Setting Up Auto Numbering

You can automatically generate customer IDs, contract numbers, master contract IDs, and equipment and component IDs when creating new records. When you create a new customer, maintenance contract, master contract, or equipment record, the auto-generated next number appears.
Also, if you are using global filtering, you can assign unique auto numbers for some or all your branches. If you are not using global filters, you can assign a starting auto number.

1. Select Microsoft Dynamics GP > Tools > Setup > Service Management > Module Setup > Service Options > Auto Number.
2. If you are using global filtering, you can mark the Create Number Sequence Per Branch checkbox to assign auto numbers globally or by branch. When you mark this checkbox, the Global and Branch radio buttons are enabled.
3. Select the Global radio button if you want to globally assign auto numbers. When you do so, the browse buttons, Branch indicator and Branch Name field are disabled.
4. Select the Branch radio button if you want to assign auto numbers by branch. When you do so, the browse buttons, Branch indicator and Branch Name field are enabled. Use the lookup to select a Branch Name.
5. Enter the next numbers in the following fields. The last digit of the entry must be a number. If it is not, and you're assigning auto numbers by branch, the next global auto number is assigned. If you do not have global numbers defined, an auto number is not generated.
   • Contract Number: Up to 10 alphanumeric characters
   • Master Contract ID: Up to 20 alphanumeric characters
   • Equipment ID: Up to 10 alphanumeric characters
6. Select Save.

• If you marked the Use Temporary Customers checkbox in the Service Options window, the Customer ID field is disabled.
• If you want to maintain unique IDs over a long period of time, make sure the numeric portion of your default numbers is large enough to hold the anticipated number of records. Service Management starts over from one when the highest number is reached. For example, if your default number is only two characters when number 99 is reached, the system starts over from 01.
• If you do not save the customer, contract, or master contract record with the auto-generated number, the number is not written back to the table and cannot be reused. If the auto-generated number is not saved with equipment records, the number will be written back to the table for reuse.

Temporary Customers and Auto-Numbering

You cannot use the auto-numbering feature with temporary customers. You can still use auto numbering for maintenance contracts, master contracts, and equipment; however, the system is not able to automatically generate customer IDs if you are using temporary customers.

• If the Use Temporary Customers checkbox is marked in the Service Options window, the Customer Next Number field is disabled in the Auto Generate Numbers Setup window.
• If the Use Temporary Customers checkbox is not marked and you enter data in the Customer Next Number field of the Auto Generate Numbers Setup window when you reopen Service Management the Use Temporary Customers checkbox will be disabled. To re-enable the Use Temporary Customers checkbox, you must delete the entry in the Customer Next Number field globally and for all branches.