Skip to main content

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.”





Labels:
Location: Kuala Lumpur, Federal Territory of Kuala Lumpur, Malaysia

Comments

Post a Comment

Popular posts from this blog

How to Correct Dimensions in Business Central

  It is quite common that users might find out that some entries might mistakenly charge to wrong dimension, which will cause inaccurate financial reporting and analysis. The classic method of rectifying this type of error is to create a manual general journal entry to reverse it. One of the popular features which available in Business Central is “ Correction Dimension ” where it allows you to correct the dimension values in General Ledger Entries age in a simple way.     Important Note 1 : Dimension Correction apply only G/L entries. They do not change the dimensions that assigned in other ledgers for the same transaction. There will be mismatch between the dimensions assigned in the general ledger and the sub-ledgers. Important Note 2 : If you need to do Dimension Correction in a large scale, say more than 100 transactions, it is advised to schedule or perform during the non-peak hours as it may cause Table Locking during posting of other transactions by other use...
Post a Comment
Read more

Why business central fixed asset depreciation amount is different from my calculation

  Upon data migration to Business Central, customers often wonder why the monthly depreciation amount is different from their calculations. The only explanation we've identified so far is that the data provided for the migration inadvertently caused either over- or under-depreciation of depreciation amounts. The following example illustrates how BC's depreciation amount will differ from your calculated amount.           1.        The following asset was migrated to BC with the cut-off date till 31 st August 2022.           2.        You can print the Projected Value report to check on the future depreciation and book value of the asset. Page: Projected Value           3.        According to your book, the trend of monthly depreciation from now until December 31, 2022 is $1,000, but BC is recording ...
Post a Comment
Read more

Intercompany Setup in Business Central

Before you able to create a Sales Invoice or Purchase Invoice to your intercompany partners, there are some configurations need to complete in between the company you administer and the company your partner is managing.      1.        Setup Intercompany Partner Code   This setup will allow the system to differentiate which entity under the same Business Central should the invoice direct to. The Intercompany Partner Code should be unique and agreed upon by all companies. Page:  Intercompany Setup i.           Enable the “Auto Send Transactions” which allows system to send out to intercompany partner once there is transaction posted.     2 .        Setup Intercompany Partners Code This setup will configure the intercompany partners that will involve in the whole intercompany setup in BC. In another word, you will need to create a Intercompany...
Post a Comment
Read more