Setting Document Numbering SAP Business One
This time we will discuss document numbering. Document numbering is the Form used to setup Document numbering based on the needs of each company.
In the Document Numbering Form there are several fields that must be filled when we want to do Setup. Usually companies do setup documents every time before the beginning of the year. There are also several companies that setup monthly. Depending on the needs of each
The fields available in the setup are :
1. Document - Displays List of Documents in SAP Business One.
2. Default Series - Displays the Default series in each document. You can change the default series.
3. First No - Displays the first No in the Series that has been default.
4. Next No - Displays the next document number when creating a new document
5. Last No - Displays the limitation of No document according to each need.
Usually used if the company wants to share document numbering per location and other things.
To do the setup you can double click to the left of the document you want to setup see the picture below. For example, I took the A / R Invoice document. See the block that I gave in red
After double clicking it will display the following image :
In this form Setup can be done.
What must be filled and how do you fill it?
Example:
To add a new Series, right-click Add Row or on the Toolbar (Data - Add Row)
CTRL + i Shortcut
If setup is only done per year then what should be done:
If the Series wants to be made per location
For Last No Primary Filled with 12009999, so as not to overlap
Notes: Sometimes SAP refuses to be updated when a user is logged in
If It's Added Click Button Update on the Series Form - Document Name - Setup.
Then click Button Update on the Document Numbering Form - Setup
1. First open the document numbering setup
2. Select the document to be setup
3. Select the Series that will be setup by clicking on the desired series row.
For example I use the 1021 series to do the default set
4. Click the Set As Default Button on the bottom right and display the message as shown below
Set As Default For Current User - Default series only for users who are currently logged in
Set As Default For all User - Default series for all users registered in SBO
Set As Default for Certain user - Default series for certain users only double click then see the next picture
Check the user that will be in the default series then click the OK button
5. Click Button Update
6. Then update again. (see previous blog above)
Note: Don't forget to enter the Journal Entry Document.
Error Messages that are often found are:
1. When you want to open the Form displays an error
To generate this document, first define the number series in the Administration Module
Solution
1. Unauthorized, Check authorization
2. No Default / Incorrect Enter Default Series
2. When finished entering the transaction then click Add Button and display the Error in the status bar
To generate this document, first define the number series in the Administration Module
Solution
1. Not Setup in the Journal Entry number document, or incorrectly enter the default entry journal
Note: 1 (One) User can only use 1 (One) Series.
Example User with the name Andi Already registered for the Java series.
And again registered for the Sumatra series, SAP will automatically retrieve the last default, namely Sumatra.
In the Document Numbering Form there are several fields that must be filled when we want to do Setup. Usually companies do setup documents every time before the beginning of the year. There are also several companies that setup monthly. Depending on the needs of each
 |
| http://karno-indonesia.blogspot.com |
The fields available in the setup are :
1. Document - Displays List of Documents in SAP Business One.
2. Default Series - Displays the Default series in each document. You can change the default series.
3. First No - Displays the first No in the Series that has been default.
4. Next No - Displays the next document number when creating a new document
5. Last No - Displays the limitation of No document according to each need.
Usually used if the company wants to share document numbering per location and other things.
Setting Document Numbering SAP B1
To do the setup you can double click to the left of the document you want to setup see the picture below. For example, I took the A / R Invoice document. See the block that I gave in red
 |
| http://karno-indonesia.blogspot.com |
After double clicking it will display the following image :
 |
| http://karno-indonesia.blogspot.com |
In this form Setup can be done.
What must be filled and how do you fill it?
- Name - For Naming No. of Documents to be used in Transactions (Length Field: 8 Char)
- First No - No that will be used for the first time For a Name registered. (Length Field: 10 Char)
Note: If the setup is done very much. And based on my experience, I recommend that Field length be filled with only 9 Char (Must be a Number) - Next No - automatic
- Last No - Limit numbering for each name created. It may not be smaller than the First No that has been registered.
- Prefix and Suffix - only as identification of the name created (Length Field: 8 Char)
- Remarks - More detailed explanation of the Name (Length Field: 50 Char)
- Group - Used for Authorization per Document
- Period Indicator - Indications for determining the Period
- Lock - Check this check box if the series is no longer used
Example:
To add a new Series, right-click Add Row or on the Toolbar (Data - Add Row)
CTRL + i Shortcut
If setup is only done per year then what should be done:
 |
| http://karno-indonesia.blogspot.com |
If the Series wants to be made per location
 |
| http://karno-indonesia.blogspot.com |
For Last No Primary Filled with 12009999, so as not to overlap
Notes: Sometimes SAP refuses to be updated when a user is logged in
If It's Added Click Button Update on the Series Form - Document Name - Setup.
Then click Button Update on the Document Numbering Form - Setup
Set the Default Series in the document number for the needs of Authorization per Group
1. First open the document numbering setup
2. Select the document to be setup
3. Select the Series that will be setup by clicking on the desired series row.
For example I use the 1021 series to do the default set
 |
| http://karno-indonesia.blogspot.com |
 |
| http://karno-indonesia.blogspot.com |
Set As Default For all User - Default series for all users registered in SBO
Set As Default for Certain user - Default series for certain users only double click then see the next picture
 |
| http://karno-indonesia.blogspot.com |
5. Click Button Update
6. Then update again. (see previous blog above)
Note: Don't forget to enter the Journal Entry Document.
Error Messages that are often found are:
1. When you want to open the Form displays an error
To generate this document, first define the number series in the Administration Module
 |
| http://karno-indonesia.blogspot.com |
1. Unauthorized, Check authorization
2. No Default / Incorrect Enter Default Series
2. When finished entering the transaction then click Add Button and display the Error in the status bar
To generate this document, first define the number series in the Administration Module
1. Not Setup in the Journal Entry number document, or incorrectly enter the default entry journal
Note: 1 (One) User can only use 1 (One) Series.
Example User with the name Andi Already registered for the Java series.
And again registered for the Sumatra series, SAP will automatically retrieve the last default, namely Sumatra.