{"id":2023,"date":"2020-05-25T05:40:13","date_gmt":"2020-05-25T05:40:13","guid":{"rendered":"https:\/\/www.greytrix.com\/blogs\/sagebusinesscloud\/?p=2023"},"modified":"2024-07-02T06:33:26","modified_gmt":"2024-07-02T06:33:26","slug":"document-numbering-to-prevent-overwriting-of-information","status":"publish","type":"post","link":"https:\/\/www.greytrix.com\/blogs\/sageintacct\/2020\/05\/25\/document-numbering-to-prevent-overwriting-of-information\/","title":{"rendered":"Document Numbering to prevent overwriting of information"},"content":{"rendered":"\n<p>Importing\nbulk data in Intacct using the templates is very usual and effortless. If\nsuppose we are importing Vendors and we randomly generate and assign Vendor\nIDs; and sometimes it may happen that the Vendor ID already exists in Intacct.\nIn such case, the import will overwrite\/ update the name\/ contact info\/ payment\ninformation, etc. for that Vendor, which you may not want to happen. To prevent\nthis overwriting we can use sequencing.&nbsp; <\/p>\n\n\n\n<p>To set the document numbering, Go to Company &gt; Under setup tab &gt; Document Numbering &gt; Add.<\/p>\n\n\n<p><\/p>\n<p><\/p><center><a href=\"https:\/\/www.greytrix.com\/blogs\/sagebusinesscloud\/wp-content\/uploads\/2020\/05\/Document-Numbering-Basic-Settings.png\" target=\"_blank\" rel=\"noreferrer noopener\"><img decoding=\"async\" class=\"size-full\" style=\"border: 1px solid #A9A9A9; padding: 2px; margin: 2px; align: center;\" src=\"https:\/\/www.greytrix.com\/blogs\/sagebusinesscloud\/wp-content\/uploads\/2020\/05\/Document-Numbering-Basic-Settings.png\" alt=\"Document Numbering--Basic Settings\"><\/a><\/center><center><i>Document Numbering&#8211;Basic Settings<\/i><\/center><p><\/p>\n\n\n<p>As\nseen in the above screenshot, On the Basic Settings tab you can set :<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>A <strong>sequencing Id<\/strong>\nto describe for which documents the sequence will be used. <\/li><li><strong>Starting\nNumber<\/strong>\nfrom where you want the numbering to start. This number cannot be edited once\nsaved.<\/li><li><strong>Print\ntitle <\/strong>is\nthe title which will be printed on invoicing documents in Inventory\nControl\/Purchasing\/Order Entry applications.<\/li><li><strong>Next\nNumber <\/strong>is\nthe one that will be used for numbering the immediate next document created\nusing this sequence. It allows keeping track of the last record created.<\/li><\/ul>\n\n\n\n<p>As soon as you enter the starting number, you can see the Sample number showing how your sequence would look. And, On Advanced settings tab you can set the <strong>prefix<\/strong>, <strong>suffix<\/strong> for your sequence. Also, you can mention number of <strong>leading zeroes<\/strong> for your sequence number. Upon configuring these settings, you can again have a look on the final Sample number to see your sequence pattern.<\/p>\n\n\n\n<p>Note: When importing data from excel, we must probably avoid using IDs that start with zeroes because excel removes the leading zeroes. So instead, we must use some character as prefix. E.g., VEN-0001<\/p>\n\n\n<p><\/p>\n<p><\/p><center><a href=\"https:\/\/www.greytrix.com\/blogs\/sagebusinesscloud\/wp-content\/uploads\/2020\/05\/Document-Numbering-Advanced-Settings.png\" target=\"_blank\" rel=\"noreferrer noopener\"><img decoding=\"async\" class=\"size-full\" style=\"border: 1px solid #A9A9A9; padding: 2px; margin: 2px; align: center;\" src=\"https:\/\/www.greytrix.com\/blogs\/sagebusinesscloud\/wp-content\/uploads\/2020\/05\/Document-Numbering-Advanced-Settings.png\" alt=\"Document Numbering--Advanced Settings\"><\/a><\/center><center><i>Document Numbering&#8211;Advanced Settings<\/i><\/center><p><\/p>\n\n\n<p>Now,\nwe need to configure the Accounts Payable for selecting the above created ID\nnumbering pattern.\n\nGo to Accounts Payable &gt;\nUnder setup tab &gt; Configuration &gt; Scroll down to Document Sequencing &gt;\nSelect the Sequence ID that we created for Vendor. \n<\/p>\n\n\n<p><\/p>\n<p><\/p><center><a href=\"https:\/\/www.greytrix.com\/blogs\/sagebusinesscloud\/wp-content\/uploads\/2020\/05\/Configure-AP.png\" target=\"_blank\" rel=\"noreferrer noopener\"><img decoding=\"async\" class=\"size-full\" style=\"border: 1px solid #A9A9A9; padding: 2px; margin: 2px; align: center;\" src=\"https:\/\/www.greytrix.com\/blogs\/sagebusinesscloud\/wp-content\/uploads\/2020\/05\/Configure-AP.png\" alt=\"Configure AP\"><\/a><\/center><center><i>Configure AP<\/i><\/center><p><\/p>\n\n\n<p>We are all set to import Vendors without any overwriting. Just note that while importing, we need to keep the Vendor Id column empty so as to allow Intacct to assign Ids based on the numbering pattern we just configured. <\/p>\n\n\n\n<p>When importing it is not possible for us to keep on checking each entry with existing data in Intacct for avoiding overwriting information. But Intacct allows you to do this in a simple manner by just setting up the sequences. <\/p>\n\n\n","protected":false},"excerpt":{"rendered":"<p>Importing bulk data in Intacct using the templates is very usual and effortless. If suppose we are importing Vendors and we randomly generate and assign Vendor IDs; and sometimes it may happen that the Vendor ID already exists in Intacct. In such case, the import will overwrite\/ update the name\/ contact info\/ payment information, etc.\u2026 <span class=\"read-more\"><a href=\"https:\/\/www.greytrix.com\/blogs\/sageintacct\/2020\/05\/25\/document-numbering-to-prevent-overwriting-of-information\/\">Read More &raquo;<\/a><\/span><\/p>\n","protected":false},"author":1,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[20],"tags":[215,216,217,218,219,220,34,221,222],"class_list":["post-2023","post","type-post","status-publish","format-standard","hentry","category-sage-intacct","tag-ar-invoice-numbering","tag-company-module","tag-data-import","tag-document-numbering","tag-invoicing-documents","tag-order-entry-document-numbering","tag-sage-intacct","tag-sequencing","tag-standard-imports"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v26.3 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ 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