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Alpha Document Number Support (V8.5/V9.0)

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V8.5/V9.0 offers support for alpha numeric document numbers. This gives the user more flexibility on the number of alphabetic characters in next document number.

For example, in the scenario of the following “Starting Invoice Number” in A/R Setup:
999999 – the next number will be set to 0, duplicate invoice can happen.
A99999 – the next number will be B00000.
AA9999 – The next number will be AB0000.
AAA999 – The next number will be AAB000.
AAZ999 – The next number will be ABA000.
AAAA99 – The next number will be AAAB00.
AAAAA9 – The next number will be AAAAB0.
AAAAAA – The next number will be AAAAAB.
AAAAAZ – the next number will be AAAABA

So the number of possible document numbers depends on the number of leading alpha digits user enter in the Starting Invoice Number in A/R Setup. The system will always maintain that many number of digits of alphabetic characters. For example, if a user enters AAA001 as the starting invoice number, then the left 3 digits will always be alphabetic from A – Z. The right 3 digits will always be numeric from 0 – 9. This is important for the following reasons:
  • It will be easier to read by establishing a convention of how many alpha digits and numeric digits and their position.
  • You will be confused between 0 (zero) and O (oh).

Users do not have to make alphabetic or numeric as either leading or trailing, but it should be consistent. For example, the user can enter the following as starting invoice number:
A1239Z – the next number will be A1240A. So the rules are: 
  • Add 1 to Z = A + Carry over 1 to the left digit.
  • Add 1 to 9 = 0 + Carry over 1 to the left digit.
The rule is the digit that’s alphabetic will always be alphabetic. The digit that’s numeric will always be numeric until someone manually change the starting invoice number.

To support this in the application code, a new “O” field type for document numbers is available in V8.5/V9.0. It supports moving automatic F1 = Next Document Number logic to the system layer versus in the application code. It also supports selectively allowing alphanumeric document numbers. 

Source Code Changes


All source code that reference a document number field should be changed from a numeric field to a character field. This includes:
Sales order numbers
Work order numbers
A/P voucher numbers
A/P manual check numbers
A/P computer check numbers
Invoice numbers
Inventory Transaction Processing document numbers
BOMP engineering change numbers
Purchase order numbers
Purchase order receiving document numbers
Contract numbers for contract pricing
New EDI import order numbers
Changed EDI import numbers
COP recurring order number
ACH batch numbers
Payroll check numbers
Credit card log numbers)
Web voucher numbers
Web production order numbers
Web sales order numbers
Ship-to purchase order numbers
Physical/cycle tag numbers
A/R cash receipts check numbers
Presales Interface order numbers

Any document number field defined as PIC 9(6), PIC ZZZZZ9, PIC Z(6), etc. should be changed to PIC X(6) in the source code.

Any document number ranges should be changed from a numeric range expecting "All" values of zeroes and nines to LOW-VALUES and HIGH-VALUES.

DM1012 01 PASSED-WORK-FIELDS.
V85DOC   03 STARTING-ORDER-NO               PIC X(6).
V85DOC     88 ALL-ORDERS-SELECTED           VALUE LOW-VALUES.
V85DOC   03 ENDING-ORDER-NO                 PIC X(6).

The entry of the range should reflect the database change as well. The IN API will us a new type of "O" for the document number field. The entry also needs to use SCREEN-ALPHA-FIELD instead of SCREEN-NUMERIC-FIELD. Since SCREEN-ALPHA-FIELD supports the entry of up to 80 characters, the conditional check for "All" must to limited to the length of the document number field.

DM1012 ENTER-STARTING-ORDER-NO.
DM1012
V85DOC   IF STARTING-ORDER-NO = LOW-VALUES
V85DOC       MOVE SPACES TO STARTING-ORDER-NO
V85DOC   END-IF.
V85DOC   MOVE "IN,04,38,06,OE,E" TO SCREEN-PARAMETERS.
V85DOC   MOVE STARTING-ORDER-NO TO SCREEN-ALPHA-FIELD.
DM1012   PERFORM ENTRY-ROUTINE.
DM1012   IF NOT END-KEY-PRESSED
V83DOC       IF SCREEN-ALPHA-FIELD(1:LENGTH OF STARTING-ORDER-NO)
V83DOC       IS = ZEROS
DM1110         MOVE "DL,04,38,06,H" TO SCREEN-PARAMETERS,
DM1012         MOVE "All " TO SCREEN-LITERAL,
V85DOC          MOVE LOW-VALUES TO STARTING-ORDER-NO,
V85DOC          MOVE HIGH-VALUES TO ENDING-ORDER-NO,
DM1012         PERFORM DISPLAY-ROUTINE,
DM1110         MOVE "CF,04,45,06" TO SCREEN-PARAMETERS
DM1012         PERFORM DISPLAY-ROUTINE
DM1012       ELSE
V85DOC         MOVE SCREEN-ALPHA-FIELD TO STARTING-ORDER-NO
DM1012         PERFORM ENTER-ENDING-ORDER-NO
DM1012       END-IF
DM1012   END-IF.
DM1012
DM1012 ENTER-ENDING-ORDER-NO.
DM1012
V85DOC   IF STARTING-ORDER-NO IS = LOW-VALUES AND
DM1012       NOT NO-CHANGES
DM1012       NEXT SENTENCE
DM1012   ELSE
V85DOC       IF STARTING-ORDER-NO IS NOT = LOW-VALUES
V85DOC         IF ENDING-ORDER-NO = HIGH-VALUES OR
V85DOC             ENDING-ORDER-NO = SPACES
DM1012             MOVE STARTING-ORDER-NO TO ENDING-ORDER-NO
DM1012         END-IF
V85DOC         MOVE "IN,04,45,06,OE,A" TO SCREEN-PARAMETERS
V85DOC         MOVE ENDING-ORDER-NO TO SCREEN-ALPHA-FIELD
DM1012         PERFORM ENTRY-ROUTINE
DM1012         IF NOT ABORT-KEY-PRESSED
V85DOC             IF SCREEN-ALPHA-FIELD(1:LENGTH OF ENDING-ORDER-NO)
V85DOC             IS = ZEROS
DM1012               MOVE STARTING-ORDER-NO TO ENDING-ORDER-NO
V85DOC               MOVE "DF,04,45,06,O" TO SCREEN-PARAMETERS,
V85DOC               MOVE ENDING-ORDER-NO TO SCREEN-ALPHA-FIELD
DM1012               PERFORM DISPLAY-ROUTINE
DM1012             ELSE
V85DOC               MOVE SCREEN-ALPHA-FIELD TO ENDING-ORDER-NO
DM1012             END-IF
DM1012         END-IF
DM1012       END-IF
DM1012   END-IF.
DM1012

If the ending document number does not default to the starting document when a specific document number is entered, most likely the field was initialized with zeroes instead of spaces. For example, the bold code below
009570 INITIALIZE-FILES.
009580   MOVE SPACES TO ENTRY-FIELDS.
009590   MOVE ZERO TO ITEM-NUMBER-TO-CHANGE
009600                 STARTING-DATE
009610                 ENDING-DATE
009620                 STARTING-NO
009630                 ENDING-NO.

Should be changed to
009570 INITIALIZE-FILES.
009580   MOVE SPACES TO ENTRY-FIELDS.
009590   MOVE ZERO TO ITEM-NUMBER-TO-CHANGE
009600                 STARTING-DATE
009610                 ENDING-DATE.
009620   MOVE SPACES TO STARTING-NO
009630                   ENDING-NO.

If the issue is with a purchase order number, look for the definition of the range:

CC0308   03 STARTING-PO-NO.
V85DOC     88 ALL-POS-SELECTED             VALUE LOW-VALUES.
V85DOC     05 STARTING-ORDER-NO           PIC X(6).
CC0308     05 STARTING-RELEASE-NO         PIC 9(2).
CC0308   03 ENDING-PO-NO.
V85DOC     05 ENDING-ORDER-NO             PIC X(6).
CC0308     05 ENDING-RELEASE-NO           PIC 9(2).

Purchase order number contains two components, an order number and a release number. If spaces are moved to the ENDING-PO-NO field during initialization, the release number will be evaluated as zeroes. This needs to be taken into consideration when determining if the starting purchase order number should be moved to the ending purchase order number when entering the range. Value checks should be done on the ENDING-ORDER-NO field instead of the ENDING-PO-NO-FIELD.

CC0308 ENTER-ENDING-PO-NO.
CC0308
V85DOC   IF STARTING-PO-NO = LOW-VALUES
CC0308       NEXT SENTENCE
CC0308   ELSE
V85DOC       IF ENDING-ORDER-NO = SPACES OR
V85DOC         ENDING-ORDER-NO = HIGH-VALUES
CC0308         MOVE STARTING-PO-NO TO ENDING-PO-NO
CC0308       END-IF

IN Input API: 


V8.5 Screen Parameters: IN,03,20,06,O ,E178

V9.0 Screen Parameters: IN,03,20,09,O ,E178

  

A new field type “O” is supported for document number fields. Code “O” in place of “*”.

Document numbers should be moved to and from SCREEN-ALPHA-FIELD instead of SCREEN-NUMERIC-FIELD.  Pressing return without entering any data will return zeroes to SCREEN-ALPHA-FIELD. 

Currently V7.5/V8.2 application will then check if SCREEN-NUMERIC-FIELD is zeroes. This check needs to be done on SCREEN-ALPHA-FIELD instead using a LENGTH of clause. For example:

Before ( V7.5/V8.2):

IF SCREEN-NUMERIC-FIELD = ZEROES

After (v8.5/V9.0):

IF SCREEN-ALPHA-FIELD(1:LENGTH OF ORDER-NO) = ZEROES

Two new fields are now used in conjunction with the IN API:

a.      SCREEN-FIELD-DOMAIN will identify the kind of document number being entered. This field must be provided if the F1 key will be used to obtain the next document number during entry. The following fields are supported at this time:

  • COP-CTL-START-ORDER-NO (for sales orders)
  • BM-CTL-NEXT-ORDER-NO (for legacy work orders)
  • BM-CTL-NEXT-MATER-ORDER-NO (for material work orders)
  • BM-CTL-NEXT-PLUS-ORDER-NO (for plus work orders)
  • AP-CTL-LAST-VOUCHER-NO (for vouchers)
  • WS-N29-NEXT-MANUAL-CHECK (for manual checks issued in Accounts Payable)
  • AR-CTL-START-INVOICE-NO (for invoice numbers)
  • IM-CTL-NEXT-DOC-NUMBER (for document numbers in Inventory Transaction Processing)
  • BM-CTL-NEXT-ENGR-CHG-NO (for engineering change numbers)
  • PO-CTL-STARTING-PO-NO (for purchase order numbers)
  • PO-CTL-NEXT-DOC-NO (for purchase order receiving document numbers)  
  • WS-NSB-STARTING-CONTRACT-NO (for contract pricing)  
  • WS-NSK-NEW-IMPORT-ORDER-NO (for importing new EDI orders)
  • WS-NSK-CHG-IMPORT-ORDER-NO
  • NS-CTL-LAST-INV-NO-USED (last invoice number used during invoice printing)
  • WS-NSK-START-RECUR-NO (for COP recurring orders)
  • WS-N30-ACH-LAST-BATCH-NO (for ACH batch numbers)
  • PR-CTL-LAST-CHECK-NUMBER (for payroll checks)
  • WS-NSB-NEXT-CREDIT-LOG-NO (for credit card log numbers)
  • AP-OPEN-CHECK-NO (A/P computer check) 
  • WS-NSF-LAST-WEB-VOUCHER-NO
  • WS-N22-NEXT-WEB-PROD-ORDER
  • WS-NSB-NEXT-WEB-ORDER-NO
  • SHIP-TO-STARTING-PO-NO
  • COUNT-TAG-NO (for physical/cycle tag number)
  • CASH-CHECK-NO (for A/R cash receipts)
  • WS-N39-PSI-NEXT-ORDER-NO


b.      SCREEN-F1-NEXT-DOC-NO, when set to “Y” on an IN call with F1 enabled, will handle the user pressing F1. The next document number will be retrieved and returned in SCREEN-ALPHA-FIELD with F1-KEY-PRESSED set to TRUE.

After an IN call if using numeric document numbers, the resulting document number will be right-justified and zero-filled on the screen – no need for a follow-up DF call.

SCREEN-FIELD-DOMAIN and SCREEN-F1-NEXT-DOC-NO will be blanked out after the IN and DF calls.

If an IN call is made for the document number type:

  1. If SCREEN-DOMAIN-FIELD is not set, the System Manager will check if alpha document numbers are allowed. If not, only numeric entry will be allowed in the field. If they are allowed, any entry A-Z and 0-9 is allowed.
  2. If SCREEN-DOMAIN-FIELD is set to one of the values listed above and SCREEN-F1-NEXT-DOC-NO is not set to Y, the System Manager will check if alpha document numbers are allowed. If not,  only numeric entry will be allowed in the field. If they are allowed, the the setting for SCREEN-FIELD-DOMAIN will be checked against Global Setup. If that document type allows alpha entry,  any entry A-Z and 0-9 is allowed. If it does not, only numeric values can be entered.
  3. If SCREEN-DOMAIN-FIELD is set to one of the values listed above and SCREEN-F1-NEXT-DOC-NO is set to Y, the System Manager will check if alpha document numbers are allowed. If not, only numeric entry will be allowed in the field. If they are allowed, the setting for SCREEN-FIELD-DOMAIN will be checked against Global Setup. If that document type allows alpha entry, the system will allow entry with either format control, warning if format not used, or free form entry. If it does not allow alpha document numbers, only numeric values can be entered.  

Example 1: Enter order number without F1 and alphanumeric support:

Current code (V7.5/V8.2):   

MOVE “IN,03,20,06,* ,E78” TO SCREEN-PARAMETERS

MOVE ZEROES TO SCREEN-NUMERIC-FIELD

PERFORM SCREEN-ROUTINE

MOVE SCREEN-NUMERIC-FIELD TO ORDER-NO

New code (V8.5/V9.0):

MOVE “IN,03,20,09,O ,E78” TO SCREEN-PARAMETERS

MOVE SPACES TO SCREEN-ALPHA-FIELD

PERFORM SCREEN-ROUTINE

MOVE SCREEN-ALPHA-FIELD TO ORDER-NO

In the above example, SCREEN-FIELD-DOMAIN is not required, because we do not need it for F1 support, nor for alphanumeric support.

 

Example 2: Enter order number with F1 support and alphanumeric support:

Current code (V7.5/V8.2):   

MOVE “IN,03,20,06,* ,E178” TO SCREEN-PARAMETERS

MOVE ZEROES TO SCREEN-NUMERIC-FIELD

PERFORM SCREEN-ROUTINE

IF F1-KEY-PRESSED

  …

MOVE SCREEN-NUMERIC-FIELD TO ORDER-NO

New code (V8.5/V9.0):

MOVE “IN,03,20,09,O ,E178” TO SCREEN-PARAMETERS

MOVE SPACES TO SCREEN-ALPHA-FIELD

MOVE “COP-CTL-START-ORDER-NO” TO SCREEN-FIELD-DOMAIN

MOVE “Y” TO SCREEN-F1-NEXT-DOC-NO

PERFORM SCREEN-ROUTINE

MOVE SCREEN-ALPHA-FIELD TO ORDER-NO

In the above example, SCREEN-FIELD-DOMAIN and SCREEN-F1-NEXT-DOC-NO is be used for F1 support and SCREEN-FIELD-DOMAIN is used to retrieve the next order number.

DF API: Display Field


V8.5 Screen Parameters: DF,03,20,06,O 

V9.0 Screen Parameters: DF,03,20,09,O 

 

A new field type “O” is supported for document number fields. Code “O” in place of “*”.

Document numbers should be moved to and from SCREEN-ALPHA-FIELD instead of SCREEN-NUMERIC-FIELD.

Current code (V7.5/V8.2):   

MOVE “DF,03,20,06,*” TO SCREEN-PARAMETERS

MOVE DOC-NO TO SCREEN-NUMERIC-FIELD

PERFORM SCREEN-ROUTINE

New code (V8.5/V9.0):

MOVE “DF,03,20,06,O” TO SCREEN-PARAMETERS

MOVE DOC-NO TO SCREEN-ALPHA-FIELD

PERFORM SCREEN-ROUTINE


DN API: Document Number Increase, Rollback or Validate

A new API is available in V8.5 to increment the document fields by 1 and to also check if we can roll back (reverse) the increment if no other user has incremented the number. This type of code would be used when there is no user interface and the document numbers are incremented programmatically.

Details of the DN API can be found here.

CLS

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