Forum Discussion

RossGC's avatar
RossGC
4 years ago

Retaining Original PO number between Quotes, Orders or Bills

Hi All

 

We've been running AccountRight Plus for several years with the Retain Original PO Number when changing a Purchase between Quotes, Orders or Bills [System-Wide] unticked.

 

Are there any systemic ramifications if we tick this so far down the track?

 

I'm assuming ticking will:

1) Retain all the historically generated purchase numbers and bills as is.

2) Current orders will retain the original number.

2) Just move to the next available number on a new PO.

 

Thankyou

Ross

  • Steven_M's avatar
    Steven_M
    4 years ago

    Hi RossGC 

     

    Generally speaking, the system is designed to work on an auto-number sequence where it would take the next number in the sequence. For example, if the PO Number is set to be 0000010, the next transaction would be 0000011, then 0000012...  As it is based on the previously recorded one, it tends to not re-use the previously-stored numbers - although enabling Setup>>Preferences>>Purchases>>Warn for duplicate Purchase order numbers would be able to prompt you to in case it was a duplicate.

    Should also point out, we've had some cases of with that Retain Original PO number being enabled that after converting that number sequence is reset back to that converted number i.e. if you record 0000014, then convert 0000010 the next number in the sequence is 0000011, then 0000012... This is something that we have raised with the required team for further investigation.

  • Steven_M's avatar
    Steven_M
    Former Staff
    4 years ago

    Hi RossGC 


    Enabling a preference will typically enable that preference going forward. Existing transactions are typically not impacted by that situation. So in the case of enabling the preference Retain Original PO Number between Quotes, Orders, and Bills, any quotes or orders that will be converted from that date would have that original PO number listed on them. For example, if the order has the PO number 00000014 with the preference enabled at the time of converting the bill would have 00000014 as the PO number.

    • RossGC's avatar
      RossGC
      4 years ago

      Thanks for the clarification Steven

       

      Would I be correct in thinking that old purchase order numbers that were converted to a different number bill are therefore vacant and the system will pick up those "empty" numbers and use them?

       

      Regards

      Ross

      • Steven_M's avatar
        Steven_M
        Former Staff
        4 years ago

        Hi RossGC 

         

        Generally speaking, the system is designed to work on an auto-number sequence where it would take the next number in the sequence. For example, if the PO Number is set to be 0000010, the next transaction would be 0000011, then 0000012...  As it is based on the previously recorded one, it tends to not re-use the previously-stored numbers - although enabling Setup>>Preferences>>Purchases>>Warn for duplicate Purchase order numbers would be able to prompt you to in case it was a duplicate.

        Should also point out, we've had some cases of with that Retain Original PO number being enabled that after converting that number sequence is reset back to that converted number i.e. if you record 0000014, then convert 0000010 the next number in the sequence is 0000011, then 0000012... This is something that we have raised with the required team for further investigation.

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