The Set-Up Auto-Generated Numbers page enables you to choose the record types that should be automatically numbered in the order in which they are created. On this page, you can also add prefixes and suffixes to auto-generated numbers. Prefixes and suffixes are useful in determining a record, transaction, or document’s type and estimated age at a glance.
When you set a record type to have auto-generated numbers, the number replaces the name that was stored in the Company Name field. Record numbers cannot be reverted back to names after auto-generated numbering has been enabled and the records have been updated.
Overwrite Entity and CRM Record Type Numbers
For some entity and CRM record types, you can enable the Allow Override option to permit users to manually enter numbers other than the auto-generated numbers.
After a manual override in a number sequence, the next auto-generated number follows the higher number in the series.
Additionally, when a record number is manually overwritten with a higher value, auto-generated numbers begin at the next sequential number.
Auto-Generated Document Numbers
Auto-generated numbers for document types are external numbers such as the number for a vendor bill, or account based numbers such as a check number. Document numbers can also be type based, which store a document number for type-based transactions. Type-based numbers are available as custom columns in searches and lists.
When a document type has the Allow Override option enabled, users can unintentionally introduce duplicated document numbers and numbering gaps into your account.
Reset Initial Transaction and Document Numbering Sequences
In some countries, resetting an initial transaction number each fiscal year is a legal requirement. Users with the Administrator role can reset the initial record number for both transaction type numbers and document type numbers.
To set up auto-generated numbering:
1.Go to Setup > Company > Setup Tasks > Auto-Generated Numbers.
2. On the Entities, CRM subtabs, check the Enable box for each record type you want automatically numbered from least recent to most recent.
3.In the Prefix column, enter any letters or numbers that you want to appear in front of every record number of this type.
4.In the Suffix column, enter any letters or numbers you want to appear after every record number of that type.
5.In the Minimum Digits column, enter the lowest number of digits you want in your auto-generated numbering code. Valid values for this field range from 0–20.
6.In the Initial Number column, enter the number you want your first numbered record to be.
7.For document type numbers, check the Use Subsidiary box to use the document prefix for numbering that is specified on the subsidiary record.
For transaction type numbers, check the Use Subsidiary box to use the transaction prefix for numbering that is specified on the subsidiary record.
8.For document type numbers, check the Use Location box to use the document prefix for numbering that is specified on the location record.
For transaction type numbers, check the Use Location box to use the transaction prefix for numbering that is specified on the location record.
9.On the Entities, Document Numbers, and CRM subtabs, check the Allow Override box to be able to enter your own name or number on records.
Checking this box clears the Auto box on records.
10.Check the Update box to assign a number to all existing records of that type, starting with the next available number or the number you enter in the Initial Number column, whichever is higher.
11.Click Save