Maintain Order Reference as ‘Contract’ Reference

The sales and purchase order references are usually a numeric sequence. If using, particularly on the sales order system, the order reference as a contract reference you may want to have an incremental reference per account code – i.e. BAL001/00001, DAT002/00001, BAL001/00002, BAL001/00003, DAT002/00002, etc – and this option allows this.

Installation

Code Formats

The code format for the sales/purchase order reference needs to be amended to include a prefix of the account code and a delimiter. To amend the code format select Installation from the main menu, lock out the system, and then choose Code Formats.

Specify the format required, for example if the account code format is AAA999 then a typical order reference format would be AAA999/999999. The new format for the order reference, and the format of the account code, must be a fixed format – A or 9 (not U or X). If you increase the format size then ensure that the field size for the order reference in the header and detail files, plus the sales/purchase and stock transaction files can hold the increased size.

When changing a code format to one with a ‘fixed’ structure like this then any previous records added under the old format will not be accessible.

Application User Facilities

An option has been added to the fourth screen of the Optional Features to allow the order reference to be maintained as account/sequence.

To access the Optional Features select, from the main menu, Installation followed by Advanced Features Manager and Application User Facilities. Select the sales or purchase order processing application and then select Enter/Amend Orders followed by Advanced Input Facilities and then Optional Features.

Order Number is Account/Sequence

Set this option to maintain a contract style reference made up of the account code followed by a sequence number.