Concepts

Tasks

Settings

Setting Numbering Formats for Purchasing Documents

Document numbering settings create the alpha-numeric identifiers that distinguish one document from another (for example, work orders). Within each site, every document must have a unique identifier. If necessary, you can enter a site-specific prefix or suffix to a type of document to ensure that their numbers are unique throughout the enterprise.

In purchasing settings, you can set the formats to use for purchase order, contract, and RFQ numbers. You can also see the numbers that will be assigned to the next new purchase order, contract, and RFQ.

To Set the Numbering Formats for Purchasing Documents

1.	From the Site window, select the Administration menu and then Purchasing Management Settings. The Purchasing Management Settings dialog appears.

2.	Select the Options tab.

3.	Enter the formats to use for each of the document types:

Setting Name

Description

Format to use

The format to use for the document numbers. The format determines the number of digits in the document number and whether or not the number should be padded with zeros. Document numbers must be unique for objects within each site. The maximum number of digits in a document number is eight. For example, a format that says “%.6u” would generate six-digit numbers padded with zeros: 001234. • % indicates the start of the number definition. • .6 indicates that the numbers should have six digits. Numbers with less than six digits will be padded with zeros. • u indicates that the number is an unsigned integer (that is, it cannot be a negative number). You can also add a site-specific prefix or suffix to ensure that document numbers are unique across the whole enterprise. Enter a prefix before the % sign. Enter a suffix at the end of the format. For example, you could add the letter “R” as a prefix to refer to the site that owns the object, such as R-001234. In this example, you would enter a format that says: R-%.6u, where R- is the prefix.

4.

Click OK.