Document Type And Number Ranges
Okay, let us see the next topic now, which is document type and number ranges.
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Okay, see, when we post a document, the system generates a number range, right? Let me just go to FB03 where we can see all the documents posted. Document list, own documents, fiscal year 2009, run it.
See this document number starting with 1 series, and this one start with 14 series,15 series, this one starts with 16 series, right? How does the system know which series to use when it generates the document number during the saving of the document. When the document is saved, the document number is generated automatically, so how does the system know what number series to use? Where is it taking the number series from? It is using the document type here. This is document type. This document type is the one which determines the number range. Let me play it to you. Let me prove it to you.
Go to new Accounting, Document. Let me go to document type. You see all the document type here, this corresponds to this document type here. Let me go to SA, SA is just a code. The document type is just a code. It’s a key. G/L account document, double-click. I have a whole lot of fields which are tied to this document type. What is this? The most important thing is number range. This document type has got a number range of 01. What does 01 stand for? 01 stands for number range one series, which corresponds to this. What this means is that as long as you use a document type of SA, that will link to document number range key of 01, this just a key, and it is linked to 01 and 2009, and pick the number from here. What it means is that document type links to number range, which links to the financial year, and the number series.
Okay. Let’s look at it now. Document type, go back, is linked to, this is the document type, is linked to number range and number range contains financial year and number series. See this, I need to put Sun, come here, see this, this is the number series, and it will go to the respective financial year and pick the number series, so the last number used is 10004. I can show this to you. The last number is used, 10004, so the next number should be 10005. You can also see the last number here used. If I post another document, it will use 10005. Why the system is not going to 2008 number series, the reason is that it determines the year from the posting date that you enter. For example, here. You go to FB50. The posting date has got 2009, so the system will know from the 2009, it has to go to the 2009 bucket, something like a bucket. It won’t go to 2008. It’ll come to this bucket and check the next available number which is 10005, and use that. So the maximum you can go is more than a billion.
Okay. This is all set up for you nicely, but if you want to use a new one. If you want to change this essay to use a different number range, all you have to do is come here, put Sun, and you use this to display. This is to display. This is to check the status and this is to create a new number. I can put for 2009, I can change the number range to something else. Let’s say it should start from 3000 series, so the next number that it will create will be starting from this number range.
You can also create a new one if you want to. Let me go back, number range, Sun. Intervals, this, create a new interval. You have to put a number range. You have to put something which has not been used yet. I hope this is not used. 2009 from number, let’s say 1200 to 1299. This number range, and I say this should be available, it should not be used previously.
This number, once you create the number, you have to come here, and assign 33 here. So you have to assign the number range to this document type, so that the next time you create a document, the system will automatically use the number range, number series that you have set up here. So how will the system know what document to use. We have lots of document type here, so how will the system know which document type to use? That’s another question that will pop up in your mind, right? Let’s say I’m going to FB50, no way, I’m saying that the system should use this particular document type. Alright, so how the system will know that it should use SA? Because it’s already pre-programmed. For these screens, FB50, all the new screens are pre-programmed. This is a new screen for journal entry posting, this is a new screen for account receivable posting, and this is a new screen for accounts payable posting.
Let me save this. I want to create another one because I want to show you. New screens for data entry is FB50, for journal entry, FB50, FB70 for AR invoice, FB60 is for AP invoice, and the old one is F-02. F-02, complex posting. Okay, got it. For all these three, this is one, accounts payable, FB60, all these three screens, you don’t have to specify the document type because the system will automatically assign a document type, which is, let me assign the document type here. For general entry, the document type is SA, for AR is DR, for AP is KR. These are default. You don’t have to specify anything.
Let me just prove it to you. Remember we posted AP invoice, the document type is automatically defaulted to KR. Do you remember selecting KR anywhere? No, right? See, all these things are the AR invoice that we posted. That’s why it has got DR, document type of DR, and all the journal entry postings are defaulted to SA. But for F-02, the document type is not defaulted, you have to manually change it. Once again, let me go to F-02, this is a complex posting, see this document type, when I showed you the examples of posting AR and AP invoices using this complex posting, I didn’t ask you to change the document type, I left it to SA. That’s why here, the document list is using the document number 1 series, even though I posted the AR Invoice, AP Invoice. Just bearing in mind, this is still okay. For AR and AP Invoice, if you see the document type SA, which is meant for journal entry, it is still okay, because the only problem is the document number range which is generated will use the 1 series because SA is linked to 1 series. That’s the only difference. But your postings, the debit and credit postings and account to be posted, all will be alright, so it’s not really a big issue if you use the same document type, but the problem is the best practices of SAP suggest that you use a separate document type or a separate transaction so that when you do reporting, you can actually look at the report by the document type to see which are the sales invoices, which are the AP invoices, which are the journal entry documents. If you don’t have a FLAC, this will serve as a FLAC. Document type will serve as a FLAC during your reporting. You can filter by the document type. That’s the reason it is advisable to use a separate document type for different transactions. The other thing is at one look, since if you use a separate KR document type, number range will be different. At one look, by looking at 18, you know that it is a customer invoice. That’s another purpose, to differentiate the document number ranges.
But for complex posting, you have to manually change it here. If you want to post a customer invoice, you have to change it to DR, and then, proceed to enter 01 customer and a customer account. This thing. But it’s optional. The system will not reject or restrict you from posting an AR invoice if you have used a document type of SA. You can still proceed. Let me show you. I use SA, which is meant for journal entry. See, I can still proceed to enter. It allows me to proceed, but the correct one to use is DR. Use DR, it will be much better, because the number range that will be generated will be 18 number series. Okay. Let me just change this. Save this.
Okay, that’s about document type and number ranges, so you know where the number range is determined from. It’s from the document type. You know what is the purpose of document type, and you know why the document type is not displayed in the new screens, because it’s pre-programmed, pre-assigned by the system. You don’t have to select anything. You have to select only for the complex postings.
