--- title: "Document Series - Parameters" canonical: "https://wiki.soft1.eu/space/SS5EN/1032716289/Document%20Series%20-%20Parameters" format: markdown --- > ℹ️ During day-to-day operations, the user selects the appropriate Series for the document they want to create. Use the links in the Related Info column to view both the processes each parameter is involved in, as well as detailed examples. | **Parameter** | **Functionality** | **Related Info** | | --- | --- | --- | | #### **Doc. Numbering**
:blue_star: Includes information about Doc numbering and codes | | **Auto numbering** | Refers to the behavior of **Doc. numbering**. Activate to have the Doc automatically numbered in ascending order. | The Document Series Numbering table *(Parameters menu per module)* includes the most recently entered number in Docs. | | **Auto-create Doc. code** | Activate to automatically create the Document Code (**Document field**) including a combination of **Abbreviation **and **Document number**.
:blue_star: **Code length** of the Document is taken into account *(Parameters menu → Commercial Management → Sales → Parameters).* :light_bulb_on: It should be activated in computerized Docs. | For example, in a Document of Type Quotation with Abbreviation set to OFFR and Number set to 3, if the code’s length is 10 characters, the following code will be created: OFFR000003, including the necessary leading zeros to reach 10 characters. | | **Manual Series** | Activate, if the Series is manually selected, i.e. the user fills in Doc number data. In this case, **Auto-create Doc. code** flag should be disactivated.
Activating modifies the Document’s VAT (*VAT *hyperlink in footer → *Value subject to VAT* column) when calculations may not be the same, as different round-ups and decimals are entered. For example, when creating a Purchase Document, which may have many lines and slight differences in decimals, especially in prices or values, it ensures that the proper data is entered. | If you create a Doc using an existing code in a Manual Series, the following Warning message will be displayed: *Saving New Entry is now allowed. Field “Series” already exists.* | | **Strict numbering** | Refers basically to computerized Docs. Activating, Docs cannot be deleted if another Doc of the same Series has a greater number. If the last Doc of the Series is deleted, the numbering is automatically fixed and takes the previous number. | If you try to delete the Doc, the following message will be displayed: *Document cannot be deleted. A Document with greater number has been posted.* | | - **Same numbering** - **Series** | Use **Same numbering** if you wish the Series to follow the numbering of another Series, either in the same module or in a different one. Select the module and the **Series **followed by the same numbering. :light_bulb_on: The number of Series you are working on should be 0, following the same numbering as the Series in the other module.
:light_bulb_on: If you select a Series that already follows the numbering of another, the following message will be displayed: *The document with the same numbering must have its own numbering.*
:light_bulb_on: Check the numbering of each Series, using the Document Series Numbering table* (Parameters menu per module).* | For example, in Purchases, Series 2046 (Purchase Order to Supplier) follows the same numbering as Series 7062 in Sales (Sales Order). In a new Purchase Doc of Series 2046, the numbering followed is the same as 7062. Therefore, if 7062 has the Number 3, the saved Doc of Series 2046 will take the next number (4). | | #### **Doc. Printing**
:blue_star: Includes information about the Doc printing options | | **Print mode** | Set the dialogue items that refer to the printing of the Doc that will be saved. The following values are available:
- **None**: Doc will not be printed and no message will be displayed. - **Yes (automatic): **No question will be displayed and the Doc will be printed automatically upon saving. - **With question (Yes):** A question will be displayed about printing the Doc. Accepting the printout option is set as default. - **With question (No):** A question will be displayed about printing the Doc. Rejecting the printout is set as default. | | | - **Printer ** - **Form** - **Copies** | - Select the printer that will be suggested upon printing the Doc. - Select the form used to print the Doc. - Set the number of copies that will be printed. | | | **Doc. Printing → Grid** | Define additional printout mode, form and printer data in the grid, if you wish to print the Doc using a different/additional printout form. | | | **Modify printed Doc.** | Select controls (Warning or Prohibition) on a printed Doc that is modified (refers to Docs with the Printed flag activated). | If you try to modify a Doc that was previously printed, the following Warning/Prohibition message will be displayed → *Warning! Alteration of printed consignment notes, invoices and receipts is not allowed.* | | **Print Doc. again** | Select control activation (Warning or Prohibition) about printing again an already printed Doc (refers to Docs with the Printed flag activated). | If you try to reprint a Doc, the following Warning/Prohibition messages will be displayed:
- *Document has been printed. Print again?* - *Is prohibited the printing of already printed document.* | | **Print non-approved Doc.** | Select ERP’s behavior about printing Docs that are not approved (refers to TO BE APPROVED and NOT APPROVED Docs). | If you try to print a Doc that is TO BE APPROVED, the following Warning/Prohibition messages will be displayed:
- *Attention! This document is not approved or has been rejected* - *Printing of a non-approved document is not allowed.* | | **Customer screen** | Refers to retail and is activated when it is connected. Activate to display Doc data. | | | **Recording** | Activate to record document printouts in a special file (SOAUDITPRN). Time, printout form data, etc. are recorded. You can view the recordings from Doc’s **Related Jobs → Printouts Log File.** | → [Printouts Log File](https://soft1wiki.atlassian.net/wiki/spaces/SS5EN/pages/189275144) | | **MyCustomer ** | Activate to automatically notify customers by e-mail every time a document is issued. | → [SOFT1 myCustomer](https://wiki.soft1.eu/space/EME/187072526/SOFTONE+myCustomer) | | #### **Default data **** **
:blue_star: Define the default options upon creating a Doc of a specific Series | | - **Branch** - **W/h** | Select a suggested Branch for the Series.
If users have limited access (to companies/branches), they would not view and use Series that refer to branch they don’t have access. However, users that have free access (to companies/branches) can select the Series. | | | - **Branch 2** - **W/h 2** | Select a suggested 2nd branch and W/h for the Series. The settings mainly refer to intra-company transactions. | → Intra-company transactions | | **Business unit** | Select a suggested business unit. | | | **Bin** | Select a suggested bin for the Items. | → Bins | | **Approval scenario** | Select the approval scenario that will be applied upon saving Docs. | → Approvals & Scenarios | | **Accounting** | Select whether a specific Accounting Transaction Series will be used when updating Accounting. | → [Accounting](https://wiki.soft1.eu/space/SS5EN/189268773/Accounting) | | **Cost Accounting ** | Select whether a specific accounting transaction Series will be used when updating Cost Accounting. | | | **Reversal** | Select the Series that will be used to cancel the Doc by Reversal. | → [Documents - Cancelled By Reversal](https://soft1wiki.atlassian.net/wiki/spaces/SS5EN/pages/189268941) | | **Service Folder ** | Select Service Folder Series that will be automatically created when upon saving a Doc of this Series. | → Service Folders | | #### **Pay-off**
:blue_star: Includes information about how to pay-off mode and Series | | **Method** | Select how the Doc in this Series will be paid. The following values are available:
- **None**: No pay-off will be performed upon saving the Doc. - **By the user: **Doc should be paid by user, by selecting Pay-off in the Doc’s Related Jobs. - **Automatic (Yes): **Pay-off will be automatically saved upon saving the Doc. - **With question (Yes/No)**: Upon saving the Doc, a question will be displayed about saving the Pay-off Doc. | | | **Series ** | Select the Series that will be used to create the voucher. Series will be used regardless of the Payment Term of the Doc (pay-off will be created every time). | | | **per Payment Terms** | Select the Series of the Pay-off Doc per Payment Term, if you wish the pay-off to be performed based on the Payment Term of the Doc.
:light_bulb_on: Pay-offs will only be performed using the Payment Terms you have set in this parameter. | | | **Payoff amount** | Select the amount that will be suggested in the pay-off of the Doc. The following values are available:
- 0 - Payable, refers to the total value of the Doc. - 1 - Settlement dates - 2 - Open balance: The open balance of an invoice relates to already saved collections that refer to that Doc, i.e. if an invoice has already been linked to a Collection Doc for a part of its value, the existing pay-off is recognized and displays only the outstanding amount. | | | #### **Composition **
:blue_star: Refers to Composition Docs | | **Method** | Select whether and how a Composition Doc will be created if an Item set is saved in Doc lines. The following values are available:
- By the user (The Composition Doc will be manually created by the user) - Automatic (Yes) - With a question (Yes) - With a question (No) - Not at all - Using batch process: Select if you wish to create Composition Docs after performing the Create Sets/Kits documents job *(Jobs menu → Stock Management → Sets/Kits).* | → Composition Documents | | **Series ** | Composition Series is based on the Mode *(Composition) *field. Select the Series that will be used to create indirectly the Composition Doc. | | | #### **Intra-Company Transaction (Product) **
:blue_star: Refers to Production Docs. | | **Method** | Select whether and how a Production Doc will be saved. The following values are available:
- None - Yes (automatic) - With a question (Yes) - With a question (No) | → Subcontracting - Standardized Production | | **Series ** | Select the Series that will be used to to create indirectly the Production Doc. | | #### **Conversion data** | | - **Method** - **Series** - **Only from Conversion/Flow** - **Converted into ** | Enter the Items that refer to automatic Conversion and other Conversion data related to Doc Series. | → [Documents' conversion - Parameters](https://wiki.soft1.eu/space/SS5EN/583172097/Documents'+conversion+-+Parameters) | | #### **Rights **
:blue_star: Set the users and/or user groups that will have access to the Series → [**here**](https://wiki.soft1.eu/space/SS5EN/244449405/%E2%96%B6%EF%B8%8FAccess+to+Companies+-+Branches+-+Document+Series)**.** |