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Preparing Priority for the New Year

Between now and the end of December you MUST completethe following Procedure

Purpose

Document numbers in the system are determined on a yearly basis with

the prefix number for the current year. For example:

You cannot record any transactions for the next calendar year until you

have told the system what the numeration should be. This enables you tochange the numeration from year to year.

Users on Version 13 and earlier, please follow the instructions on page 2.

Users on Version 14 or higher, please follow the instructions on page 5.

e-.s/ere! ".ce: Anchor House, School Lane, han!lers For!, S"53 4#$, %&'T# '&*#"o1an &o 43244 AT e- &o: 78 288 80

Document Year Prefix Starting Number Reulting NumberSales rders !"#! S#! # S#!"""#

Purchase rder !"#! P#! # P#!"""#Sales rders !"#$ S#$ # S#$"""#Purchase rder !"#$ P#$ # P#$"""#

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%#$ and &arlier 'sers Procedure!

#. (nitialise the document numbers by running the "pen NumerationTemplate program:

a. )o to *Financials + ,aintenance of Financials + -uxiliary Programs+ pen umeration Templates/.


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b. Set *Year 0/ to *!"#$/.

c. 1lic2 *-pprove/ to continue.

!. penDocument Numeration Template form.

a. Financials + ,aintenance of Financials + -uxiliary Programs +Document umeration Templates

$. You will see listed the templates for all documents in the system

3. The default value assigned by the system for !"#$ is #$. -fter running theOpen Numeration Templatesprogram4 you should change the prefixesfrom the defaults set by the program. For example4 Purchase rders are

numbered as -#$. To change this you should go to the Prefix column andchange the value to P#$ or an identification of your choice in the form.


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(ncrease the column width to ensure that you can record enough documents.For example if your prefix is P#$ and your column width is 54 then you willonly be able to record 64666 documents 7width of 5 0 3 spaces for the prefix4

3 spaces for the number8. (f the maximum column width for particulardocuments is insufficient for your re9uirements please contact the supportdes2.

. Decide and set number continuity:

a. The starting value for all documents is reset to " for the ew Year.Therefore documents will start at P#$"""#. (f you want this optionthen no further action is re9uired.

b. (f you wish to continue your numbering from !"#! you will need todefine the number you wish to start with in the column headedInitial Number

. &.g. (f the last Purchase rder for !"#! wasP#!"65!4 you would change the Initial Numberto read ;65!-?():

a. nce you record even a single document of a particular type in theew Year4 you will no longer be able to change the numberingof that document type for the current year. Therefore4 chec2 thenumberings carefully before beginning to record documents. Forexample:

i. ,a2e sure there are enough continuous numbers available

and that similar documents do not begin with the same prefix.

ii. That the total number of characters is enough to include theprefix.

iii. The starting number and the estimated amount of documentsare sufficient for your needs.

@. Should you re9uire any additional information please contact 1ustomerSupport on

"53 !$" =@3".


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#$% or &igher Uer Procedure!

#. (nitialise the document numbers by running the "pen NumerationTemplate program:

a. )o to *Financials + ,aintenance of Financials + -uxiliary Programs+ pen umeration Templates/.

!. You can base the new umeration Templates on those configured for the

previous year by selecting *Aase Prefix on Prev/. This will automaticallycreate the new umeration Templates based on those configured for theprevious 7current8 year. (f you do not select this option the system willdefault to the standard settings. &ach document has its own prefix codepreBdefined4 e.g. ;1he9ue Payments< would be 1C#$.


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a. 1lic2 *-pprove/ to continue.

b. The program will now create the new umeration Templates. Thismay ta2e a few moments. nce complete4 a message will displayedconfirming the program has completed successfully.

$. pentheDocument Numeration Template form.

a. )o to *Financials + ,aintenance of Financials + -uxiliary Programs+ Document umeration Templates/

3. You will see listed the templates for all documents in the system.


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. The default value assigned by the system for !"#$ is #$. The prefix willhave been set according to your earlier choice in section ! above. (f you

wish to amend any of these you can change the prefixes at any time upuntil the first entry of the ew Year is made. To change this4 go to thePrefix column and change the value to an identification of your choice inthe form.

=. (ncrease the column width to ensure that you can record enoughdocuments. For example if your prefix is P#$ and your column width is 54you will only be able to record 64666 documents 7width of 5 0 3 spaces forthe prefix4 3 spaces for the number8. (f the maximum column width for

particular documents is insufficient for your re9uirements please contactthe support des2.

@. Decide and set number continuity:

a. The starting value for all documents is reset to " for the ew Year.Therefore documents will start at P#$"""#. (f you want this optionthen no further action re9uired.

b. (f you wish to continue your numbering from !"#! you will need todefine the number you wish to start with in the column headedInitial Number. &.g. if the last Purchase rder for !"#! wasP#!65!4 you would change the Initial Numberto read 65!4which will ma2e the first Purchase rder of !"#$ P#$65!=.

5. >-?():

a. nce you record a document of a particular type in the ew Year4you will no longer be able to change the numberingof thatdocument type for the current year. Therefore4 chec2 the

numberings carefully before beginning to record documents. Forexample:


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i. ,a2e sure there are enough continuous numbers availableand that similar documents do not begin with the same prefix.

ii. The total number of characters for each document type is

sufficient to include the prefix.

iii. The starting number and the estimated amount of documentsare sufficient for your needs.

6. Should you re9uire any additional information please contact 1ustomerSupport on

"53 !$" =@3".


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Documents

End of Year 2012-1