Today I will explain Number Series in NAV 2017. What are those? In your ERP you have Customers, Items, Invoices, Sales Orders etc. Suppose that you have hundreds Customers. and you get a new one. Which number will it have? 375? 976? you do not know, and you do not have to now or to remember the last used one. Fr this purpose in NAV, we are using Number Series. Let’s have a look how to get them.

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Now, we have:

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Now I will explain fields in one Number Series:

  • Code – This is code which you will use to assign for particular areas. For example Item1 will be used for Items. Of course, you can use MANITEM for Manufactured Items, PURCHITEM for Purchased Items and so, on
  • Description –This field has description. For example, Item4 has Description Finished.
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  • Starting No – This is first number which will be used for this Number Series. It can be, for example 1, or 25000, or even with combination of letters.IF you have Number Series for Domestic Customer, and Foreign Customers, you can use DC-00001 as a Start No for Domestic, and FC-00001 as as Start No for Foreign customers.
  • Ending No – Is the highest number that can be used for No Series. For Example ITEM1 has Starting No 70000, and Ending No 70099, so for ITEM1 No Series you can not use Number which is higher than 70099.
  • Last Date Used – shows when was this No Series last used
  • Last No Used – shows which number is last used. You can change that, but be careful. For example, if you are in process of creating new Item with number 70153, and you change your mind, and delete this item, and you know that this is last and highest number, than you can change here from 70153 to 70152.
  • Default Nos. – When this option is checked then if you have multiple No series (which will be shown later), this particular Series will be used as default
  • Manual Nos. – When this option is Checked, you can enter Number as you want. For, example, if you have Item1 No. Series, and it’s Starting No is 1, and Ending No is 37, and this option is checked, you can put for the new Item No Yellow Cab, as a Number, or, for example 55444333.
  • Date Order – When this option is Checked, the system will take caution that Numbers are in date order. For example, if your last Invoice number is 123, and the date of Invoice is 12/15/17, and you want to make Invoice number 122 at 12/13/17, the system will not allow you.

    OK, now I will show you some additional things. If you click, for example, in Starting No.field you will get screen like this one (I picked Cust No. Series):

    • Starting Date – From which date this No. Series will be used. If you left this field blank, it will always be used, otherwise it will be use only if Work Date is equal or greater than Starting date. It is very useful, for example if you want to have separate Invoice numbering each year. so you should have different No Series for each Year for Invoices, and yes, all can start from number one (same number).
    • Warning No. – In this field you can put number at which system will start to show you a warning that you are near End number. For example, if you put C99980 here, when you reach that number you will get warning message each time you will try to add new Customer.
    • Increment by No. – In this field it is 10. It means that when you add new Customers they will have number order like C00010, C00020, C00030, se each new Customer will have Last used No + 10. If you put, for example one, then each new Customer will have Last used No + 1.
    • Open – this is non editable field, and it shows is this No. Series is in use, or not. for example, if you have Customer with number C99990 used, then this No. Series will not be opened.

    Now, let’s say take a look at a picture below:

    As you can see, we have from ITEM1 to ITEM5 No Series. It means that we have multiple different Series for Items. So, in this case, ITEM1 is for Partially Manufactured items, Item2 is for Paint, and so on. Another example will be, if you want multiple No. Series For Customers (Domestic, Foreign, etc.). In that case you should have different No. Series and you must connect them, so the system will know that they are related. To do that you should follow this steps:

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    and then:

    OK. Now they are connected. So ITEM1 No. Series is connected to other four ITEM2, ITEM3, ITEM4, and ITEM5

    Now, we are done with Number Series. But, how will system know which Number Series is for Customer, Invoice, Items etc. You should assign NO. Series to them. How?

    For example, let me show you how to assign ITEM1 No. Series to Items. I will go to Search, I will find Inventory Setup, and I will assign ITEM1 to Item Number Series:

    Let me show you how to assign CUST No. Series to Customers. I will go to Search, I will find Sales & Receivables Setup, and I will assign CUST to Customer Number Series:

    As you can see, beside Customers, there is another group of No Series (for Invoices, Quotes etc.)

    Now the Setup is done. Let me show you how to pick No. series for Items (remember we have more than one to choose, from ITEM1 which is default to Item5).

    In the Search I will find Items, and I will get:

    and I will get:

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    Here you are choose which template do you want to use, but for this post it doesn’t matter, so you can choosy any of them, and you will get:

    As you can see, the System automatically add 70061, which is first available number for No. Series ITEM1 (which is default). Now if I click you want to choose another No. Series from those available, I should choose marked areas (three dotes), and I will get:

    and I will get:

    As you can see, the System automatically add 70105, which is first available number for No. Series ITEM2 (which I choose)

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    As you can see there is a plenty of work with No. Series but it should be done before you start using NAV. It is crucial, so take care, have a good plan, and be patient.

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