Document Prefix Codes Edit MPXJ

The use of prefix codes in the document numbering system is determined by the entries made in the Purchasing Management Company Controls. All required codes must be set up for each document type that may use them. Document Prefix Codes entries determine the manner in which the suffix to the number is generated and the length on the document number. Location and Access codes may be specified to confine the use of those prefixes to designated location(s).

Creating Prefix Codes

You must enter the following fields to create a prefix code:

Field	Description
Document Type	The range of Document Types are determined by the entries in the Purchase Order Processing Company Controls Table. Valid values are: A - Positive Adjustment B - Bin Transfer C - Contract D - Stock Disposal G - GRN K - Stock Take M - Material Issue O - Order P - Picking List Q - Quotation (available through the e-Buyer Portlet) R - Requisition S - Return to Store T - Store Transfer
Document Prefix	The prefix code(s) that may be used when creating a document of the type accessed. The code may consist of up to 14 alphanumeric characters, but the total number length (prefix and suffix), must not be longer than 20 characters.
Prefix Description	The Document Prefix description.
Suffix Type	The value of this field determines the way in which the suffix number of the nominated prefix is generated. You can choose: Company Numbering. The automatically generated suffix is controlled at a Company level. The document number length and next document number are specified in the Purchase Order Processing Company Controls. Only one set of sequential numbers are used for all documents of this prefix type. System Reference. This suffix consists of the automatic reference generated by the system as an identifier of the document created. Automatic Numbering. The suffix will be generated sequentially beginning with the number contained in the suffix number field. This enables a number of documents to be allocated the same suffix numbering sequence, but using different prefixes. Manual Numbering. Suffix numbers must be entered from the keyboard.
Suffix Length	Suffix lengths are only entered where Automatic (3) or Manual (4) suffix types have been specified. A value between four and 11 may be entered, but when added to the prefix length it must not create a number greater than 20. Once entered, this value cannot be amended.
Suffix Number	A suffix number may only be entered when Automatic (3) suffix type is specified. The value will default to 1 if no number is entered.

Field

Description

Document Type

The range of Document Types are determined by the entries in the Purchase Order Processing Company Controls Table. Valid values are:

A - Positive Adjustment

B - Bin Transfer

C - Contract

D - Stock Disposal

G - GRN

K - Stock Take

M - Material Issue

O - Order

P - Picking List

Q - Quotation (available through the e-Buyer Portlet)

R - Requisition

S - Return to Store

T - Store Transfer

Document Prefix

The prefix code(s) that may be used when creating a document of the type accessed. The code may consist of up to 14 alphanumeric characters, but the total number length (prefix and suffix), must not be longer than 20 characters.

Prefix Description

The Document Prefix description.

Suffix Type

The value of this field determines the way in which the suffix number of the nominated prefix is generated. You can choose:

Company Numbering. The automatically generated suffix is controlled at a Company level. The document number length and next document number are specified in the Purchase Order Processing Company Controls. Only one set of sequential numbers are used for all documents of this prefix type.
System Reference. This suffix consists of the automatic reference generated by the system as an identifier of the document created.
Automatic Numbering. The suffix will be generated sequentially beginning with the number contained in the suffix number field. This enables a number of documents to be allocated the same suffix numbering sequence, but using different prefixes.
Manual Numbering. Suffix numbers must be entered from the keyboard.

Suffix Length

Suffix lengths are only entered where Automatic (3) or Manual (4) suffix types have been specified. A value between four and 11 may be entered, but when added to the prefix length it must not create a number greater than 20. Once entered, this value cannot be amended.

Suffix Number

A suffix number may only be entered when Automatic (3) suffix type is specified. The value will default to 1 if no number is entered.

You may also optionally enter a Location code or an Access code to restrict the use of the Prefix code to that Location or range of locations (Via access code).

If not described in this topic, click on a field and press F1 to view help. See Common Fields for more information.

Fast prompt allows you to quickly view a list of options for certain fields.

NOTE Field visibility can be defined by your System Administrator, so not all fields documented may be shown.

See Using the Command Line on opening the screen without going through the menu.