About Subcontract, PO, and MO Number Formats
When defining the format of subcontract, purchase order, and material order numbers in PM Company Parameters, it is important that you understand the initialization process and how it uses the number formats assigned here.
When you initialize subcontracts, POs, and/or MOs, the system assigns a number based on the # of Project Characters you specify, and combines it with either a sequence number, the vendor number (subcontracts and purchase orders), or the location code (material orders). This includes any delimiters that you may have entered as part of your job or vendor numbers. If you specify the Project/Sequence format, it assigns the next available sequence number to the project number, adding zeros if necessary to bring the subcontract, purchase order, or material order number to the correct character total.
In this example, we will assign a subcontract number based on both the Project/Vendor and Project Sequence formats, using a number format of 10L.
If you are using the Project/Seq numbering format and you prefer to use a specific range of sequence numbers, you can do so using the Starting Sequence option available for subcontract, material order, and purchase order number formats. This option allows you to specify the number with which to begin sequence assignment (for example, ‘5000’ for subcontracts, ‘6000’ for purchase orders, and ‘7000’ for material orders). It is important to note that the starting sequence is by project, not by company. So numbering for each project will begin with the same starting sequence.
Another point to consider when defining the formats for Subcontract and PO/MO numbers in PM, are the various code structures set up when your system was installed:
Project Codes/Job Codes
SL Subcontract Numbers
AP Vendor Numbers
PO Purchase Order Numbers
IN Material Order Numbers
The way these codes are structured may have a bearing on how you set up the formats for subcontract and PO/MO numbers in PM Company Parameters. Since the system automatically converts PM Subcontract, Purchase Order, and Material Order numbers to the format defined in each of the related modules (SL, PO, IN, respectively), it is suggested that you define your PM Company Parameter formats as they are defined in their destination modules.
In addition, because many project codes begin with the same numbers, it is suggested that when defining your formats, you specify a sufficient number of characters of the project to ensure individuality during initialization. Otherwise, you may inadvertently cause the system to add multiple detail lines as items on the same subcontract, purchase order, or material order that you meant to be set up as separate subcontracts, purchase orders, and material orders.