Settings - Commitments - Commitment Settings - Number Format
Updated
Suggested Prior Reading
Settings - Commitments - Commitment Settings - Purchase Order Number Format
OR
Settings - Commitments - Commitment Settings - Subcontract Number Format
Number Format
The Number Format can be set for both the Purchase Order and Subcontract.
Each have a different number format.
The help for setting the number is the same for both and is outlined here.
This help applies after the edit of the Purchase Order Number Format or the Subcontract Number Format is invoked (see the Above Suggested Prior Reading).
Elements
The Number Format is comprised of Elements. Different elements are chosen to put together what the format looks like.
There can be as many elements as required. They can be combined in any order as required.
There are two types of elements:
- General Elements - Text or the Current date or a Counter
- Project Specific Elements - Project ID or Project Start Date
Default Format
Unless otherwise set, the default Number format is
Text
Project ID
Counter
Where Text = "PO-" for the Purchase Order Number or "SO-" for the Subcontract Number
Project ID = the number automatically assigned to the Project internally by the system
Counter = an automatic counter that starts at 1 and goes up as each new Purchase Order or Subcontract is added
For example: PO-7133-0001
Where "PO-" is the text, "7133" in the internal Project ID automatically assigned and "0001" is the automatic counter for purchase orders and this is the first one automatically entered.
For example: SO-10135-0005
Where "SO-" is the text, "10135" in the internal Project ID automatically assigned and "0005" is the automatic counter for purchase orders and this is the fifth Subcontract automatically created.
Add Elements
Text
The Text Element is static text that is always applied to each Number, such as "PO-" or "SO-".
This can be anywhere in the Number format, including as a single letter to separate other elements, such as a dash "-" or colon ":"
In the above example, a "-" text is used to separate the Project ID and the Counter.
Note* When entering text - quotes are not entered, just the actual text is entered.
Current Date
The Current Date can be used in the Number Format.
The Number can be set to be the current date; either the full date, Month only, Day only, Year only either 2 digits or 4 digits.
The Full Date is the format MM/DD/YYYY.
Counter
There is a separate Counter for Purchase Orders and for Subcontracts. Each time a new Purchase Order or Subcontract is added, that Counter gets increased.
If a Purchase Order or Subcontract is deleted, the counter doesn't reset, it just keeps counting from the last number a Purchase Order or Subcontract was created for. For example, 2 purchase orders are created so the last one is PO-7133-0002. If this PO is deleted, the next PO created will be PO-7133-0003 even though PO-7133-0002 was deleted.
Therefore, it is not a count of the number of Purchase Orders or Subcontracts created, its just a counter that keeps increasing to create a unique ID.
When using the Counter Element, the minimum number can be set. i.e. the minimum size of number to use. For example, entering a minimum length of 4, will always ensure the Counter Element is at least four digits long and is padded out to the minimum length by zeros in the front.
A Counter of "1" will become "0001"
A Counter of "201" will become "0201".
The Numbers can be manually changed even after they are generated automatically.
Project ID
This is internal Project ID that is assigned to each Project automatically by the system. This ID can be used as part of the Number Format.
Project Start
The Project Start Date can be used in the Number Format.
The Number can be set to; either the full date, Month only, Day only, Year only either 2 digits or 4 digits.
The Full Date is the format MM/DD/YYYY.
Next Steps
To set the format, see Settings - Commitments - Commitment Settings - Setting the Number Format.
