Document Numbering customization on Purchase Order Entry based on Item Types

By | October 30, 2023

In Sage300 ERP Document Numbering is a module that assists us in assigning numbers to needed transactions. This module generates document numbers automatically based on the segment structures provided in the masters.

In this blog we are going to discuss about PO Numbering based on item types which is custom drop down added on the PO header screen. Earlier we have seen a similar customization done for ‘Create PO from OE’ using a similar Optional field POTYPE where it generates numbering for Purchase Order entry which is created from OE module. But here in this customization, user can define numbering directly for PO Transactions based on the Item type that is set on the PO header.

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For this customization to work as required, User will have to create new Optional field name as “POTYPE” in Common Services Optional Fields. Please refer the screen shot given below.

Instead of giving a static dropdown on the PO page, we have created a dynamic dropdown so that if the values of the drop down are updated in the future, the user may quickly add the item Type by simply entering the values in the optional field “POTYPE.”

Output- Optional field name as “POTYPE” in Common Services  Optional Fields. t
Fig 1: Optional Field Screen

In the Numbering mapping page, a new option called “Item type” will appear, allowing the user to map it to a Purchase Order Transaction. When the user selects Item Type field on the Numbering mapping screen, the values from optional fields will be shown. Refer the screen shot below.

optional fields will be shown
Fig 2: Document Numbering Mapping Screen

In this scenario, we will customise the Purchase Order screen by adding a drop down menu. When a user selects an item type from the drop down menu, it populates the same in Description field on the PO header screen. As shown in below image.

populates the same in Description field on the PO header screen
Fig 3 : Purchase Order Screen

Once mapping is done, during the posting of PO entry, program will generate the document Numbering based on the mapping done for the Item type.

program will generate the document Numbering based on the mapping done for the Item type
Fig 4: Out put of Purchase Order

Thus with the help of this customization user can easily set document number for the Purchase Order screen.

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