Number ranges

With the Number ranges application, you define the automatic issue of numbers for various objects.

Object numbering serve to uniquely identify objects in the system. With number ranges you can automatically create numbers from the created formula. In these number ranges, the parts (digits, letters or characters) that make up the number, its length, and the last issued number are specified in order to be able to determine the next free number.  Number components can be alphanumeric constants, system date, a counter or parameters issued by the number range category specified in the Category field. A format needs to be specified for each component.

Hint
Number ranges are used, inter alia, for an automatic number allocation to partners, invoice types or items. They can also be used for the automatic allocation of numbers for voucher identification. Voucher line item numbers to be assigned are also set using such number ranges.

In order to work with number ranges, you need to activate the function Number ranges in the Customizing application under Inventory management, Base, Production, Financials, Sales, Shipping, Purchasing, by selecting the Active parameter. In the Customizing application, you may also assign number ranges for the system elements available in the work pane.

Number ranges for relevant system elements can be assigned in their corresponding functions in the Customizing application.

Number ranges function for Sales framework in the Customizing application
Example
To assign a number range to an item, after you create a number range of Item type, go to the Customizing application → Item function and select the created range in the Item number range field. The new number range will be applicable as soon as the changes are saved.
Number ranges application

The application consists of an identification pane containing a toolbar with standard buttons and a work pane.

Identification pane

In the identification pane, you can add create and edit number ranges. Available fields:

  • Number range (mandatory) – enter a unique identification of 10 characters maximum for a number range.  It can consist of any user-defined text composed of letters, numbers and some special characters (–,.,_) or their combination.
  • Description (mandatory) – additional name of number range
  • Category (mandatory) – with the selection of a category, you can determine the objects for which the number range is used.  The number range category determines the maximum number of characters and also specifies whether a line item numbering is necessary for the vouchers. A number range category can be edited after it is assigned to the system object (e.g., to a partner).
  • Number length – enter a number of characters for numbers issued with a given number range. The value may not exceed the maximum length specified in the number range category. The minimum length is 1 and also the default. You must define any digit of the number in the work pane.
  • Internal number (parameter insensitive in this application) – if selected, the system uses internal number ranges for automatic issue of numbers for various objects.
Hint
This parameter is purely a display parameter and cannot be edited. It is not possible to create internal number ranges using this application.

As a result of extended Number ranges application for Comarch Financials Enterprise, the Breaks/where-used list field is available and can be used only with the Financial accounting Posting number record number category.

  • Breaks/where-used list – value set in this field affects automatic assignment of numbers. Selectable options are:
    • (No selection) – it does not affect the assignment of numbers
    • Gaps possible, no usage list – numbers are assigned sequentially. Gaps (free numbers) between the generated numbers are not blocked and the usage of numbers is not registered.
    • Without gaps, with usage list – free numbers from gaps are reserved for number assignment in the first place
Example
If number 002 from the generated numbers 001,002,003,004 is not used (e.g., an object with this number was not saved), it will be used (instead of the number 005) for another object of the same category.
  • Without gaps, with usage list and chronology – numbers/dates are ascending chronologically
Example
If a number range was used to create, for instance, a voucher number with posting date 01.01.2018 and a voucher number with posting date 02.01.2018, then no other voucher number with posting date 01.01.2018 can be created from this number range. Numbers can only be assigned to vouchers with posting date later or equal to 02.01.2018.
Hint
In the Cockpit: Number usage application, you can verify which numbers are assigned, reserved or unused (they derived from gaps).

This field is deactivated the moment the number??? is assigned to the system object (as a number range for items, for instance).

Count grouping

Fields in this grouping are used to specify how and to which maximum value the numbering with a counter works.

  • Begin – enter a count of the start value for the counting. The counting begins with this value for all characters of the number. The default value is 0. The counter’s begin value cannot be edited after the number range is saved.
  • Increment – enter a count of the increase value for the next count to be issued. This way, you define the interval between two numbers. The default value is 1.
Example
If you enter the value 5 and the begin value is set to 0, then the counting takes place in the following steps: VA000, VA005, VA010, VA015 etc.
  • End – enter a count as end value of a counting.  If the specified value is reached, you will receive a message that no number can be determined. The number of characters for the number to be counted, for instance 999, also determines the necessary length for the counter, for example 3. You can specify this in the work pane under the Definition tab in the Length column. The default value is 1.
Note
The end value must be greater or equal to the sum of the begin value and increment value.

Line item count grouping

Except the numbers for number ranges, you can also specify values for the line item counting for vouchers such as sales or purchase orders.

  • Begin – enter a count of the start value for the line item counting. The default value is 1.
  • Increment – enter a count of the increase value for the next count to be issued. This way, you define the interval between the two line item numbers.
Example
If you enter the count 10 as begin value and an increase in the value 10, the counting takes place in steps of ten: 10, 20, 30, 40, 50 etc. The default value is 1.
  • End (mandatory field) – enter a count of the end value for the line item counting. If the specified value is reached, you will receive a message that the end of the line item numbering has arrived. The default value is 999.

Work pane

The work pane has a table structure. It consists of two tabs Definition and Generated numbers. The work pane activates with the selection of a number range category.

Definition tab

Note
In this tab, specify at least one definition of Count origin.

The tab contains a line item table in which you can define the components from which the number to be generated in the number range is supposed to be compiled. For this, you must specify the origin of the value and the format for all components of a number. You can change the definition at any time even when numbers have been generated with the existing definition.

The line item table is composed of the following columns:

  • Length (mandatory field) – enter the length of the number component, if the format supports a variable length (for instance, the format Fill with zeroes for the origin Counter). The length of the number component is completed automatically, if it is determined clearly through the format or the origin (for instance, field Length displays the value 4 for the origin System date and the format Year-month). The default value is 1.
Note
The total of the lengths of all number components that are to be displayed must give the length of the number generated. Otherwise, an error message will be displayed when attempting to save the settings.
  • Origin – select in this column the origin of the number component. The selectable options depend on the category of the number range. The following data sources are available for every number range category:
    • (No selection)
    • Constant
    • System date
    • Counter

In the Origin column, you can specify the number range category-dependent values. These values are listed in the table below:

Number range category

Origin

Recall campaigns


  • Firm

  • Recall campaign type

Inventory count lists


  • Firm

  • Inventory Logistics organization

Documents


  • Document type

Sales fast entry vouchers


  • Sales organization

  • Type

Deliveries


  • Voucher date

  • Inventory Logistics organization

  • Delivery order type

Deliveries (internal)


  • Voucher date

  • Inventory Logistics organization

  • Delivery order type

Inventory requisitions


  • Creation date

  • Inventory Logistics organization

  • Inventory requisition type

Supplier invoices (posting number)


  • External voucher date

  • Service date

  • Firm

  • Fiscal period according to external voucher date

  • Purchasing organization

  • Tax register

  • Supplier invoice type

  • Fiscal year according to external voucher date

Pro forma invoices


  • Voucher date

  • Sales organization

  • Pro forma invoice type

Customer invoices


  • Voucher date

  • Service date

  • Firm

  • Period of the voucher date

  • Purchasing organization

  • Tax register

  • Invoice type

  • Fiscal year of the voucher date

Supplier invoices


  • Firm

  • Purchasing organization

  • Supplier invoice type

Inventory counts


  • Inventory Logistics organization

  • Inventory count type

Loading units (internal)


  • Inventory Logistics organization

Product cost calculations


  • Calculation type

Campaigns


  • Campaign type

Picking orders


  • Voucher date

  • Inventory Logistics organization

  • Picking order type

Customer contracts


  • Sales organization

  • Type

Supplier contracts


  • Purchasing organization

  • Type

Invoice corrections


  • Voucher date

  • Sales organization

  • Invoice correction type

Debtor credits


  • Firm

  • Type

Loads


  • Inventory Logistics organization

  • Load type

Storage unit lists


  • Warehouse

  • Inventory Logistics organization

Credit note method


  • Firm

  • Purchasing organization

  • Supplier invoice type

Sales quotations


  • Sales organization

  • Type

Supplier quotations


  • Purchasing organization

  • Type

Opportunities


  • Opportunity type

Down payment requests


  • Sales organization firm

  • Sales organization

  • Type

Sales order confirmations


  • Voucher date

  • Sales organization

  • Constant

Purchase order confirmations


  • Purchasing organization

  • Type

Receipts of goods


  • Inventory Logistics organization

  • Receipt of goods type

Identifiers


  • Creation date

  • Item number

  • Production order number

  • Production order type

Inventory postings


  • Inventory Logistics organization

Inventory count valuations


  • Firm

Purchase order documents


  • Voucher date

  • Purchasing organization

  • Type

Sales orders


  • Sales organization

  • Type

Purchase orders


  • Purchasing organization

  • Type

Distribution requests


  • Type

Purchasing RFQs


  • Purchasing organization

  • Type

Sales RFQs


  • Sales organization

  • Type

Resources


  • Inventory Logistics organization

Distribution orders


  • Type

Inventory orders


  • Creation date

  • Inventory Logistics organization

  • Inventory order type

Production orders


  • Creation date

  • Inventory Logistics organization

  • Production order type

Tax exemption


  • Firm
    • >

Customer returns


  • Sales organization

  • Type
  • Format – select a format for the the number component in this column. Available options depend of the value selected in the Origin column. The following formats are always available:
    • Origin (No selection) – the Format column is not available
    • Origin Constant – enter a text to be integrated into the number
    • Origin System date: (no selection)
      • (No selection)
      • Calendar week
      • Month
      • Year for calendar week, four digit
      • Year for calendar week, two digit
      • Year, four digits
      • Year, two digits
      • Year, month, day
      • Year-month
Example
The utilization of the format Year for calendar week in combination with the calendar week, for instance, on 01.01.2010, gives the calendar week 52 for 2009 as the result.  If the function Year was used here, the year incorrect in this context – 2010 – would have been output as the result.

Origin Counter – format Fill with zeroes is pre-populated. If the number length is 5 and the begin digit is set to 1, then the first number will be 00001. For the Counter origin you must enter the sign count in the column Length that, for instance, is to be accepted from the identification of the type into the number.

Display (parameter is selected and insensitive for the origin Constant or Counter) – this parameter is used to specify whether the value selected in the Origin column must be included in the number.

Hint
If a component is not displayed in the number, but generates a new counter, then the generated numbers are not unique.
  • New counter (parameter is not available for the origin Constant or Counter) – this parameter is used to specify whether a separate counter will be created for the value selected in the Origin column. If you activate the checkbox, the counting begins for every new value of the origin again at begin value.

If you add subsequent components, make sure that the sum of the lengths of the added components agrees with the value entered in the Number length field.

Example
You want to define a number range for sales orders with five characters that contains the constant “SO” and a three-digit counter.

Enter in the line item table a new component, select the origin Constant and enter in the Format column the value SO.  The length is automatically determined from the number of entered characters.

Thereafter, enter a component with a length 3 and the origin Counter. Finally, enter a component with the origin Sales organization to which you enter the format The first n character and the length 4. For this component, deactivate the checkbox in the column Display and activate the checkbox in the column New counter.

The sales organization is not displayed in the number through it; however, the numbers are recounted for each sales organization.

The resulting three table lines show the following rules:

  • you may not define any number range components that are neither displayed in the number, nor in a new counter
  • with the arrow button in the toolbar of the line item table, you can move the lines upward or downward and thus determine the sequence of the components.
Hint
In case of a number range of Customer invoice category, the list may not be changed after a number has been generated with this number range.

Generated numbers tab

The tab contains a table in which the last generated number and last number of the current number blocks are displayed for every number that has its own counter. The table is purely a display table and cannot be edited.

Available columns:

  • Pattern – all generated numbers that have their own counters are displayed in this column
Hint
If no new counter is generated by a component, there will only be one pattern. This pattern is not displayed.
  • Last number used – in this column, the last generated number of the corresponding number pattern is displayed
  • Last number of current number block – the numbers are used blockwise and saved in the main memory of the message server.  This column displays the last number of the current number block.

Customizing

The calendar-based functions that can be entered in the table in the work pane are based on the calendar that is created in the Customizing application for the system.

Business entities

The following business entity is relevant for the Number ranges application: com.cisag.app.general.obj.NumberRange. It is used, for example, to perform the following:

  • assign authorizations
  • set activity definition
  • import or export data

Authorizations

Authorizations can be assigned by means of authorization roles as well as by assigning an organization.

Special features

There are no special capabilities for the Number ranges application.

Organizational assignments

No organizational assignment is required for the Number ranges application.

Special capabilities

There are no special capabilities for the Number ranges application.

Authorizations for business partners

The Number ranges application is not released for business partners.

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