Why you need 2 Number Series when setting up Journal Batches in Business Central

Most of the clients that we have come through have the same question asked on why they can’t just maintain 1 posting number series for transaction posting in especially in Journals related page such as General Journals, Payment Journals and Cash Receipt Journals.

The main reason for such design in BC is to prevent gaps in the document number sequence especially in financial transaction. This feature come in handy if auditors to check if there are any gaps in the document number assigned to.

I will use the following scenario to explain how it works.

A journal batch was created with the following number series assigned in No. Series and Posting No. Series. When the entries are being prepared but not posted, system will assign the document number from “No. Series” – WJV22-00001.

The following entries are prepared, and BC auto assigns the next document number based on the No. Series setting in General Journal Batch.

After reviewing the entries, the entries with Document Number “WJV22-00003” need to be removed as the entry no longer needed.

Now the batch is going to be posted with the missing gap in Document Number.

Checking to the General Ledger Entries, the 3 entries that posted are assigned with another set of new Number Series from “Posting No. Series” in General Journal Batches. Noticed there is no gap in posted Document Number although there is gap earlier before posting.

Question: Using 2 different Document Number series, how should I know the document that I prepared and posted is still the same document?

Answer: User can enter a unique number in External Document No. for tracing.

Question: What if I still want to maintain 1 set of Number Posting Series instead of 2?

Answer: It will only work if the environment only uses 1 single batch to capture all journal transaction. If there is more than 1 batch being setup in the environment and all are using the same Number Posting Series, the first document number that assigning in each batch will be the same Document Number.

Refer to the scenario below, with 3 new batch created and assigning with same Number Series, all first document number will be assigned with same Document Number “JV22-00005”.

BC will not assign next new number until the Last No. Used field is updated, and it can only be updated if there is successful posting happened.

If the user proceeds to post the entry, it will get the following error message: -

“You have one or more documents that must be posted before you post documents no. XXX according to your company’s No. Series setup.”

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