the assigned number series for the trade-in documents. When you post a trade-in, a sales credit memo will be created with this number series.
  • Click in the field Pstd. Trade-In Rcpt. Nos. to open the drop-down list of the number series.

  • The drop-down list is displayed.

  • Click New in the menu bar to create a new number series.

  • The window Select – No. Series List is displayed.

  • Enter in the respective field in the Code column a code for the new number series.

  • Specify in the respective field in the Description column what the number series is used for.

  • Activate the check box for the column Standard Number.

  • Click in the input field in the Starting No. column.

  • The window Edit– No. Series Lines opens.

  • Complete the following information:

Column Description
Starting Date Enter the starting date from which the number series shall be used. If you want to use today’s date, enter t.
Starting No. Enter the starting number that represents the beginning of the number series (e.g. LINZ-0000001).
Ending No. Enter the ending number that represents the ending of the number series (e.g. LINZ-9999999).
Last Date Used Skip this field. In this field the date on which the number series was last used is shown. Since you are setting up a new number series, there is no data here yet.
Last No. Used Skip this field. In this field the last used number is shown. Since you are setting up a new number series, there is no data here yet.
Warning No. Enter the number triggering a warning that the number series is about to expire (e.g. LINZ-9999900).
Increment by No. Enter the interval here with which a distinction is made between two numbers in the number series. The value 1 is normally set in this field by default.
Allow Gaps in Number Series Activate this check box if you want to allow gaps in the number series (for example if documents are not posted and deleted instead).
  • Click on Close to close the window Edit - No. Series Lines.
  • The window Select – No. Series List is displayed. The selection list shows the number series that you just set up.
  • Click OK.
  • The page Sales & Receivables Setup is displayed.
  • The assigned number series code will be shown in the Pstd. Trade-In Rcpt. Nos. field in the Number Series tab.

You have successfully set up the number series for the posted trade-in receipt numbers.

Setting up a Number Series for posted Trade-In Invoice Nos.

This section describes how you set up the number series for posted trade-in invoices.
Do the following:

  • Use the quick search (ALT+Q) in TRASER DMS 365 to find the page Sales & Receivables Setup.
  • The page Sales & Receivables Setup is displayed.
  • The Number Series tab shows the following fields:
Field Description
Trade-In No. This is the assigned number series for the trade-ins. When you create a new trade-in, this number series will be used.
Pstd. Trade-In Rcpt. Nos. This is the assigned number series for the posted trade-in receipts. When you post a trade-in, a warehouse movement will be created with this number series.
Pstd. Trade-In Inv. Nos. This is the assigned number series for the trade-in documents. When you post a trade-in, a sales credit memo will be created with this number series.
  • Click in the field Pstd. Trade-In Inv. Nos. to open the drop-down list of the number series.
  • The drop-down list is displayed.
  • Click New in the menu bar to create a new number series.
  • The window Select – No. Series List is displayed.
  • Enter in the respective field in the Code column a code for the new number series.
  • Specify in the respective field in the Description column what the number series is used for.
  • Activate the check box for the column Standard Number.
  • Click in the input field in the Starting No. column.
  • The window Edit– No. Series Lines opens.
  • Complete the following information:
Column Description
Starting Date Enter the starting date from which the number series shall be used. If you want to use today’s date, enter t.
Starting No. Enter the starting number that represents the beginning of the number series (e.g. GINZ-0000001).
Ending No. Enter the ending number that represents the ending of the number series (e.g. GINZ-9999999).
Last Date Used Skip this field. In this field the date on which the number series was last used is shown. Since you are setting up a new number series, there is no data here yet.
Last No. Used Skip this field. In this field the last used number is shown. Since you are setting up a new number series, there is no data here yet.
Warning No. Enter the number triggering a warning that the number series is about to expire (e.g. GINZ-9999900).
Increment by No. Enter the interval here with which a distinction is made between two numbers in the number series. The value 1 is normally set in this field by default.
Allow Gaps in Number Series Activate this check box if you want to allow gaps in the number series (for example if documents are not posted and deleted instead).
  • Click on Close to close the window Edit - No. Series Lines.
  • The window Select – No. Series List is displayed. The selection list shows the number series that you just set up.
  • Click OK.
  • The page Sales & Receivables Setup is displayed.
  • The assigned number series code will be shown in the Pstd. Trade-In Inv. Nos. field in the Number Series tab.

You have successfully set up the number series for the posted trade-in invoice numbers.