One of the important topics while implementing a new #Microsoft #Dynamics #NAV Project (that sometimes neglected by the implementer and the customer as well ) is the Serial Number configuration especially that these numbers will affect from several sides the user experience on the new ERP implemented like the time needed for data entry(Guess the difference between entering 10 digits for 100 records per day or 5 digits for these same 100 records ), Reports width size, Field size on the screen, the database size, number recognition and remembering by the user...

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Based on my experience and based on the #best #practices of #Microsoft #Dynamics #NAV, I do see important for example to have the numbering 'C0001' for the customer serial Number because of the following

Berkeley Electronic Press Selected Works. A brief overview of the options for tracking serial and lot numbers in Microsoft Dynamics NAV 2013. Illustrates the flexibility to track lot and serial numbe. Working with the number series in Microsoft Dynamics NAV 2015 What I want to show today is the number series in NAV and how we can change those out. Basically, the Sales department has asked me to change out the number series for sales orders.

• Reduce number of digits to 5 only
• Starting with C will help user when looking into G/L entries to know directly customer entries and will also help him to filter transactions 'C*' when looking into G/L entries with source Type 'Customer'
• Sequential part of the serial number will help the system to generate the number automatically
• Avoid adding other characters like 'VIP' or 'WS' for whole sales customers because the customer might change of type or level during his business with the company and the number will not be valid anymore

As every techie guy knows, another version of Microsoft ERP system Microsoft Dynamics NAV 2018 has been released in Dec 2017. NAV is a complete enterprise resource planning (ERP) software solution for companies – it is easy to configure and simple to use with an intuitive UI. Your current service plan does not allow access to this information. To learn more about Microsoft Dynamics Service Plans review our service plan offerings.

The above also applied to the numbering for Vendors in #Microsoft #Dynamics #NAV.

I see interesting to share with you today (as I'm configuring the serial number of my new Dynamics NAV Implementation project started this week) my 5 tips for serial numbering configuration :

1. Avoid putting character(s) for something that might change in the near future like customer type
2. Put 1 or 2 characters when needed like 'C- for customers' and 'V-for vendors' and 'F- for Fixed Assets' which might help in search and filter...
3. Always use sequential number when possible and try to have it limited as much as possible in order to reduce the data entry time, space needed on report and database size as well. Always answer the question how many records I might have maximum possible in 5 years from now? can it exceed 999 or 9999 or 99999? so you can define if the sequential number will
4. When the number might be huge try to add 2 digits for the year in the beginning so you can reduce the number of digits needed. Example YYXXXX this will help you to have up to 9999 number per year : so in 2016 your number will start by 160001 and can end it to maximum 169999.
5. Avoid using special characters like '- / * & ' cause these might have a problem when exporting and importing data and some functions, equations and sometimes filters.

I hope the above will help you in configuring the serial numbers when implementing your next Microsoft Dynamics NAV or any other ERP.

It will be my pleasure reading your comments and your suggestions related to this topic which will help readers to gain more from your experiences.

P.S. - Thanks for reading my article! I have the privilege of being the co-founder of Scroll Up, an Independent ERP & CRM consultant, Public Speaker and Business advisor Besides writing for LinkedIn. I invite you to CLICK BELOW on some of my most popular articles:

Microsoft Dynamics NAV is a flexible and integrated enterprise resource planning (ERP) solution that makes it easier for small- to medium-sized businesses to link accounting and inventory management, sales, and purchasing. Microsoft Dynamics NAV boasts a variety of useful features, including the Fixed Assets functionality.

The Fixed Assets functionality offers small- to medium-sized businesses a summary of their fixed assets. It also allows businesses to manage insurance policies, monitor maintenance costs, generate statistics and reports, and publish fixed asset transactions. If you’re interested in working with fixed assets in Microsoft Dynamics NAV, here is some information about how this EPR solution can make your life easier.

Fixed Asset Setup

Before you start working with fixed assets in Microsoft Dynamics NAV, you need to define how you will maintain, insure, and depreciate said assets. You also need to determine how you will record values like costs in the general ledger.

Depreciation Books

Microsoft Dynamics NAV offers a number of depreciation methods for the preparation of income tax returns and financial statements for each available fixed asset. The eight methods of depreciation are as follows: Straight-Line, Declining-Balance 1, Declining-Balance 2, DB1/SL, DB2/SL, User-defined, and Manual. Each fixed asset needs to have at least one depreciation book assigned.

Fixed Asset Journals

It is necessary to define a default setup of batches and templates for each depreciation book. You can duplicate lines from one Fixed Asset journal to another by using these defaults. It is also possible to use the Index Fixed Assets or Calculate Depreciation batch jobs to create journal lines.

Fixed Asset Posting Groups

In Microsoft Dynamics NAV, you can define groups of fixed assets with posting groups. The entries for posting groups are classified by transaction type and posted to the same general ledger accounts.

Classes and Subclasses

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You can then categorize and group assets using Fixed Asset classes and subclasses. Users can also set up subclasses to default certain settings on the fixed asset to make data entry more efficient.

Create Fixed Asset Record

You can create Fixed Asset records to store useful information like location, serial number, responsible party, maintenance, and insurance. Use the Fixed Asset Acquisition Wizard to make it easier to set up and enter the cost of the asset.

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Fixed Asset Entries

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Acquisition

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• Fixed Asset Wizard – The Fixed Asset Wizard is straight-forward and will allow you to make setting postings and selections intuitively. When you press “Next,” you will be asked to enter the acquisition date and the acquisition cost. As you progress through the wizard, you will have the option of choosing the balancing part of the transaction, entering the vendor who sold you the asset, and entering the External document number. You can also post your transactions to the general ledger.
• Purchase invoice – A purchase invoice is another way you can post a fixed asset. If you’ve set up the Fixed Asset, you can enter Fixed Asset in the Type field and the corresponding Fixed Asset in the No. Field. If you haven’t set up the Fixed Asset, you can set up a holding account.
• Fixed Asset Journal – If assets are initially posted to a holding account, the user may set up a fixed asset and go into a fixed asset G/L journal and enter the same transaction data that the fixed asset was entered to correspond to the AP invoice where it was booked in the general ledger.

Calculate Depreciation

Depreciation is used to account for the cost of fixed assets over their depreciable life. The Calculation Depreciation process involves posting all entries to a journal for posting and review.

Disposals

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When a fixed asset is disposed or sold, the disposal value needs to be posted to calculate and record the loss or gain. The disposal entry must be the last posted entry for a fixed asset.

Value Report

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The Fixed Asset value port will provide you with just about all the information auditors would like to see for each asset group. You can use the value report to connect the subsidiary ledger to the general ledger.