AR: Start every year with a new Transaction Number (Invoice Number)

Want to start every year with a new transaction number? 
For example 20180000001, 20180000002 etc.

To meet this requirement you have to use document numbering and and do some setup steps. In this blog I will explain you how to achieve this goal.

First we navigate to the Transaction Sources screen. On the Batch Source Tab select the option
Copy Document Number to Transaction Number.

Responsibility: Receivables, Manager > Setup > Transactions > Sources

In the System options check if you are using document numbering. And when it is generated. 

Also check the value of profile option Sequential Numbering.

Responsibility: Receivables, Manager > Setup > System > System Options

For this blog I created two new Transaction Types: CM-Regular Invoice and Regular Invoice. After this step you have to define new Document Sequences with the correct effective from and to date. Set the initial value for year 2018 on 20180000001, for 2019 on 20190000001 etc. 

Responsibility: System Administrator > Application > Sequential Numbering > Define

Assign this new category to every Transaction Type you are using (in combination with the Batch Source). Repeat these steps for every Document Sequence. 

Notice: Automatically a new Document Category is created when you setup a Transaction Type. 

In this example I assign the two (new) created Transaction Types to the three Document Sequences. Be aware that you are using the right Document Sequence with the correct time period.

TEST YOUR SETUP

For testing purposes I suggest to change the end End (one day) to see if it is working the way you expect. In the following screenshots I first created an Credit Memo. When the Credit Memo isn't saved (or completed depending on your settings in the system option tab) a draft number is applied (batch transaction setup). When saved/completed the document number is copied to the transaction number field.

How to add a request under the Print Document menu option in Receivables

In this blog I will explain how to add a new concurrent request under the Menu options Print Documents ➤ Invoices.

If you use the BPA Transaction Print Program (instead of BI Publisher) and wants for every invoice a separate Child Print Program you have to set the value in parameter Job Size to 1 (instead of the default value 500).

This parameter can be found in the BPA Transaction Print Program.

By default this parameter is not displayed.

When you do not want to change the seeded concurrent program, simply copy it (use the Copy to... button) and give it a unique Program and Short name.

After copying the program, press the Parameters button and change the value in the second parameter called Job Size to 1.

To add this new concurrent program so it is visible under the Print Document ➤ Invoices menu option you have to add this new program under the Request Group Print Invoices (code = PRINT_INVOICE).

Responsibility: System Administrator > Security > Responsibility > Request

Once added the new program can be selected under the Print Documents ➤ Invoices menu option.
And in this case for each invoice a separate Child proces will be submitted. Now you can print/mail each document separate.

Responsibility: Receivables, Manager > Print Documents > Invoices

Note: To find the right request group you have to run through the Menu structure.

Menu AR_NAVIGATE_GUI  ➤ Print Documents ➤ AR_PRINT_GUI ➤ Invoices  which is a function Print Invoices.

Query this function:

REQUEST_GROUP_CODE="PRINT_INVOICE" REQUEST_GROUP_APPL_SHORT_NAME="AR" TITLE="AR:AR_SRS_TITLE_INVOICES_PRINT"

Subledger Security

In this post I will explain how Subledger Security works. 

You can use Subledger Security if you want to separate transaction within one operating unit. In this post I will explain this functionality with the following example.

In one operating unit we use two different Balancing Segment Values (BSV). In the payables module we create two different invoices the first one is accounted on BSV 01 and the second one is accounted on BSV 02. We need to separate so only 01 invoices are shown in the invoice workbench for a particular responsibility.

Een Alias voor een Rekening combinatie

In eBS is het raadzaam om de grootboeksleutel niet langer te maken dan 35 tekens. Dit omdat anders in de standaardrapporten een deel van de boekingsleutel niet zichtbaar is. Daarnaast is het voor een eindgebruiker veel werk om elke keer de combinatie in te moeten vullen.

In deze blog vertel ik meer over grootboerekening aliassen.

U kunt een alias definiëren om op een eenvoudige manier een combinatie in te geven. 

Door een alias op te geven kunt snel een boekingregel invoeren. U voorkomt hiermee dat gebruikers telkens alle velden in moet vullen.

Door gebruik te maken aliassen zorgt u er ook voor dat er minder invoer fouten worden gerealiseerd.

Aliassen werken alleen in Forms en niet in de Self Service schermen (HTML schermen).

Vergeet u niet nadat u een Alias heeft aangemaakt/aangepast om uw grootboekstructuur opnieuw te valideren. Daarnaast moet u een waarde hebben ingesteld in profiel optie Flexvelden: Verkorte invoer

Wanneer u volgens navigeert naar een scherm waar u een grootboekrekening in moet vullen krijgt u (afhankelijk van de waarde in de profieloptie) een keuzescherm waarin u een keuze kunt maken voor een Alias.

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