The document numbers file holds all records of the various types of documents used on the Autoline system.
To access the option:
1. From the Autoline master menu select the Nominal Ledger option and the company you require.
2. Select System Maintenance option.
3. Select the Document Numbers option.
The Document Numbers grid is displayed.
When the program is selected from the menu,the user is presented with the standard Autoline file maintenance menu, allowing the options to Create a new record, or Delete an existing record. Bear in mind that the records are being accessed at all times by various users throughout the Autoline installation, hence any amendments or set-up work should only be undertaken when Autoline is in stand-alone mode, and after consultation with software support.
SET UP OF THE DOCUMENT NUMBERS
All document number controls are held centrally in the NL Module. All the previous document number controls in the individual modules have been left there [If Autoline has been upgraded from an earlier build] for reference but are no longer used as far as next number is concerned. There are 3 files involved in the controlling of these document numbers, they are 'docnm', 'doclg', and 'class'. The 'class' file is crucial to this set-up and has to be created first. This file should only have 6 records in it and should form part of the Standard Data Files for a system. The six records must be as follows:
Journal class
BK Bank journals (cash posting)
OT Other NL journals
PC Purchase ledger credit notes
PI Purchase ledger invoices
SC Sales ledger credit notes
SI Sales ledger invoices
e.g. SI relates to Sales Ledger and Invoices
Once the classes have been created, the rest of the table must be populated. The columns in the grid are as follows:
Journal Type: The one character journal type identifier that is user-definable and will usually be something meaningful to the users.
Accounts company:The accounts company that the source module uses. Obviously this varies from one client to another.
Sequence type: This field is usually left blank.
Description : Again, this is something meaningful and related to the Journal Type Bodyshop Credit notes is related to Journal type CB.
Next doc : Next document number that will be generated for the class and document type.
Date last document: This is the date on which the last document is raised. This can be left blank, but will obviously be populated once Autoline is operational.
Range from: This is the Start of the Doc. No. Range.
Range to: This is the end of the range. If next Doc. No. reaches the end of the range then it will revert to the start of Range.
1st doc this period: Again this can be left blank but can contain the first document number for the current period once Autoline is operational.
Periodic Sequence: Related to specific ranges of numbers for each period.
OTHER BUTTONS
Exit: Returns the user to the System Maintenance menu. Beware that in some business cultures, it is not acceptable to have document number ranges that overlap [e.g. Bank Journals might have a similar range to Nominal Ledger journals] , hence ranges have to be unique in effect. If your Autoline package DOES have any overlapping document number ranges, Autoline will warn you when you click the Exit button. It will display all the ranges that have overlaps, and offer the buttons OK [to prompt further investigation into the overlaps], Cancel [to return to the menu after exiting from the grid] , or Help [to display the standard online help for the document numbers facility]. In some markets [e.g. Germany], if overlapping document number ranges do exist, Autoline will prevent you from exiting this grid until the ranges are amended.
Help:Displays online help in the default browser.
Sort: This sorts the records in the file either in ascending or reverse [by ticking the check box] order , and can be used in conjunction with the Start at and Finish at fields. to further narrow down the search criteria.
Ad-hoc: Allows the user to perform an ad-hoc report enquiry in the document numbers file.
Column: Allows the user to display the form in a column style, for creation purposes.
Next and Previous: These buttons allow the user to advance and retreat through the records in the file in order to view them/edit them more easily.
