This document describes how the document numbering, voucher numbering and break levels are connected in the invoice interface between DC1 Distribution (DIS) and DC1 Financials (FIN).
It is important to consider the relation between the document number series for invoice numbering in DIS and the voucher number series in FIN when defining the number series in DC1.
The number series defined on the document type used for invoices in DIS can be defined for different invoice types on three levels:
- Company level (Work with DIS control file)
- Country level (Work with countries)
- Warehouse level (Work with warehouses)
When invoices are transferred from DIS to FIN only one voucher number series will be used. This voucher number series is connected to the defined voucher type for the IN01 transfer group.
On the transfer group, you are able to set up a break level, which determines the voucher number that should be used at update in FIN. The following break levels apply:
| Break level | Description | Additional information |
|---|---|---|
| 1 | If break level 1 is used, then it is not necessary for the interval of the number series for each document type to be unique. And, the voucher number series of the voucher type may have any interval. | The invoice date and voucher date are allowed to differ. The system will use today’s date as the voucher date at transfer. |
| 2 | If break level 2 is used, then each transaction will have an individual voucher number given by the document number.
The interval of the number series for each document type used for the invoice types must be unique, and the voucher number series must be defined with an interval which embraces all number series used in any invoice type for DIS invoices. |
The voucher date will be set to the same date as the invoice date. |
Note: The number series defined for the document types must also be of type “yearly” since the voucher number series can only be yearly. (See section Examples below.)
Document type – Unique number series
The document types referred to on the invoice types should be defined with unique number series (Unique number series is YES in Work with document types). This is to avoid errors due to duplicate invoice numbers in the transfer process of invoices from DIS to FIN.
Examples
Example 1 – Break level 1 is used:
| Invoice type | Document type / No. series (range) | Voucher type / No. series (range) |
|---|---|---|
| Invoice | DMI / DMI (1 – 999) | DI / INV (1 – 2,000) |
| Credit note | DMC / DMC (1 – 999) | DI / INV (1 – 2,000) |
At transfer to FIN, invoice DMI 1 will have voucher type and number DI 1, and credit note DMC 1 will also have voucher type and number DI 1.
Example 2 – Break level 2 is used and a yearly document number series:
| Invoice type | Document type / No. series (range) | Voucher type / No. series (range) |
|---|---|---|
| Invoice | DMI / DMI (1 – 999) | DI / INV (1 – 2,000) |
| Credit note | DMC / DMC (1,000 – 2,000) | DI / INV (1 – 2,000) |
At transfer to FIN, invoice DMI 1 will have voucher type and number DI 1, and credit note DMC 1,000 will have voucher type and number DI 1,000.
Example 3 – Break level 2 is used and a continuous document number series:
- The continuous document number series for invoices = 1,000 – 899,999
- The continuous document number series for credit notes = 900,000 – 999,999
- The yearly voucher number series (year 1) = 1,000 – 999,999
- The yearly voucher number series (year 2) = 1,000 – 999,999
| Invoice type | Document type / No. series (range) | Voucher type / No. series (range) |
|---|---|---|
| Invoice | DMI / DMI (1,000 – 899,999) | DI / INV / year 1 (1,000 – 999,999) |
| Credit note | DMC / DMC (900,000 – 999,999) | DI / INV / year 1 (1,000 – 999,999) |
At transfer to FIN, invoice DMI 1,000 will have voucher type and number DI 1,000, and credit note DMC 900,000 will have voucher type and number DI 900,000.
| Invoice type | Document type / No. series (range) | Voucher type / No. series (range) |
|---|---|---|
| Invoice | DMI / DMI (1,000 – 899,999) | DI / INV / year 2 (1,000 – 999,999) |
| Credit note | DMC / DMC (900,000 – 999,999) | DI / INV / year 2 (1,000 – 999,999) |
At transfer to FIN, invoice DMI 5,000 will have voucher type and number DI 5,000, and credit note DMC 905,000 will have voucher type and number DI 905,000.