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In Business Central you can let the system automatically suggest the next number in a number series on most documents and journals. When you create a new sales order, the number field fills in the next available number from the assigned number series as soon as you leave the field. You set this up through the number series management and the relevant setup tables, such as Sales & Receivables Setup.
You can attach more than one number series to the same document type. By creating a new number series and adding it as a relationship to the existing one, you give users the option to manually select between several series when they create a sales order.
You can also assign a default number series to specific entities, for example particular customers, so they always follow a chosen series.
How automatic number suggestions work on documents
On most documents and journals in Business Central, the system suggests the next number in the number series for you. When you create a new sales order, you’ll see a number in the No. field. By default, when you leave the field, the system enters the next number in the defined number series.
If you click the assist button next to the number, you can see the details of the number series: the starting number, the ending number, when it was last used, and the last number used. This is the number series assigned to the sales order.
Where number series are set up in Business Central
You manage all your number series from the Number Series page. The assignment of a series to a specific document type happens in the relevant setup table. For sales orders, you find this in Sales & Receivables Setup.
Many of the setup tables, including sales, purchases, inventory, manufacturing, and finance, contain a section for number series. Here you define which number series to use for each document type. In Sales & Receivables Setup, for example, the order number series is defined as S-ORD-1. You set up number series the same way in the purchase area and elsewhere.
How to create a new number series
Say you want to be able to choose between different number series when you create sales orders. For instance, you might want a separate series for sales to foreign countries. Start by creating a new number series, for example one named “Number 2”.
After you define the code line, go into the number series lines. Here you set the details:
- Starting date if the series should only be available from a certain date.
- Starting number, for example a code like “Foreign Sales Orders”.
- Ending number, the last number allowed in the series.
- Warning number, for example FSO9995. When you reach this number, the system warns you that the numbers will soon run out.
- Increment by no. if you want the numbers to increment by 5, 10, or another value instead of 1.
How to attach a second number series to a sales order
Once you’ve created the new number series, you need to tell the system that it belongs to your sales orders. Select your normal sales order number series, and from Navigate go into Relationships. Here you select the new number series you just created, which links it to your first series.
Now when you create a new sales order and leave the field, the system still takes the number from the first series. But when you click the assist button, you’ll see both number series and can manually select the other one.
Assigning a default number series to specific entities
On most tables in Business Central, you can set up a default number series for a default entity. This means you can have specific customers follow a particular number series automatically. After you use a series, you can scroll down in the number series and see that the last number used is the one you just assigned.
Q&A
How does Business Central suggest the next number on a sales order?
When you create a new sales order and leave the No. field, Business Central automatically enters the next number from the number series assigned to sales orders. You can view the series details, including the last number used, by clicking the assist button next to the number field.
Where do I set which number series a document type uses?
You define it in the relevant setup table. For sales orders, go to Sales & Receivables Setup, where the order number series is defined, for example as S-ORD-1. Purchases, inventory, manufacturing, and finance each have their own setup tables with a number series section.
Can I use more than one number series on the same document type?
Yes. Create the additional number series, then select your existing series and add the new one under Navigate > Relationships. After that, when you create a new sales order, the assist button lets you manually choose between the linked series.
How do I get a warning before a number series runs out?
Set a warning number on the number series line, for example FSO9995. When you reach that number, the system tells you that the numbers will soon run out.
Can specific customers automatically use a particular number series?
Yes. On most tables in Business Central you can set up a default number series for a default entity, so specific customers follow the number series you choose.