Setting up Serial Number Formats

An identifying code for this Serial Number Format.

Each static data record contains a status code that determines the current processing status of the record. A status is assigned to each static reference record, for example to every account, asset, customer and supplier. It determines the current processing status of the record.

Open - this status is set automatically when you add a new record, for example, if you create a new account. Open items are available for input, inquiry, processing and reporting.
Hidden - a record with a hidden status does not appear on any inquiries but is available for input, processing and reporting.
Suspended/Held - a suspended record.
Closed/Completed - a closed record cannot be used for input or processing. For example, you cannot post transactions to a closed account or analysis code.

You can alter the status of a record at any time. You must use the options on the Action menu to change the status.

A lookup code can be used to find a record, as an alternative to the record code. It is often set to a shortened version of the description. It is particularly useful if a record is often referred to using different codes. For example, the Chart of Accounts code for Fuel Expenses is 75201 and the Lookup Code is set to FUELEXP.

The full name or description of the data item or record. This is used to identify it on reports and inquiries.

This defines the type of data to be used in each part of the serial number. The options are:

Not Used: This part of the serial number is not required.
Number Stream: This part of the serial number is to use a predefined number stream as defined in Number Stream (NSS). If this is selected, you must enter the required Number Stream Code in the Value field.
Constant Value: This part of the serial number is always to be the same value. If this is selected, you must show the required value in the Value field.
User Input: This part of the serial number is to be completed by the user.; Note: Serial numbers can be created automatically in the Create Serial Numbers form used with Manual Inventory Allocations. To use this function the Serial Number Format must contain a number stream part and must not contain a user input part.
Part 1-4 Value: If the type of data selected in the Type field is Number Stream, you must enter the required Number Stream Code. If the type of data selected in the Type field is Constant Value, you must show the required value in this field.
Part 1-4 Length: This field specifies the number of characters for each part of the serial number.