Receivables & Collections

Get Involved. Join the Conversation.

Topic

    Felix Beaudoin
    Avoid Duplicate Transaction Numbering across SourcesAnswered
    Topic posted December 13, 2018 by Felix BeaudoinGold Crown: 30,000+ Points, last edited February 6, 2019, tagged Collections, Financials, Receivables, Setup / Administration 
    255 Views, 8 Comments
    Title:
    Avoid Duplicate Transaction Numbering across Sources
    Summary:
    Is it possible to avoid duplicate invoice numbering across different sources?
    Content:

    Hello Gurus!

    Our client has many transaction sources which all relate to their different business entities. Also, when we converted the invoices, they have an import source called "MISC AR IMPORT" and a manual source called "MISC AR".
    When we imported the invoices, those transactions started the numbering at 20,000 for example.
    For the manual invoices, they start at 20,000 as well.

    This wasn't initially raised as an issue but now that they are in PROD, they are asking us to validate if we can avoid duplicate numbering. Technically speaking, there aren't that many invoices which were imported so having duplicate numbers shouldn't last more than 1-2 months until they are cleared but to avoid mix-ups, I am wondering if it is possible to set a profile option or if there is a configuration which would make sure there are no duplicate invoice numbers.
    For example, the next invoice for Imported source would be 20,001 and the manual 20,002.

    Worst case scenario, I can end-date the manual source and re-create one with a new numbering scheme but to keep the PROD configuration clean, I was wondering if anyone knows of another approach.

    Thank you in advance for your support!

    Regards,
    Felix

    Version:
    R13 18B

    Best Comment

    Alexey Shtrakhov

    ohh... sorry for that. :(

    Another options would be:

    1) Create new source.
    2) Take in use Transaction Type related document sequencing.
        - but this would work only if transaction types for manuals are different then the import related ones
        - another thing that this would require additional setups as well
     

    Alexey
     

    Comment

     

    • Alexey Shtrakhov

      Why don't you specify different first start number for your sources...? So kind of having different ranges for for different sources.
      I think duplicate control currently is working only within the same source.

      alexey

      • Felix Beaudoin

        Agreed. We wanted to but it seems we missed one of our many sources. What we did to differentiate import vs manual is we took the import number (ex: 20,000) and then did 10k+ for the manual (30,000). It seems that for this source, a typo was made so both manual and import start at the same number.
        This is why I was wondering if there is another alternative but it seems to answer my question that it's within the same source or through different numbering of sources.

    • Alexey Shtrakhov

      ohh... sorry for that. :(

      Another options would be:

      1) Create new source.
      2) Take in use Transaction Type related document sequencing.
          - but this would work only if transaction types for manuals are different then the import related ones
          - another thing that this would require additional setups as well
       

      Alexey
       

      • Felix Beaudoin

        Haha not a problem Alexey! Thanks for your responses, really appreciate it! :)
        I will ask them if they want a different source but like I said, imported transactions will basically be cleared when their "Days Sales Outstanding" is reached which means they won't have that many duplicates in the first place.
        Once confirmed, we will either leave it as-is or simply end-date the initial source and create a new one.
        Cheers!
        Felix

        • Suresh Kumarasamy

          HI Felix,

          You can create transaction type and copy voucher numbering from document seq number,. Document sequence can be created every year with different number with assign same transaction type category. This will ensure avoiding duplicate across your source.

          Cheers,

          Sk

          • Felix Beaudoin

            Thanks for this information Suresh. Are you able to provide navigation or screenshots to achieve this? It is become more and more frustrating for the business users because they didn't think there would be many overlaps but it turns out there are a lot.

            • Alexey Shtrakhov

              Hi Felix,

              This is the same answer which we discussed earlier. You will need to create new sources and then activate "copy voucher numbering from document seq number" on the source. (Task: Manage Transaction Sources)

              Then you define sequence(s) and and assign transaction types to those sequences... (task: Manage Receivables Document Sequences)

              At the end you should have transaction number = document number => no duplicates as the sequence is coming from the sequence specified by you. The only thing you have to take care is that sequences you create do not overlap.
               

              Alexey

              • Felix Beaudoin

                I see! Thank you Alexey! We have way too many sources for this to be a clean solution. I'll discuss it with the business but I think it's best to leave it as-is for the time being.

                Felix