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Assigning Invoice Number IDs

To assign invoice number IDs, use the Invoice Number ID (BI_IVC_NUM) component.

This section provides an overview of invoice number IDs and discusses how to add or modify invoice number IDs.

Page Used to Assign Invoice Number IDs

Page Name

Definition Name

Navigation

Usage

Invoice Number

BI_IVC_NUM

select Set Up Financials/Supply Chain, then select Product Related, then select Billing, then select Setup, then select Invoice Number ID, then select Invoice Number

Add a new invoice number ID or modify an existing invoice number ID.

Understanding Invoice Number IDs

You can structure invoice numbers to have up to three parts. You can define any one of the parts as auto-sequenced; for all other parts, you must select the static option. A static part can be alphabetic, numeric, or a combination of the two.

On the Installation Options - Billing - General Options page, you specify the default level for controlling invoice numbering. Because of the default hierarchy, you can define invoice numbers as system-wide, or you can assign a unique structure for different business units, bill types, or bill sources.

You must define one invoice number ID for each invoice number structure that you plan to use. You can have invoice numbers follow a general structure, or you can define them to be completely different for separate business units, bill sources, or bill types.

Regardless of how many invoice number IDs you define, adhere to the following rules:

  • Define at least one part and no more than three parts.

  • Select the Auto Sequenced value for only one part.

    You must define all others as Static or None.

  • Define invoice numbers with no more than 22 characters, including dashes and any other character separators.

    No part defined as text can be more than 10 characters long.

  • Include any dashes or other separators in the invoice definition if you want the parts to be segmented.

    Otherwise, the system truncates the parts, placing them together without separation. You cannot use spaces.

  • Assign unique invoice numbers.

    If you define more than one invoice number ID, use at least two parts for each ID or assign the beginning sequence numbers far enough apart so that the generated invoice numbers will never overlap.

Invoice Number ID Page

Use the Invoice Number page (BI_IVC_NUM) to add a new invoice number ID or modify an existing invoice number ID.

Image: Invoice Number ID page

This example illustrates the fields and controls on the Invoice Number ID page. You can find definitions for the fields and controls later on this page.

Invoice Number ID page

User Definable

If you want to allow users to specify the invoice number to use during bill creation, then select the options in the User definable group box. If these options are selected, the system will not auto generate an invoice number and will instead use the invoice number specified by the user. You can override the automatic number sequencing for new bills and for adjustments.

Note: If you use your own invoice numbering scheme, you may inadvertently use the same invoice number in different business units.

Example Invoice

The example in the group box displays how the invoice number looks for the current definition.

Part

You define each part of the invoice ID number using the same steps.

To define a part:

  1. Select whether the part is Static, Auto Sequenced, or None (not used).

  2. If you select Static, enter the text that the system uses for each invoice number.

  3. If you select Auto Sequenced, enter the next sequence number that you want the system to assign.

    For each invoice number assigned thereafter, the system increments the number by one. Select the length of the field and whether the system automatically fills the part number with zeros and right-justifies the sequence number.

    Note: For best results, select the Autofill option when you elect to use the Auto Sequenced feature

  4. Select None if you do not want the system to use the part.

    For example, if you select Auto Sequenced with a sequence length of 7 and set the Autofill option with the next sequence number 12345, the first invoice number for the part is 0012345. If you then define a text prefix of OM- and a text suffix of -USA, the entire invoice number will be OM-0012345-USA.