Vendor Number Change & Document Numbers

Sage 300 ERP

Sage 300 ERP
Welcome to the product community for Sage 300 ERP. Share best practices, discuss the product, ask questions to other Sage 300 ERP users. Sage 300 ERP is the most comprehensive financial suite by Sage for mid-sized and smaller businesses.

Vendor Number Change & Document Numbers

  • Comments 1
  • Likes

I’m sure you must have noticed that in sports, everyone on the same team is issued a different uniform number so that each player can be easily identified on the field. Conversely no two players on the same team can wear the same uniform number. Imagine how difficult it would be for you to distinguish a football player on the team if all the players has the same uniform, the same number? However players from different teams can use the same uniform number.

Document numbers such as invoice and check numbers are like uniform numbers issued out to players on the same team. Invoice and check number cannot be reused for the same vendor, but different vendors can have the same invoice and check numbers.

I received a support call from a customer the other day who was combining two vendors using Vendor Number Change. When they combined the vendors they received a message that a new document number has been generated to avoid duplication in the message log. They were concerned about why Vendor Number Change was changing their document numbers and how to determine which document numbers were changed.

I explained that when they are combining two vendors as one vendor, duplicate document number are changed because invoice numbers and check numbers must be unique for a vendor. It’s like getting another hockey player from a trade, but you have to issue him a new uniform number because someone on the team is currently using it.

Going back to the call, I explained that they can review which document numbers were change by going to the Transaction tab in A/P Vendor Activity. For example if you combining Vendor 1350 into vendor 1400 and both vendors had the same invoice number of "INV1", Vendor Number Change will edit the document number for vendor 1350 to "INV1(1)"

If you have any questions, please let us know. We would like to hear from you.

  • Hello Its a mid size Company and I need to setup Vendors and assign numbers to them. Do you have any solution for Assigning numbers to vendors with some kind of logic which is common in the different industries ? Client have around 4000 vendors which supply things to 10 different sites .They also use PO for Invoicing as well. Please guide me if you have any better logical solution for Vendors numbering. Hello Mamaji, Its a mid size Company and I need to setup Vendors and assign numbers to them. Do you have any solution for Assigning numbers to vendors with some kind of logic which is common in the different industries ? Client have around 4000 vendors which supply things to 10 different sites .They also use PO for Invoicing as well. Please guide me if you have any better logical solution for Vendors numbering. They want some kind of logic like if we have 10 character vendor number . lets say first two represent Dept. , next two will represent sites ans so on . I am trying to define that kind of logic which is common in the industries for defining Vendor numbers Thanks and Regards