In my previous blog, I discussed the creation of a legal entity So, once a legal entity is created, we need to set up a number sequence.
Number sequences play a crucial role in D365 for generating unique identifiers for both master and transactional data. Let's take the example of managing customers in the system. When creating a new customer, a unique ID is required. With the assistance of number sequences, D365 automatically generates a distinct ID for each customer, ensuring that no two customers have the same identifier. This unique ID serves as a reference for tracking and managing customer-related information within the system
The same goes for the voucher number.
In a newly created entity, if we go to parameter of any modules, number sequence column will be empty.
Like in below screenshot, I'm attaching number sequence setup of GL parameters and it is empty. Same goes for AP and AR module.
There are two ways we can create number sequence
Number Sequence wizard (Automatic)
Manual
Number Sequence Wizard
To automatically create a number sequence go to
Module > Organisation Administration > Number Sequences > Number Sequences
Number Sequence form will open. In this form we can see number sequences generated in all other legal entities. But to generate number sequence in our legal entity click on Generate.
Set-up Number sequence wizard will open, Click Next
Next screen will show detail of number sequence that will be created. Like the module in which it will be created, the format of number sequence and reference in which this number sequence will be used. Click Next
Next screen will show the count of number sequences it is going to create, Click Finish
Once the process completes, the number sequences will be created. Go to any module parameter to verify it. For this blog, I'll go to AR module
Account Receivable > Setup > Account receivable parameters > Number sequences
System has attached the number sequences to each reference in the module
Issue with Automatic number generation
Number sequence set-up lends a huge help to generate number sequences for our behalf, but it had a drawback. Sometimes, business have requirement to see this unique identifier in some specific format e.g. they wants their customer id should start with Cust and their Vendor Id should start with Vend.
But, if we analyse the format of number sequences created by system for customers and vendors, it is same. This will create confusion for the business user.
to avoid this confusion, D365 allow you to create number sequence, and attach with the reference.
Manual number sequence
To create a manual number sequence, Go to
In identification fast tab write
1. Number sequence code, you will be referencing this code in future
2. Name of the code
In Scope Parameter fast tab
3. Select scope, as I want this number sequence to be exclusive to my company, I selected company.
4. In company, chose your company, as in our case it is USV
In Segment fast tab, we basically define the format of number sequence.
By default, this is the view and format of number sequence
Company represents our company code, so whenever new customer created in system it will start with USV, which I don't really want.
Constant represent constant value that will be hard coded in format. as here - will be in every number sequence. we will pivot this function to meet our business need
Alphanumeric is representing #, each # is a digit, so the numeric length of this number sequence will be 9
So, if we use this number sequence, the first customer created will have customer id as USV-000000001
But this is not helping us. In our scenario the first customer should have customer id as Cust-000001 and will continuously increase as new customer accounts created in system
To achieve business requirement following changes need to be made, select the company row and click remove
Hardcode the constant as Cust-
Enter 6 # in alphanumeric segment
if you observe the format, it is as per our requirement
Next in reference fast tab, it will be currently empty, once we assign this code with customer account, this fast tab will show us some information
In General fast tab, there are many useful feature
In use is currently as no, as we haven't assigned this with any reference and system hasn't created any number sequence under this code. Once system create number sequence from this code, it will be automatically turn to on
If in future we want to stop using this number sequence code we can change stopped to yes
There are two radio button manual and continuous, these both are mutually exclusive. either your number sequence can be manual or continuous in a point of time,
Manual mean you need to give manual number to master/transactional data.
In Continuous, system assign the number for you on master/transactional record. There are no gaps in the number sequence in this method. In my scenario I'm marking continuous as yes
To a lower number and to a higher number allow the user to manually change the number sequence to higher number or lower number as per slider option selected
In Number allocation field you can see what is the smallest number and what will be the largest number, if you remember we put 6 # in out alphanumeric section so our largest number can be 999999. Next is showing what next number sequence will be created.
Automatic clean up help us in maintaining our continuous number sequence, so if anything goes wrong with number sequence or it goes missing, system will automatically make it available to the available number list. Alternatively we can run manual clean up through organisation administration module but that's a discussion for different time,
Performance is mainly related to manual number sequences. Preallocation can help improve system performance. For example, if multiple users are logged into the system and a large number of transactions are being entered, the system will assign each transaction a number in a continuous manner. This means that the system will need to make a call to the database to retrieve the next number, which can take longer.
However, if Preallocation is enabled and a quantity of numbers is specified, such as 30, the system will pre-allocate 30 number sequences to each user when they log in. This means that the system will not need to make a call to the database to retrieve the next number, as it will already have the numbers in memory. This can significantly improve performance, especially in scenarios where there are a large number of users and transactions.
Now as we created our number sequence, go back to account receivable parameter
In customer account reference row, click on down arrow in number sequence and select the number sequence code that we created just now. Click save. Hurray, we have now created a number sequence and assigned it to customer account
If we click on this number sequence code and scroll down to reference tab, it is now giving us information which were initially missing
So, this was about number sequence. In my next blog I'll write about chart of account and main account setup. Cheers !!!
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