Order Numbering And Inventory Lot Numbering

Order Numbering And Inventory Lot Numbering Overview

Sales Orders numbers, Purchase Order numbers and inventory lot numbers can be defined to use specific ranges.

The ability to separate EACH TYPE of Sales orders and Purchase Orders into separate sections by customers, ship to’s, vendors, receive from, contracts, departments and salesperson / buyer is extremely helpful for most produce companies. This allows the purchase orders of major suppliers and the sales orders of major customers to be sequential, making things much easier to track.

Most companies will not want separate number series for each salesperson or buyer, but for produce companies that pay their salespeople on commission, that might be helpful. There are Mandatory number ranges, which are:

1) General Purchase Orders for each Purchase Site (Type PPO)

2) General Sales Orders for each Sales Site (Type SSO)

3) Purchase Orders Manual Number Range for each Purchase Site (Type PPM), if Manual numbers are allowed.

4) Sales Orders Manual Number Range for each Sales Site (Type SSM), if Manual numbers are allowed.

5) Sales Orders for Accounts Receivable Adjustments (Type SAR) The Range reverts to the general sales order range if a specific SAR range is not found for the site.

6) Memos, if the company uses Memos (Type MME)

7) Memos Manual Number Range for each Memo Site (Type MMM) If Manual Memo numbers are allowed. Optional number ranges include:

8) Repack Purchase Orders, if company uses Repacks (Type PRP) The Range reverts to the general purchase order range if a specific Repack range is not found for the site. It is usually much nicer to separate Repack Purchase Orders into a specified range or numbers.

9) Sales Orders for sales to Repacks, if company uses Repacks (Type SRP) The Range reverts to the general sales order range if a specific SRP range is not found for the site. Since these are sales at cost, it is usually nicer to separate these special sales orders into a specified range of numbers.

10) Scale Ticket Purchase Orders, if company uses Scale Tickets (Type PST) The Range reverts to the general purchase order range if a specific Scale Ticket range is not found for the site. It is usually better to separate Scale Ticket Purchase Orders into specified number ranges so reports can be printed for that range of Purchase

Orders and subtotaled on Grower Contract (Vendor / Received From Combination). The list of Order Types can be displayed or printed under Defaults Menu and Numbers Sub Menu. All Purchase Order Types start with P to sort them together. So PPO is for Purchasing, Purchase Order General. SSO is for Sales, Sales Orders General, etc.

Number ranges require a great deal of planning. Only the System Administrator or designated higher-level staff should be allowed to set up number ranges, so the plan remains consistent with the needs of the entire company.