What is the use of groups in Document Numbering series in sap b1?

[Former Member]

Dear All,

Could you please let me know , What is the use of  groups in Document Numbering series in  sap b1?

Thanks in advance.

Regards,

GOPI KISHAN

[KennedyT21]

Have you checked does the issue solved or not if not pls ask your questions

if solved pls close the thread with correct or helpful answers

Regards

Kennedy

[KennedyT21]

Hi GOPI KISHAN

The 'Group' field in the document numbering -> series set up screen  (Found at: Administration -> System Initialisation -> Document Numbering  -> Series - Marketing document - Setup) is used to control user access   to the various numbering series for marketing documents.
The group functionality works by assigning a 'group' to the numbering  series. Then we give users authorisations to the series groups in the 'General Authorisations'.
When this is complete the user can only access documents where the  authorisation granted to them for the particular 'group' in 'General  Authorisation' matches the group assigned to document numbering series.
This implies that users can only view or use document numbers where they  have been assigned a relevant authorisation and the specifc group number has been assigned to the document numbering series.

Initial defineiton required for the 'group' Functionality

Assumption:

1. The 'group' functionality is required on the Ar Invoice.

2. Initially there is only one series defined for the Ar Invoice.

3. The 'Period Indicator' is 'Default'.

Method

1. In Document Numbering -> Series - Ar Invoice - Set up, create a second series.

           To create a second series:

           In the 'Primary' series for the field 'Last No.', enter a figure which will be the last number in the primary series.

           Go to Data -> Add Rows.

           Give the new series a name, for example 'Second', in the 'name' field  and a 'First No.' which is greater than the 'Last No.' of the primary series.

2. For the 'primary' series in the field 'group' assign the number '1'.

3. For the 'Second' series in the field 'group' assign the number '2'.

4. Next go to the 'General Authorisations' (Administration -> System Initialisation -> Authorisation -> General Authorisation).

5. Here choose a user, e.g. user1, on the left hand side.

6. On the right hand side navigate to 'Series'(Administration -> System Initialisation -> Series).

7. Give user1 'Full Authorisation' for 'Series - Group No. 1' and 'No Authorisation' for the remaining 9 groups(i.e. Series - Group No. 1 and Series - Group No. 3 to Series Group No. 10).

8. On the left hand side of the window now choose a second user e.g. user2.

9. Again on the right hand side navigate to 'Series'.

10. Give user2 'Full Authorisation' for 'Series - Group No. 2' and 'No Authorisation' for the remaining 9 groups(i.e. Series - Group No. 2 to Series Group No. 10).

  Result
           When user1 is adding an Ar Invoice only the 'Primary' numbering series will be available.

           When user 1 is searching for Ar Invoices, only those documents which use numbers from the primary series will be available to view. No documents added with the 'second' series will be available to view.

           When user2 is adding an Ar Invoice only the 'Second' numbering series will be available.

           When user 2 is searching for Ar Invoices, only those documents which use numbers from the second series will be available to view. No documents added with the 'primary' series will be available to view.

Hope Helpful

Regards

Kennedy

[former_member197621]

Hi GOPI KISHAN,

I have used the group for below scenario, based on this sample you may get some idea.

One for our client having system, one person will create local sales order other person will create Export sales order.

So we have created 2 different numbering series

Assign Group 1 for first series

Assign Group 2 for second series

Through authorization ->Administration->System Initialization->Numbering Series

we have blocked the authorization for Group 2 for User 1 , then block the Group 1 for User 2

Now each users can see their sales order only. This is how i make it use of the group.

[jitin_chawla]

Hi,

Please check Note No. : 1047055 regarding the detailed explanation on the group field in document numbering.

Hope it will help to clarify your question.

Kind Regards,

Jitin

SAP Business One Forum Team

[Rafaee_Mustafa]

Hi,

Groups are used to limit the series to a certain user group.

-Rafaee M

[kothandaraman_nagarajan]

Hi,

Sorry. Below reply is not relevant to your questions.

For example, if you want raise PO with different due dates from the single PO( main PO) through split purchase order, then system will create group number for single PO number.

PO document Number 6260000 and contains five line items, then system will create purchase order with the document numbers,

6260000-1

6260000-2

6260000-3

6260000-4

6260000-5

Here 1 to 5 is group number.

Hope helpful.

Thanks & Regards,

Nagarajan